MICC News Flash - January 2024

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MIIC News Flash - January 2024

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                                                                                                                            January 30, 2024

Speedy data submissions

In 2023, 92.5% of administered immunizations in MIIC were reported within one day of administration while 97.8% were submitted within one week. As a reminder, making a good faith effort to provide complete and accurate immunization information to MIIC within one week is a requirement of the Data Use Agreement all organizations must uphold in order to participate in MIIC. 

There are three different ways to report data to MIIC: direct data entry through the user interface (5.6% of 2023 submissions), spreadsheet upload (5.8%), and electronic data exchange (88.5%). Data timeliness differs between the three different ways of reporting to MIIC: 

Data Submission Method

% within 1 day

% within 1 week

Avg time to submit

Direct data entry



2.38 days 

Spreadsheet upload



7.98 days

Electronic data exchange 



0.69 days 

If your organization is not utilizing electronic data exchange and is interested in learning more, review the Process for Working on Data Exchange with MIIC and contact the MIIC Help Desk at health.miichelp@state.mn.us to start the onboarding process. 

Timely entry of immunization information is an important aspect of providing high quality services to MIIC users. Members of the public rely on complete and accurate records for school, childcare, and employment. Providers rely on this data to look up immunization history and provide recommendations. Up-to-date records ensure clients receive the right immunizations at the right time. 

Learning corner: Data timeliness

Timeliness refers to the amount of time between when an immunization is given and the date it is entered into MIIC. Timely data ensures that a client’s MIIC record is up to date with their current demographics and most recent immunizations. When there is a lag in reporting updated information to MIIC, the client or another provider organization may receive incorrect or incomplete information when they view the client’s record. This could place the client at risk of receiving an incorrect or improperly timed immunization. 

To promote data timeliness, the Data Use Agreement for Participating in MIIC (a legal agreement all organizations must attest to before enrolling in MIIC and every three years thereafter) specifies that organizations who administer vaccines or report data to MIIC must make a good faith effort to report data to MIIC within seven days of administering vaccine and/or receiving the information. In the case of reporting demographic changes or reporting historical immunizations review Capturing Immunizations Not Currently in MIIC. 

Test data: Think before you send it!

MIIC would like to remind providers and others who work to enter or send immunization data that entering “test data” is strictly forbidden. Entering an immunization into MIIC that has not actually been given, for the purposes of testing a data exchange connection or previewing what a shot may look like, falls under this ban, as does creation of “test clients.” Organizations with electronic data exchange connections should reach out to MIIC about testing in MIIC’s special test environment if they have questions about new codes or changing settings. Users with questions or concerns about entering shots or training new users can contact the MIIC Help Desk at health.miichelp@state.mn.us for resources. 

Monitor data submission with the Vaccine Summary Report

Vaccine Summary Report

The Vaccine Summary Report is a useful tool in MIIC that allows you to monitor your organization’s data submission. When generating the report, you enter the vaccination date range you are interested in and then select if you want all vaccines given within that date range, only vaccines where at least one of the immunizations in that date range is administered, or only vaccines where at least one of the immunizations in that date range is historical. The generated report provides a table with the count of immunizations that meet the criteria 

This aggregate report can be a useful data management tool for your organization. By comparing the values in the MIIC report to data within your organization’s system, you can identify if there are any reporting gaps. Frequently monitoring your data submission with assistance from this report can help you ensure data is complete, accurate, and associated with the individual facility reporting or administering facility.

New recommended ages for HPV in MIIC

The HPV schedule in MIIC has been updated. The recommended age has been lowered from 11 to 9 years of age. The earliest date and the recommended date are now both a client’s ninth birthday. The overdue age remains set to age 13.

As of July 2023, less than 60% of 13-year-olds in Minnesota have started the HPV vaccine series and less than 30% have completed it. Providing a strong recommendation for HPV vaccination starting at 9 years of age allows more time for the person to complete the HPV series before their thirteenth birthday. For more information on adolescent vaccination coverage data and gaps visit Adolescent Immunizations. For more information on strategies for improving HPV vaccination rates in your clinic, visit For Health Care Providers Serving Adolescents.

MIIC data and statistics: What's available and where to find it

Did you know there are several places to generate or find MIIC data and statistics?

For MIIC Users:

Publicly available:

  • Minnesota Public Health Data Access: Immunizations
    Interactive maps and tables showing MIIC-based childhood and adolescent immunization rates. Rates are available for single antigens and the childhood series by county and 7-county metro area ZIP codes.

If you still can’t find what you are looking for, contact the MIIC Help Desk at health.miichelp@state.mn.us and they will connect you with the MIIC Data Request staff.

Reminder: As of January, all organizations/users should direct their data requests to the MIIC Help Desk at health.miichelp@state.mn.us. 

New year, new MIIC Data Use Agreement

Data privacy, security, and data quality are top priorities for MIIC. Organizations must complete and submit a MIIC Data Use Agreement (DUA) before being set up in MIIC, and every three years while participating, as a commitment to upholding these priorities. As of 2020 all DUAs must be submitted electronically via REDCap survey. The submission process was recently updated to ensure MDH is capturing an organization’s attestation of upholding all terms of the DUA.

  • All new organizations must complete the new DUA submission form before enrolling in MIIC.
  • Organizations currently participating in MIIC must complete the new DUA submission form when their current DUA expires.

The new submission form is available at MIIC DUA Attestation. For additional information and guidance documentation, visit Participating in MIIC or contact the MIIC Help Desk at health.miichelp@state.mn.us and provide your MIIC Organization Code.

Attention MIIC Administrators: Additional annual User Agreement implemented

Starting Nov. 2023, all users with an Administrator user role must review and agree to an Administrator User Agreement before accessing MIIC, and then annually thereafter. The application will automatically display the Administrator User Agreement when it is due.

The data in MIIC contain private information about individuals that must be treated in a manner that preserves their privacy. MIIC Administrators are responsible for adhering to the provisions as presented in the Administrator User Agreement. There are similarities between the Administrator User Agreement and the General User Agreement, which all users must review and approve before accessing MIIC and then annually thereafter. MIIC Administrators have been designated by their organization and granted additional responsibilities of managing user accounts for MIIC users within the organization. MIIC Administrators must sign both the Administrator User Agreement and the General User Agreement, though it may not be on the same date. The application will prompt you to review and approve the appropriate Agreement when it is due.

If you have questions about who your organization’s MIIC Administrator(s) is, contact the MIIC Help Desk at health.miichelp@state.mn.us and provide your MIIC Organization Code.

Long-Term Care users: Upcoming immunization webinar

Administrators, Directors of Nursing, nurses, and any health care personnel involved with immunizations and currently working in long-term care are invited to an upcoming immunization webinar series! This free, four-part webinar series provided by subject matter experts focuses on immunizations in long-term care facilities and will:

  • Review adult immunization recommendations and schedules.
  • Help you decide who to vaccinate.
  • Cover storage and handling of vaccine.
  • Provide best practices for vaccine administration, documentation, and billing.
  • Offer ways to improve adult immunization rates.

The first webinar will be held Feb. 14 from 12-1 p.m. Registration is not required. Each webinar will be recorded. For a detailed schedule and call-in details refer to Immunizations in Long Term Care Facilities Webinar Series.

For additional questions contact the MDH clinical vaccine email inbox at health.vaccineSME@state.mn.us.

Provider spotlight: Mohammed Selim, Data Quality Advocate

Mohammed Selim has been nominated to be highlighted for the amazing data quality work he does. Mohammed has worked at M Health Fairview as Manager of Community Advancement Clinic Programs and Initiatives for 6 years.

How long have you been working with MIIC?

5 years.

How does your program utilize MIIC?

In the sub-division it is used to document vaccinations and help establish an immunization record for those who attend our community-based clinics. Many of the patients do not have cohesive vaccination history due to limitations of vaccinations given outside of the US, so MIIC helps to start that record keeping. For returning patients we utilize vaccination history in MIIC to give recommendations for vaccinations that should be given.

Why is data quality important to you?

It’s important because we want community members to trust us to keep their vaccination records, so we want to be good stewards of information. Since schools and employers require vaccinations it’s essential to have accurate records. COVID vaccines especially because in some travel circumstances it was required to show valid proof of vaccination.

What steps do you take to report quality data to MIIC?

During community-based clinics we use paper consent forms and records which adds a step and more margin for error since we transfer the information from paper to CSV and MIIC. Something that helps to report that data accurately is the data validation tools on Microsoft Excel which helps to make sure dates are accurate and if it’s not it will prompt the team.

How do you ensure colleagues report quality data?

We have a team that is specifically trained on data entry to make sure the data is entered correctly and timely and has a lot of practice to make sure they’re detail oriented. Since everyone on our team is working on data entry on a daily basis the practice helps to ensure data is of quality.

What is your favorite thing about MIIC?

Age calculator is super helpful especially with COVID for vaccine schedules. Overall, MIIC is super user friendly, easy to understand and easy to get the information from MIIC to our data team and vaccinators. As for my favorite feature the age calculator is super helpful with vaccine schedules especially during the COVID pandemic.

Is there any additional information you’d like to include?

MIIC has been essential to our work and our team has administered 45,000 doses of COVID vaccines! Since MIIC has vaccination schedule guidelines it’s essential to get correct vaccination information into MIIC for reporting purposes.