HL7 Uploads Settings

Incoming Account

Select the default user name of the logged in user.

Allow HL7 user to modify these settings

Select this option to allow HL7 users to modify the default settings. To deny access to this screen for general HL7 users, deselect (disable) the option. The default is to not allow users to modify the HL7 settings (deselected).

Application Type

Select the type of application to which this account is associated. This setting changes the format of sent messages and how messages are interpreted when received by this account. Examples:

• CDC Standard - Messages only include fields explicitly defined by CDC standard documents.

• McKesson DFT - Messages are formatted to the newer standard.

• MiSys DFT - Messages are formatted to the older standard.

• QS-Insight - This is the same as CDC Standard.

• STC-IWeb - Messages include support for IWeb-specific fields and data.

HL7 messages contain multiple patient identifiers in a repeating list. This setting indicates which patient identifier is the medical record number (MRN). Enter the correct identifier for messages that will be received by this account:

• MR - Medical Record Number
• PT - Patient Identifier
• [blank] - If no identifier is to be sent, leave the field blank
• Other Value - Enter any other value that is defined by the sender

This field is typically set only one time and saved.

Registry ID identifier

Enter the patient identifier that will be used to represent the patient's ID in the state registry. Example: SR (default)

General logging

Select the level of logging that should occur during normal transactions when no errors occur:

• None - No specific information will be logged about the message.
• Minimal - A minimal amount of data will be logged, but the actual message data will not.
• Verbose - The entire message and the response will be logged. Although this option takes up space, this is the option normally chosen.

Error logging

Select the level of logging that should occur during transactions when an error occurs:

• None - No specific information will be logged about the error.
• Minimal - A minimal amount of data will be logged about the error.
• Verbose - Detailed information will be logged about the error. This option can help with troubleshooting, but takes up more space.

Code table mappings

A code table mapping is an XML description that indicates how coded values should be translated into and out of the application. Use this setting to define mappings for HL7 files that do not follow the CDC standards for code values. Example:

<code-value-map>
 <table id="FACILITY">
   <import value="2508" code="3LY05"/>
 </table>
</code-value-map>

In the above example, the provider uses the number 2508, while the state registry uses 3LY05. An import value for each provider should be added.

This mapping is important for vaccine inventory.

Deduplicate

Select when you want the incoming data to be scheduled for the deduplication process. All incoming data is eventually deduplicated. The options are:

• Scheduled - This option prevents the Deduplicate checkbox from appearing on the HL7 Realtime Server page. This is the default for all new interfaces.
• Immediately - This option automatically selects the Deduplicate checkbox on the HL7 Realtime Server page. Interfaces that were previously checked will now have this option.
• User Selected - This option does not automatically select the Deduplicate checkbox on the HL7 Realtime Server page and allows the user to make the choice.

Hash ID by sender

This option is rarely used. On the rare occasion that the sending system collects data from different systems and sends the information in one account, the MRN ID can be hashed to make it unique. To do this, the sending facility (MSH-4) and sending application (MSH-3) are concatenated together and then hashed to generate a unique sequence of characters (the hash), which is prepended to the MRN listed in the record using a colon. For example, if the patient MRN is 975779 and the resulting hash is 3780937371, the registry stores the MRN as 3780937371:975779. This new ID is then submitted to IWeb as the patient's MRN.

This method ensures that even if two entities within the data stream assign the same MRN, they will appear as different MRNs after they are hashed.

This option will make user searches by MRN in IWeb difficult, because the MRN will not include the strange set of characters unique to the sending facility.

Newborn first name matcher

This option is used to create a placeholder name for babies that have not yet been named. IWeb supports and recognizes standard placeholder first names such as newborn, baby girl, and baby boy, but sending systems may use other naming conventions such as FC-Jones Jones (female child of Ms. Jones with the possible last name of Jones) that may not be recognized by IWeb. To standardize incoming placeholder names, a regular expression can be entered into this field to match against first names.

If the regular expression matches against a first name, it is then replaced with the name Newborn.

Leaving this field blank turns this feature off.

Accept if not older than

This option can be used if patients older than a certain age (e.g., 18) are not to be accepted when sent by sending systems. IWeb will reject/ignore patient records that exceed the set age. To enable this feature, enter a cutoff age (in years) that is greater than 0.

For example, if the value of 18 is entered, all patients aged 19 and older will not be accepted, but all patients aged 0 through 18 will be accepted.

Unknown vaccination handling

This option determines what is done when a vaccine code is received but is not recognized. Select one of the following options:

• Default - Unrecognized vaccine codes in Vaccination in Financial (DFT) messages are ignored, but in all other messages they are added.
• Always Add - Unrecognized vaccine codes are added as unknown vaccinations.
• Always Ignore - Unrecognized vaccine codes are skipped as if they were never sent. Select this option if you expect to receive unrecognized vaccine codes and want to skip them.
• Always Reject - Unrecognized vaccine codes and containing messages are rejected with error messages. Select this option if you never expect to receive unrecognized vaccine codes and want to reject the messages if they occur.

Update Current Patients

Select this option (enable it) to always update a patient's demographics when patient data is uploaded, whether or not the uploaded data is the most current information on the patient. This option is selected (enabled) by default and will overwrite current patient demographics.

If this option is not selected (disabled), the interface checks first for a patient with the same MRN that has already been submitted by this provider. If such a patient exists, the patient update is skipped. Vaccinations included with the message are added to the record. Deselect (disable) this option when old information is to be uploaded and the current demographics are already in IWeb for some or all patients. Disabling this option will prevent current patient records from being overwritten.

Insert patient as historical (non-owned)

Select this option (enable it) to mark patient information as historical or non-owned. This will keep ownership from changing because of an update. This option is useful when loading data for non-owning entities (such as mobile shot clinics) or when loading initial data dumps that include many patients that are no longer seen by this clinic.

This option is also useful when a new provider is brought on board and he has multiple years of legacy data. Loading this data with the option disabled could overwrite the registry data by changing the vaccination owner.

Insert vaccination as historical

Select this option to mark vaccinations in HL7 as Administered or Historical. Some interfaces do not do this, so IWeb assumes that all vaccinations are Administered.

If a sending system does not properly indicate historical shots, it may be necessary to select this option to  force all vaccinations to be read as Historical.

Update registry inventory

Select this option to flag the record so that the deduplicator will update the vaccination inventory amounts.

Lot inventories must be set up prior to importing data.

Map vaccination VFC Eligible from PV1-20

Selecting this option indicates that the patient reserve table should be used when mapping vaccinations that are VFC-eligible during an HL7/DTT import.

Use Facility ID from HL7 v2.5 location

Select this option to use the facility ID from the HL7 V2.5 location (section 11-4) when the provider uses HL7 V2.5.

Insert if sent:

  - Primary facility
  - Administered-at location
  - Primary physicians
  - Vaccinators

If an option below is selected, the data will be inserted into the registry if it is sent:

• Primary facility - This information will be inserted into the registry when the facility name and ID are sent.
• Administered-at location  - This information will be inserted into the registry when the location name and ID are sent.
• Primary physicians  - This information will be inserted into the registry when the primary physician names and IDs are sent.
• Vaccinators - This information will be inserted into the registry when the vaccinator names and IDs are sent.

It is recommended that these fields be left unselected (disabled). However, if they are selected (enabled), overall administration is reduced and the data is inserted. If not selected (disabled), the facility and physician IDs should be mapped under code table settings. If selected (enabled), the following validation steps are performed before a new facility or physician is created: Facility Validations 1. IRMS does not exist or is inactive. 2. Facility ID was not provided or is invalid. 3. Facility name was not provided. 4. Facility name already exists as another facility ID. 5. More than one facility exists in this IRMS with the same name. Physician Validations 1. IRMS does not exist or is inactive. 2. Physician ID was not provided or is invalid. 3. Physician last name was not provided. 4. Physician name already exists in this IRMS with a different physician ID. 5. Facility ID is invalid, does not exist, or is mismatched (exists in another IRMS).

Responses returned

This option indicates what type of response is returned for a message. The default action is determined by the value of MSH-16 in each message. This can be overridden here, in which case it will apply to all messages received regardless of the value in MSH-16. If MSH-16 does not specify an action, the message is always sent a response. The choices are:

• Defined by Incoming Message - IWeb looks at the value in MSH-16 to determine what action to take. If it is blank or there is another value, it will be treated the same as Always Acknowledge.
• Always Acknowledge - Always sends back response messages.
• Never Acknowledge - Never sends back response messages.
• Only for Errors - Only sends back responses when an error has occurred.

: It is important to set this option properly, especially when Reciprocal Batch Update is enabled. Sending systems that expect to receive a batch update may not want to receive any response; turning off (disabling) the responses here will stop that from happening.

Varicella history-of-disease code

Some systems store Varicella History-of-Disease as a special immunization code, although it normally should be sent as a contraindication. Use this setting to specify the code used by another system.

Patient VFC Eligibility Private Insurance code

Select an option to indicate the value from the VFC status list that corresponds to private insurance.

This field is used primarily by the state of Washington. It maps the V10 option to a specific value for VFC-eligible lookups. Private Insurance is not usually included in the list of standard options for the VFC-eligible lookups, but this option allows V10 to be mapped to that, or for any other custom VFC-eligible option.

If the provider sends V01 (Not Eligible), the setting will map that to private insurance. If that setting is not configured, V01 will continue to reflect as Not Eligible.

Assume Guardian for blank Relationship code

Consent filter

Select the type of consent filter to apply:

• No filter
• Assume non-consented, accept consented only
• Assume consented, ignore non-consented

Consent code

Enter the code identifying where the consent value is recorded in the ORU.

Consented value

If the consent filter is Assume non-consented, a consent code must be specified. All records with this consent value will be accepted; all others will be ignored.

Refused value

If the consent filter is Assume consented, a non-consent code value must be specified. All records with this non-consent value will be ignored, and all others will be accepted.

Assume administered

Immunizations reported through a laboratory record include information about when an immunization was recorded. Use this option to indicate when an immunization should be considered administered. Example options:

• No
• If recorded today
• If recorded today or yesterday
• If recorded today or in the last 2 days

Observation definition

Enter the XML definition that defines the codes that represent immunizations.

Unknown code handling

Select the value to handle the unknown codes:

• Default
• Always Add
• Always Ignore
• Always Reject

Strict exact match

Select this option if the first name, last name, and birthdate must all match for an exact match designation when a user queries for a patient by MRN or SIIS ID.

Query using

Select all of the options that can be used to find a match in the registry. Each query is run in turn and the results are appended to the previous results. If the first query, Advanced Search, is always run, it examines the entire patient query to find a match. If an exact match is found, it is returned without running the additional queries. The additional queries include:

• First, Last, Guardian First, and Mother Maiden Names
• Birth Number
• Medicaid
• SSN
• First Name, Last Name, Birth Date
• First Name, Last Name (Exact)
• First Name, Last Name (Phonetic)
• Phone
• First Initial, Last Initial, Birth Date
• First Initial, Birth Date
• Birth Date
• First Name (Exact)
• First Name (Phonetic)
• Last Name (Phonetic)

Maximum number of matches

Enter, as a whole number, the maximum number of possible matches that can be returned for one query.

Enforce user agreement

Select this option to force HL7 users to follow the user agreement protocol when making queries, if a user agreement has been defined.

For example, if this option is selected (enabled) and the HL7 account sends a query request but the user account has not previously accepted the user agreement, the user is redirected to the user agreement page to accept it before the query is performed.

Return master patient address

Select this option to return the master patient address when queried.

Return all normally private demographic fields from the master patient record

Select this option to include demographic fields from the master patient record that are normally considered to be private.