ImmTrac2 Update – How to Report Vaccine Eligibility Codes

This email is being sent to all ImmTrac2 users and organizations submitting patient and immunization data via ImmTrac2 online and via electronic data exchange to the Texas Immunization Registry, ImmTrac2. Please forward this communication to your IT staff and Electronic Health Records vendor for their awareness.

Announcement

The new go live date for Vaccine Eligibility Codes set to go into effect on April 14, 2023, has changed to April 28, 2023.

On April 28, 2023, ImmTrac2 will be updating the Vaccine Eligibility Code age requirements to reflect the standards detailed in the Texas Vaccine for Children (TVFC) program. Vaccine Eligibility Codes related to child clients and their age will be increased to <19 years of age (previously <18 years of age). Vaccine Eligibility Codes related to adult clients and their age will be increased to >=19 years of age (previously >=18 years of age). This is in accordance with the Texas Vaccine for Children standards.

Please refer to the list of correct Vaccine Eligibility Codes for each age group.

• V01 for Private Pay/Insurance: Patient is < 19 years old
• V02 for Medicaid: Patient is < 19 years old
• V03 for No Insurance: Patient is < 19 years old
• V04 for American Indian/Alaskan Native: Patient is < 19 years old
• V05 for Underinsured, FQHC/RHC/Deputized: Patient is < 19 years old
• TXA01 for CHIP: Patient is < 19 years old
• TXA02 for Underinsured, Not FQHC/RHC/Deputized: Patient is < 19 years old  
• TXA03 for 19-Year-Old Completing Series: Patient = 19 years old
• TXA04 for Adult, No Insurance: Patient is >= 19 years old
• TXA05 for Adult, Underinsured: Patient is >= 19 years old
• TXA06 for Adult, Private Pay/Insurance: Patient is >= 19 years old

Impact of the update based on how data is reported to ImmTrac2:

A) For Providers Reporting Through Data Exchange:

OBX -5, Vaccine Eligibility Code, is a required field for TVFC providers.

When OBX-2 is valued CE and OBX-3 is valued 64994-7, then one of the vaccine eligibility codes described above must be used.

If an incorrect Vaccine Eligibility Code is submitted, the following errors may populate for organizations submitting via Data Exchange.

Rejection Error:  

Message: IMR-100: Immunization rejected. OBX # ignored. Required field OBX-5 missing.  

IEE Errors: Informational errors for Vaccine Eligibility Code.  

Message: IEE-537: Warning. Vaccine Eligibility Code empty or not valid for organization. No value stored.

Message: IEE-538: Warning. Vaccine Eligibility Code is not valid for organization. No value stored.

Message: IEE-539: Warning. Incorrect Eligibility Code should be an adult code.

Message: IEE-540: Warning. Incorrect Eligibility Code should be a child code.   

Message: IEE-541: Warning. Incorrect underinsured code should be TXA02.

Message: IEE-542: Warning. Incorrect underinsured code should be V05.

Please reference the Texas Immunization Registry HL7 2.5.1 Error Guide located on Texas Department of State Health Services,  ImmTrac2 Forms and Documents page.

B) Providers Reporting Through ImmTrac2 Online:

Providers must report the vaccine eligibility while reporting the immunization for TVFC clients. Please reference the screenshot below: 

 

How to Edit the Vaccine Eligibility Code in the ImmTrac2 User Interface:  

 

• 1. Select the immunization.

• 2. Click on the edit immunization icon highlighted in yellow (screen shot below):
  
  

• 3. Select the correct vaccine eligibility code, for example (screen shot below):
  

  
   

Resources to assist with resolving errors:  

• Health Level Seven Error Guide for Electronic Data Exchange
• TVFC/ASN Manual

For questions related to this communication, please contact us:

• Online related – ImmTrac2@dshs.texas.gov or 800-348-9158, Option 1
• Data exchange related – ImmTracMU@dshs.texas.gov or 800-348-9158, Option 3

Thank you for your continued support and participation in the Texas Immunization Registry, ImmTrac2.