Exchange Data

 Purpose

Data Exchange in ALERT IIS is a tool that is used to designate the type of "Electronic File format" a provider wants to use and how to send data to the system.

 Information Provided

Exchange Data Settings

Any provider organization wanting to exchange data with ALERT IIS must first call the state immunization program to set up a data exchange request.

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Format Types

  1. Flat File Format: Immunization data is passed to the central system using four flat files containing Patient, Immunization (optional), Comment information (optional), and Event information (optional) respectively.

  2. CSV File Format: Immunization data is passed to the central system using four CSV files containing Patient, Immunization (optional), Comment information (optional), and Event information (optional) respectively.

  3. HL-7 File Format: The ANSI HL7 standard is widely used for data exchange in the health care industry. The CDC has worked with HL7 developers to create a set of messages that permit exchange of immunization data, that will be used for client and immunization record exchanged between ALERT IIS and outside systems.

  4. Vitals Format: The Vitals Load process is another Data Exchange process for receipt of birth and adoption records from the state’s Vital Records Office.  The vitals file contains fixed length formatted fields in a different format from the Flat file loads.

  5. Custom Source Combined File Format: The Custom Source Combined File Format is used for submitting jobs through data exchange that the file will be transmitted to the source processor in order to translate the file into the ALERT IIS flat file format to be resubmitted to the ALERT IIS then to be processed.

  6. Custom Source 2 Files Format: The Custom Source 2 Files Format is used for submitting jobs through data exchange that the files will be transmitted to the source processor in order to translate the files into the ALERT IIS flat file format to be resubmitted to the ALERT IIS then to be processed.

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 Functionality Flat File

Immunization data is passed to the central system using three flat files containing Patient, Immunization (optional), Comment information (optional), and Event information (optional) respectively the screen is described in the table below.

Field

Description

Job Name

Enter the Job Name of the Data Exchange job that is being submitted to the system.  If not specified today's date will be used.

Patient File Name

Patient File Name is a required field.  Enter the file path for the Patient File on the users computer.

Immunization File Name

Enter the file path for the Immunization File on the users computer.

Comment File Name

Enter the file path for the Comment File on the users computer.

Event File Name

Enter the file path for the Comment File on the users computer.

Command Button

Description

Clicking the Browse button will display a windows explorer window in order to be able to find a file on the user's computer to submit for a data exchange job.

Clicking the Upload button will start the data exchange process for the information that has been entered into the fields on this page.

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 Functionality CSV File

Immunization data is passed to the central system using four csv files containing Patient, Immunization (optional), Comment information (optional), and Event information (optional) respectively the screen is described in the table below.

Field

Description

Job Name

Enter the Job Name of the Data Exchange job that is being submitted to the system.  If not specified today's date will be used.

Patient File Name

Patient File Name is a required field.  Enter the file path for the Patient File on the users computer.

Immunization File Name

Enter the file path for the Immunization File on the users computer.

Comment File Name

Enter the file path for the Comment File on the users computer.

Event File Name

Enter the file path for the Event File on the users computer.

Command Button

Description

Clicking the Browse button will display a windows explorer window in order to be able to find a file on the user's computer to submit for a data exchange job.

Clicking the Upload button will start the data exchange process for the information that has been entered into the fields on this page.

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 Functionality HL7 File

The ANSI HL7 standard is widely used for data exchange in the health care industry. The CDC has worked with HL7 developers to create a set of messages that permit exchange of immunization data, that will be used for client and immunization record exchanged between ALERT IIS and outside systems.  HL7 patient and immunization data is passed to the central system using one HL7 file described in the table below.

Field

Description

Job Name

Enter the Job Name of the Data Exchange job that is being submitted to the system.  If not specified today's date will be used.

HL7 File Name

HL7 File Name is a required field.  Enter the file path for the HL7 File on the users computer.

Command Button

Description

Clicking the Browse button will display a windows explorer window in order to be able to find a file on the user's computer to submit for a data exchange job.

Clicking the Upload button will start the data exchange process for the information that has been entered into the fields on this page.

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 Functionality Vitals File

The Vitals Load process is another Data Exchange process for receipt of birth and adoption records from the state’s Vital Records Office.  The vitals file contains fixed length formatted fields in a different format from the Flat file loads.  Vitals information is passed to the central system using one Vital file described in the table below.

Field

Description

Job Name

Enter the Job Name of the Data Exchange job that is being submitted to the system.  If not specified today's date will be used.

Type of Transmission Pick List

Pick List that selects whether the Data Exchange job being ran is a test file or an actual production file being submitted.

Vital File Name Pick List

Vital File Name Pick List is a required field.  Currently only displays Birth as an option for Vitals Birth loads.  Future use may be Death Loads as well.

Vital File Name

Vital File Name is a required field.  Enter the file path for the Vitals File on the users computer.

Command Button

Description

Clicking the Browse button will display a windows explorer window in order to be able to find a file on the user's computer to submit for a data exchange job.

Clicking the Upload button will start the data exchange process for the information that has been entered into the fields on this page.

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 Functionality Custom Source Combined File

The Custom Source Combined File Format is used for submitting jobs through data exchange that the file will be transmitted to the source processor in order to translate the file into the ALERT IIS flat file format to be resubmitted to the ALERT IIS then to be processed.  Custom Source Combined file is passed to the central system using one Custom Source Combined file described in the table below.

Field

Description

Job Name

Enter the Job Name of the Data Exchange job that is being submitted to the system.  If not specified today's date will be used.

Alert Custom Source Combined File

Alert Custom Source Combined File is a required field.  Enter the file path for the Alert Custom Source Combined File on the users computer.

Command Button

Description

Clicking the Browse button will display a windows explorer window in order to be able to find a file on the user's computer to submit for a data exchange job.

Clicking the Upload button will start the data exchange process for the information that has been entered into the fields on this page.

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 Functionality Custom Source 2 Files

The Custom Source 2 Files Format is used for submitting jobs through data exchange that the files will be transmitted to the source processor in order to translate the files into the ALERT IIS flat file format to be resubmitted to the ALERT IIS then to be processed.  Custom Source 2 files are passed to the central system using 2 Custom Source files described in the table below.

Field

Description

Job Name

Enter the Job Name of the Data Exchange job that is being submitted to the system.  If not specified today's date will be used.

Alert Custom Source Patient File

Alert Custom Source Patient File is a required field.  Enter the file path for the Alert Custom Source Patient File on the users computer.

Alert Custom Source Immunization File

Alert Custom Source Immunization File is a required field.  Enter the file path for the Alert Custom Source Immunization File on the users computer.

Command Button

Description

Clicking the Browse button will display a windows explorer window in order to be able to find a file on the user's computer to submit for a data exchange job.

Clicking the Upload button will start the data exchange process for the information that has been entered into the fields on this page.

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Request Download

This screen displays if the data exchange setting is set to only download information from ALERT IIS since the last data exchange download.  The information on this screen is described below.

Field

Description

Job Name

Enter the Job Name of the Data Exchange job that is to be downloaded.  If not specified today's date will be used.

HL7 Version Pick List

Pick List that selects which version of HL7 will be downloaded.

Command Button

Description

Clicking the request download button will start the data exchange process for the data exchange download.

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