Frequently
Asked Questions
What
is the CHILD Profile Immunization Registry?
How does it work?
How does the Registry benefit my practice?
How does the Registry help my patients?
How many immunization records are in the CHILD Profile
system?
Who else is participating?
Is the Registry compatible with our existing computer
system?
Is the data in the Registry secure and protected?
Should I let my patients know I use the Registry?
What should I do if one of my patients wishes to opt
out of the Registry?
How do I get connected to the Registry?
How do I order CHILD Profile Materials?
What is the CHILD Profile Immunization Registry?
The Registry is a secure, shared web-based computer system in Washington
State that helps health care providers keep track of the immunizations
children in their practice receive. The record remains available when
families move or change providers.
How
does it work?
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Patient
information from the public portion of the state birth certificate
is automatically entered in the database. |
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Health care
providers then add to the Registry as the child is immunized.
Health care providers can:
- access the
record as needed
- use the
record to compile and print recall lists of patients needing immunizations
- use the record
to create vaccine usage and immunization assessment reports
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How
does the Registry benefit my practice?
Physicians and clinics
that take part in the Registry can use it to:
- Keep track of all
immunizations a child has received and who gave them.
- Quickly and conveniently
see what vaccines a child needs at each visit.
- Save time answering
requests for immunization records from parents, schools and camps by
printing out the record (including the CIS form).
- Improve follow
up and patient contact by creating reminder and recall lists, mailing
labels or postcards.
- Reduce paper work
by pre-loading lot numbers and easily creating monthly state vaccine
usage reports.
- Record Vaccine
for Children (VFC) eligibility and create benchmarking reports.
- View and print
forecast reports for needed immunizations.
- Generate and print
vaccine accountability reports.
- Produce list of
patients affected by vaccine lot recalls.
- Generate clinic
assessment reports through user’s Clinical Assessment Software
Application (CASA).
- Print immunization
record directly onto the CIS form.
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How
does the Registry help my patients?
- It helps assure
timely and complete immunizations.
- CHILD Profile’s
health promotion materials remind
parents about needed immunizations and well-child checkups.
- Parents rest easier
knowing their child’s immunization record is available when they
need it: in an emergency, if they move or when they change providers.
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How
many immunizations records are in the CHILD Profile system?
There are over 16 million immunizations for nearly four million individuals
of all ages in the Registry. Seventy-seven percent of children under age
six have one or more immunizations in the system, and 61% have two or
more immunizations.
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Who
else is participating?
CHILD Profile has 280 partner health organizations that participate
and exchange data with the Registry. This includes most of Washington’s
major health plans, the state Medicaid program, local public health agencies,
community and migrant health centers, and a growing number of private
health care providers. A few examples of participating organizations are:
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Mary
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Active efforts are
underway to recruit providers. View a complete
list of participating providers.
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Is
the Registry compatible with our existing computer system?
CHILD Profile can be accessed with any PC that has Internet access
and:
- Microsoft Internet
Explorer 6.0 and above
- 128 bit encryption
For medical organizations
with existing electronic systems we can also set up a data exchange process
that sends batch data directly to CHILD Profile from your Electronic Medical
Record, or from your practice management or billing system. Call our Help
Desk at (800) 325-5599 to discuss choices.
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Is
the data in the Registry secure and protected?
Providers, health plans, and other covered entities may disclose protected
health information to CHILD Profile without patient authorization since
the disclosure is allowed as a public health activity related to controlling
or preventing disease. Although the HIPAA privacy rule doesn’t directly
apply to CHILD Profile, DOH intends to comply with the spirit of the rule.
In accordance with RCW 70.02, Washington's Health Care Information Access
and Disclosure Act, individually identified data will only be disclosed
for the purpose of facilitating health care or conducting public health
activities to prevent or control disease.
Only participating
healthcare providers can view records in the Immunization Registry. Your
participation in the Registry is HIPAA compliant.
- All data is username
and password protected.
- Passwords must
meet certain standards.
- Passwords expire
and must be changed every 3 months.
- All communication
between the user's browser and the Registry database server is encrypted
using 128-bit encryption.
- The application
servers and databases live in a physically protected environment within
the Washington Department of Information Services on a protected network.
- The application
lives behind a series of firewalls.
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Should
I let my patients know I use the Registry?
YES! Becoming a registered user of
CHILD Profile tells parents that you care about providing timely and accurate
immunizations. When you register you receive a poster and brochures for
your office or exam room to inform parents about the Registry and its
benefits for their children and their community’s health. CHILD Profile
also provides an immunization
card  and well child
booklet with plastic sleeves to share with parents.
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What
should I do if one of my patients wishes to opt out of the Registry?
CHILD Profile's Operations
Guidance on Confidentiality states that each parent or patient has
the right not to participate in the Immunization Registry or receive health
promotion mailings.
If
a parent or patient wishes to opt out, please share the "Welcome
to CHILD Profile" brochure with them and explain the benefits
of their participation in CHILD Profile. If they still wish to opt out,
they may call our parent line at 1-800-322-2588. Or you may print out
the opt-out letter and form for them to complete.
NOTE:
If you manually enter immunization records into CHILD Profile, you will
need to make a note in the patient's record that they have chosen to opt
out of the Registry. If you provide batch data to CHILD Profile, our system
will automatically block further entry of their records via the batch
process.
Please don't hesitate to call the CHILD Profile Help Desk at 1-800-325-5599
if you have any questions or need assistance in deleting a record.
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How
do I get connected to the Registry?
The Registry is free of charge to healthcare providers who have registered
to participate, and can be accessed with a PC that has access to the Internet
and a web browser. Our Help Desk will help you get set up and will make
it easy for your office. Just call CHILD Profile at (800) 325-5599 to
get started.
You can also complete
the on-line Practice Profile to receive
more information about the Registry.
FOR MORE INFORMATION
OR TO REGISTER, CONTACT:
CHILD Profile Help Desk
401 5th Avenue, Suite 1000, Seattle, WA 98104
Phone: (800) 325-5599 or (206) 205-4141
Email: cphelpdesk@kingcounty.gov
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How do I order CHILD Profile materials?
CHILD Profile Health Promotion materials are available to order free-of-charge from the Washington State Department of Health. The CHILD Profile materials available include:
Materials can be ordered online from the Department of Printing Fulfillment Center General Store. View ordering instructions for detailed instructions on the ordering process or to order by email or fax.
Many other immunization materials can also be ordered. Most materials are available in English and Spanish, and some have order limits. Intended audiences for use of these materials include health and child care providers, and others who interact regularly with young families and can utilize these materials in their practices, centers, or offices. Outreach activities and communication efforts are underway to inform these groups about the availability of the materials.
For more information, please contact Lonnie Malone at 360-236-3529.
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