Statewide Immunization Registry

Kansas Web IZ Logo

What is the Kansas Immunization Registry?
The Kansas Immunization Registry, referred to as KSWebIZ  is a statewide registry for vaccinations/immunizations.  KSWebIZ is  web-based, and contains lifespan immunization records that are  complete, accurate, and secure for Kansas residents.

The purpose of KSWebIZ is to consolidate immunization information among health care professionals, assure adequate immunization levels, and avoid unnecessary immunizations. Registry data is used by healthcare professionals to: monitor the immunization status of children and adults; assure compliance with state statutes on immunization requirements for individuals; identify geographic areas at high risk due to low immunization rates; and to document and assess vaccination coverage during disease outbreaks.

Security
Security measures comply with Health Insurance Portability and Accountability Act (HIPAA) and Kansas statutes. Access is limited to individuals and entities that either provide immunization services or are required to ensure that persons are immunized. “Authorized users” are any one of the following:

  1. An employee of a public agency or department.
  2. Health records staff of child care facilities and family day care homes.
  3. A person other than a public employee who is entrusted with the regular care of those under the care and custody of a state agency including, but not limited to, operators of day care facilities, group homes, residential care facilities adoptive or foster homes.
  4. A health care professional (KSA 65-531).

Where does the data come from?
Vital Statistics-Legacy birth data (1994-present) is extracted nightly from Vital Statistics. On average, 95-98% of all parents’ consent to include their child’s record in KSWebIZ through the birth registration process. This data includes birth certificate demographics and the birth dose of hepatitis B.
Medicaid Billing System-Vaccinations billed to Medicaid are imported into KSWebIZ nightly. (Vaccinations billed since 1994 have been imported.)
Historical (Legacy) Data Imports-When an immunization provider decides to use the system, historical (legacy) electronic data is imported into KSWebIZ when possible so that manual data entry can be avoided.
Direct Entry Providers-Patient demographic data, historical vaccinations, and administered doses are updated in real-time at the time of service.
Schools-School personnel access the system to update demographics,  historical vaccinations, and track school immunization rates with parental consent.
Interface Providers-Providers with an electronic medical record (EMR) system that has the capability can search and update the registry electronically.

Requesting an official immunization record
To request your own immunization record, you must be of legal age (18 years or older). If you are requesting the record of a minor child (under age 18), you must be the child’s parent or legal guardian at the time of the request. There is no charge to receive a copy of an immunization record.

To request a copy please complete the Authorization for Release of Immunization Information form and return it with a copy of your photo identification using one of the following methods:

  • Fax: 785-559-4227
  • Email: KDHE.ImmunizationRegistry@ks.gov
  • Mail: Kansas Department of Health & Environment
              Attn: Kansas Immunization Registry
              1000 SW Jackson, Suite 210
              Topeka, Kansas 66612

Note: Please be sure to indicate on the form how you would like your records returned.

Once our office receives the completed form and photo identification we will release a copy of the requested immunization records if they are available.  Records can be released to you using one of the following methods:

  • Fax
  • Mail
  • E-Mail
  • My Kansas Health Patient Portal - This option is only available to individuals with access to a computer.  This option will allow an individual to access their immunization records any time after the initial set up of the account. This option is only available for individuals it is not available to organizations requesting records.

This form is for public requests only. Providers should contact the Kansas Immunization Program for access to patient records.

Participating in KSWebIZ
Agencies who give immunizations or have access to immunization information are currently targeted for registry access.  KSWebIZ allows users to generate Kansas Certificate of Immunizations (KCIs), Pink Cards, and the Vaccine Documentation & Consent form electronically. The system has a recommender function that assists the provider in determining immunizations needed by the patient and can generate a reminder for immunizations that are due or past due.  KSWebIZ has a full inventory tracking module and produces a multitude of reports based on doses administered. The system is Web- based and secure, making patient records mobile wherever the Internet is accessible.
To participate in KSWebIZ please complete the Site Enrollment Agreement and the Pharmacy, Provider, or School screening form for your agency and return it using one of the following methods:


Kansas Immunization Program
1000 SW Jackson, Suite 210
Topeka, Kansas 66612
Immunization Helpdesk
Phone: (877) 296-0464
Fax: (785) 559-4227
Email: kdhe.immunizationregistry@ks.gov