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Immunizations

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What source provides eChart information regarding immunizations?

Immunization information in eChart is received from the Public Health Information Management System (PHIMS), formerly known as Panorama. Historical information from MIMS remains included.

What is the Public Health Information Management System (PHIMS)?

The Public Health Information Management System (PHIMS) is a secure, integrated electronic public health record designed to assist public health practitioners in Manitoba to manage immunizations, vaccine inventory, communicable disease investigations and outbreaks. Registered immunization information is sent from PHIMS to eChart.

Note: PHIMS replaced the Manitoba Immunization Monitoring System (MIMS) in November, 2015.

Is a Personal Health Information Number (PHIN) required?

Yes, the PHIN is the key patient identifier that is used to send information from the Public Health Information Management System (PHIMS) to eChart. If a patient does not have a PHIN (i.e. is not registered with the MBH Insurance Registry) then immunization information cannot be sent to eChart.

How is information captured in the Public Health Information Management System (PHIMS)?

Immunization event information, including the vaccine name, the date the immunization was given and the administering physician or facility is recorded in PHIMS by public health offices (PHOs) and other health-care service delivery locations in Manitoba. It can also be received from other source systems through interfaces.

Are immunizations that are administered by a pharmacist in eChart?

Yes they are in eChart. The administered immunization will appear on the Immunizations view and the date field will be populated with the administered date. The dispensed vaccine will appear on the Medications view and the date field will be populated with the dispensed date.

If a vaccine is purchased at a pharmacy but administered by another health-care provider, will the immunization be in eChart?

Yes, they will be in eChart. The dispensed vaccine will appear on the Medications view and the date field will be populated with the dispensed date. The administered immunization will appear on the Immunizations view and the date field will be populated with the administered date.

Is it possible to see a vaccine listed on the Medications view but not on the Immunizations view?

Yes, a person could purchase a vaccine at a pharmacy and it would show up on the Medications view. However, if the person had the immunization administered and there was no billing submitted it would not show up on the Immunizations view.

Why do some immunizations appear as duplicate records in eChart?

There may be circumstances when duplicate records appear; for example, a client presents to the pharmacy with a prescription for two doses of Hepatitis A and B (HAHB). One dose is administered by the pharmacist and another one is dispensed (given to the client) for administration at a later date. Therefore, the Immunizations view in eChart will show as one administered dose and the Medications view will show as two dispensed doses.

How is the provider or location specified in eChart Immunization view?

The provider or location information from PHIMS is indicated in eChart in one of the following ways:

If the immunization is given by a:

  • Location tied to a physician, it will say “PHYSICIAN” in the ‘Given By’ field
  • Public health office (PHO), it will say the public health office name in the ‘Facility’ field
  • For any other health care location in Manitoba, such as a Pharmacy or Corrections Facility, that sends information to PHIMS, the health care location will be indicated in the ‘Facility’ field

Note: if the immunization location information is unavailable from PHIMS, the ‘Given By’ field and the ‘Facility’ field will be blank in eChart.

Which immunizations are transmitted to eChart?

Only the Vaccines listed on the Manitoba Health Immunization Schedule (Tariff Code Listing) can be sent to eChart.

Example: Is there an immunization for shingles? Yes, Zostavax is in the MIMS Tariff Code listing, and can be transmitted to eChart.

What immunization information fields are in eChart Immunization List view?

  • Date an immunization was given
  • Name of the immunization
  • Age of the patient at the time the immunization was given
  • Source system name which will be the Public Health Information System going forward from September 17, 2015, or the historical immunization source name, Manitoba Immunization Monitoring System (MIMS)
  • Details about the immunization such “Given by: PHYSICIAN” or “Facility: Carmen Memorial Hospital“.

Details found in the Details box in the lower part of the screen correspond with the immunization row selected and highlighted in pale green on the upper part of the screen.

Why does an immunization from July 2015 show the source as “Public Health Information Management System” if they did not start sending information to eChart until September 17, 2015?

As of September 17, 2015, all immunization information shows “Public Health Information Management System” as the Source name, including retroactive updates that are made for an immunization originally sent to eChart before September 17, 2015.

Why do some immunizations have comments while others do not?

The Public Health Information Management System (PHIMS) does not provide special comments for immunizations, and the Comments field is not populated at this time.

However, prior to September 17, 2015, some of the historical information from MIMS may have provider administration notes or comments, such as “NOV 20/02-REFUSED” included.

Historical example of a refused/not given Hepatitis B Vaccine from MIMS:

How far back does the immunization record go in eChart?

Children’s Immunizations:

  • Data on children under 18 years goes back to 1980
  • When eChart ‘went live’ with MIMS immunizations, all children’s immunizations in MIMS were retroactively loaded in eChart back to 1980; and continue going forward with the Public Health Information Management System (PHIMS).

Adult Immunizations:

  • Data on adults goes back to 2000
  • When eChart ‘went live’ with MIMS immunizations, all adult immunizations in MIMS were retroactively loaded in eChart back to 2000; and continue going forward with the Public Health Information Management System (PHIMS).

E.g. In 1981, a patient who was 17 years old may have immunization information in MIMS; but in 1982 when they turned 18 their immunizations would not be in MIMS. They would not have immunization information collected again until 2000 when adult records were added to MIMS.

EChart only displays select information collected by the Public Health Information Management System (PHIMS) and, historically, collected by MIMS.

How can I use the filters at the top of Immunization List view in eChart to ensure that I am viewing all available immunizations?

The (default) view for Immunizations in eChart shows all immunizations received without any filtered date restrictions. If required, please use the date and units of time filters to limit or expand the number of results displaying.

If you are not sure if you are displaying all available information, you can ensure the view is showing everything by clicking on the “Show All” button as well (near the top right of the view).

How often is the information updated / sent to eChart?

eChart is updated daily with immunization information from the Public Health Information Management System (PHIMS). If the information is not in or not yet recorded in (PHIMS), it will not be available in eChart.

What other factors can affect timing of entry and transmission of data to eChart?

The rate of transmission of immunization information is subject to the manual and automated workflow of different sites – even if they are electronically connected.

  • E.g. for SBH, it depends on the timing of SBH Health Records process as the immunizations entered in SBH EPR must be transferred to the physician billing immunization system.

Where would I find more information about PHIMS?