Welcome to Arkansas WebIZ, a state-of-the-art immunization registry built from the ground up through collaborative efforts between the Arkansas Department of Health and Envision Technology Partners.

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Introduction

• Welcome to Arkansas WebIZ, a state-of-the-art
  immunization registry built from the ground up
  through collaborative efforts between the
  Arkansas Department of Health and Envision
  Technology Partners.

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Major Modules

• Patients
• Central Repository shared by all users of the
  system
• Tracks demographic information, local
  identifiers, events, notes, precautions/contraindi
  cations, etc.
• Immunizations
• Manages all immunizations
• Entered via the System and imported through
  interface(s)
• Recommender that identifies needed vaccines based
  on age, vaccine history, and current immunization
  schedules
• Birth-to-Death immunization history
• State laws vary regarding the sharing of a
  patients immunization history without consent

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Major Modules (continued)

• Inventory
• Provides 3 levels of inventory control at the
  provider level
• Tracks vaccine manufacturer, lot number,
  expiration date, NDC, and funding source
• Ability to transfer inventory between inventory
  locations
• Monthly inventory reconciliation process
• Reports
• Extensive reporting on a variety of information
  contained in the system
• Settings
• Allows each user to set defaults for various
  fields and customize some behavior of the
  application

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Accessing WebIZ

• Obtaining a Login
• User Training
• Requests for training may be submitted to the
  Arkansas Helpdesk.
• Submit request for user account
• Obtain username and password from the Arkansas
  Helpdesk.

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Logging into the System

• We will start with the basics. This section is
  devoted to logging into the system. It will
  cover your first log in and guide you in logging
  in, in the future.

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Type the URL of the WebIZ into your internet
browsers address bar, located at the top of the
window.

• https//adhimmreg.arkansas.gov/webiznet_adh_test

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Login Screen
Enter your username and password as supplied by
the ADH Helpdesk.
If you forget your password you can reset your
password after answering your security questions.

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2. You will be taken to the Log In screen which
will be characterized by the following prompt
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3. Enter the Username and Password combination
that you were assigned when your enrollment forms
were processed then click the Log In button.
If this is your first time logging into WebIZ,
you will be prompted to change your password and
set your security questions. If you have logged
in before, please use the password that you set
on your initial log in.
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• On your first log in, you will be immediately
  taken to the screen on the following slide.
  Please enter the password that you were given
  through registration again in the Existing
  Password box.
• Please create a new password for your account.
  It must contain
• A minimum of eight (8) characters
• A combination of upper and lower case letters
• At least one (1) number. (0-9)
• At least one special character. (Ex. , , , !,
  , etc.)
• Passwords must be changed a minimum of 6 times
  before re-use.
• Enter your new password into the New Password
  box and again in the Confirm New Password box.
• You will need to answer at least six (6) of the
  security questions. You may answer more if you
  prefer, but you must at least answer six (6).
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• When you have created a new password and answered
  at least six (6) security questions, you will
  need to click the Update button in order to
  save the changes.

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Resetting your password

• If you should forget your password, worry not!
  This section will cover how to reset your
  password.

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1. When logging into the system you will have
three (3) chances to correctly enter your
username and password before the system locks you
out.

• 2. If you have forgotten your password, you may
  select the Forgot your password? link below the
  log in prompt.

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3. Once you click the link you will be taken to a
page that prompts you for your Username. Please
enter your Username in the box provided for you.
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4. The next screen will prompt you to answer you
security questions. You will be given three (3)
questions from the six (6) original questions
that you set when you logged in for the first
time.
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5. After you have successfully answered the
questions, you will prompted to create and
confirm a new password. The password criteria is
the same as when you created your initial
password.

• Minimum of eight (8) characters
• A combination of upper and lower case letters
• At least one (1) number. (0-9)
• At least one special character. (Ex. , , , !,
  , etc.)

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6. Once you click the Next, button, you will
receive the following pop-up box. Clicking OK
will bring you back to the log in screen where
you will use your Username and the new password
you created.
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Announcements
News items can be posted by administrative users
to convey important information. Review each day
when accessing the system.
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Default Provider/Clinic

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Tips, Tricks, and Gotchas

• Tab Key
• Allows you to navigate from one field to another
  (an alternative to traditional mousing)
• Copy and Paste
• Traditional Microsoft shortcuts are functional in
  all text entry fields
• Copy ctrl-c
• Paste ctrl-v
• Cut ctrl-x
• Mandatory Items/Required Fields
• Usually have a bold field label

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Tips, Tricks, and Gotchas (contd)

• Date fields
• Format mm/dd/yyyy
• If you type the numbers in this format the system
  will automatically add the slashes
• Example typing 05142007 will display 05/14/2007
• Calendar Icon
• Allows the user to select a date from a calendar
  popup
• Double-clicking in a date field will populate the
  current system date (i.e., todays date)
• Default Button/Action
• Highlighted with Bold label on the button
• Can be activated by pressing the Enter key
• Note This behavior only works when the cursor is
  not in an expanding text box

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Tips, Tricks, and Gotchas (contd)

• View first, Add/Edit second
• The general pattern is to display existing
  entries when a menu option is selected.
• Based on your permissions, from there you can
• Add a new entry with the button in the upper
  right-hand corner
• Select the individual line item to see more
  details or delete the entry
• This is done by double-clicking the line item or
  select the associated View or Edit button
• On the Add/Edit screen
• Create/Cancel or Update/Cancel buttons will be on
  the right side of the screen near the top and
  bottom
• Delete will be in the lower left corner

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Tips, Tricks, and Gotchas (contd)

• Immunization History
• Used to enter historical immunizations
  administered
• Do not use to enter current immunizations (i.e.
  immunizations you are administering today
• This will cause erroneous results in the
  inventory module and reports
• When updating a record
• Messages are always presented when an action
  fails
• Messages are sometimes presented when an action
  succeeds
• Assume success if no pop-up -error/warning
  message is received
• Screens may or may not be refreshed on an update

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Tips, Tricks, and Gotchas (contd)
Submenu for Patients Module
Selected Patient
Mandatory Fields in Bold, must populate to save
record.

Date Field
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Icons

• Online Help - Screen-specific online help can be
  accessed by clicking on this icon.
• Audit Information - Hovering over this symbol
  will reveal the user that created the associated
  record, the user who last updated the record and
  the date and time these activities occurred.
• Notes - Indicates that this patient has
  additional notes associated with their records.
  This should be a visual indicator for the user to
  review these before proceeding.
• IZ Print Notes - This indicates that the user
  has notes that will be printed on the shot card.
  Again, this is a visual indicator for the user to
  review before proceeding.

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Icons (contd)

• Precaution/Contraindication - The patient has
  one or more conditions that may impact the
  immunization(s) they should (or should not)
  receive. Please examine these entries prior to
  recommending or administering immunizations.
• Deceased - This patient is deceased. Only users
  with special security permissions will be able to
  see records that have been marked as deceased.
• Deleted - This patient has been deleted from
  the system. This patient will no longer show up
  in searches or reports. Only users with special
  privileges have the ability to delete and
  undelete patients.

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Icons (contd)

• Calendar - Most date fields in the application
  are accompanied by a calendar function that will
  allow the user to click on it and select a date
  or double-click in the field and set it to
  todays date.
• Immunization Reconciled - This icon is a visual
  indicator that the inventory transaction
  associated with the immunization has been
  reconciled as part of the Inventory
  Reconciliation process. The associated
  reconciliation could be impacted if the
  immunization is deleted.
• Dose not administered - The syringe icon
  associated with a patient immunization record
  means that the record has not yet been
  administered (i.e., body site, body route,
  Administered By, and inventory data have not been
  entered).

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Icons (contd)

• Invalid Dose. This icon represents a
  immunization that has been marked as invalid.
  This may occur when the vaccine administered was
  later determined to not be viable, a vaccine was
  administered incorrectly, etc.
• Current User. Clicking on this icon will set
  the associated menu to the current user (if the
  current user is a valid value in the dropdown
  list).
• Lookup. Clicking on this icon will bring up a
  search popup to find the desired entry (e.g.,
  patient, provider, etc.).

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Icons (contd)

• Print - Click this icon to generate a report of
  the related record. The resulting report can
  then be printed.
• Warning - This icon is a visual indication that
  something did not or could not occur. For
  instance if no results are returned based on
  input criteria, this symbol along with an
  explanation would be returned instead.
• Red Exclamation Point This icon is a visual
  indication that a dose has been determined as
  invalid by the Recommender (typically due to not
  meeting min/max age and/or interval
  requirements).

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Icons (contd)

• Adverse Reaction This icon denotes a
  vaccination has been marked with an adverse
  reaction.
• Historical Vaccination This icon denotes the
  vaccination event has been entered as a
  historical vaccination.
• Opted Out This icon denotes the patient has
  chosen to not participate in the Immunization
  Registry.

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Icons (contd)
Help Icon
? Icon Audit Information Icon
Allergies/Alerts existNote Icon Notes exist
for patient

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Looking up a patient

• This section will supply the basics for just
  about every task you will perform in Arkansas
  WebIZ. You will begin most functions using these
  steps.

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1. On the left hand side of the page, select the
Patients link to access the patients module.
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Patient Search

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2. Type in the search criteria you wish to use to
find the patient you are searching for.A good
rule of thumb is to use the first three letters
of their first name and their Date of
Birth. For example, if you are looking for
Susan Somebody, born 01/01/1987 You would type
Sus in the First Name field and then
01/01/1987 in the DOB field.
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3. Once you have typed in the criteria that you
desire, click the Search button.
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Patient Search Results
Select a patient by double-clicking on the
record. This will display the Demographics"
screen.

Create a New Patient
DO NOT use these links from the search results
screen or you will need to perform your search
again. Use the buttons to access the patient
record.
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Successful Searches

• Searching for Patients
• May take some time to adjust to doing effective
  searches
• The goal is to
• Provide enough criteria so that the number of
  rows returned is manageable
• Dont put in so much that an opportunity to find
  an existing patient record is missed.
• For example
• Entering just a DOB if you have a large birth
  cohort could return 100s or 1000s of records
• Entering a full first, middle, and last name plus
  a DOB could omit the record youre looking for if
  there is a typo
• A compromise might be to search by a specific ID
  or by the first few letters of the first and last
  name (with the DOB as necessary to limit results)

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Entering a new patient

• This section will explain what happens when your
  search yields no results. We encourage you to
  enter as much information as you can on the
  following screens as it will help future health
  professionals to find and update patients more
  efficiently.

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1. If your search criteria yields no results you
will receive the following message at the bottom
of the Patient Search screen which allows you to
begin the process of entering in a new patient.
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2. You will be taken to the follow screen where
you will need to fill out all of the information
that you currently have and then hit the Create
button. You MUST enter a first name, last name
and date of birth or the system will not allow
you to proceed.
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3. At this point, the patient has been entered
into the system. The next step is to update the
demographics information, using the screen shown
on the following slide. Simply click the
Update button when you have entered in all
information you possess. Please Note This is
the same process as updating an existing
patients demographic information and as such
will be covered twice in this guide. Simply go
field by field and enter in the information you
have. Remember The more information that you
enter, the more accurate and reliable our
database becomes. Providers are more likely to
find and update a patients record that looks
complete.
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Create a New Patient
The search criteria are pre-populated on this
screen.

Enter Patient Information and click the Create
button. The system will perform a secondary
search to ensure the patient does not already
exist in the database.
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Create a New Patient (contd)

A secondary search may return potential matches.
At this point, you can use the existing record or
proceed with creating the new record.
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Patient Home

Information about the patient can be added or
viewed by selecting any one of the buttons listed
or the equivalent link in the Patients submenu.
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Updating Patient demographic information

• This section will explain how to update and add
  new information to the patient demographic
  screen. You will have to do this when creating a
  new patient or updating an existing patient.

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Create a New Patient
The search criteria are pre-populated on this
screen.

Enter Patient Information and click the Create
button. The system will perform a secondary
search to ensure the patient does not already
exist in the database.
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Create a New Patient (contd)

A secondary search may return potential matches.
At this point, you can use the existing record or
proceed with creating the new record.
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Patient Home

Information about the patient can be added or
viewed by selecting any one of the buttons listed
or the equivalent link in the Patients submenu.
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Patient Demographics
Shortcuts to the various sections of the screen
The Demographics screen is used to enter/view
patient contact, ethnicity, and birth information.

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Patient Demographics (contd)
Alias information is used during patient searches
(in addition to the First and Last Name fields)

Up to three different Insurances can be tracked
per patient
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Patient Demographics (contd)

Two types of addressesPrimarySecondary
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Patient Demographics (contd)

Various information about the patients birth.
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SSN Security Rules

• Level of access controlled by the Override SSN
  Security security function
• Users with this function will see the SSN field
  behave as any other field in the system
• Users who do not have this function can
• Search the system using a patients SSN
• Add the SSN if the field is empty
• Once the patient has an SSN, the SSN cannot be
  modified by the user and the actual is masked to
  only be displayed as --
• This prevents users who do not have the SSN for a
  patient from obtaining it in via the system

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Additional Demographics
This button uses preset user or clinic level
defaults to set the value for Language, City,
State, Country, and Zip Code values.

These buttons lead to popups for viewing/editing
additional information for the patient.
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Address History Popup

Displays a running list of every primary address
change since the record was created.
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Insurance History Popup

Displays a running list of every insurance source
change since the record was created.
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Default Clinic Popup
Identifies the Provider and Clinic that owns
this patients record (mostly impacts reporting).

Allow Take Ownership of Patient security
function is required for the Update button to
appear.
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Contacts Popup

Holds information on the various contacts for the
patient.
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Local IDs
Local Identifier allows providers to enter their
own ID for a patient (i.e. medical record number,
chart number, etc.). The value is only visible to
users associated with the clinic and can be used
as one of the criteria fields on the Patient
Search screen.
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Local IDs
Note Only users associated to this specific
clinic will be able to view/edit this entry.
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Patient Notes

Notes can be used to track a variety of
information about the patient. Some notes (e.g.,
Vaccine Refusals) can be generated automatically
by the system.
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Patient Notes (contd)

• Some note types have special meaning
• IZ Record (Print) will come out on the
  Immunization Record
• Provider Specific can only be seen by other users
  associated to the indicated provider

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Precautions / Contraindications
The Recommender can be configured to optionally
ignore some recommended immunizations based on
the patient having an associated
precaution/contraindication.

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P/Cs (contd)
The Recommender only considers the
contraindication from the Effective Date to the
Expiration Date.

The list of vaccines potentially impacted by
this contraindication.
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Consent
Consent can be used to track patient consent to
be in Arkansas WebIZ.
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Consent (contd)
Consent can given to specific types of providers
to share records with or all.
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Patient Events
Patient Events can be added by the system (e.g.,
when reminder dates are generated) or manually
(e.g., for non-vaccine events)
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Duplicates
End users can identify potential duplicates so
that the ADH helpdesk can clean these
faster. User searches for patients, enters
comments, then adds as duplicates. The system
administrator then can run a report to identify
these so the user doesnt need to call/email
helpdesk.
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Duplicates (contd)
User can view potential duplicate records side by
side for more information as needed.
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1. Begin by searching the for the patient using
the Search option underneath the Patients module.
Type in your search criteria and hit the
Search button. You will be given a list of
matches relevant to the criteria you entered.
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2. Click the bubble next to the patient that you
want to view and then click the Demographics
button located below the list of names.
3. You will arrive at the Patient Demographics
screen, shown in the picture on the following
slide. Find the information you wish to update,
whether it is the patients name, address, or
other contact information and type in the
updates. When you are finished, click the
Update button located at the top or bottom of
the screen to save your changes.
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Exercise 1 Adding a Patient

• Add New Patient with the following information
• A Child at least 2 months old
• Provide demographic information
• Add a precaution/contraindication
• Add a note for the patient
• Note the name and date of birth as it will be
  used in subsequent exercises
• Search
• Utilize the Patient Search screen to search for
  your patient using different criteria to get a
  feel for how you might best use the search
  function to locate patients in the future.

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Administering an immunization

• This section will cover the process of adding and
  administering immunizations to a patients record.

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1. Begin by searching for the patient using the
Search option under the Patients module. Type in
your search criteria and click on the Search
button you will be given a list of relevant
matches.
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1. Select the radio button next to the patient you
   would like to view and then select the
   Immunizations button beneath the list of search
   results.
2. This will bring you to the Immunizations Home
   screen, pictured on the next slide, where you
   will see the Recommended Immunizations for the
   patient you have searched. In order to add
   immunizations given to the patients, you will
   need to select the Add Vaccines button.

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4. The next screen, pictured on the next slide,
will be auto-populated with the recommended
vaccines from the recommender on the previous
page. This criteria is determined by the shots
already on the record and the patients age. If
you do not want these to be added, simply click
on the Clear Vaccines button and select the
vaccines you wish to add from the drop down menu
present on each line.
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• If a vaccine was refused, please make sure to
  select the reason from the drop down box located
  next to the vaccine you have selected.
• Please make sure to fill out the Vaccination
  Date, and the prescribed by field located above
  the listed vaccinations. If this patient is not
  a regular patient and is simply visiting to get
  an immunization, please remember to check the box
  labeled Do not set this clinic as the default
  clinic for this patient.

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1. Proceed by clicking the Create and Administer
   button.
2. You will be directed to the screen pictured on
   the following slide, in which you will need to
   fill out the information for each vaccine you are
   trying to administer.

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9. After you have filled out each line of the
screen for each vaccine selected, you will need
to hit the update button located at the top and
the bottom of the screen.
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10. If you have selected an invalid combination
of body site/route codes or have selected a VFC
stock for non-VFC patient, you will receive an
error message asking if that is what you intended
to do. Simply hit cancel to rectify the mistakes
made, or click OK if you feel that you have not
made any errors.
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11. You will then be returned the Immunization
Home page.
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Printing an immunization record

• This section will show you where to find links to
  print the ACI forms and the official Immunization
  record for your patients.

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1. Begin by searching for the patient using the
Search option found under the Patients module
on the left side of the application. Type in
your search criteria and click the Search
button to pull up a list of patients who match
your criteria.
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• Click the radio button, or bubble, next to the
  patient you wish to view and then click the
  Immunization button located below the list of
  search results.
• You will be taken to the Immunization Home
  screen.

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4. Located below the recommended vaccines for the
current patient is a link that reads, Official
Immunization Record. Please click that link.
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5. A new window will appear, in which the
Official Immunization Record for that patient
will load in a .pdf format. You will need to
click the Printer icon at the bottom of the
window. ( It will appear in a gray pop-up when
you move your mouse over the bottom of the
window. Please see the picture on the next slide.
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Issuing a reminder/recall run

• The next section will detail where to find useful
  reports that you will have access to. Depending
  on your security clearance, the types and amounts
  of reports available will vary. This unit
  focuses on the Reminder/Recall Runs.

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1. Begin by selecting the Reports option on the
left side of the application. This will bring
you to the list of reports that are available to
you. 2. Underneath the Patient Management
list, there will be an option for Patient
Reminder/Recall. Please select this option.
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3. You will now be on the Reminder/Recall home
screen.4. Please select the option at the top
of the screen that says, Add Reminder/Recall Run.
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5. You will now be on the Reminder/Recall
creation page in which you will need to fill out
the information specific to your intentions.
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6. Click the Create button and the event will
run for the date that you set it. 7. You may
monitor the status of your Reminder/Recall on the
Reminder/Recall home page.
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Exporting a reminder/recall run to a template

• This section will detail how to take the
  Reminder/Recall run from the previous section and
  put it on a printable template. The
  Reminder/Recall must be completed before you are
  able to export it to these options.

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1. Begin by selecting the Reports module
location on the left side of the application.
This will bring you to the reports home page
which lists the various reports available to
you. 2. Under the Patient Management category,
please select the link for Patient
Reminder/Recall to proceed to the
Reminder/Recall home page.
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3. Please select the Reminder/Recall run that you
wish to view and export by clicking on the radio
button (bubble) next to it.
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4. To export to one of the available templates,
please select the appropriate button located
below the list of Reminder/Recalls.
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5. You have the option to export to Dymo Labels,
Avery Labels, or a Postcard template. You also
have the ability to pull an unvaccinated report
or a full report on the Reminder Recall.
Examples of each of these can be found on the
following slides.
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Dymo Label Export
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Avery Label Export
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Post Card Export