MINNESOTA IMMUNIZATION INFORMATION CONNECTION
MIIC Data Exchange Worksheet Reference Guide
This is a reference guide for the MIIC Data Exchange Worksheet that providers need to fill out before they can begin
working on a data interface with MIIC. You can use this guide to help you complete the MIIC Data Exchange Worksheet.
Contact Information
Please fill in the name of the contact in the left column of the table labeled Contact. Enter the information requested for
each contact in the right column of the table labeled Information.
Organization/Health System: Please enter your organization’s/health system’s name and headquarters address.
Immunization Contact: Please enter the name and contact information of the person responsible for MIIC enrollment
and clinical use for your organization/health system.
Vendor Contact: Please enter the name and contact information of the person at your system’s software vendor who
would be involved in making any changes needed during the onboarding process.
Technical Interface Contact: Please enter the name and contact information of the person responsible for setting up the
interface between MIIC and your organization’s/health system’s source system/EHR. This is the person who will be setting
up and testing the transport method that you are planning to use to send data to MIIC.
Meaningful Use Contact: Please enter the name and contact information of the person responsible for Meaningful Use
(MU) for your organization/health system, if applicable. This individual would be responsible for the documentation for
attestation purposes.
Production Support Contact: Please enter the name and contact information of the person responsible for monitoring
this interface once it has been tested and moved into ongoing submission. We understand that the people who work on
the initial set-up of an interface are not always the people who will support it going forward. We would reach out to this
contact if we find any issues with the interface after it is in production.
Interface Questions
This set of questions is about the specific interface that you would like to set up. They are designed to give us an idea of
the types of messages we will be getting, how we will be getting them, and how many we can expect to get. This
information will give us insight into how much work will be needed to set up the interface. It will also help us prioritize
high volume providers in the queue.
A. Is this a new interface or a change to an existing interface? If this is a change to an existing interface, what is your
current file format and transport protocol?
If you are not currently exchanging data with MIIC, this would be a new interface. If you are exchanging data with
MIIC and want to make changes to your interface (e.g., file format, transport protocol, and/or content of the
message), indicate that here and list your current file format and transport protocol.
B. What transport method do you plan to use to send us your data?
MIIC can accept data through several secure transport options. Review the list of available options at Transport Options
for Submitting Immunization Data to MIIC
(http://www.health.state.mn.us/divs/idepc/immunize/registry/hp/datasub.html). Indicate the option you would like to
use when sending your data to us.
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C. What format do you plan to use when sending us your data?
MIIC can accept data in several different formats. Review the list of available options at Submitting and Exchanging Data
with MIIC (http://www.health.state.mn.us/divs/idepc/immunize/registry/hp/data.html). Indicate the option you would
like to use when sending your data to us.
D. Will the interface include bi-directional query and response messaging?
Indicate if you plan to include querying MIIC as part of your interface.
E. Will the interface be directly between your EHR/source system and MIIC or will the data go through an
intermediary or hub? If data will go through an intermediary or hub, please describe it (i.e., is a third party utilized?).
Indicate if you want us to set up an interface directly with your system or if there are intermediaries involved. An
intermediary might be a Health Information Exchange (HIE), a software vendor, or another provider that is sending data
to us on your behalf. Please include contact information for any intermediaries so we can work with them to ensure that
the data get to us correctly.
F. How many facilities are included in this interface?
Please provide the number of physical locations that will send data to MIIC through this interface. Knowing this helps us
prioritize providers in queue and gives us an idea of how much set up we will need to be ready to accept your messages.
G. Approximately how many immunizations would come through this interface annually?
Please provide an approximate number of immunizations that would come through this interface each year. This
information helps us understand the volume of data that we should be expecting through this interface. It will help us
determine an appropriate amount of test data to review during the onboarding process. It will also help us identify and
prioritize high volume providers in the queue.
H. Do you plan on sending dose-level funding eligibility information to us through this interface?
Indicate whether you plan to send funding program eligibility data to us at the dose level through this interface. This
information helps us prioritize providers in the queue.
I. What are the triggers in your system that create the messages that will be sent through this interface?
Please tell us the events in your system that trigger creation of a message to MIIC. Be sure to include whether your
system triggers new messages to MIIC when data are updated or deleted from your system. This information helps us
avoid confusion during the testing process and properly organize the messages we get from your system in MIIC.
J. Are you able to suppress social security number information in your messages? We require that providers not send
it to us in their electronic messages because we are not able to store or process it.
Indicate whether you can suppress social security information. We cannot process nor store social security number data
for legal reasons. We require that all providers not include social security numbers in the data they send to MIIC.
EHR/Source System Information
This set of questions is about the specific system(s) that you will be using to send us your messages. This information
helps us troubleshoot and prepare for any known potential issues with your onboarding process.
A. What is the name of the product (including version) from which you will be sending data?
Provide the name, including version (if applicable), of the EHR software you will use to send data to MIIC.
B. Who is the vendor of this product?
Provide the name of the vendor of your software product.
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C. Is this a certified EHR product? If so, what certification does it have?
Tell us whether or not your EHR software is certified. If so, please tell us the certification it has. Typically this is relevant
for providers who need 2011/2014/2015 certified products to meet MU guidelines.
D. Are you planning any system changes or upgrades for the near future that may impact immunization messaging? If
yes, when do you plan to do that? How long do you expect it will take to complete?
Please note any software upgrades, changes to transport protocols, hardware upgrades, or other things you can think of
that could delay onboarding work. Possible delays will not necessarily prevent us from working with you. This
information will give us a better idea of the best time to work with you on this interface.
Onboarding Preparation
This is a checklist of steps that we expect you to take to prepare for onboarding. Several steps include reviewing
information that describes the onboarding process, what you can expect from us, and the types of message formats and
transport options that we support. Several steps are also required for MU attestation.
Use this checklist to make sure you have completed the steps to prepare for data exchange with MIIC.
 Register your intent to work on an interface with MIIC at Electronic Data Submission Registration
(https://apps.health.state.mn.us/edataregistry).
Register here to tell us that you intend to work on an interface with MIIC. This step is also required for MU.
 Ensure that you are enrolled to participate in MIIC. If you are not enrolled, follow the steps at Participating in MIIC
(www.health.state.mn.us/divs/idepc/immunize/registry/hp/join.html) to enroll.
Confirm that you are enrolled in MIIC. Enrollment is required for any organization that wants to send or receive data
from us. If you do not have a valid data use agreement in place we cannot move forward with work on an interface.
 Subscribe relevant contacts to receive MIIC Data Submission and Exchange email updates by clicking on the red
envelope near the top of the page at Submitting and Exchanging Data with MIIC
(www.health.state.mn.us/divs/idepc/immunize/registry/hp/data.html).
Subscribe to these updates to help your organization get important information about interfaces with MIIC.
 Review the “Immunization Onboarding Process” template at Process for Working on Data Exchange with MIIC
(http://www.health.state.mn.us/divs/idepc/immunize/registry/hp/dataprocess.html). Verify that you can commit to
the timelines included.
Confirm that you can commit to the outlined process. This step is to ensure that your organization and MDH are both
committed to communicating on a regular basis and doing our best to complete all onboarding requirements within the
proposed timelines.
 Review the MIIC-specific file specifications, transport options, and code sets found at Submitting and Exchanging
Data with MIIC (www.health.state.mn.us/divs/idepc/immunize/registry/hp/data.html).
Review this information on MIIC’s data exchange capabilities so you are aware of the file specifications and transport
options we can use.
 If you will be sending dose-level eligibility information, review the reporting options on the “Reporting Dose-Level
Eligibility to MIIC” fact sheet at Vaccine Ordering and Management in MIIC
(http://www.health.state.mn.us/divs/idepc/immunize/registry/hp/ordering.html).
Review these reporting options if you will be sending dose-level eligibility information. Reporting funding program
eligibility is a requirement for providers that use replacement stock in their practice.
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 If you will be sending data through the interface on behalf of more than one facility, fill out the “Facilities
Participating in Minnesota Immunization Information Connection (MIIC) Spreadsheet” at Participating in MIIC
(www.health.state.mn.us/divs/idepc/immunize/registry/hp/join.html). Submit the spreadsheet to the MIIC Help
Desk at [email protected] to ensure that we are aware of all facilities that will be sending data through
your interface.
Fill out and submit this spreadsheet if more than one facility will send data to MIIC through your interface. We need to
provide you with a site-specific code for each location that is sending us data so you can identify them in your messages.
 Complete the NIST Test Message Preparation and Validation guide found at Process for Working on Data
Exchange with MIIC (http://www.health.state.mn.us/divs/idepc/immunize/registry/hp/dataprocess.html).
Use the NIST tool to do some preliminary testing. This testing is not meant to be comprehensive. We will provide
feedback on your test messages so that you can begin to address any noticeable issues. Note: This is NOT where the bulk
of testing will take place.
Minnesota Department of Health
Minnesota Immunization Information Connection
PO Box 64975, St. Paul, MN 55164-0975
651-201-5207
[email protected]
To obtain this information in a different format, call: 651-201-5503.
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