Update: MIIC News Flash - August 2023

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MIIC News Flash - August 2023

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August 3, 2023

Routine Immunizations: What are 6-year-old and 13-year-old Minnesotans missing?

Routine immunizations among children and adolescents continue a slow rebound from the devastating effects of the COVID-19 pandemic (see Pediatric Immunization Gaps Due to the COVID-19 Pandemic for more information). Among children who turned 6 in 2022, 26% are still not up to date with the vaccines needed for kindergarten entry (DTaP, Hep B, MMR, Polio, Varicella). Of those not up to date, 13% are missing one vaccine, 50% are missing two to four vaccines, and 37% are missing five or more vaccines needed for kindergarten entry.

Of adolescents who turned 13 in 2022, 61% are still not up to date with the vaccines that are part of the adolescent recommendations (Tdap, MenACWY, HPV complete). Of those not up to date, 56% are missing one vaccine, 6% are missing two vaccines, and 38% are missing all three vaccines that are needed by age 13.

Not up to date kindergarten and adolescent vaccines

MIIC has several tools available for monitoring and improving immunization coverage in Minnesota.

For more information on these features visit MIIC User Guidance and Training Resources.

Who are you going to email?

You may be tempted to shout “MIIC Help Desk!” We love hearing from you, but also want to share some additional contact emails that may help you find an answer more quickly.

  • Health.miichelp@state.mn.us: The MIIC Help Desk is a resource for provider organizations with questions about MIIC access, MIIC functionality, and MIIC data.
  • Health.miictexting@state.mn.us: The MIIC Texting team is a resource for providers enrolled, or interested in enrolling, in the MDH MIIC Texting program to notify clients via text message when they are due for pre-determined immunizations.
  • Health.mnvfc@state.mn.us: The MnVFC team is a resource for providers enrolled, or interested in enrolling, in the Minnesota Vaccines for Children program. This team can answer your questions related to MnVFC enrollment, vaccine ordering, wastage, and reporting.
  • Health.uuadultvax@state.mn.us: The UUAV team is a resource for providers enrolled, or interested in enrolling, in the Minnesota Uninsured and Underinsured Adult Vaccine program. This team can answer your questions related to UUAV enrollment, vaccine ordering, wastage, and reporting.
  • Health.mdhvaccine@state.mn.us: The MDH Vaccine team is a resource for enrolled COVID-19 vaccine providers with questions about COVID vaccine ordering and wastage.
  • Health.aisr@state.mn.us: The AISR team is a resource for schools with questions about vaccine requirements, annual immunization reporting, and how to access the MIIC bulk query functionality within the AISR application.
  • Health.childcare@state.mn.us: The Childcare Immunizations team is a resource for childcare centers with questions about vaccine requirements and annual immunization reporting.
  • Health.immrecords@state.mn.us: The MIIC Public Inquiry team is a resource for members of the public who have questions about obtaining a copy of their MIIC record or updating their MIIC record if their provider does not participate in MIIC.
  • Health.vaccineSME@state.mn.us: The Clinical Vaccine team is a resource for vaccinators and other provider organizations who have questions regarding vaccine recommendations and/or clinical guidance.

If you have non-immunization questions call the Infectious Disease Epidemiology, Prevention and Control Division at 651-201-5414.

Reporting a client’s race and ethnicity in MIIC

Users with editing capabilities can now update the race and ethnicity of a client directly within the MIIC user interface. The race and ethnicity dropdowns are located on the client screen below the Birth Country dropdown within the personal information section. These dropdowns contain race and ethnicity options currently accepted by MIIC. Provider organizations that collect race and ethnicity information from their clients should report the data to MIIC. Read-only users cannot edit or update client information.

MIIC personal information screen updated

New look: Vaccine Summary Report

The Vaccine Summary Report in MIIC was recently simplified. The report previously included a line list of all vaccines accepted by MIIC and the count of how many your organization has reported (even if that count was zero). Now the report only lists vaccines that your organization has reported to MIIC that meet the selected report criteria. You can further refine the output by using the Administered/Historical filter to indicate if the report should include all reported vaccines or only vaccines where your organization has reported at least one administered (or at least one historical) immunization.

Viewing an aggregate count of vaccines by date administered can be useful for vaccine management and planning purposes. In this way, the Vaccine Summary Report can be a useful resource for you and your organization.

Heading out on that end of summer vacation?

Before you go, take a moment to review and update your MIIC user profile with your current email address and security questions. 

MIIC account passwords expire every 60 days. You will receive a reminder notice 10 days prior to the expiration date prompting you to change your password. Verifying your contact information is current in MIIC helps ensure you receive these email notifications. Updating your security questions may help you remember the answers your provided should you forget your password in the future.

If your password expires  

  • Log in to your MIIC account using your recently expired password. You will be prompted to change your password before you can do anything else in MIIC.

If you forget your password when you return to work

  • Click on the ‘forgot password’ link on the MIIC main login screen. You’ll receive a link to answer your security questions and then change your password.
    • This option will not work if it has been more than 90 days since you’ve last logged in to MIIC. User accounts inactivate after 90 days of non-use.
  • Contact your Organization’s MIIC Administrator. MIIC Administrators are responsible for managing user accounts within their organization, including password resets and reactivating accounts.

For additional guidance on logging into MIIC, visit MIIC 101 or use the lightbulb icon in the upper right corner of the MIIC screen. You can also contact the MIIC Help Desk by sending an email to health.miichelp@state.mn.us or by clicking on the “Help Desk” button within MIIC.

MIIC Help Deck screen

Attention Child care Centers: Upcoming changes to annual reporting

The 2023 annual immunization report submission for childcare will be moving to an electronic, web-based system called the Annual Immunization Status Report (AISR). If you have used MIIC to complete your report in the past, you may still do so this year, but you will also need to enter the final report into the AISR application after you confirm the data. The MIIC checklist will be updated in the coming months. If you have questions about immunizations for children in your center, the immunization law, or completing the report, call Lisa Harris or Hinda Omar, MDH Immunization Program staff, at 651-201-5503 (metro) or 1-800-657-3970 (greater Minnesota), or you can send an email to health.childcare@state.mn.us.

Provider spotlight: Saint Paul – Ramsey County Public Health Department and Saint Paul Public Schools partnership

MIIC brings a variety of organizations together to reach more of the population. Mobile or offsite immunization clinics and reminder/recall projects are made easier with MIIC through tools that allow partner coordination. One excellent example of this type of partnership is between Saint Paul – Ramsey County Public Health Department (SPRCPH) and Saint Paul Public Schools (SPPS). Both organizations used MIIC for routine immunization outreach and used these skills to expand vaccination efforts in response to the COVID-19 pandemic.  

SPRCPH and SPPS have partnered to bring vaccination clinics to schools for many years, a partnership that became significantly more visible during the COVID-19 pandemic. SPRCPH increased the number of school-based vaccination clinics at SPPS. During the 1b phase of COVID-19 vaccine rollout, SPPS carefully selected, set up clinic locations, and partnered with SPRCPH to provide the immunizations to clients. SPRCPH used the MDH-sponsored PrepMod system to create and roll out online appointment scheduling. “Primary care providers couldn’t have enough appointments at first to meet demand, so this [partnership] filled a real need for the community,” said Laura Anderson, the Health Protection Division Manager at SPRCPH.

SPRCPH took on a data stewardship role in the partnership, ensuring that vaccination data was reported to MIIC within 24 hours. Each day, SPRCPH staff reviewed and electronically submitted data to MIIC via PrepMod. SPRCPH took steps to make sure that their “low tech” clinics (clinics that weren’t scheduled through PrepMod) complied with CDC data reporting requirements. “While PrepMod was a great system to use for populations that could access technology, not everyone could get on a computer or a smartphone to make an appointment,” said Laura Anderson. “The elderly, the unhoused, and the folks with limited English proficiency needed a place to get vaccinated that would allow for more walk-in appointments. We needed a way to get those folks vaccinated in a way that was more accessible.” SPRCPH’s solution was to hold clinics at locations across the county, then collect and send data from clinics through MIIC’s spreadsheet function. While this function is not meant to be used as a regular means of data entry into MIIC, COVID-19 was hardly a regular situation. The use of PrepMod served SPRCPH well, allowing them to eliminate some barriers that vulnerable populations face.  

SPPS utilized their knowledge of MIIC to assist SPRCPH and capture accurate vaccination data. Staff at COVID-19 vaccine clinics used MIIC to confirm that every shot was given to the correct person at the right time. Staff also could measure the vaccination coverage rates at each SPPS building. “We used to track vaccination rates by hand, but then MIIC allowed us to get weekly data extracts we could import into our Infinite Campus system to track these numbers,” said Mary Langworthy, the Director of Health and Wellness for SPPS. SPPS was able to better provide opportunities to areas of the school district with lower vaccination rates by making informed outreach decisions that address the needs of community. MIIC data also helped Mary and her team to make processes for tracking vaccination compliance to ensure school requirements were met. This increased the consistency and ease of tracking compliance, which was no easy task for one of the largest school districts in the state.  

Currently, both SPPS and SPRCPH are deciding how to continue offering sustainable vaccination opportunities beyond the COVID-19 emergency response. “We cannot walk away from this work now. Local public health is a strong support for all other community systems like schools and shelters,” said Andersen. SPRCPH continues to use MIIC and PrepMod as the data engines that power their offsite vaccination clinics located across the county. They are also continuing to expand their work with SPPS beyond just vaccinations. SPPS continues to explore use of MIIC data to limit school exclusions due to vaccine non-compliance by using exclusion as a last resort. Before that happens, Mary and her staff send notices to students who are behind on vaccination, promote SPRCPH/SPPS vaccine clinics to areas with high non-compliance, and ensure that school staff know what steps to take before excluding children from school. These efforts have done much to reduce vaccine non-compliance in the school district. Per Mary, SPPS “had about 6000 students at the beginning of the pandemic that were non-compliant, now we are at 2500-3000 kids that still need vaccines.” In addition, SPRCPH is promoting child and teen vaccines with an awareness campaign previously used by Hennepin County for the same reason. SPSS and SPRCPH work together to increase the safety, health, and wellbeing of residents in the community.

MIIC learning corner: AKA’s

When a client’s name or date of birth are changed in MIIC an alias, or an AKA, is created. Creating AKAs can be useful in the event of a name change or if the client is known by a different name, such as a nickname. Having an AKA on record helps ensure that immunizations are reported to a single client record regardless of if the provider reported the immunizations using the client’s current name, former name, or nickname.

While the new name is now the primary name on record (the name that displays in MIIC), the previous name remains associated with the record and will display as a separate row on the client search results screen. Whether you select the current name or the AKA name, you will navigate to the same place: the client’s record. You can determine if an entry in the search results is an AKA by looking for the checkmark in the righthand column labeled AKA.

AKAs example

If you select a search result with the AKA column checked, and you feel you are brought to the incorrect client’s record, contact the MIIC Help Desk at health.miichelp@state.mn.us with the MIIC ID of the record and let us know there is an incorrect AKA associated with the record. Occasionally users will accidentally change someone’s name when they meant to search for a new client. MIIC will display a warning message and, if the user accidentally confirms the change, an incorrect AKA will be created and attached to this client’s record.

All users are reminded to carefully review which screens they are accessing in MIIC and to read all pop-up or warning messages that MIIC displays. Per the Data Use Agreement, organizations that participate in MIIC must “ensure that users do not enter inaccurate data, or falsify data currently in MIIC, neither knowingly nor negligently.”