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!

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.

INSTANT PROCESSING. FEWER ERRORS.

Accurate data in Florida SHOTS leads to easier reporting, more efficient workflow, and better patient care. Real-time data exchange allows for instant shot data processing and reporting. It also eliminates duplicate data entry—reducing the chance for errors.

Remember: as of June 30, 2019, all data exchange participants will be required to use real-time interfaces. If you aren't already using real-time data exchange, check with your software provider about switching as soon as possible.

For more information or a personalized data quality analysis, contact our Data Quality Specialist: Gretchen Cotter: (786) 271-6453 or [email protected]

 

COMPLETE. CORRECT. CURRENT.

Uploading Providers: Now Is the Time for Real-Time Uploads

By July 1, 2019, all data uploads will be moving to real-time web services. With web services, uploads occur automatically, so as soon as Florida SHOTS receives the records from your electronic health record (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, as Florida SHOTS will no longer accept batch files after June 30, 2019. Your EHR company will need to move to real-time web services for your shots to upload and post.