Florida SHOTS™: Keeping SHOTS in Check

At the beginning of the day, this pediatric practice manually enters shots for those not in Florida SHOTS. The office uses Noteworthy EMR for data upload.

Parents of new patients must come to their first visits with a shot record. If they don’t have the record, then they have to come back for any needed shots. Brittney is responsible for getting the records, and she tells parents to call the school for the records if the parents don’t have them. However, if the parent can’t get the record from the school, Brittney has to fax a medical release form to the previous doctor for the records. It takes 1 to 3 days to receive the information back from the other doctor’s office.

This office uses Florida SHOTS to get other providers’ records, add their records in (from shots given at their office), and print blue forms. If the child is up-to-date for their shots, they will go ahead and certify the record in Florida SHOTS, because it takes no additional time to certify it.

They try to upload files at least every 2 weeks. Even though they are in the registry daily, data upload still saves them time.

Parents sometimes need multiple copies of shot records. Additionally, if someone makes a mistake hand writing the 680, the whole form has to be rewritten.

For more information, see the Time Savings Study flyer or watch the Race for the Records: Paper vs. Florida SHOTS video.

If your office uses eMedRec software, you can implement data upload. Here’s how:

1. Contact Laura Holt, (954) 835-5879, at Holt Systems to order the Florida SHOTS immunization interface.

2. Contact Holly Graff, Florida SHOTS Technology Field Representative, at 877-888-SHOT (7468) option 4, or Holly_Graff@doh.state.fl.us in order to complete the forms to receive a secure ftp site from Florida SHOTS.

Immunization data will be uploaded automatically to Florida SHOTS on a daily basis.

Data exchange offers a quick, easy way for managed care organizations (MCOs) to determine immunization coverage levels within participating provider practices.

Keep immunization levels in check. Our data exchange technology allows HMOs to instantly match their records to those already entered in the Florida SHOTS registry. In turn, any data not already entered in the registry will uploaded and any data not already in the hands of the MCO will be forwarded on.

Get Started Today
Ready to participate in the Bulk Data Request program? Download and review the following documents. Complete any of the forms that require approval and return to:

Florida Department of Health
Bureau of Immunization, Bin A-11
4052 Bald Cypress Way
Tallahassee, FL 32399-1719
Attn: Data Upload Request

• Delimited File Specifications For Private Provider Data Upload
• HL7 File Specifications For Private Provider Data Upload
• Process Description For HMO Bulk Data Request
• Florida Shots Valid Values

Our data exchange technology is a joint effort between Florida SHOTS and the participating data upload providers that make our seamless software integration and vital data communication possible.

Benefits Across the Board

Saves health-care providers staff time. With a data link to Florida SHOTS, existing software can be seamlessly linked to the registry, allowing health-care providers to instantly upload, access, and track immunization records—regardless of when or where they were originally entered.

Participation is easy for software providers. We work one-on-one with providers to ensure the link development is fast and easy. Our CDC-approved data upload functionality is HL7-compliant, works with delimited files, and follows a standard protocol that can be replicated nationwide.

Makes managing HEDIS data simple. Data exchange offers a quick, easy way for managed care organizations (MCOs) to determine immunization coverage levels within participating providers practices.

If your office uses Physician’s Computer Company software, you can implement data upload. Here’s how:

1. Contact Chip Hart, (800) 722-7708, at Physician’s Computer Company to order the Florida SHOTS immunization interface.
2. Contact Diane McLeod, Florida SHOTS Technology Field Representative, at 877-888-SHOT (7468) option 4, or Diane_McLeod@doh.state.fl.us in order to complete the Florida SHOTS data upload enrollment process. Immunization data will be uploaded automatically to Florida SHOTS on a daily basis.