data upload

data upload

Florida SHOTS Data Quality

Now more than ever, it is important to ensure that complete and accurate information is entered in Florida SHOTS for persons receiving a vaccination. Provide full names, up-to-date addresses, carefully input lot numbers, and complete as many fields as possible. This allows Florida SHOTS to provide you accurate reports to assist you to manage vaccine inventory as well as keeping your patients up-to-date with their vaccines. 

NEW COVID-19 Upload Spreadsheet

For providers using the spreadsheet functionality to upload COVID-19 vaccine data, make sure to download a new COVID-19 spreadsheet template from Florida SHOTS every day, as changes may occur routinely. Only the last update of the spreadsheet will upload successfully and older versions will no longer be accepted. Additionally, as noted in early February, make sure to see Instructions and updated Ethnicity tab.

Free, Expert Help with Data Quality

If your office participates in data upload from your EHR, it’s important to frequently monitor your data to ensure that the vaccine records are uploading properly into Florida SHOTS. Don’t know where to begin to check for errors and warnings? We’re here to help!

A personalized analysis can be completed and includes:

  • Full review of your data in the registry using the Data Quality Tool
  • Review of immunization codes within your software
  • Review of all rejections, warnings, and accepted data
  • Patient chart review to look for discrepancies in documentation between the patient’s chart, EHR, and data reported to Florida SHOTS

If you would like a thorough data quality analysis, contact our data quality specialist, Gretchen, at (786) 271-6453, or [email protected].

Don’t Miss the Monthly Data Quality Reports Live Webinar!

If your office participates in data exchange, you can run several helpful reports within Florida SHOTS to ensure that your vaccine records are uploading successfully. During our monthly webinar, we cover everything you need to know to monitor your uploads for errors and review your transaction history.

Click HERE to register for the webinar on Wednesday, November 18th at 2:00pm!

We’re Here to Help!

You may be familiar with our Help Desk, but did you know Florida SHOTS has a Field Team? We’re here to help your office with everything from troubleshooting your data uploads to one-on-one trainings. Depending on your needs, the county where you are located, or the EHR software, you can find the best point of contact HERE.

We look forward to helping you get the most out of Florida SHOTS!

Stage 3 Meaningful Use Registration

Healthcare provider personnel who are designated Florida SHOTS "Local Org Administrators" can now register for Meaningful Use Stage 3 within Florida SHOTS. Providers attesting for MU Stage 3 must demonstrate bi-directional exchange with query/response (QBP/RSP message) capability as well as the submission of VXU messages consistent with CDC's 2.5.1 release 1.5 version of the HL7 Implementation Guide for immunization messaging.

Complete the steps that follow to register for Meaningful Use Stage 3 within Florida SHOTS. You must register for Stage 3 even if you have previously registered for Meaningful Use Stage 1 or Stage 2.

  • Step 1: Log in to your Florida SHOTS account.
  • Step 2: Select “Meaningful Use” from the Florida SHOTS menu.
  • Step 3: Select "Stage 3" from the menu.
  • Step 4: Follow steps 1 through 5 listed on the “Meaningful Use Stage 3 – Registration of Intent” page.
  • Step 5: Fill in the required blue fields on the “Registration of Intent” form and click “Submit.”

Free, Expert Help with Data Quality

If your office participates in data upload from your EHR, it’s important to frequently monitor your data to ensure that the vaccine records are uploading properly into Florida SHOTS. Don’t know where to begin to check for errors and warnings? We’re here to help!

A personalized analysis can be completed and includes:

  • Full review of your data in the registry using the Data Quality Tool
  • Review of immunization codes within your software
  • Review of all rejections, warnings, and accepted data
  • Patient chart review to look for discrepancies in documentation between the patient’s chart, EHR, and data reported to Florida SHOTS

If you would like a thorough data quality analysis, contact our data quality specialist, Gretchen, at (786) 271-6453, or [email protected].
 

Reminder for Data Exchange Participants

All data exchange participants will need to use real-time web services. With web services, uploads occur automatically, so as soon as Florida SHOTS receives the records from your EHR, the shots are processed immediately! This means your office can instantly create and print the DH Form 680 and immunization history forms without duplicate data entry.

If your office is currently using a “batch” process to upload your immunizations, make sure to contact your software provider to ask about real-time and bi-directional web services. Your EHR company will need to move to real-time web services for your shots to upload and post. As we move through the process of transitioning all uploads to web services, our Florida SHOTS Data Team will be working closely with practices to ensure a smooth transition.