National Immunization Reporting System NIRS

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National Immunization Reporting System (NIRS)
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What is the National Immunization Reporting
System (NIRS)?

• A web-based reporting tool for collecting
  immunization data
• Separate from RPMS
• Purpose
• To improve data quality and timeliness
• Provide facility-level feedback
• Reduce burden on Area Immunization Coordinators

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Old Reporting Process

• 1. Each facility generates immunization reports
  from RPMS on a quarterly basis
• 2. Facility submits reports to Area Immunization
  Coordinator
• 3. Area Immunization Coordinator manually
  compiles data from each facility for Area report
• 4. Area report submitted to IHS Division of
• Epidemiology for National IHS Immunization
  report
• To view past National IHS Immunization Reports
  click here

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New process with web-based National Immunization
Reporting System (NIRS)

• 1. Each facility generates reports from RPMS on a
  quarterly basis
• 2. Facility logs in to NIRS
• 3. Facility enters data from RPMS report into
  NIRS data entry screens
• 4. Reports are automatically aggregated for the
  Area
• Everyone can see Area-level and National report
• Each facility can see their own data, but not
  data from other facilities

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Immunization Reporting

• Immunization Reports Collected
• 3 27 month old report (quarterly)
• Two year old report (quarterly)
• Adolescent report (quarterly)
• Pediatric Influenza report (3rd quarter only)
• Quarters
• 1st October 1st to December 31st
• 2nd January 1st to March 31st
• 3rd April 1st to June 30th
• 4th July 1st to September 30th

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Step 1 Register in NIRS

• To REGISTER in NIRS
• 1. Go to
• http//www.ihpes.ihs.gov/immunizations
• 2. Click on Register button (top left corner)
• Fill out required information
• Create User name and password (REMEMBER THIS!)
• Password must be a minimum of 6 characters

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Step 2 Getting Access in NIRS to your
facility

• After you have Registered
• Send an email to your Area Immunization
  Coordinator to request access
• You will not be able to enter data in to NIRS
  until access has been assigned

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Step 3 Login to NIRS

• To LOGIN to NIRS
• 1. Go to http//www.ihpes.ihs.gov/immunizations
• 2. Click on the Login button (top left corner)
• 3. Enter username and password
• Forgot Password function
• If you cant remember your password, click
  Forgot
• You will receive an email to reset your password
• After entering your password the following
  message should appear
• You have successfully logged into your web
  account
• 5. Click on the Return button to get back to
  the Main page
• On the left hand menu you should now see links
  for the data entry forms e.g. 3-27 month old
  data entry

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Step 4 NIRS Data Entry

• To ENTER data in to NIRS
• 1. Run reports in the RPMS Immunization Package
• 2. Log in to NIRS
• 3. Select appropriate data entry link (left side
  tab menu)
• e.g.3-27 month old data entry
• 4. Select facility
• Will default to the facility to which you have
  been assigned access
• 5. Select Report Period
• Will default to the current reporting period

NOTE Data entry opens up on the first day after
the end of the quarter. For example Quarter 1
(Oct. 1 Dec. 31, 2008), NIRS data entry will be
open starting on January 1, 2009.
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Step 4 Data Entry cont.

• Each report (e.g. 3-27 month old) has
  instructions for running the report in RPMS at
  the top of the data entry screen
• Fill in pink shaded boxes for each specific
  vaccine and age group
• Data entry screen mirrors RPMS report format
• 3-27 month old report

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Step 4 Data Entry cont.

• Blanks and Zeros
• Cannot leave a data entry box blank
• Zeros can be used in data entry box
• Error checking function
• Immediate error pop-up box message appears
• If you try to submit the report with blank boxes
  or errors, you will get a list of all errors
• Data entry screen will appear with incorrect or
  blank data entry boxes highlighted in red
• RPMS check box required
• Do you use RPMS? Yes/No
• Is the report data you are using to fill out this
  form generated from the RPMS Immunization
  Package? Yes/No
• Once data entry is complete, click Submit
  Immunization Data button
• You can submit partial reports - the system will
  save it and you can return at a later time to
  complete the report

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Step 4 Data Entry cont.

• Timeframe for data entry
• No time limit when entering data, e.g. session
  will not time out
• Each report takes approximately 15 minutes or
  less to enter data
• Deadline for entering reports
• Please submit reports 3 weeks after end of
  quarter
• E.g. Enter the Quarter 4 reports (July Sept.
  30th, 2008) by October 21st, 2008.
• Data entry closes 6 weeks after end of quarter
• No changes or entries can be made after the
  system is closed
• Email alerts
• You will receive a reminder that the quarter is
  ending and to enter data into NIRS

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Step 5 Log off NIRS

• After you have entered report data into NIRS
• 1. Click on the logoff button (top left corner)
• 2. NIRS will ask Are you sure?, click Yes
• 3. Click the Return button to get back to the
  main page

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RPMS Reports

• Yellow highlights indicate data to be included in
  the NIRS

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Pediatric Influenza Report

• Currently collected for 3rd quarter only (April 1
  June 30th)
• New version of Immunization Package will have a
  canned Pediatric Influenza Report
• Will update instructions for this report once
  available

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Reports

• 1. Go to NIRS Home page http//www.ihpes.ihs.gov/i
  mmunizations
• 2. Click on Reports in left-hand menu bar
• 3. Select Report Area
• 4. Select Report Type 5 options here
• a. 3-27 month old report
• b. 2 year old report
• c. Pediatric Influenza report

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Reports cont.

• 4. Select Report Type cont.
• d. Adolescent Data Summary report
• Includes an aggregate AREA summary of the
  adolescent report
• Each facility can see their own data, but not
  data from other facilities
• e. Adolescent report
• Shows graphs of NATIONAL adolescent data
• 5. Select Report Period
• 6. Click Generate Report button

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Reports cont.

• Report Information
• Includes a list of facilities in each Area
• Facility name is highlighted orange if data
  entries have been completed
• Partial data entries will not be highlighted as
  completed
• Reported on Date indicates when each facility
  submitted a report
• Number of facilities entering data and reporting
  use of RPMS
• Download to Excel
• Available only after you login to NIRS
• Downloads all raw data for each facility into an
  Excel Spreadsheet, 1 row per facility
• Facilities can only download own data, not data
  from other facilities

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Version 2 Enhancements

• Scheduled for 2009
• Reports
• Reformatted to mirror the data entry screen
• Graphing function
• Options for users to develop trend graphs for
  their facility and area

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Contacts for Help

• ImmunizationAdmins_at_ihs.gov
• Cheyenne Jim, MS
• IHS Immunization Program Assistant
• Cheyenne.Jim_at_ihs.gov
• Phone [phone]
• Amy Groom, MPH
• IHS Immunization Program Manager
• Amy.Groom_at_ihs.gov
• Phone (505) 248 - 4374

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NIRS Administration

• The following slides are for Area Immunization
  Coordinators

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NIRS Assign User Access

• Assign User Access
• 1. Log in to NIRS
• 2. Click on Administration (left side tab menu)
• 2. Click on Assign User Access
• 3. Type in the last name of the person and click
  Search
• 4. Locate the name and Click on Assign User

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NIRS Assign user access cont.

• 5. Select Security Role
• Regional Administrator (Area Immunization
  Coordinator)
• Can assign access to individuals
• Can enter data for all facilities in the Area
• Can view all facility reports for the Area
• Can view Area level report
• Data Entry
• Can enter data for specific facility
• Can view facility report
• Can view Area level report
• Data Readers
• Cannot enter data
• Can view data for their facility
• Can view Area level report
• 6. Select Access Location
• 7. Click on Save User Access Settings

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NIRS View Assigned Users

• To View Assigned Users
• 1. Click on Administration
• 2. Go to View Assigned Users
• 3. Select Area or the name of the facility to see
  assigned user(s)
• You can view users in facilities in your assigned
  Area
• You cannot view users in Areas or facilities
  outside of your area
• 4. Can change level of user access