(DTT) Specification Guide, Is Stchealth Confidential and Proprietary P
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Information contained in this Data Translation Tool (DTT) Specification Guide, is STChealth Confidential and Proprietary Property. Table of Contents Permissions 4 File Format Elements 4 Creating a Data File 4 Import Profile Set Up 4 Patient Information 6 Patient and Vaccination Information 7 Inventory Information 9 School Roster Information 9 Mass Immunization Information 11 Lead Information 13 Facility Information 14 Physician/Vaccinator Information 14 Edit your Existing Import Profile 15 Print Data Profile Report 16 Import File 17 Appendices 19 Appendix A: Vaccine Codes 19 Appendix B: Vaccine Codes with Product Name/Manufacturer 29 Appendix C: State County Codes (FIPS) 38 ALASKA 38 ARIZONA 39 INDIANA 40 LOUISIANA 42 MISSISSIPPI 44 MONTANA 46 OHIO 48 PUERTO RICO 50 TENNESSEE 52 WASHINGTON 55 WEST VIRGINIA 56 WYOMING 58 2 Appendix D: Ethnicity Codes 58 Appendix E: Race Codes 59 Appendix F: Inactive Codes 59 Appendix G: VFC Eligible Codes 59 Appendix H: Anatomical Route & Site Codes 60 Route Codes 60 Site Codes 60 Appendix I: Lot Action Codes 61 Appendix J: HL7 Data Elements 62 HL7 Data Types 62 Patient Demographics 63 Guardian Information 64 Vaccination Information 64 Upload of Vaccine Inventory 65 Physician/Vaccinator Records 66 Facility Records 66 School Roster 67 3 Permissions ● User must have the following two permissions added to their user account: o DTT Profile Creator o DTT Import Access File Format Elements ● Character Delimited (ASCII Text) – Although, the pipe symbol (|) is recommended, other characters may be used including the TAB character. The use of commas and periods are not recommended since these characters can be embedded within the data. ● Fixed Length Delimited– If using the record type of FIXED LENGTH, you WILL need to “pad or fill” the fields with trailing spaces (blanks) so the field is the correct length; otherwise, padding the fields is NOT recommended for the other file formats (Character or TAB). ● Tab Delimited Creating a Data File Import Profile Set Up 1. Prior to uploading a file, the user will need to set up the DTT import profile. The DTT import profile must be set up per organization. These steps do not need to be repeated for each facility under the organization. 2. Login in IWeb as a registry client and select the Organization that you want to upload the file to. 3. Select Imports>DTT/HL7 4. Select Define Data Profile 4 5. Enter in a New Profile name and select Continue. 6. Enter in your sample line and enter in a comma “,” or pipe “|” into the Delimiter field. 7. Select Evaluate Sample Line. 8. Assign Field Definitions and Data Format where applicable. Ensure you set the Field definitions according to the information being uploaded. 9. Examples of different DTT Import Profiles: 5 Patient Information Sample line: facility id,medical record number,patient first name,patient middle name,patient last name,patient dob,patient gender code,patient race code,patient 1st address street line 1,patient 1st address city,patient 1st address state,patient 1st address zip code,patient phone number,mother maiden name,guardian first name 6 Patient and Vaccination Information Sample line: Administered Vaccination: facility id,medical record number,patient first name,patient middle name,patient last name,patient dob,patient gender code,patient race code,patient 1st address street line 1,patient 1st address city,patient 1st address state,patient 1st address zip code,patient phone number,mother maiden name,guardian first name,CDC vaccine code,immunization date,lot number,lot import expiration date,manufacturer code,vaccination VFC eligible,vaccination facility ID 7 Historical Vaccination: facility id,medical record number,patient first name,patient middle name,patient last name,patient dob,patient gender code,patient race code,patient 1st address street line 1,patient 1st address city,patient 1st address state,patient 1st address zip code,patient phone number,mother maiden name,guardian first name, CDC vaccine code,immunization date,vaccination facility ID,historical vaccination 8 Inventory Information a. Settings to be completed for the facility. Search in the IIS for the facility and edit. i. External Facility Inventory ID – assigned by state and is unique to the facility. NOTE: Recommend to not lead with zeros ii. Vaccine Management > Import Inventory Data from IIS (checkbox) Sample line: lot import external facility id,lot import lot number,lot import manufacturer code,lot import expiration date,lot import CVX code,lot import publicly supplied,lot import facility id,lot import dose count,lot import action code,lot import update type,lot import vaccine code,lot import NDC number,lot import funding source School Roster Information Sample line: medical record number,patient grade,school external school id,patient student id,patient first name, patient middle name, patient last name, patient DOB, patient gender code, 9 patient race code,patient phone number,patient 1st address street line 1,patient 1st address city, patient 1st address state, patient 1st address zip code, school entry date 10 Mass Immunization Information Patient Information ONLY Sample line: facility id,medical record number,patient first name,patient middle name,patient last name,patient dob,patient gender code,patient race code,patient 1st address street line 1,patient 1st address city,patient 1st address state,patient 1st address zip code,patient phone number,tier,campaign Patient & Vaccination Information Sample line: facility id,medical record number,patient first name,patient middle name,patient last name,patient dob,patient gender code,patient race code,patient 1st address street line 1,patient 1st address city,patient 1st address state,patient 1st address zip code,patient phone number,mother maiden name,guardian first name,CDC vaccine code,immunization date,lot number,lot import expiration date,manufacturer code,tier,campaign 11 12 Lead Information Sample line: facility id,medical record number,patient first name,patient middle name,patient last name,patient dob,patient gender code,patient race code,patient 1st address street line 1,patient 1st address city,patient 1st address state,patient 1st address zip code,patient phone number,guardian first,lead sample draw date 13 Facility Information Sample line: facility id,facility name,facility mailing address,facility address city,facility address state,facility address zip code,facility phone number,facility email address,facility contact first name,facility contact last name NOTE: The district can also be added by using facility health district. Physician/Vaccinator Information Sample line: physician first name,physician last name,physician id,physician type code NOTE: Physician Type code will need to be mapped as shown below. 10. Select Submit Definitions for any values that will need to be further defined. For Example: Patient Gender Codes 14 11. Select Submit Data Mappings 12. Select Next 13. Select Save Profile 14. The Profile is now saved. Edit your Existing Import Profile 1. Login in IWeb as a registry client and select the Organization that you want to upload the file to. 2. Select Imports>DTT/HL7 3. Select your Import Profile and select Define Data Profile 4. Select your profile name from the Existing Profile list and select Continue. 15 5. Repeat steps #6-14 from the Set Up Import Profile section. Print Data Profile Report To view how you have defined an import profile: 1. Login in IWeb as a registry client and select the organization that you want to upload the file to. 2. Select Imports>DTT/HL7 3. Select the Import Profile you would like the report for. 4. Select Print Data Profile Report 5. A new tab will open in your browser. 16 Import File 1. Load all your records into a sheet in Excel. The excel sheet columns should match the sample file format. Save the excel sheet as .csv. NOTE: Remove headers from the CSV file before importing. 2. Login in IWeb as a registry client and select the Organization that you want to upload the file to. 3. Select Imports>DTT/HL7 4. Select your Import Profile 5. Select your file by clicking on Browse 6. Select your file. 7. Select Import. 8. You will get two emails, one when the DTT Upload has begun and when the DTT Upload is complete. 17 9. Once the upload is complete, select View Import Logs. 10. Select the upload that you want to see errors for. If there are no errors, the selection will be empty. 11. Run Deduplication to process any records in dedup. 18 Appendices Appendix A: Vaccine Codes Last CVX Vaccine Short Description Full Vaccine name Updated Code Status Date diphtheria, tetanus toxoids and pertussis 1 DTP Inactive 5/28/2010 vaccine 2 OPV trivalent poliovirus vaccine, live, oral Inactive 2/10/2017 measles, mumps, and rubella virus 3 MMR Active 5/28/2010 vaccine 4 M/R measles and rubella virus vaccine Inactive 5/28/2010 5 measles measles virus vaccine Inactive 8/31/2010 6 rubella rubella virus vaccine Inactive 6/18/2015 7 mumps mumps virus vaccine Inactive 6/18/2015 hepatitis B vaccine, pediatric or 8 Hep B, adolescent or pediatric Active 5/10/2018 pediatric/adolescent dosage tetanus and diphtheria toxoids, Td (adult), 2 Lf tetanus toxoid, adsorbed, preservative free, for adult use 9 Active 10/27/2017 preservative free, adsorbed (2 Lf of tetanus toxoid and 2 Lf of diphtheria toxoid) 10 IPV poliovirus vaccine, inactivated Active 5/28/2010 11 pertussis pertussis vaccine Inactive