Immunization Registry (KSWebIZ)

Kansas WebIZ Bee Wise  


What is the Kansas Immunization Registry?

The Kansas Immunization Registry, also referred to as KSWebIZ, is the statewide immunization registry. It is a web-based centralized birth to death database that maintains complete, accurate, and secure immunization records for all 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 document/assess vaccination coverage during disease outbreaks.

What is the Primary Goal of KSWebIZ?

The goal of KSWebIZ is to serve as a repository for immunization records that are accurate, up-to- date, and complete. This web-based system enables end users to accurately assess a patient's immunization status. Continuous enrollment of providers who actively use the registry on an ongoing basis, will ultimately result in readily accessible and complete immunization health records.

Necessity of a Registry (how it can help Kansas):

  • Complete and accurate immunization histories can be viewed by providers to ensure timely and non-duplicated vaccine coverage.
  • School nurses will have access to the data to ensure that all incoming students have completed the necessary schedule of vaccines. The efficiency associated with automating this process will be enormous.
  • The Kansas Immunization Registry has an automated vaccine inventory management module capable of tracking vaccine expiration dates and dosage counts.
  • This information can be used to forecast future vaccine inventory needs.
  • Information can and will be used to determine coverage levels across the state, identifying and targeting “pockets of need.”
  • Coverage level information by practice or geographic area will be used to identify high risk areas and to target appropriate outreach and follow up activities.
  • The registry can forecast future immunization needs.

Where does the data come from?

The registry is collecting this data from both public and private providers of immunizations without increasing work burden. As a centralized source of the most current and accurate information, the registry also serves as the resource for individuals in need of consolidated historical immunization information, including other state agencies and programs (SRS Medicaid, KDHE Bureau of Epidemiology and Disease Prevention, KDHE Bureau Family Health, and KDHE Bureau of Child Care Licensure), school nurses, local health departments, physicians, and health insurers.

In addition:

  • Vital Statistics. Legacy birth data (1994–present) is extracted nightly from Vital Statistics*. This data includes birth certificate demographics and the birth dose of Hepatitis B. *Note: On average 95-98% of all parents consent to include their child's record in KSWebIZ through the birth certificate registration process.
  • Medicaid Billing System. Vaccinations billed to Medicaid are imported into KSWebIZ nightly. Note: Vaccinations billed since 1990 have been imported.
  • Legacy Data Imports. When an immunization provider decides to use the system, 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 real-time at the time of service.
  • Schools. School personnel access the system to update demographics, historical vaccinations, and track school immunization rates pending parental consent.
  • Interface Providers. Providers with an electronic medical record (EMR) system, that has the capability, can search and update the registry electronically.
  • And Other Sources.

Will it be Necessary to Enter Data Twice into Two Systems?

  • NO, unless the provider prefers to work in such a manner

What About HIPAA Compliance, Patient Privacy and Confidentiality, and Data Security?

  • Security measures are in compliance with 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, and adoptive or foster homes, and/or 4) a health care professional (KSA 65-531).

General Enrollment Process

KDHE is contacted by an interested provider. Information is collected on each applicant to substantiate eligibility and appropriate access. Upon approval, a provider is contacted by registry staff to begin the process of enrollment. The next step is for legacy data to be extracted from the provider system, if possible, and after having been "cleansed," the data is imported into the registry. Once the data is ready to be loaded, training is scheduled. Secure tokens [devices that ensure extremely secure sign on to the system] are distributed. Confidentiality agreements are signed and the final data is imported into production.