MIIC News Flash - April 2022

Minnesota Department of Health

MIIC News Flash

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April 4, 2022

Updated MIIC Password Requirements

In late February 2022, MIIC implemented updated password requirements as an added security measure for all user accounts. A length and complexity requirement have been added along with a 60-day expiration of passwords. Passwords must now meet all of the following requirements:
  • Between 12 to 30 characters in length
  • Contain a capital letter
  • Contain a lower-case letter
  • Contain a number 0-9
  • Contain a special character such as ~!@#$%^*()-_+={}[]|?

If you have forgotten your password, you can use the ‘forgot password’ link on the main login screen as long as you have previously logged in and set-up your security questions. Learn more about Logging Into MIIC.

If you have questions or need assistance with your account, please contact your MIIC Administrator(s). If your organization does not have an active MIIC Administrator, contact the MIIC Help Desk for assistance. Please include your MIIC Organization Code when emailing the MIIC Help Desk.

Reporting Correct COVID-19 Vaccine Product

Reporting accurate data to MIIC is especially important when reporting COVID-19 vaccine information. COVID-19 vaccine product information impacts clinical guidance as well as your organization’s calculated inventory on-hand. Please ensure users are reporting the correct vaccine product to MIIC, even if your organization did not administer the vaccine. Learn more about Entering COVID-19 Product Information in MIIC.

New Public-Facing Resource for Adding Historical Immunizations to MIIC

A client’s MIIC record may be incomplete if they received immunizations outside of Minnesota or from a provider who does not participate in MIIC. A new resource is available to the public to help people ensure their MIIC record is complete and up to date. The resource, Adding Immunizations to Your MIIC Record, can be accessed from the Find My Immunization Record webpage and is also available in Hmong, Somali, and Spanish.

Provider organizations can help by reporting historical immunizations to MIIC when you receive record of immunizations not yet in MIIC. Learn more about Capturing Immunizations Not Currently in MIIC.

Some organizations, such as schools and childcare centers, cannot report data into MIIC. If this situation applies to you, please help your clients connect with the resources available on the Find My Immunization Record webpage. Complete and accurate data helps ensure that people receive the right vaccination at the right time.

MIIC Tip: Viewing Immunization Details

The organization that reports an immunization to MIIC is responsible for editing the data, if appropriate. For example, if an immunization was reported to the wrong record or the lot number was incorrect, the reporting organization is responsible for making the changes.

Select the paper/pencil icon in the right-hand column to view the Immunization Details. The organization that owns the data for that immunization is listed near the bottom of the page. The name and number for that organization’s contact person is also noted.

If your organization reported that immunization you can make the appropriate edits. For detailed directions, refer to page 4 of the user guides below based on if your organization uses the Inventory function within MIIC:

Reminder: Schools Can Now Query MIIC Using the Bulk Query Function

There is a function available for schools to bulk query MIIC for student immunization data. It allows you to upload a list of enrolled students to generate several output reports, including full vaccination histories, COVID-19 vaccination history, and aggregate COVID-19 vaccination rate data. COVID-19 booster dose information is now available in the “Matching Results files” and “Aggregate Statistics Files” report outputs.

Schools are encouraged to utilize this new bulk query function in place of the Submit Client Query function within MIIC.

The bulk query function is available for K-12 schools, both public and private, as well as institutions of higher education (IHE). However, private schools and IHE must use a separate version of the application. The links to both versions of the application and their user guides are available under “Bulk query function” on School Health Personnel Immunization and Disease Reporting.

The bulk query function is for student immunization data only.

Immunization Quality Improvement Program (IQIP)

The ongoing COVID-19 pandemic has made it difficult for primary care providers to get back to routine care schedules for children and adolescents. The Immunization Quality Improvement Program (IQIP) is a tool that can help providers and clinic staff take time to plan for the new normal of primary care immunization practice. IQIP promotes and supports the implementation of provider-level quality improvement strategies designed to increase vaccine uptake among childhood and adolescent patients in adherence to the ACIP-recommended routine schedule. This hour long in-person or conference call site visit also provides training for the use of MIIC. Check-ins throughout the year keep improvement activities from getting lost in the shuffle of daily practice work. Public health professionals and MIIC experts are available to all eligible MnVFC providers to conduct this visit at any time! Reach out to your MIIC regional coordinator today.

Provider Spotlight: Odam Medical Group

Odam Medical Group primarily serves the African immigrant population from East and West Africa in the Twin Cities and St. Cloud. When the COVID-19 vaccine became available, the team at Odam Medical Group quickly recognized their patients were having difficulty getting their shots. For many of their patients, English is not their preferred language; many patients had questions about what the priority populations were, where to get a vaccine, and how to hear about if they would be eligible in the future. Patients also had limited access to technology and how to use it to register for vaccine appointments, especially as providers used technology to limit direct contact and encourage social distancing. Odam Medical Group also noticed that most providers were scheduling vaccine appointments several days out, and oftentimes during the day, making it more difficult for shift workers or those needing time outside of traditional business hours.

Odam Medical Group stated they felt their patient population was “handicapped in getting access to vaccine” and decided to address those needs. Temporarily closing the doors on their brick-and-mortar clinics in Minneapolis and St. Cloud, Odam Medical Group coordinated vaccine events throughout the community. They promoted their events on Facebook and linked to a decision tool on Google Docs that Dr. Robert Odam, MD, MPH developed. The tool asked questions about a person’s age, medical history and occupation to inform the patient in real-time if they qualified for the COVID-19 vaccine based on the current qualifications for each phase of the COVID-19 vaccination response. Dr. Odam noted this tool “significantly reduced people’s confusion if they qualify or not.” Patients were not required to complete this tool prior to arriving at the vaccine event.

A primary goal for Odam Medical Group was to reduce the time from when someone says they want the vaccine to the time vaccine is administered. At the vaccine event each staff member and volunteer was assigned one task, which allowed them to get patients through quickly and efficiently. Odam Medical Group was also able to recruit more than 280 volunteer physicians, pediatric residents, and medical students to help at their vaccine clinics. Non-clinical volunteers helped with patient flow and interpretation as needed. With so much volunteer support, and so much demand for vaccine throughout their community, Odam Medical Group found themselves administering more vaccine than they originally planned for, sometimes administering more than 1,500 immunizations in a day. Some days were exhausting. Abena Odam, operations director, shares that “the humanity of people inspires you to continue on.”

Returning to the office at the end of the day, Dr. Odam, Abena Odam, and their data entry team would login to MIIC and input their vaccine administration data. Given the volume of vaccines they were administering, Odam Medical Group struggled to hand-enter everything in MIIC within 24 hours of vaccine administration. They were vaccinating more clients than their electronic health record (EHR) had a capacity for, and so onboarding for electronic data exchange with MIIC was not an available option at the time. The organization brought in additional non-clinical staff to assist with data entry, but frenzied data entry sometimes resulted in errors. Odam Medical Group needed another option to be able to report accurate, quality, and timely data to MIIC.

Odam Medical Group met with their MIIC Regional Coordinator to help them plan how to improve their data entry practices. The Regional Coordinator, using the Immunization Quality Improvement Program (IQIP) model, met with Odam Medical Group to set goals and provide MIIC technical assistance and training. Abena Odam commented that once they began working with their MIIC Regional Coordinator “all our stress went away.” The MIIC Regional Coordinator provided training around use of the immunization spreadsheet to batch upload vaccine administration data. The data team at Odam Medical Group found the spreadsheet to be “easier” than manually entering individual immunizations in MIIC. Transitioning to this reporting method has resulted in timelier and more complete data with fewer errors. Odam Medical Group is now looking forward to turning their attention to reminder/recall campaigns and planning more vaccine clinics in neighborhoods with low vaccination rates.