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MIMS User Manual

1. S 34 Quick Reference Guide teed ted 38 Immunization ues eben 39 INO AUCO M M N I 40 USING PHIIN o EA 41 Using MASC NO TEE 43 Inquire Immunization Record Using 5 47 acicalscere 52 inquire 25 lt pus tan epa 53 VIVE Mies eda I 54 Inquire Regional Health Authority Table iia baa Fea ctdeassdutantren 57 Inquire Native Band 60 Inquire Immunization EE EEEE 63 inquire M nicipal Table eC P 66 Inquire Hospital Table esisiini Eea OTAS EERENS 69 mif 76 Inquire Physician 5 79 Inquire Physician
2. 82 Inquire Registration Information System decas 85 SVEN sso d 86 xol M 89 xdv M 92 SN eR T TEN 95 MIMS Manitoba Immunization Monitoring System 1 Table of Contents continued MAINTAIN SECTION 5 iot ev des ces ney Edu RU Deep dat DE 97 Maintain FUNCTIONS Over Vie Wises ioo eint dean co nona CI aae aaa eae aa EEEE REN REN e dE d eda a ERES 98 Maintain Master 99 100 El PAIN p T MENS 101 Usinge MHS 95 M H 105 Using oie ek E TE 109 QUICK Reference Gulde 114 Maintain IMMUNIZATON Record 115 LT 116 USING PHIN M 117 Adding BRECON NOM c UPn 120 Change ej 130 Delete a RECOM M 133 5 RE RR ERE
3. i 180 MHSC Family Registration Display caida e epic 184 tte esset tx vate pU E ud 189 LIST OF ACRONYMS mec 196 MIMS Manitoba Immunization Monitoring System 2 Manitoba Immunization Monitoring System MIMS MIMS User Manual Third Edition April 2011 MIMS Manitoba Immunization Monitoring System MIMS OVERVIEW MIMS Overview The Manitoba Immunization Monitoring System MIMS is an electronic immunization registry that has been in use at Manitoba Health MH since 1988 Initially MIMS recorded immunizations provided to children who were born after 1980 In 2000 records for adult immunizations were added The system currently has the capacity to maintain immunization records for all Manitobans registered with the MH Insurance Registry IReg Once an individual is registered he she is assigned a six digit Manitoba Health Registration Number MHSC No and a Personal Health Identification Number PHIN This information is passed from the MH Insurance Registry to establish the individual in MIMS Immunization events are entered into MIMS in two ways Data entry by MIMS update users data entry clerks in each Regional Health Authority e Downloaded from the physician billing system for publicly funded immunizations provided by phys
4. SIGNATURE NUMBER OF COPIES NAME PLEASE PRINT PHONE NUMBER PLEASE COMPLETE ALL APPLICABLE FIELDS BOLDLY AND CLEARLY VERSION 1 0 MIMS Manitoba Immunization Monitoring System 158 MIMS REPORTS MANITOBA HEALTH MIMS IMMUNIZATIONS FROM HISTORY TAPES To Supervisor Data Control Computer Services 3047 300 Carlton St Winnipeg Manitoba R3B 3M9 Fax 943 0972 JOB A4MIPRTH MAXIMUM NUMBER OF CARDS 10 This section for Office Use Only Computer Services Control Card 7 17 Space falta 1 5 PROGRAMS 4 1050 052 Date IMMUNIZATION CERTIFICATE REQUIRED BY Y Y Y Y M M Please fill in the PHIN NUMBER for each request PHIN NUMBER 9 10 11 12 13 14 15 16 17 18 1 1 2 1 3 1 4 1 5 1 6 1 4 1 8 1 9 1 10 MIMS Manitoba Immunization Monitoring System 159 MIMS REPORTS IMMUNIZATION CERTIFICATE REQUESTING ORGANIZATION MAILING ADDRESS RHA HEALTH UNIT OFFICE FOR REPORT EMAIL ADDRESS SIGNATURE NAME PLEASE PRINT MIO5O doc PLEASE COMPLETE ALL APPLICABLE FIELDS BOLDLY AND CLEARLY MIMS Manitoba Immunization Monitoring System 160 NUMBER OF COPIES PHONE NUMBER VERSION 1 0 MIMS REPORTS REGIONAL HEALTH UNIT LISTING MANITOBA HEALTH MIMS REGIONAL HEALTH UN
5. Connected to host 192 168 4 8 NUM Z Ei Ej 27 ISM MAINFRAME EX MIMS Manitoba Immunization Monitoring System 195 PHIN FIELD DEFINITIONS LIST OF ACRONYMS List of Acronyms CDC Communicable Disease Control FNIH First Nations and Inuit Health ISB Information Systems Branch ISM Information Systems Management MHSC Manitoba Health Registration Number MIMS Manitoba Immunization Monitoring System MH Manitoba Health PHIN Personal Health Identification Number RHA Regional Health Authority MIMS Manitoba Immunization Monitoring System 196
6. Io Seren Hep Bice lt aj eP 3 zala xe 15 M Mero 4 ERE Proceed to the relevant sections of the manual to continue with step by step instructions on how to access the various options screens and fields available in MIMS MIMS Manitoba Immunization Monitoring System 14 ACCESSING MIMS SIGN OFF ACCESSING MIMS Signing Off To exit MIMS select PF12 EXIT from an INQUIRY or MAINTAIN screen in MIMS PF12 is listed as an option at the bottom right corner of appropriate screens The following screen will appear ziej De ok Semon Dues ciae aj ie Foe z3 98 aj ele glaa e WA Start 21S TN3270 EXTR NY Meresot Woe Document 4 2am Even though the screen says SIGN OFF COMPLETED you are NOT signed off from MIMS Follow the instructions identified on the following pages to correctly sign out of MIMS e Press Enter MIMS Manitoba Immunization Monitoring System 15 ACCESSING MIMS SIGN OFF The following screen is presented De Senon ues Hep aj He 3 aa Asin SISH 2270 Mereot ord Document 4 20 e Enter rcl screen is not case sensitive Press Enter MIMS Manitoba Immunization Monitoring System 16 ACCESSING MIMS ISM NETWORK SERVICES MAIN MENU screen
7. 136 Using SUrtiatTie serene ere 139 Quick Reference Guide 144 MIMS REPORTS SECHONL 146 147 Report Request OPTIONS aE AA AARE 148 IMMUNIZATION Status ER NE nn nda ean ade ao 150 Personal Identifier Listing cccccccssssssssssnscceececceceeeeesscssssssneaaeaeeeececeueeeessssssesnsnnaassecseceeeess 154 Report Request FOFIYIS oet as YR ER ERES ERR REIS FER SWAT ERE FERA 157 Immunization EEEE RES ERa 166 Reminder Eetters sassoni e e RE 169 Reminder Letter eH uA RR 170 Physician Error Report hae 171 MIMS Annual ee EET T T 173 MIMS hides pz p 174 MIMS IMMUNIZATION INPUT FORM FOR FACILITIES AND 177 MIMS FIELD DEFINITIONS tu c Rn cai orsa SEN 179 Master Record
8. 2 NUM 1 18 PM If More appears in the upper right corner of the screen additional immunization events are displayed on the next screen To review both screens use the following PF keys e PF8 Page forward e PF7 Page back MIMS Manitoba Immunization Monitoring System 118 MAINTAIN IMMUNIZATION RECORD PHIN The following functions are displayed at the bottom of the screen Change Change an immunization record D Delete Delete an immunization record PF01 MENU Return to the OPERATOR PRIMARY MENU PF05 UPD CH Proceed to the MAINTAIN MASTER RECORD screen PF06 ADD IMM To add an immunization record PF7 BACK Page back PF8 FRWD Page forward PF10 HELP Provides a description of the screen In MAINTAIN FUNCTION entering a in an input field will provide additional information relating to the field in question PF12 EXIT Initiate sign off from MIMS Step by step procedures to add change or delete an immunization record are provided on the following pages MIMS Manitoba Immunization Monitoring System 119 MAINTAIN IMMUNIZATION RECORD ADDING A RECORD MAINTAIN IMMUNIZATION RECORD Adding a Record Immunization events are entered into MIMS in two ways Downloaded from the physician billing system for publicly funded immunizations provided by physicians Data entry by MIMS update users data entry clerks in each Regional Health Authority The info
9. BATX Botulism Antitoxin 8910 DATX Diphtheria Antitoxin 8928 8927 RSVAB Respiratory Syncytial Virus Antibody 8694 Immune Globulins Active Tariff Cancelled Tariffs HBIG Hepatitis B Immunoglobulin 8916 IG Immune Globulin Human 8920 RABIG Rabies Immunoglobulin 8768 RSVIG RG Respiratory Syncytial Virus Intravenous Monoclonal 8697 Immunoglobulin TIG Tetanus Immunoglobulin 8690 VARIG Varicella Immunoglobulin 8672 Note Abbreviations in MIMS cannot be longer than 10 characters therefore they may not match vaccine abbreviations Revised March 2011 MIMS Manitoba Immunization Monitoring System 176 MIMS INPUT FORM MIMS Immunization Input Form for Facilities and Clinics All immunizations should be documented by health care providers in facilities and clinics the Immunization Input Form This form is to be forwarded to the designated MIMS update user in your region The MIMS Update User will enter the immunizations into the MIMS database This form can be found in Epidemiology and Surveillance section of the Manitoba Public Health website located at http www gov mb ca health publichealth index html Copies are also available at no cost from Material Distribution Agency MDA By email InformationResources gov mb ca By Phone 204 945 0570 Indicate form MHPP38E MIMS Manitoba Immunization Monitoring System 177 MIMS MANITOBA IMMUNIZATION MONITORING SYSTEM Immunization Input Form for Facili
10. MIMS Manitoba Immunization Monitoring System 128 MAINTAIN IMMUNIZATION RECORD ADDING A RECORD Funding Code D Data Entry Summary The provider code for the primary care facility is linked to the RHA and will be reimbursed for data entry of the immunization Example 5 A First Nations health unit is entering immunization events from an influenza vaccine surveillance form for individuals immunized at a First Nations flu clinic Reason Code for Immunization 1 2 3 4 or 5 all possible Provider Type Enter A for First Nations Tribal Council Health Unit and provider code 5 digit Funding Code No Funding Summary FNIH providers are not reimbursed by MH for providing an immunization Example 6 Public health nurses immunize PCH staff for influenza Reason Code for Immunization 1 Health Care worker Provider Type Enter R for RHA and provider code 5 digit Funding Code Immunization Administration Summary The RHA indicated as the provider is reimbursed for providing the immunization MIMS Manitoba Immunization Monitoring System 129 MAINTAIN IMMUNIZATION RECORD CHANGE A RECORD MAINTAIN IMMUNIZATION RECORD Change a Record If information relating to an immunization record needs to be changed the update user will execute a CHANGE IMMUNIZATION process From the MAINTAIN IMMUNIZATION RECORD screen EJ INFRAME EXTRA Personal Client File Edit View Tools Session Help 518 S 23 5
11. Error Cause Action Duplicate Immunization The majority of duplicate events occur where a parent takes twins in for an immunization and both shots are recorded on one child s MIMS record Look up both twins in MIMS to determine that only one child s record was updated with the immunization on the service date indicated Verify with the physician s office that both twins received an immunization and ensure the immunization event is added to the second child s record Duplicate billing by physician The billing system will not identify a duplicate billing for one immunization event until the information is downloaded into MIMS MIMS will not permit the entry of a duplicate immunization event if the tariff code and service date are identical In this situation the only required action is to determine if the duplicate event involves twins Physician bills for immunization event that has been previously entered in MIMS through data entry As the immunization event is already updated in MIMS the only required action is to verify that this is NOT a twins scenario Child appears to not be Registered in MIMS The billing is attempting to add an immunization event in MIMS for a individual that is currently not registered with MH If the PHIN identified in the billing is not in MIMS or the Individual Registry a numerical error in the billing may have occurred Contact the physician
12. e Enter4 in the SELECT OPTION field e Press Enter MIMS Manitoba Immunization Monitoring System 66 INQUIRE GENERAL TABLE INFORMATION MUNICIPAL TABLE If the option fields are left blank the following list is produced gt 218 25 De Edi Hep pisla aj 24 3 5 acria xj 51 15 TN3270 EXTR Merorom vyd Nguy 4 ZH 20 To proceed to a specific municipality e Enter the List No in the prompted field at the bottom of the screen Press Enter 5 Manitoba Immunization Monitoring System 67 INQUIRE GENERAL TABLE INFORMATION MUNICIPAL TABLE List No 13 was selected and the following screen is displayed 212 xl De Seren Hep pisla aj e aj aaj ela aa ris 15 2270 EXTRA AA gy eren ond Nga All villages towns First Nation communities and cities within Manitoba assigned municipality code As of December 2008 there were 287 municipalities identified in Manitoba MIMS Manitoba Immunization Monitoring System 68 INQUIRE GENERAL TABLE INFORMATION HOSPITAL TABLE INQUIRE HOSPITAL TABLE This table provides a list well beyond hospitals and includes all health care facilities or providers that have been assigned a provider number through MH Insured Benefits The facilities or providers represented in this table
13. sz z 4 MANITO IMMUNIZATION MONITORING TAIN IMMUNIZATION RECORD 100005634 ENTER GC D DELETE IN SEL FIELD OR PFOG6 TO ADD IMMUN RECORD PFO1 MENU PFOS UPD CH PFO6 ADD IMM PF07 E PEUB EBRWD BFAU HEEP PELIZ EXIT Connected to host 192 168 4 8 NUM 1 24 PM 72 start E 1263 e Place SEL column next to the record being changed e Press Enter If multiple immunization records require correction insert C in the SEL field adjacent to each record being changed and press enter The selected immunization event records will be displayed for change MIMS Manitoba Immunization Monitoring System 130 MAINTAIN IMMUNIZATION RECORD CHANGE A RECORD CHANGE IMMUNIZATION RECORD screen Ej EXTRA Personal Client File Edit Yiew Tools Session Help Cielaj s jo 23 5 Erlas MANITOBA IMMUNIZA IN MONITORING ZATION RECORD 01032 PRESS ENTER KEY TO PROCESS OR PFO3 TO CANCEL CHANGE PFO1 MENU PFOS3 END PETOSHELP 2 Connected to host 192 168 4 8 NUM 1 26 PM 72 start ux 1268 T In this example the service date is being changed Move the cursor using the tab key or arrow keys to the relevant field e Overtype the changes in the relevant field Press Enter MIMS Manitoba Immunization Monitoring System 131 MAINTAIN IMMUNIZATION RECORD CHANGE A RECORD The MAINTAIN IMMUNIZATION RECORD screen is displayed EJ INFRAME EXT
14. 2 3 4 5 Enter 2 in FUNCTION field Move cursor using tab key or arrow keys to the MHSC No field and input MHSC number Press Enter On the FAMILY DISPLAY screen input member number in the prompted field at the bottom of the screen and press Enter On the MHSC REGISTRATION INDIVIDUAL PERSON DISPLAY screen press Enter to continue Immunization Record using Surname On the OPERATOR PRIMARY MENU 1 2 3 4 Enter 2 in FUNCTION field Move cursor using tab key or arrow keys to the Surname field and complete the required fields Press Enter On the MHSC REGISTRATION ALPHA DISPLAY screen enter the SEL number in the prompted field at the bottom of the screen and press Enter On the FAMILY DISPLAY screen input MEM NO in the prompted field at the bottom of the screen and press Enter On the MHSC REGISTRATION INDIVIDUAL PERSON DISPLAY screen press Enter to continue MIMS Manitoba Immunization Monitoring System 144 MAINTAIN IMMUNIZATION RECORD UICK REFERENCE GUIDE Data entry summary Tariff Code Four digit code representing the immunizing agent Service Date Date of immunization event Provider Type Alpha code representing immunization provider Provider Number Numeric Code representing immunization provider Reason Code Numeric identifier representing reason for receiving the immunization 0 Routine adult amp childhood immunizations field defaults to zero 1 Influenza immunization provided to a h
15. 48 PLEASE COMPLETE ALL APPLICABLE FIELDS BOLDLY AND CLEARLY VERSION 1 0 MIMS Manitoba Immunization Monitoring System 165 MIMS REPORTS IMMUNIZATION CERTIFICATE MIMS REPORTS Immunization Certificates What is an Immunization Certificate An Immunization Certificate is a printed copy of an individual s immunization record as recorded in MIMS The certificate is printed at Manitoba Health and is mailed directly to the individual s address provided in MIMS Why request an Immunization Certificate Manitoba Health recommends printing certificates as the preferred method of providing individuals with their immunization records Printing directly from MIMS can be done if there is an urgent need and only if the MIMS user is compliant with PHIA Who can request an Immunization Certificate MIMS users at the local public health office can request the immunization certificate upon an individual s or parent legal guardian s request Although Manitoba Health prints the certificates any requests for immunization certificates will be redirected to the individual s local public health office or former local public health office if the individual has moved out of province A list of all public health offices is available on the Manitoba Health website Where can someone get their Immunization Certificates MIMS users at the local public health office can request a certificate while in the MIMS database system The certifi
16. Connected to host 192 168 4 8 NUM 1 38 PM nr mmm i bee 12 Start zB ES 2 e Press Enter For this example the birth date field was left blank in order to demonstrate the list that may result if optional fields are left blank MIMS Manitoba Immunization Monitoring System 139 MAINTAIN IMMUNIZATION RECORD SURNAME MHSC REGISTRATION ALPHA DISPLAY screen E 22 ISM MAINFRAME EXTRA Personal Client File Edit View Tools Session Help a 8 o 2 elel zilar ae MHSC REGISTRATION ALPHA DISPLAY SEL SURNAME MM YY ADDRESS LINE 1 ADDRESS LINE 2 REG NO SELECT A FAMILY MEMBER TO PROCEED gt PF1 REG MAIN 4 PF7 BWD PF8 FWD 10 PF12 SIGNOFF Connected to host 192 168 4 8 NUM 1 39 PM ag start 5 E 1284 ve A list is produced based on the surname criteria entered A screen prompt appears at the bottom of the screen SELECT A FAMILY MEMBER TO PROCEED gt Enter Family Member number obtained from SEL column on the far left of the screen in prompted field at the bottom of the screen Press Enter MIMS Manitoba Immunization Monitoring System 140 MAINTAIN IMMUNIZATION RECORD SURNAME MHSC REGISTRATION FAMILY DISPLAY screen ES INFRAME IF File Edit View Tools Session Help a s o cs elel zlar ne RGAQ2 MHSC REGIS REG NO FAMILY SURNAME 517 AIM GROUP MEM SUR SEX BIRTHDA P HETH C 0 D ES NO CODE GIVEN DD MM YYYY NUMBER REL M R
17. EXTR al Ering Word 4 v MIMS Manitoba Immunization Monitoring System 82 INQUIRE GENERAL TABLE INFORMATION PHYSICIAN TABLE BY NUMBER An inquiry can be made using the physician four digit code If the optional field is left blank e Enter 8 the SELECT OPTION field Press Enter The following list is displayed 218 De Seen Hep aj aier 23 2152 ve GR Start 315M TH3270 EXTR Dyess zr eror iod 220 To select a particular physician from the list e Enter the List No in the prompted field at the bottom of the screen Press Enter MIMS Manitoba Immunization Monitoring System 83 INQUIRE GENERAL TABLE INFORMATION PHYSICIAN TABLE BY NUMBER List No 6 was selected and the following screen is displayed 2182 xl De Seion Hep pielej aj ejf gt ele zaa x PR Start 2 ism TN3270 EXTR eren ond 4 En am MIMS Manitoba Immunization Monitoring System 84 INQUIRE REGISTRATION INFORMATION SYSTEM MIMS Manitoba Immunization Monitoring System INQUIRE MH Registration Information INTRO INQUIRE MH Registration Information System Introduction MH Registry Ireg contains health related information on insured individuals who become registered following bi
18. Edm View Dod Somin Hep pisla aj elei Son n mana F WB sten 215 TN2270 EXTR BY Dosen LER oum Select F3 EXIT function key is displayed at the bottom of the screen MIMS Manitoba Immunization Monitoring System 17 SIGN OFF ACCESSING MIMS SIGN OFF A pop up window appears at the bottom of the screen 181 xl De Ioh i ns Hep aj meP 25 elei ala b WB Start 15 TN3270 EXTR My word Document Because the cursor is already beside the 1 Exit x field press Enter MIMS Manitoba Immunization Monitoring System 18 ACCESSING MIMS SIGN OFF THE INFORMATION SYSTEMS MANAGEMENT CORPORATION screen appears 08 21212 De Semen Hep Disiw aj a j acri xe 51 2515 2270 EXTR Document 22 The user is now logged out of MIMS Close the window by clicking on the x button on the upper right hand corner of the screen MIMS Manitoba Immunization Monitoring System 19 ACCESSING MIMS UICK REFERENCE GUIDE ACCESSING MIMS Quick Reference Guide Sign On steps to access MIMS 1 INFORMATION SYSTEMS MANAGEMENT CORPORATION screen press the spacebar key once followed by the Enter key 2 ENTRY VALIDATION screen appears e Enter User ID your assigned user ID e Press Tab Key e
19. Press Enter Note Only MIMS users with Update access will have MAINTAIN functions on the OPERATOR PRIMARY MENU see above MIMS Manitoba Immunization Monitoring System 101 MAINTAIN MASTER RECORD PHIN MAINTAIN MASTER RECORD screen ISM MAINFRAME EXTR File Edit View Tools Session Help a c3 4 MIB11 MANITOBA IMMUNIZATION MONITORING MA AIN MASTER RECORD REG NO FILE 100005634 BIRTHDATE SEX OFFICE 210 IAN SCHOOL MAILING A CHILD HLTH PROB NONE OTHER CES REFUSED 8 CAUTIO PF 1 MENU PFOS UPD IMM PFO6 REQ CERT PEIU HELP BEII UPD ADDR 2 Connected to host 192 168 4 8 NUM 12 53 PM 12 Start gt a 34 Tz The fields highlighted in yellow are downloaded from the MH Registry and cannot be changed or updated in MIMS The fields identified with white lines or white spaces are updated by entering or overtyping the information in the field space provided and pressing enter MIMS Manitoba Immunization Monitoring System 102 MAINTAIN MASTER RECORD PHIN In the following example a telephone number is being added e Enter or overtype information codes in the valid field e Press Enter ISM MAINFRAME EXTRA Personal Client File Edit View Tools Session Help Cielaj s fel for 23 5 spo sp eea ve MIB11 MANITOBA IMMUNIZATION MONITORING MAI AIN MASTER RECORD FILE 100005634 BIRTHDAT
20. number is purged removed from the system the user is taken to the 5 REGISTRATION INDIVIDUAL PERSON DISPLAY screen The following message is displayed at the top of the screen DISPLAY OF INDIVIDUAL WHO HAS AN ASSIGNED PERSONAL HEALTH NUMBER BUT NOT A REGISTRATION NUMBER If the 5 number cannot be found the registry the immunization history is maintained archived record To obtain an archived record refer to the MIMS REPORT SECTION Immunization Certificate section of this manual MIMS Manitoba Immunization Monitoring System 91 INQUIRE MH Registration Information SURNAME INQUIRE MH Registration Information By Surname From the REGISTRATION INFORMATION SYSTEM screen e Enter the first six letters of surname e Enter the first name initial e Enter m for male or f for female e Enter birth month and year Press Enter E EXTRA Personal Client File Edit View Tools Session Help 14 09 21 DATE 15 06 05 TO LOOK UP AN Ex ENTER MM YYYY m BIRTH gt M _ ALPHA BF4 EXII 12 510 Connected to host 192 168 4 8 NUM 2 10 PM r _ pL 12 Start 2 Kol 2 Microsoft Outlook E w R MIMS Manitoba Immunization Monitoring System 92 INQUIRE MH Registration Information SURNAME A list of individuals who match the criteria is displayed SM MAINFRAME File Edit View Tools
21. seen below Select PF1 REGMAN ISh INF E EXTRA Personal Client File Edit View Tools Session Help a S o 23 gt sz z 4 RGAO2 MHSC REGIS MUN REG NO FAMILY SURNAME 512 CODE MEM SUR SEX BIRTH PI HETH 6C 0D ES NO CODE GIVEN DD MM Y NUMBER REL M R PCH SELECT A FAMILY MEMBER TO PROCEED BEI REG MAIN PEF3 ALPHA BEA EXIT PPS EWD PEIO SHELP PPI2 SIGNOEF Connected to host 192 168 4 8 NUM 12 09 PM 13 start 2 E ws fes MIMS Manitoba Immunization Monitoring System 87 INQUIRE MH Registration Information INTRO MHSC REGISTRATION INFORMATION SYSTEM screen Tote Senn aj gt e 3 2 ele ve 415 TN3270 EXTR errem Word Mem i ERE www c Three search methods can be used 1 REGISTRATION MHSC NUMBER 2 SURNAME NAME SEARCH 3 PERSONAL HLTH PHIN The following procedures demonstrate how to access information using the three search methods listed above MIMS Manitoba Immunization Monitoring System 88 INQUIRE MH Registration Information 5 INQUIRE Registration Information By MHSC When an individual has been PURGED removed on MIMS the MHSC number originally assigned may be recycled to another individual over time The PHIN assigned will permanently remain assigned to the individual From the REGISTRATION INFORMATIO
22. 0222 Immunization provided by a physician Public Health ee R Unit RHA 5 digit code R 30540 Immunization provided by a public health nurse Private Health Immunization provided by private health care Care Provider 5 digit code V 30532 Provider ex VON Wee Care or Wellness Center UNKNOWN 5 digit code U 00000 Immunization provided by someone other than the providers listed above MIMS Manitoba Immunization Monitoring System 122 MAINTAIN IMMUNIZATION RECORD ADDING A RECORD REASON CODE This numeric code identifies the reason the individual received an immunization Physician administered immunizations downloaded to MIMS through the physician billing system do not require a reason code The reason code field was introduced in October 2002 therefore immunization events prior to this date will not have a reason code completed in MIMS The reason code field automatically defaults to 0 Routine Immunization To enter a different reason code simply overtype the appropriate reason code number in the reason code field Reason Code Options 0 Routine Immunization Indicates the individual received a routine infant child or adult immunization Health Care Worker Indicates the individual received an immunization as recommended because he she is a health care worker e g nurse home care worker health care facility volunteer This reason code is used for INFLUENZA immunizations only HIGH RISK In
23. 27 INQUIRE MASTER RECORD INQUIRE IMMUNIZATION RECORD Using MHSC Number If the user is inquiring using a MHSC Number e Enter 3 for Update users or Enter 1 for Inquire users in the FUNCTION field e Press Tab Key until the cursor is beside the MHSC No field e Enter No ISM MAINFRAME EXTR File Edit View Tools Session Help Diela s 5 for 23 5 epo sp ela ve MANITOBA IMMUNIZATION MONITORING OPERATOR LIMARY MENU 2 Connected to host 192 168 4 8 NUM 12 32 PM 72 Start EJ 11 21 mte e Press Enter Note MIMS users with Inquire access will only have 3 functions options to choose from when in the OPERATOR PRIMARY MENU seen above MIMS Manitoba Immunization Monitoring System 28 MHSC INQUIRE MASTER RECORD 5 REGISTRATION FAMILY DISPLAY screen E INFRAME EXTRA Personal Client File Edit View Tools Session Help 55 23 cla RGAQ2 MHSC REGI ATION FAMILY DISPLAY MUN STOP REG NO FAMILY SURNAME SIZ CODE M RTN CLAIM GROUP ACTIVITY MEM SUR SEX Pec HETH G 0 D ES NO CODE GIVEN NUMBER REL M R PCH SELECT A FAMILY MEMBER TO PROCEED PEI REG MAIN PE7 BWD BEG FWD PREIO HEEP PFE12 SIGNOFF Connected to host 192 168 4 8 NUM 12 09 PM 72 start 2B S 25 A list of PF or function keys is displayed at the bottom of the screen If the user does not proceed with t
24. END PFO1 MENU PFO3 END PFIU HELP BEI2 EXI Connected to host 192 168 4 8 NUM 1 21 PM DTI 2 3 27160 e Press Enter MIMS Manitoba Immunization Monitoring System 126 MAINTAIN IMMUNIZATION RECORD ADDING A RECORD km INFRAME EXTRA Personal Client E File Edit View Tools Session Help a s 9 24 spo spe zz ad ke ENTER C CHAN D DELETE IN SEL FIELD OR PFO6 TO ADD IMMUN RECORD PFO1 MENU PFOS UPD CH PFO6 ADD IMM PFO 7 BACK PF08 FRWD PF10 HELP PF12 EXIT Connected to host 192 168 4 8 NUM 1 22 PM 72 Start 2162 The MAINTAIN IMMUNIZATION RECORD screen will appear with the following message at the bottom of the screen ADD SUCCESSFUL IMMUNIZATION RECORD HAS BEEN ADDED If MORE appears in upper right corner the individual s immunization records continue on the next screen To view all records PFO8 FRWD Page forward PFO7 BACK Page back NOTE If you have another immunization record to ADD CHANGE OR DELETE for another individual overtype the new PHIN in the FILE field and press enter to move to the new individual record MIMS Manitoba Immunization Monitoring System 127 MAINTAIN IMMUNIZATION RECORD ADDING A RECORD Update Examples The following examples demonstrate different scenarios with input instructions Example 1 A high risk individual is immunized for influenza at a flu clinic by public health RHA staff Reaso
25. Enter Password your previously determined eight character password e Press Enter key 3 ISM NETWORK SERVICES MAIN MENU screen press Enter 4 Screens reads End Command Completed e For Update Access Enter mhscmiop press space bar once press enter e For Inquiry Access Enter mhscmphn press space bar once press enter cursor will appear at the top left hand corner of the screen 5 MIMS screen appears Press Enter Note Some MIMS users are programmed to by pass Step 4 Sign Off steps to exit MIMS 1 Select PF12 EXIT from applicable screens in MIMS 2 Sign off Completed screen Press Enter 3 Destination can not be found screen Enter rcl and Press Enter 4 Select PF3 Exit option is listed at the bottom of the screen 5 ISM NETWORK SERVICES MAIN MENU screen Press Enter curser is at Exit 6 Close the window by clicking on the x button on the upper right hand corner of the screen MIMS Manitoba Immunization Monitoring System 20 ACCESSING MIMS TROUBLE SHOOTING GUIDE ACCESSING MIMS Trouble Shooting Guide MIMS is available 7 days a week from 6 00 a m to 10 00 p m The following examples and steps are provided if you have difficulties with network access or data entry 1 Network Access Example You have spent the last half hour attempting to log on to MIMS You can t access the network and don t know what the problem is Step 1 Ensure that you are logging on during MIMS hours of availab
26. Enter the first name initial optional e Enter m for male or f for female e Enter birth month and year optional Press Enter INFRAME EXTRA Personal Client File Edit View Tools Session Help js a 5 fo 23 abel ep ziala ve MANITOBA IMMUNIZATION MONITORING OPERATOR PRIMARY MENU PEID HEELP 12 Connected to host 192 168 4 8 NUM 12 37 PM LL aa n Note MIMS users with Inquire access will only have 3 functions options to choose from when in the OPERATOR PRIMARY MENU seen above MIMS Manitoba Immunization Monitoring System 47 INQUIRE IMMUNIZATION RECORD SURNAME MHSC REGISTRATION ALPHA DISPLAY screen Based on the search criteria entered a list of names is displayed Verify the individual by matching the address presented Additional information displayed in the last column will identify individuals who are purged removed or cancelled in MIMS Immunization history records are purged in MIMS approximately two years after the termination of insured benefits Reasons for termination include death employment with the Canadian Forces or RCMP or relocation to a province or country outside of Manitoba Once an individual s record is purged from MIMS an archived record is maintained on a separate file and can be accessed through a specific report request Instructions to request an archived record are identified in the MIMS REPORTS Immunization certificates section
27. FILE 00005634 BIRTHDATE CHLED F CORR GU NGLISH EVITO RHA DATE HLTH PROB IMMUN ENROLL DATE OTHER IMMUN CES 8 TERMINATION DATE CONFIDE PFO1 MENU PFOS INQ IMM PFO6 REQ CERT BEIU HELP Connected to host 192 168 4 8 NUM 12 03 PM 72 Start 5 E e The fields identified with an asterisk represent fields that are populated from the MH Registry These fields are mandatory for completion while the other fields are optional for MIMS Update users MHSC NO Six digit Manitoba Health registration number assigned to an individual or family BIRTHDATE Date of birth MIMS Manitoba Immunization Monitoring System 180 FIELD DEFINITIONS MASTER RECORD R H A A numerical identifier of the regional health authority RHA providing service to the individual determined by the municipal code connected to the individual s address Address changes will result in an automatic reassignment of the RHA if needed This field can also be updated by a MIMS Update user NAME Name of individual assigned to the PHIN SEX Indicates M for male F for female OFFICE Regional Health Unit number community health office This field functions similarly to the RHA field described above ALT SURNAME Alternate surname will appear if individual uses a surname different than the surname appearing in the name field identified above SCHOOL Name of the s
28. Fo a ele vo Wiwi isu THI270 TA Nam 4 200m To view a specific band enter the corresponding list number in the prompted field at the bottom of the screen Enter List No Press Enter MIMS Manitoba Immunization Monitoring System 61 INQUIRE GENERAL TABLE INFORMATION NATIVE BAND TABLE For this demonstration List No 10 was selected The following screen is displayed d xl De Serene Hep aj ejf elei zala SEH 210 ris PA Start 15 2270 EXTR gy ern Word MIMS Manitoba Immunization Monitoring System 62 INQUIRE GENERAL TABLE INFORMATION IMMUNIZATION TABLE INQUIRE IMMUNIZATION TABLE This table identifies tariff codes tariff code cancel dates if applicable English descriptions English abbreviations and French abbreviations of the immunizations From the COMMUNITY HEALTH TABLE INQUIRY SYSTEM main menu 08 xj De Ed Hep ciam aj re a x alt elei zmar siai SISH TW3ZA EXTA OPTIONAL Fields Inquire by tariff code To inquire about a specific tariff code e Enter 3 the SELECT OPTION field Enter tariff code in the TARIFF CD field optional e Press Enter Note The Age optional field is no longer operational MIMS Manitoba Immu
29. Papillomavirus Types 16 18 8963 INF Influenza 8792 8793 8799 IPV Inactivated Polio Vaccine 8931 8932 8933 8939 JE Japanese Encephalitis 8966 L Lyme 8900 MEASLES Measles 8621 8629 MEN C ACWY Meningococcal Conjugate ACWY 8990 MEN P AC Meningococcal Polysaccharide AC 8915 8926 MEN P ACWY Meningococcal Polysaccharide ACWY 8981 Revised March 2011 MIMS Manitoba Immunization Monitoring System 175 MIMS CODES TARIFF CODES MIMS Tariffs Quick Reference for Health Professionals Other Vaccines Active Tariff Cancelled Tariffs MMRV Measles Mumps Rubella Varicella 8671 MR Measles Rubella 8673 MUMPS Mumps 8631 8639 OPV Oral Polio Vaccine 8611 8612 8613 8619 8848 OTHER Vaccine not listed 8800 P Pertussis 8721 8722 8723 8729 1 1 ADJ Pandemic H1N1 Influenza Adjuvanted 8893 PH1N1 UNAD Pandemic H1N1 Influenza Unadjuvanted 8894 PNEU C 10 Pneumococcal Conjugate 10 8962 PNEU C 7 Pneumococcal Conjugate 7 8681 8682 8683 8684 RAB POST Rabies Post Exposure 8751 8752 8753 8754 8755 RAB PRE Rabies Pre Exposure 8761 8762 8763 8769 ROT Rotavirus 8897 RUBELLA Rubella 8661 SMA Smallpox 8699 T Tetanus 8701 8702 8703 8709 TBE Tick Borne Encephalitis 8967 TD IPV Tetanus Diphtheria Inactivated Polio Vaccine 8805 Typhoid Injection 8771 8773 8779 TYPH O Typhoid Oral 8770 8772 YF Yellow Fever 8941 ZOS Zoster Vaccine 8895 Antitoxins Antibodies Active Tariff Cancelled Tariffs
30. REG PRESS ENTER TO CONTINUE FIRM PATIENT SELECTION PFI REG 2 5 PES3 ALBHA BEJ EZIT BFID HEEP PF12 Connected to host 192 168 4 8 NUM 1 13 PM tart 5 2 153 mi A screen prompt is presented at the bottom of the screen instructing the user to PRESS ENTER TO CONTINUE CONFIRM PATIENT SELECTION Press Enter MIMS Manitoba Immunization Monitoring System 112 SURNAME MAINTAIN MASTER RECORD SURNAME MAINTAIN MASTER RECORD screen EJ INFRAME EXTRA Personal Client File Edit View Tools Session Help a a sis ole 20 w MIB11 MANITOBA UNIZATION MONITOR TER RECORD REG NO FILE 100005650 BIRTHDATE R H A 5 X OFFICE 5 PARENT GUARDIAN CD MAILING ADDR MUNICIPAL CD TELEPHONE CHILD FAMILY ADDRE COR ANGUAG ENGLIS PREV HLTH PROB 2 i OTHER N EFUS 2h 1216827 TERMINATION DATE CAUTIO PFO1 MENU PFOS UPD IMM PF06 REQ CERT PF10 HELP PF11 UPD ADDR Connected to host 192 168 4 8 NUM 1 14 PM TEE zs E The fields highlighted in yellow are downloaded from the MH Registry and cannot be changed or updated in MIMS The fields identified with white lines or spaces are updated by entering or overtyping the information in the field space provided and pressing enter Refer to the MAINTAIN MASTER RECORD Using PHIN section of the manual for updating instructions Refer to FIELD DEFINITIONS Master Record section of the manual for fi
31. Report 1 and Report 2 are provided on the following pages MIMS Manitoba Immunization Monitoring System 149 MIMS REPORTS MIMS REPORTS Report 1 Immunization Status Listing IMMUNIZATION STATUS LISTING REPORT SELECTION screen ISM MAINFRAME EXTRA Personal Client File Edit View Tools Session Help o 24 elel zlar MIB30 MANITOBA IMMUNIZATION MONITORING REPORT SELECTION REQUESTING R H A FROM YEAR OF BIRTH TO YEAR OF BI OPTIONAL SELECT ONE OF 1 SCHOOL INFORMATION DIV 2 REGIONAL INFORMATION R H A __ TARIFF CODE PF1 MAIN MENU PF2 PREV PF 10 HELP Connected to host 192 168 4 8 EL EE TEE 3 The report fields are completed as follows IMMUNIZATION STATUS LISTING NUMBER _ HEALTH UNIT ___ FOR PRESENT PF12 SIGNOFF 11 32 4M Requesting RHA Enter the two digit RHA number in this field The report will be mailed to the RHA identified in this field From Year of Birth Enter the starting date by year for the date range you require To Year of Birth Enter the end date by year for the date range you require The From Year of Birth and To Year of Birth fields identify the required date range It is not required to enter a date in the To Year of Birth field but a date in the From Year of Birth field must be entered If you do not complete the To Year of Birth field the report will generate information up to the most recent imm
32. Session Help o 23 5 52 elel zilar ne MHSC REGISTRATION ALPHA DISPLAY SEL SURNAME MM YY ADDR LINE 1 ADDR LINE 2 REG NO SELECT A FAMILY MEMBER TO PROCEED PF1 REG MAIN 4 PF7 BWD PF8 FWD 10 PF12 SIGNOFF Connected to host 192 168 4 8 NUM 12 18 PM po 21 7g Start 2j 11 14 SELECT A FAMILY MEMBER TO PROCEED e Enter the family member from the SEL column at far left of screen in the prompted field Press Enter MIMS Manitoba Immunization Monitoring System 93 INQUIRE MH Registration Information SURNAME The following screen will appear if the individual has been purged removed form MIMS MHSC REGISTATION INDIVIDUAL PERSON DISPLAY screen Refer to the message that appears at the top of the screen DISPLAY OF AN INDIVIDUAL WHO HAS AN ASSIGNED PERSONAL HEALTH NUMBER BUT NOT A REGISTRATION NUMBER A screen prompt appears at the bottom of the screen PRESS ENTER TO CONTINUE CONFIRM PATIENT SELECTION As the individual is no longer associated with an MHSC Number no additional information is available on the system If you press enter to continue the following message screen will appear FILE NO IS NOT FOUND IN THE SYSTEM The user will be returned to the OPERATOR PRIMARY MENU screen If the MHSC number cannot be found in the registry the immunization history is maintained in an archived record To obtain an archived record refer
33. e Press Enter Note MIMS users with Inquire access will only have 3 functions options to choose from when in the OPERATOR PRIMARY MENU seen above MIMS Manitoba Immunization Monitoring System 26 INQUIRE MASTER RECORD PHIN INQUIRE MASTER RECORD screen EI E EXTRA Personal Client File Edit View Tools Session Help S 23 2 2 zz ad MIB10 MANITOBA IMMUNIZA ON MONITORING INQUIRE ER RECORD MHSC NO FILE 00005634 BIRTHDATE OFFICE SERVICE INTENT SALUTATION PARENT GUARDIAN CD MUNICIPAL CD TELEPHONE BL CHILD FAMILY A ADDRE COR J PREVI RHA DATE HLTH PROB IMMUN ION ENROLL DATE OTHER N 5 DECE TERMINATION DATE if PFO1 MENU PFOS INQ IMM PFO6 REQ CERT PEIUSHELBP 2 Connected to host 192 168 4 8 NUM 12 03 PM 72 Start En a The following options are listed at the bottom of the screen PFO1 MENU Return to the OPERATOR PRIMARY MENU PF05 INQ IMM Proceed to the INQUIRE IMMUNIZATION RECORD screen PFO6 REQ CERT Request a printed immunization certificate PF10 HELP The help function will provide information related to the screen being viewed PF12 EXIT Initiate sign off from MIMS Requesting a Certificate Information on requesting a printed Immunization Certificate is provided in the MIMS REPORTS immunization certificates section of this manual MIMS Manitoba Immunization Monitoring System
34. field next to each record to be deleted After you press ENTER each record will be presented on the DELETE IMMUNIZATION RECORD screen and the system will prompt the user to Press ENTER to confirm DELETE or Press PF03 to cancel DELETE MIMS Manitoba Immunization Monitoring System 133 MAINTAIN IMMUNIZATION RECORD DELETE A RECORD DELETE IMMUNIZATION RECORD screen E E EXTRA Personal Client File Edit View Tools Session Help as amp c3 gt 7 MIB24 MANITOBA IMMUNIZ 0 ONITORING DELETE IMMUN TION RECORD REG PILE BIRTHDATE 329 4 OFFICE TARIFF CODE ABBREV INFLUENZA FUNDING CODE SERVICE DATE MM DD RE UCE PROVIDER TYPE PROVIDER NUMBER REASON COMMENT NE I CARE PRES ENTER KEY TO CONFIRM DELETE OR PFOS CANCEL DELETE PFO1 MENU PFO03 END PE TOSHELR BEI2 EXI Connected to host 192 168 4 8 NUM 1 30 PM 72 Start 2 14 T The following message will appear at the bottom of the screen PRESS ENTER KEY TO CONFIRM DELETE OR PF03 TO CANCEL DELETE To confirm the DELETE function Press Enter MIMS Manitoba Immunization Monitoring System 134 MAINTAIN IMMUNIZATION RECORD The MAINTAIN IMMUNIZATION RECORD screen is displayed ISM MAINFRAME EXTR File Edit View Tools Session Help Cielaj s s Spa ele zlea x MANITOBA IMMUNIZATION MONITORING M2 N IMMUNIZATION RECORD 6 4 ENT
35. from MIMS it is kept in an archived record If the record cannot be found in MIMS a request for an archived immunization record can be processed and mailed to the local public health office The MIMS User at the local public health office can fill out the MIMS IMMUNIZATION FROM HISTORY TAPES form available in the report section of this manual or on the Manitoba Health website and fax it to Manitoba Health The local public health office will then be responsible for providing the certificate to the individual If an individual has moved they should notify Manitoba Health by filling out the change of address portion of their Manitoba Health Registration Card or by contacting Manitoba Health at the Registration and Client Services 300 Carlton Street Winnipeg MB R3B 3M9 Telephone 204 786 7101 Toll free in North America 1 800 392 1207 MIMS Manitoba Immunization Monitoring System 167 MIMS REPORTS IMMUNIZATION CERTIFICATE REQUESTING A MIMS IMMUNIZATION CERTIFICATE A current or former resident of Manitoba would like an immunization record Y Individual is directed to contact the local public health office to request immunization records The MIMS user can look the individual MIMS YES v Does the individual have a record in MIM S Isthe mailing address correct in MIM S gt NO v Instruct the indiv
36. move through multiple pages press PF8 FWD Page forward PF7 BWD Page back MIMS Manitoba Immunization Monitoring System 35 INQUIRE MASTER RECORD A screen prompt is presented at the bottom of the screen instructing the user to SELECT A FAMILY MEMBER TO PROCEED gt To view a specific person listed Enter the SEL number in the prompted field list provided at far left of the screen EJ NF E EXTRA Personal Client File Edit View Tools Session Help Disia s P foo cs s al ele zima xe RGAQS MHSC REGISTRATION ALPHA DISPLAY SEL SURNAME MM YY ADDRESS LINE 1 ADDRESS LINE 2 REG NO SELECT A FAMILY MEMBER TO PROCEED PF1 REG MAIN PF4 EXIT PF7 BWD PF8 FW PELO HELP 12 5 Connected to host 192 168 4 8 NUM 12 18 PM 12 Start 23 14 TE e Press Enter MIMS Manitoba Immunization Monitoring System 36 SURNAME INQUIRE MASTER RECORD SURNAME MHSC REGISTRATION FAMILY DISPLAY screen Z ISM MAINFRAME EXTRA Personal Client File Edit View Tools Session Help Diela c3 Spo ele zlea x RGAQ2 ATION FAMILY DISPLAY MUN S REG NO FAMILY SURNAME 512 CODE M RIN CLAIM GROUP ACTIVITY MEM SUR SEA BIRTHDATE P HLTH O D E S NO CODE GIVEN DD MM YYYY NUMBER REL M R PCH SELECT A FAMILY MEMBER TO PROCEED gt M PF1 REG MAIN PF3 ALPHA PF4 EXIT PF7 BWD PF8 FWD PF10 HELP PF12 SIGNOFF Connected to host 192 168 4 8 NUM 12 18 PM po f 21 75 St
37. pages Use the following PF Keys to move through the screens PF01 MENU Return to COMMUNITY HEALTH TABLE INQUIRY SYSTEM MAIN MENU PFO5 LIST Return the previous list PF07 BKWD Page back PFO8 FRWD Page forward MIMS Manitoba Immunization Monitoring System 56 INQUIRE IMMUNIZATION RECORD RHA TABLE INQUIRE REGIONAL HEALTH AUTHORITY TABLE This table provides contact information location and provider numbers for all regional health authorities and community health offices An example of how the information is presented without input in the optional fields follows From the COMMUNITY HEALTH TABLE INQUIRY SYSTEM main menu OPTIONAL Fields Inquire by RHA or Unit office number ziej De Io Senin pns Hep pisla gt a vel 202 elei se Start 215M TN3270 EXTR al Ering y eror vend 4 ism Enter 1in the SELECT OPTION field Press Enter MIMS Manitoba Immunization Monitoring System 57 INQUIRE IMMUNIZATION RECORD RHA TABLE complete list of RHAs and community health offices is provided in numerical order EJ De Ioh aj zeer a ve 2 ele voi 15 TW3270 EXTR green vont WERE vum To view a specific RHA or community health office enter the list number in the prompted field at the
38. to identify if there is an error and advise the physician to resubmit the billing if necessary Service Date prior to Birthdate The billing record indicates a service date that is prior to the birth date on the MIMS record The physician s office may have recorded the immunization against an incorrect individual or may have entered an incorrect birth date Contact the physician s office to determine the best approach for correction ex resubmitting the immunization event for billing or update by data entry Field matching error for the Initial Sex and birth date fields The billing record indicates an initial sex or birth date that does not match the fields onthe MIMS record for the individual The physician s office may have recorded the immunization against the wrong individual or may have entered an incorrect birth date Contact the physician s office to determine the best approach for correction ex resubmitting the immunization event for billing or by data entry MIMS Manitoba Immunization Monitoring System 172 MIMS REPORTS MIMS ANNUAL REPORT MIMS REPORTS MIMS Annual Report The MIMS Annual Report produced since 2002 includes eight separate reports that fall into two main groupings Childhood Immunization Reports and Influenza amp Pneumococcal Immunization reports listed below These reports provide information on immunization coverage by age or by region of res
39. zilar ae MHSC REGIS SEX BIRTH REL CODE PCH CODE JAND RCMP REG PRESS ENTER TO CONTINUE IRM PATIENT SELECTION PFI REG MAIN BPE2 FMDS BFS ALPHA PPJ EXIT PFID HEEP 12 5 Connected to host 192 168 4 8 NUM 12 13 PM E 72 Start 33 129 This screen isolates the information from the previous family screen for the individual selected screen prompt is displayed with the following message at the bottom of the screen PRESS ENTER TO CONTINUE CONFIRM PATIENT SELECTION To continue e Press Enter To discontinue the search select one of the options PF keys at the bottom of the screen MIMS Manitoba Immunization Monitoring System 31 INQUIRE MASTER RECORD MHSC INQUIRE MASTER RECORD screen ISM MAINFRAME EXTRA Personal Client File Edit View Tools Session Help zim al for 23 5 sz z las MIB10 MANITOBA IMMUNIZA MONITORING 3 INQUIRE ER RECORD FILE 00005634 BIRTHDATE PARENT 1 ALT AM PARENT GUA MAILING ADDR MUNICIPAL CD RES ADDRE TELEPHONE NO BUS NATIVE B CHILD FA 1 2 CORR GU ENGLISH AE HLTH PROB UNIS MS INE ENROLL DATE OTHER IMMUN SERV S REFUSED DEC SED TERMINATION DATE CONFIDE A CAUTION PFO1 MENU PFOS INQ IMM PFO6 REQ CERT PFIU HELP 12 Connected to host 192 168 4 8 NUM 12 13 PM 7s Start SERT i 12 19 fes Individual information is displayed For detailed field descriptions re
40. 1 or 1 800 392 1207 Registration is also available at MH Client Services 300 Carlton Street Winnipeg Step 5 Contact the MIMS trainer in your region for assistance MIMS Manitoba Immunization Monitoring System 21 INQUIRE SECTION MIMS Manitoba Immunization Monitoring System 22 INQUIRE SECTION OVERVIEW INQUIRE FUNCTION Overview The following section provides field definitions and step by step instructions to use the INQUIRE screens in MIMS There are three INQUIRE menu options listed on the OPERATOR PRIMARY MENU e INQUIRE MASTER RECORD allows the user to view individual demographic information e INQUIRE IMMUNIZATION RECORD allows the user to view individual immunization records e INQUIRE GENERAL TABLE INFORMATION provides the user with access to eight community health tables An additional inquiry function may be encountered by the user if an inquiry in MIMS is unsuccessful see the Inquire MH Registration Information System section of this manual MIMS Manitoba Immunization Monitoring System 23 INQUIRE MASTER RECORD MIMS Manitoba Immunization Monitoring System INQUIRE MASTER RECORD INTRO INQUIRE MASTER RECORD Introduction The INQUIRE MASTER RECORD function displays demographic information linked to a MHSC number or a PHIN When a Manitoba resident is registered with the MH Insurance Registry specific information related to the individual is collected The registry downloads new an
41. AN TABLE BY NAME INQUIRE PHYSICIAN TABLE BY NUMBER o DOD Ui A WN MIMS Manitoba Immunization Monitoring System 54 INQUIRE IMMUNIZATION RECORD INTRO The tables in this function are not linked to a specific individual PHIN or family MHSC number therefore the user is not required to complete the search fields at the bottom of the OPERATOR PRIMARY MENU To access the INQUIRE GENERAL TABLE INFORMATION e Enter 5 for Update users or Enter 3 for Inquire users in the FUNCTION field PIE De Ed Serene Hep Diari aj ejf 2022 elei acri SiN 27 Connected to hod 192755480 1244 PM e Press Enter Note MIMS users with Inquire access will only have 3 functions options to choose from when in the OPERATOR PRIMARY MENU seen above MIMS Manitoba Immunization Monitoring System 55 INQUIRE IMMUNIZATION RECORD INTRO COMMUNITY HEALTH TABLE INQUIRY SYSTEM MAIN MENU screen De View Todi Senn Hep pielej aj fees gt 3 kj Alb 15 2270 eren vend i ERR 124 The user can view list information for each of the eight options offered or view specific information for each of the options by completing the optional fields identified at the right side of the screen A description and examples of available information found in each table listed is provided on the following
42. E X OFFICE LUTATIO ALT NAM PARENT GUARDIAN CD P MAILING A MUN AL CD CHILD FAM CORRE V js HETH PROB t N N ENROLL DATE OTHER N VICES CAUT PFO1 MENU PFOS UPD IMM PFO6 REQ CERT PEIU HELP PRIiT UBD ADDR PELZ EXI Connected to host 192 168 4 8 NUM 12 58 PM 7s Start 5 1137 fe The following message is displayed at the bottom of the screen RECORD IS UPDATED SUCCESSFULLY FOR FILE NO Xo A new PHIN can be overtyped in the FILE field to update individual records for a new individual The user does not have to return to the OPERATOR PRIMARY MENU to access a different individual s record Field definitions for this screen can be found in the FIELD DEFINITIONS Master Record section of this manual MIMS Manitoba Immunization Monitoring System 103 MAINTAIN MASTER RECORD PHIN The following options are displayed at the bottom of the screen PF01 MENU Return to the OPERATOR PRIMARY MENU screen PF05 UPD IMM Proceed to the UPDATE IMMUNIZATION RECORD screen PFO6 REQ CERT Request a printed immunization certificate PF10 HELP The help function will provide online instructions for filling out screens PF11 This function key is disabled PF12 EXIT Initiate sign off from MIMS Requesting a Certificate Information on requesting a printed Immunization certificate is provided in the MIMS REPORTS Immunization Certificates section of this manual Help Func
43. ER C CHANGE D DELETE IN SEL FIELD OR PFOG TO ADD PFO1 MENU PFOS UPD CH PFO6 ADD IMM PFO7 BACK PFO8 FRWD Connected to host 192 168 4 8 The following message appears at the bottom of the screen fw RECORD IS DELETED SUCCESSFULLY FOR TARIFF NO 5 Manitoba Immunization Monitoring System 135 IMMUN PEID HELP DELETE A RECORD RECORD 2 NUM 1 31 PM MAINTAIN IMMUNIZATION RECORD MHSC MAINTAIN IMMUNIZATION RECORD Using MHSC Number If you are maintaining an immunization record using an MHSC number From the OPERATOR PRIMARY MENU e Enter 2 in FUNCTION field e Enter MHSC No Press Enter MHSC REGISTRATION FAMILY DISPLAY screen E iE nat Chent File Edit View Tools Session Help o 24 elel zlar ne RGAQ2 ATION FAMILY DISPLAY MUN 5 REG NO FAMILY SURNAME 512 CODE M RIN CLAIM GROUP MEM SUR SEA BIRTHDATE P HETH CODES NO CODE GIVEN DD MM YYYY NUMBER REL M R PCH SELECT A FAMILY MEMBER TO PROCEED gt 2M PF1 REG MAIN PF3 ALPHA PF4 EXIT PF7 BWD PF8 FWD PF10 HELP PF12 SIGNOFF Connected to host 192 168 4 8 NUM 1 35 PM _ 21 ag start 23 1229 vte This screen provides a list of all family members associated with the MHSC number entered Field definitions for this screen can be found in the FIELD DEFINITIONS MHSC Family Registration Display section of this manual A sc
44. HSC number cannot be found in the registry the immunization history is maintained in an archived record To obtain an archived record refer to the MIMS REPORT SECTION Immunization Certificate section of this manual MIMS Manitoba Immunization Monitoring System 96 MAINTAIN SECTION MIMS Manitoba Immunization Monitoring System MAINTAIN SECTION OVERVIEW MAINTAIN FUNCTION Overview This section of the manual provides instruction for Update users on how to access and add change or delete individual and immunization event data on the MAINTAIN screens in MIMS field definitions It also provides step by step instructions about use of the MAINTAIN MASTER RECORD AND MAINTAIN IMMUNIZATION RECORD screens in MIMS MIMS Manitoba Immunization Monitoring System 98 MAINTAIN MASTER RECORD MIMS Manitoba Immunization Monitoring System MAINTAIN MASTER RECORD INTRO MAINTAIN MASTER RECORD Introduction The MAINTAIN MASTER RECORD screen displays demographic information linked to an MHSC or PHIN When a Manitoba resident is registered with the MH Registry specific information related to the individual is collected Relevant information is downloaded to MIMS twice a month and is accessible on the INQUIRE MASTER RECORD screen and the MAINTAIN MASTER RECORD screens MIMS users with update access can also update some of the fields presented on the MAINTAIN MASTER RECORD screen The demographic information maintained on
45. IELD DEFINITIONS sections of this manual on ISM File Edit View Tools Session Help Dieja c3 Spa epe zlea xe RGAO2 MHSC REGISTRATION FAMILY DISPLAY REG NO FAMILY SURNAME 512 CODE M RIN CLAIM GROUP ACTIVITY MEM SUR SEX BIRTHDATE HETH COD Ess NO CODE GIVEN DD MM YYYY NUMBER REL M R PCH SELECT A FAMILY MEMBER TO PROCEED gt 3M PEI CREG MAIN BPE3 ALPHA BEA EXIT PF7 BWD PPB EWD JPFiO0 HEEP PF12 SIGNOFEF Connected to host 192 168 4 8 NUM 12 34 PM T ag Start 1123 Enter the MEM NO the SELECT A FAMILY MEMBER TO PROCEED field Press Enter MIMS Manitoba Immunization Monitoring System 44 INQUIRE IMMUNIZATION RECORD MHSC REGISTRATION INDIVIDUAL PERSON DISPLAY screen E EXTRA Personal Client File Edit View Tools Session Help ae RM EA MHSC REG ADDRE N SEX ADD N BIRTH DATE A REL CODE PCH CODE CODE D ATE BAND RCMP REG REG PRESS ENTER TO CONTINUE CONFIRM PATIENT SELECTION PEI REG lt PE2 FMDS PP4 EXLII PEID HEELP PE12 SIGNOEE Connected to host 192 168 4 8 NUM 12 35 PM tart 5 17 25 fe The information for the individual selected is isolated from the previous family screen To return to the previous FAMILY DISPLAY screen select PF2 FMDS to proceed to the FAMILY MASTER DISPLAY screen To continue inquiring for the ind
46. ING INQUIRE IMMUNIZATION RECORD 6 4 PEFGE FRWD PFIO0 HELP 12 Connected to host 192 168 4 8 NUM 12 28 PM 7s start 118 Immunization events input and recorded on the INQUIRE IMMUNIZATION RECORD screen MIMS from two sources e Data entry by MIMS update users e Download from the physician billing system for publicly funded immunizations provided by physicians When viewing immunization records some fields for physician billed immunization events will not be complete Field requirements and definitions are identified on the next page MIMS Manitoba Immunization Monitoring System 189 FIELD DEFINITIONS IMMUNIZATION RECORD Please refer to the following field definitions to assist in interpreting information on the IMMUNIZATION RECORD Screen TARIFF CODE The four digit numeric code in this field represents the active immunizing agent vaccine or passive immunizing agent immunoglobulin administered ABBREV Abbreviation of the immunization provided SERVICE DATE The date of administration of the immunization RESTRICT If an individual is restricted from a specific immunization Y yes will appear in the restrict field This may occur for a number of reasons adverse reaction to a previous immunization in a series history of disease existing medical condition or parent refusal If a Y appears in the Restrict field the other
47. INQ IMM from the options listed at the bottom of the screen NOTE If More appears in the upper right corner of the screen additional immunization events are displayed on the next screen To review both screens use the following PF keys e PF8 Forward e PF7 Back MIMS Manitoba Immunization Monitoring System 42 INQUIRE IMMUNIZATION RECORD INQUIRE IMMUNIZATION RECORD Using MHSC Number If the user is inquiring using a MHSC Number e Enter 3 for Update users or Enter 1 for Inquire users in the FUNCTION field e Press Tab Key until the curser is beside the MHSC No field e Enter No ISM MAINFRAME EXTR File Edit View Tools Session Help Diela s 5 for 23 5 epo sp ela ve MANITOBA IMMUNIZATION MONITORING OPERATOR LIMARY MENU 2 Connected to host 192 168 4 8 NUM 12 32 PM 72 Start EJ 11 21 mte e Press Enter Note MIMS users with Inquire access will only have 3 functions options to choose from when in the OPERATOR PRIMARY MENU seen above MIMS Manitoba Immunization Monitoring System 43 MHSC INQUIRE IMMUNIZATION RECORD MHSC MHSC REGISTRATION FAMILY DISPLAY screen All past and present family members registered under the MHSC Number are listed Each family member has a member number MEM NO indicated at the far left of the screen Field definitions for the MHSC REGISTATION FAMILY DISPLAY screen are provided in the MIMS F
48. IT LISTING To Supervisor Data Control Computer Services 3047 300 Carlton St Winnipeg Manitoba R3B 3M9 Fax 943 0972 Date JOB A4MILIST PROGRAM 4 1010 EASYTRIEVE PLUS REQUIRED BY REQUESTING ORGANIZATION RHA HEALTH UNIT OFFICE MAILING ADDRESS FOR REPORT EMAIL ADDRESS SIGNATURE NUMBER OF COPIES NAME PLEASE PRINT PHONE NUMBER PLEASE COMPLETE ALL APPLICABLE FIELDS BOLDLY AND CLEARLY VERSION 1 0 MIMS Manitoba Immunization Monitoring System 161 MIMS REPORTS NATIVE BAND LISITING MANITOBA HEALTH MIMS NATIVE BAND LISTING To Supervisor Data Control Computer Services 3047 300 Carlton St Winnipeg Manitoba R3B 3M9 Fax 943 0972 Date JOB A4MILSTN PROGRAM A4MIO12 EASYTRIEVE PLUS REQUIRED BY REQUESTING ORGANIZATION RHA HEALTH UNIT OFFICE MAILING ADDRESS FOR REPORT EMAIL ADDRESS SIGNATURE NUMBER OF COPIES NAME PLEASE PRINT PHONE NUMBER PLEASE COMPLETE ALL APPLICABLE FIELDS BOLDLY AND CLEARLY VERSION 1 0 MIMS Manitoba Immunization Monitoring System 162 MIMS REPORTS MUNICIPALITY LISTING MANITOBA HEALTH MIMS MUNICIPALITY LISTING To Supervisor Data Control Computer Services 3047 300 Carlton St Winnipeg Manitoba R3B 3M9 Fax 943 0972 Date JOB A4MILSTM PROGRAM 4 1022 EASYTRIEVE PLUS REQUIRED BY REQUESTING ORGANIZATION RHA HEAL
49. M ve 12 Start 3i 2 07 33 Wi If MORE appears at the top of the screen this indicates additional immunization information exists and appears on the next screen or screens To view all information use PFO8 FRWD Page forward PFO7 BACK Page back Field definitions for this screen are found in the MIMS FIELD DEFINITIONS Immunization Record section of this manual NOTE You may over type the File field with another PHIN to inquire regarding a record for a new individual The user is not required to go back to the Main Menu 1 to start a new search MIMS Manitoba Immunization Monitoring System 51 INQUIRE IMMUNIZATION RECORD UICK REFERENCE GUIDE INQUIRE IMMUNIZATION RECORD Quick Reference Guide Immunization Record using PHIN On the OPERATOR PRIMARY MENU 1 2 3 Enter 4 for Update users or Enter 2 for Inquire users in the FUNCTION field Enter PHIN in File No field Press Enter Immunization Record using MHSC number On the OPERATOR PRIMARY MENU 1 2 4 5 Enter 4 for Update users Enter 2 for Inquire users in the FUNCTION field Move cursor using tab key or arrow keys to the MHSC number field and input MHSC No Press Enter On the FAMILY DISPLAY SCREEN enter MEM NO in the prompted field at the bottom of the screen and press Enter On the MHSC REGISTRATION INDIVIDUAL PERSON DISPLAY screen press Enter to continue Immunization Record
50. M 2270 EXTR al Ering XY yod INqum 4 c e Select PFO5 LIST MIMS Manitoba Immunization Monitoring System 74 INQUIRE GENERAL TABLE INFORMATION HOSPITAL TABLE The user can view the complete listing del x De Seion plela aj ted 24 ps eter alma wel Alb BA Start 415 2270 EXTR aj Ering AS Meroon ord Ngay us All personal care homes will be presented in list form The same procedures are followed to view a list of any of the healthcare facilities or providers identified at the beginning of the INQUIRE HOSPITAL TABLE section MIMS Manitoba Immunization Monitoring System 75 INQUIRE GENERAL TABLE INFORMATION SCHOOLS TABLE INQUIRE SCHOOLS TABLE This table provides a list of all schools listed in Manitoba the school division each school is found in and the associated school number for each school MIMS was programmed to recognize a two digit school division code however Manitoba school divisions are presently using a four digit school division code therefore MIMS is currently not up to date for all schools in Manitoba From the COMMUNITY HEALTH TABLE INQUIRY SYSTEM main menu x18 xl De Seren Hep aj fees gt 3 2122 zla xe OT Pa Personal Cleri CS 3 Xy Merona 4 1221 OPTIONAL Fields Inqu
51. MEMBER TO PROCEED gt 2M PPI CREG MAIN BFA EXIT PE7 BWD PES EWD 12 5 Connected to host 192 168 4 8 NUM 1 07 PM 72 Start S 1145 T A screen prompt appears at the bottom of the screen instructing the user to SELECT A FAMILY MEMBER TO PROCEED gt e Enter the MEM NO in the prompted field at the bottom of the screen Press Enter MIMS Manitoba Immunization Monitoring System 106 MAINTAIN MASTER RECORD MHSC The MHSC REGISTRATION INDIVIDUAL PERSON DISPLAY screen is displayed ISM MAINFRAME EXTR File Edit View Tools Session Help foo 23 elel zilar ne RENE VIDUAL PERSON DISPLAY PERSON INFORMATION REL CODE CURRENT EG PREVIOUS REG BIRTH DATE i PRESS ENTER TO CONTINUE CONFIRM PATIENT SELECTION PF1 REG MAIN PF2 FMDS PF3 ALPHA 4 PF10 HELP PF12 SIGNOFF Connected to host 192 168 4 8 NUM 1 08 PM gt E 7s Start gt 46 5 prompt appears at the bottom of the screen directing the user to PRESS ENTER TO CONTINUE CONFIRM PATIENT SELECTION A list of PF keys is displayed at the bottom of the screen If the user does not proceed with updating the record select one of the PF keys displayed 1 REG MAIN Proceed to the REGISTRATION INFORMATION SYSTEM screen PF2 FMDS Return to the FAMILY MASTER DISPLAY screen EXIT R
52. MIMS User Manual Third Edition April 2011 E siti xi lod eee Heb 180 a Hej af Se ales T a Wy Mcsa Weed Sign on p Communicable Disease Control Branch Public Health Division Manitoba Health Manitoba Table of Contents MIMS Manitoba Immunization Monitoring System 3 MIMS Overview A E 4 MIMS Resources and Contact 152 5 hes Aube T 6 i us AN EE 7 User Options Update Access Inquiry ACC SS csssccsseccsssecsssecssecsseecsseecsseecsseecsseecsenecseneess 7 mele ts 8 zi ud c481 fe Cnr oe 15 E ninaa aiaa aiaa a a iana M 20 Trouble Shooting GUIOE 21 INQUIRE SECTION MN CP PT 22 Inquire Functions EUREN RS EN VE 23 INQUIRE MASTER RECORD UN P RDUM 24 MAO ON 25 sicud ec atric PTT TP 26 USING MASCN opm 28
53. N SYSTEM screen Enter the MHSC number in the REGISTRATION field Press Enter File Edit View Tools Session Help n GAD T MANITO HEALTH 5 REGISTRATION INFORMA TO LOOK UP AN EXISTING REGI ENTER REGISTRATION SURNAME OR PERSONAL HLTH PE3 ALPHA 4 10 PE12 SIGNOFF Connected to host 192 168 4 8 NUM 2 15 PM 12 start 5 Kol 2 Microsoft Outlook E fa n MIMS Manitoba Immunization Monitoring System 89 INQUIRE MH Registration Information 5 If the MHSC number is still valid in MIMS the 5 FAMILY DISPLAY screen will be displayed To continue with an inquiry a screen prompt appears at the bottom of the screen SELECT A FAMILY MEMBER TO PROCEED gt e Enter the Family MEM NO in the prompted field INFRAME EXTRA P jal Client File Edit View Tools Session Help a e c3 epa ele zela xe 02 REGISTRATION FAMILY DISPLAY MUN STOP REG NO FAMILY SURNAME 512 CODE M RIN CLAIM GROUP MEM SUR SEX BIRTH P HLIH 0 DE 5 NO CODE GIVEN DD MM x NUMBER REL M R PCH SELECT A FAMILY MEMBER TO PROCEED gt EL PF1 REG MAIN PF3 ALPHA PF4 EXIT PF7 BWD PF8 FWD PF10 HELP 12 Connected to host 192 168 4 8 NUM 12 09 PM i p are 7s Start E 15 wi e Press Enter MIMS Manitoba Immunization Monitoring System 90 INQUIRE MH Registration Information 5 If the 5
54. NOFF Connected to host 192 168 4 8 NUM 12 41 PM PT 12 start ux 2 31 e Press Enter MIMS Manitoba Immunization Monitoring System 49 INQUIRE IMMUNIZATION RECORD MHSC REGISTRATION INDIVIDUAL PERSONAL DISPLAY screen ISM MAINFRAME EXTRA Personal Client File Edit View Tools Session Help elef s s pa epe zilas x I EFIE MHSC REG TION INDIVIDUAL PE FAMILY INFORMATION PERS p 2 PE INAL HLTH SEX PIRE DATE LINE 1 LINE 2 AL CODE CODE AIL RETURN CURR REG PREVIOUS REG PRESS ENTER TO CONTINUE IRM PATIENT SELECTION PFI REG MAIN BE2 FMDS BFES ALPHA PFID HEEP PF12 SIGNOEF Connected to host 192 168 4 8 NUM 12 41 PM tart 22 121 32 A message at the bottom of the screen prompts the user to PRESS ENTER TO CONTINUE CONFIRM PATIENT SELECTION To continue e Press Enter To discontinue the search select one of the options PF Keys at the bottom of the screen MIMS Manitoba Immunization Monitoring System 50 SURNAME INQUIRE IMMUNIZATION RECORD SURNAME INQUIRE IMMUNIZATION RECORD screen ISM MAINFRAME EXTRA Personal Client File Edit View Tools Session Help Cielaj s lele 3 5 spo sp la ve MANITOBA IMMUNIZATION MONITORING INQUIRE I ZATION RECORD TRETEN PF1 MENU PF4 COMMENTS PFS INQ MSTR PF7 BACK PF8 FRWD PF10 HELP 12 Connected to host 192 168 4 8 NUM 12 42 P
55. NS MASTER RECORD ALT SURNAME Alternate surname of parent or guardian PARENT GUARDIAN CD A code used to identify the legal guardian responsible for a child P for PARENT G for GUARDIAN MAILING ADDRESS Individual s address MUNICIPAL CD Municipal code assigned based on mailing address RES ADDRESS Provides the residential address for a individual whose mailing address is a P O Box or General Delivery This field may also be used to indicate an alternate mailing address TELEPHONE NO s Home and business telephone numbers may be listed here NATIVE BAND A three digit identifier assigned by First Nations and Inuit Health FNIH to each First Nations community in Manitoba TREATY NUMBER A six digit identifier assigned by FNIH to Treaty First Nations individuals in Manitoba UNABLE TO LOCATE An indicator that mail sent to the address on record has been returned to MH 1 Mailing Address cannot be determined Blank N A CHILD FAMILY STATUS A code to indicate whether a child is in the care of a child care agency including foster home placement Codes 1 Agency 2 Foster Home Blank N A ADDRESS CHANGE A code to indicate a change of address has occurred Y YES Blank N A CORRES LANGUAGE The language to be used for correspondence purposes or to discontinue any correspondence to the child s parent s or guardian s E English French N None no correspondence in any form is m
56. PCH SELECT A FAMILY MEMBER TO PROCEED PF1 REG MAIN PF3 ALPHA PF4 EXIT F7 BWD PF8 FWD PF10 HELP PF12 SIGNOFF Connected to host 192 168 4 8 NUM 1 40 PM pu 75 Start 23 1187 screen prompt appears at the bottom of the screen SELECT A FAMILY MEMBER TO PROCEED e Enter Family MEM NO in the prompted field Press Enter MIMS Manitoba Immunization Monitoring System 141 MAINTAIN IMMUNIZATION RECORD SURNAME MHSC REGISTRATION INDIVIDUAL PERSON DISPLAY screen INFRAME EXTRA Personal Client File Edit View Tools Session Help o cs elel zilar ne RENE VIDUAL PERSON DISPLAY PERSON INFORMATION REL CODE CURRENT EG PREVIOUS REG BIRTH DATE i PRESS ENTER TO CONTINUE CONFIRM PATIENT SELECTION PF1 REG MAIN PF2 FMDS PF3 ALPHA 4 PF10 HELP PF12 SIGNOFF Connected to host 192 168 4 8 NUM 1 41 PM Ea 12 start jiu 188 If the user chooses not to proceed with the selection of the individual the following options are presented at the bottom of the screen 1 REG MAIN Proceed to the REGISTRATION INFORMATION SYSTEM screen PF2 FMDS Return to the FAMILY DISPLAY screen PF3 ALPHA Return to the alphabetical list previously displayed EXIT Return to OPERATOR PRIMARY MENU PF10 HELP Provides a description of the screen Enter a in any input field to view information relating t
57. RA Personal Client File Edit View Tools Session Help a e S o cs elel zlar ke MANITOBA ENTER 06 6 G D DELETE IN SEL FIELD OR PFO6 TO ADD IMMUN RECORD PFO1 MENU PFOS UPD CH PFO6 ADD IMM PFO 7 BACK PF08 FRWD PF10 HELP PF12 EXIT Connected to host 192 168 4 8 NUM 1 28 PM nr m eee 72 Start 2 cago mie The following message will appear at the bottom of the screen CHANGE SUCCESSFUL IMMUNIZATION RECORD HAS BEEN CHANGED If you have another immunization record to ADD CHANGE OR DELETE for another individual the FILE field can be overtyped with the next PHIN MIMS Manitoba Immunization Monitoring System 132 MAINTAIN IMMUNIZATION RECORD DELETE A RECORD MAINTAIN IMMUNIZATION RECORD Delete a Record If an immunization record has been added in error and requires deletion the following procedures are followed From the MAINTAIN IMMUNIZATION RECORD screen e Place D in the SEL column next to the record being deleted EJ M MAINE E EXTRA Personal File Edit View Tools Session Help Ea ENTER C CHANGE D DELETE IN SEL FIELD OR PFO6 TO ADD IMMUN RECORD PF I MENU PFOS UPD CH PF b5b ADD IMM PFU7 BACK PEDB FERWD BFID HEELP PF12 EXII Connected to host 192 168 4 8 NUM 1 29 PM ur 12 start S E Iw e e Press Enter If multiple immunization records are being deleted for one individual insert D in the SEL
58. RICT This field is used if an immunization is restricted refused Enter a Y YES in this field An immunization may be coded as restricted for a variety of reasons adverse reaction to a previous vaccine in a series parental refusal pre existing medical condition or history of disease If an immunization event is input as restricted the immunization fields are completed as follows e Tariff code field is completed with four digit tariff code reflecting refused vaccine Service Date Field must be completed with zeros 0000 00 00 e Provider Type Number field must be blank e Reason Code Field must be blank delete defaulted 0 e Funding Code field must be blank e Enter Y YES in Restrict field e Comment Field must be completed with the reason for the restriction The comment will appear in the description field after the updated information has been recorded in MIMS MIMS Manitoba Immunization Monitoring System 125 MAINTAIN IMMUNIZATION RECORD ADDING A RECORD The screen below demonstrates all required fields have been completed The following message appears at the bottom of the screen PRESS ENTER KEY TO ADD IMMUNIZATION RECORD OR PF03 TO END 5 ISM MAINFRAME EXTRA Personal Client File Edit View Tools Session Help Diela s 5 for 23 epo ep ve MANITOBA IMMUNIZA ONITORING 5 ADD IMMUNIZZ D RECORD 2004 03 01 2477 this is a ANNE PRE ENTER KEY TO ADD IMMUNIZATION RECORD OR PF03 TO
59. TH UNIT OFFICE MAILING ADDRESS FOR REPORT EMAIL ADDRESS SIGNATURE NUMBER OF COPIES NAME PLEASE PRINT PHONE NUMBER PLEASE COMPLETE ALL APPLICABLE FIELDS BOLDLY AND CLEARLY VERSION 1 0 MIMS Manitoba Immunization Monitoring System 163 MIMS REPORTS MIMS PHYSICIAN LISTING REQUEST MANITOBA HEALTH MIMS PHYSICIAN LISTING REQUEST To Supervisor Data Control Computer Services 3047 300 Carlton St Winnipeg Manitoba R3B 3M9 Fax 943 0972 Date JOB A4MIPHYA ALPHABETIC LIST OF PHYSICIANS PROGRAM A4MIO46 EASYTRIEVE PLUS REQUIRED BY REQUESTING ORGANIZATION RHA HEALTH UNIT OFFICE MAILING ADDRESS FOR REPORT EMAIL ADDRESS SIGNATURE NUMBER OF COPIES NAME PLEASE PRINT PHONE NUMBER MIO46 doc PLEASE COMPLETE ALL APPLICABLE FIELDS BOLDLY AND CLEARLY VERSION 1 0 MIMS Manitoba Immunization Monitoring System 164 MIMS REPORTS MIMS PHYSICIAN LISTING REQUEST MANITOBA HEALTH MIMS PHYSICIAN LISTINGS REQUEST To Supervisor Data Control Computer Services 3047 300 Carlton St Winnipeg Manitoba R3B 3M9 Fax 943 0972 Date JOB A4MIPHYN NUMERIC LIST OF PHYSICIANS PROGRAM 41 1048 EASYTRIEVE PLUS REQUIRED BY REQUESTING ORGANIZATION RHA HEALTH UNIT OFFICE MAILING ADDRESS FOR REPORT EMAIL ADDRESS SIGNATURE NUMBER OF COPIES NAME PLEASE PRINT PHONE NUMBER
60. ailed to the address on record including reminder letters and immunization certificates MIMS Manitoba Immunization Monitoring System 182 FIELD DEFINITIONS MASTER RECORD PREVIOUS RHA RHA that previously serviced the individual DATE Date the individual moved to a new RHA HLTH PROB IMMUN An indicator for caution or termination of monitoring of a child due to health problems or an adverse reaction to a previous immunization A ALL All immunizations are allowed S SOME Some immunizations are allowed N NONE All immunizations are prohibited ENROLL DATE Reflects the date when the individual s record was updated by the MH Registry download into MIMS OTHER IMMUNIZATION SERVICES REFUSED A code to indicate when parents guardians refuse to have their child immunized for the following reasons Parent Chiropractic Medical Religious Other Blank N A a DECEASED yes will appear in this field if the individual is deceased TERMINATION DATE Reflects date of termination of insured benefits from MH CONFIDENTIAL A code intended to restrict the disclosure of personal file data in order to protect the interests or confidentiality of the child and or parents guardians ex adopted child CAUTION A code to advise program staff to check the individual s file for details regarding a particular health problem Y YES Blank N A MIMS Manitoba Immunization Monitoring Syste
61. and password are not used within three months the user ID will be revoked and access to MIMS will be denied refer to the Trouble Shooting guide at the end of this section of the manual MIMS Manitoba Immunization Monitoring System 9 ACCESSING MIMS Please refer to the following password rules when creating a password e must be eight characters in length must contain at least one numeric character e must contain at least one alphabetic character e thefirst and last characters should be non numeric e should not contain four consecutive characters of an old password must not contain three identical adjacent characters e must not contain your User ID e user cannot not reuse the last five consecutive passwords e Mainframe passwords are NOT case sensitive The ISM NETWORK SERVICES MAIN MENU screen is displayed x De Zen nns ciam aj ejf vel as alaa Actions commands Features Connected to hoat 182 168 4 B TN228171 1121 The cursor green bar is beside the IMS session e Press Enter MIMS Manitoba Immunization Monitoring System 10 SIGN ON ACCESSING MIMS SIGN ON The following message will appear END COMMAND COMPLETED 218 De Semon Quee Het aj gt es ols aa stat SISH TN2270 EXTR My Wend e fuser has inquiry access enter MHSCMPHN and push th
62. anitoba Public Health website located at www gov mb ca health publichealth index html Contact List Contact your regional or site Trainer Name Contact Info MH Information Systems Management ISM Branch Help Desk 204 786 7200 or 1 800 392 1200 ext 7200 e Password re set e MIMS network availability outages MH Registration and Client Services 204 786 7101 or 1 800 392 1207 e Address changes lt inquiries for individuals not found in MIMS MH MIMS Program 204 788 6396 or 1 800 392 1200 ext 6396 e MIMS program related questions Resources that can be found on in the Epidemiology and Surveillance section of the Manitoba Public health website include e MIMS User Manual e MIMS Annual Reports e MIMS Surveillance Forms such as o MIMS Immunization Input forms for Facilities and Clinics o Report Request Memo e MIMS Immunization Table Listing e MIMS Immunization Tariff Codes NEW MIMS Tariffs Quick Reference for Health Professionals e MIMS Immunization From History Tapes e MIMS Regional Health Unit Listings MIMS Native Band Listing e MIMS Municipality Listing MIMS Physician Listing Request alphabetical MIMS Physician Listing Request numeric MIMS Manitoba Immunization Monitoring System 5 ACCESSING MIMS MIMS Manitoba Immunization Monitoring System 6 ACCESSSING MIMS SOFTWARE OPTIONS ACCESSING MIMS Software Options MIMS is a mainframe database system It re
63. are assigned a specific code either numeric or a combination alpha numeric code As there are hundreds of facilities listed in this table the following schedule identifies the breakdown of numbers within the table 0001 to 0329 Hospitals Prefix F when entering Provider Code 0330 to 0359 Prosthetic Orthotic Facilities 0360 to 0399 Other Hospitals 0400 to 0499 Community Adult Day Cares 0500 to 0699 Personal Care Homes 1000 to 9999 Out of Province Hospitals 001 to P999 Pharmacies ROO1 to R999 Opticians 001 to H999 Eyeglass House Facilities X001 to X399 Miscellaneous Facilities MIMS Manitoba Immunization Monitoring System 69 INQUIRE GENERAL TABLE INFORMATION HOSPITAL TABLE From the COMMUNITY HEALTH TABLE INQUIRY SYSTEM main menu 25 ael xj De Ed View Semen Hep pisla aj ejf 3 n2 slej alala SISH EXTR ese C BY Word OPTIONAL Fields Inquire by Hospital Number If the optional field is left blank e Enter 5 in the SELECT OPTIONS field Press Enter 5 Manitoba Immunization Monitoring System 70 INQUIRE GENERAL TABLE INFORMATION HOSPITAL TABLE The following screen is displayed EG View Ies Setsion Hee Die sj ff 3 ele a e stort 2 To view a specific facility or provider e Enter the List No in the prompted
64. art 23 1215 vte A list of PF or function keys is displayed at the bottom of the screen If the user does not proceed with the inquiry select one of the PF keys displayed PF1 REG MAIN Proceed to the REGISTRATION INFORMATION SYSTEM screen PF3 ALPHA Return to the alpha list if previously displayed EXIT Return to the OPERATOR PRIMARY MENU PF7 BWD Page back PF8 FWD Page forward PF10 HELP The help function provides a description of the screen currently displayed PF12 SIGNOFF Initiate sign off from MIMS MIMS Manitoba Immunization Monitoring System 37 INQUIRE MASTER RECORD UICK REFERENCE GUIDE INQUIRE MASTER RECORD Quick Reference Guide Master Record using PHIN On the OPERATOR PRIMARY MENU 1 Enter 3 for Update users or Enter 1 for Inquire users in the FUNCTION field 2 Enter PHIN in File No Field 3 Press Enter Master Record using MHSC Number On the OPERATOR PRIMARY MENU 1 Enter 3 for Update users or Enter 1 for Inquire users in the FUNCTION field 2 Move cursor using tab key or arrow keys to the MHSC No and input the MHSC number 3 Press Enter 4 On the FAMILY DISPLAY screen enter the MEM NO in the prompted field at the bottom of the screen and press Enter 5 Onthe MHSC Registration INDIVIDUAL PERSON DISPLAY Screen press Enter to continue Master Record using Surname On the OPERATOR PRIMARY MENU Enter 3 for Update users or En
65. bottom of the screen Enter List No Press Enter MIMS Manitoba Immunization Monitoring System 58 INQUIRE IMMUNIZATION RECORD RHA TABLE DISPLAY REGIONAL HEALTH AUTHORITY screen d x De Io Semen pens Hep Diae e aj s oles amlas Connected to hoat 142 168 4 B ij NUM eU M The office name address telephone number fax number and effective date of the office are presented e To return to the previous list select PFO5 LIST MIMS Manitoba Immunization Monitoring System 59 INQUIRE GENERAL TABLE INFORMATION NATIVE BAND TABLE INQUIRE NATIVE BAND TABLE This table provides the native band number and band name and indicates if an alternate band name is identified From the COMMUNITY HEALTH TABLE INQUIRY SYSTEM MAIN MENU screen OPTIONAL Fields Inquire by band number or leave optional fields blank and a complete list is provided 2 8 De Semen Hep pielej aj meP 3 2102 zala xe OCT A Personal Chere Eakins CS EY Mecrorom Word 4 ER 1221 Enter 2 in the SELECT OPTION field An ISM TN X270 gf stan ism 2270 EXTR Press Enter MIMS Manitoba Immunization Monitoring System 60 INQUIRE GENERAL TABLE INFORMATION NATIVE BAND TABLE If the optional fields are left blank the following list is produced FDEN De View Ios Opies Heb plela ej je
66. cates are mailed from Manitoba Health directly to the individual within a week When can someone get their Immunization Certificate Manitoba Health automatically mails out immunization certificates for children at age seven and adults at age 18 The certificate is provided for the individual s own records MIMS users can also request a printed immunization certificate at any time upon request Procedures to request an immunization certificate from Manitoba Health are provided below How to Request a Certificate From the MAINTAIN MASTER RECORD or INQUIRE MASTER RECORD screens e Select PFO6 REQ CERT enter twice The system will acknowledge that the requested certificate will be processed with a message at the bottom of the screen REQUEST FOR CERTIFICATE ACCEPTED NOTE Any MIMS recent changes in the last month to an individual s record may not appear on the certificate Immunization events have been recorded in MIMS since 1980 for children and the year 2000 for adults MIMS Manitoba Immunization Monitoring System 166 MIMS REPORTS IMMUNIZATION CERTIFICATE What if the individual has moved or left the province Immunization history records are removed from MIMS approximately two years after the termination of insured benefits Reasons for termination include death employment with the Canadian Forces or RCMP or relocation to a province or country outside of Manitoba Once an individual s record is removed
67. chool the child attends This field is optional for completion by the RHA s A two digit code representing the school division and four digit code representing the school number school numbers can be found in the Inquire General Table Information Option 5 from OPERATOR PRIMARY MENU When these fields are completed the name of the school will be displayed Currently the Manitoba school division numbering system uses a four digit code MIMS has not been updated to reflect these changes and follows the previously established two digit school division codes PHYS A four digit physician code identifying the physician providing service to the individual CASE ID Case identifier an identifier to indicate the public health nurse who performs immunization services and or provides services to the child this field is rarely populated SERVICE INTENT A one digit code identified by the parent guardian indicating the primary provider for the child s immunizations 1 Physician 2 Public Health Nurse 3 City of Winnipeg Nurse no longer applicable 4 Federal Medical Services Blank Unknown SALUTATION Salutation to be used for correspondence purposes from MH Codes 0 None 5 1 amp Mrs 6 amp Mrs 2 Mrs 7 Mr amp Dr 3 Miss 8 Dr amp Dr 4 Ms PARENT GUARDIAN Name of parent or legal guardian MIMS Manitoba Immunization Monitoring System 181 FIELD DEFINITIO
68. d updated information in MIMS twice a month The fields found on the INQUIRE MASTER RECORD screen provide information regarding an individual s MH registration number MHSC e personal health identification number PHIN labelled as File No e birth date name sex e assigned regional health authority RHA and related community health office e address e indicator for parent or guardian e name of First Nations band and treaty status if applicable e child family status protective agency or foster home e correspondence language e health problem indicator e immunization refusal indicator e deceased indicator A complete list of fields and field definitions are included in the MIMS FIELD DEFINITIONS section of this manual The individual and family information maintained on the INQUIRE MASTER RECORD screen is accessed by using the following search methods e FILE NO PHIN e 5 e SURNAME MIMS Manitoba Immunization Monitoring System 25 INQUIRE MASTER RECORD PHIN INQUIRE MASTER RECORD Using PHIN To access the INQUIRE MASTER RECORD screen from the OPERATOR PRIMARY MENU Enter 3 for Update users or Enter 1 for Inquire users in the FUNCTION field e Enter PHIN in File No field ISM MAINFRAME EXTR File Edit View Tools Session Help Dieja s lele 2 5 spa sp ala ve ARY MENU PEID HELP PE12 EXIT Connected to host 192 168 4 8 NUM 12 02 PM 72 start 2 oy in e
69. dicates the individual is considered HIGH RISK as per the eligibility criteria for publicly funded immunizations This reason code is used for INFLUENZA and PNEUMOCOCCAL immunizations only Household Contact Indicates individual received an INFLUENZA immunization because they live with or have close contact with someone who is considered HIGH RISK Police officers firefighters and emergency response employees are included in this category NO RISK Client Paid Indicates an individual received an immunization for which they were not eligible for publicly funded vaccine and therefore paid for the immunization themselves all tariff codes are applicable Outbreak Immunization Indicates the individual received an immunization as the result of a recent or regional outbreak of disease ex certain strains of meningitis Travel Immunization Indicates the individual received an immunization due to travel Unknown Immunization reason does not meet criteria as per codes zero to six This reason code may be used when an individual moves to Manitoba from another province country and the reason for receiving the immunization cannot be verified when historic immunizations are updated to MIMS Reason codes are generally listed in order of importance from zero to seven Instances may occur when an individual has a combination of reasons for receiving an immunization If this is the case the reason code that first appears on the list 0 to 7 that identifie
70. e list information PF8 FWD Page forward PF7 BWD Page back If the name search produces only one individual the user will go directly to the INDIVIDUAL DISPLAY screen A screen prompt is presented at the bottom of the screen SELECT A FAMILY MEMBER TO PROCEED gt Enter Family Member No obtained from SEL column at the left of the screen Press Enter MIMS Manitoba Immunization Monitoring System 110 MAINTAIN MASTER RECORD SURNAME MHSC REGISTRATION FAMILY DISPLAY screen EJ INFRAME IF File Edit View Tools Session Help a s o cs elel zilar ne RGAQ2 MHSC REGIS REG NO FAMILY SURNAME SIZ AIM GROUP MEM SUR SEX BIRTHDA P HETH C 0 D ES NO CODE GIVEN DD MM YYYY NUMBER REL M R PCH SELECT A FAMILY MEMBER TO PROCEED PF1 REG MAIN PF3 ALPHA PF4 EXIT PF7 BWD PF8 FWD PF10 HELP PF12 SIGNOFF Connected to host 192 168 4 8 NUM 1 13 PM ag start 3E E 1752 A screen prompt is presented at the bottom of the screen instructing the user to SELECT A FAMILY MEMBER TO PROCEED e Enter MEM NO in the prompted field Press Enter MIMS Manitoba Immunization Monitoring System 111 MAINTAIN MASTER RECORD MHSC REGISTRATION INDIVIDUAL PERSON DISPLAY screen Ej INFRAME IF File Edit View Tools Session Help MHSC REGIS ADDRE LINE i SEX ADDRE LINE 2 BIRTH DATE AL CODE REL CODE MUN CODE CH CODE IL RETURN CODE BAND RCMP REG 2
71. e space bar once e has update access enter MHSCMIOP and push the space bar once Press Enter Some users access are pre programmed to by pass this screen If this is the case proceed to the next page MIMS Manitoba Immunization Monitoring System 11 ACCESSING MIMS The following MIMS screen will appear 218 De d Tots Seion uses Diam ej fe e 3 022 azcr az ieee m Start S ism TN3270 EXTR My Word Document The user is connected to the Manitoba Immunization Monitoring System At the bottom of the screen the system prompts the user to PRESS ENTER KEY TO PROCEED e Press Enter MIMS Manitoba Immunization Monitoring System 12 SIGN ON ACCESSING MIMS SIGN ON If the MIMS user has Inquiry access the following menu is displayed E 5 ISM MAINFRAME EXTRA Personal Client Ed File Edit View Tools Session Help 518 8 foo cs elel zimlar ae MANITOBA IMMUNIZATION MONITORING S3 MENU PEIU HEEP 12 Connected to host 192 168 4 8 NUM 2 19 PM EL CN ti Proceed to the relevant sections of the manual to continue with step by step instructions on how to access the various options screens and fields available in MIMS MIMS Manitoba Immunization Monitoring System 13 ACCESSING MIMS If the MIMS user has Update access the following menu is displayed E xls De
72. ealth care worker 2 Influenza or pneumococcal polysaccharide immunization administered to an individual considered high risk 3 Influenza immunization provided to individual who is a household contact with someone considered high risk 4 Immunization paid for by the individual 5 Immunization provided due to outbreak of disease 6 Travel immunization 7 Unknown reason for receiving immunization Funding Code This code identifies how an RHA will be funded for an immunization event The field is required to be completed for influenza and pneumococcal polysaccharide immunizations only and is optional for pneumococcal conjugate 7 valent meningococcal C valent and varicella Immunization Administration D Data Entry N No funding required or provider type is FNIH or clinic or hospital Restrict Completed if immunization is refused Comment Field is required to be completed if immunization is restricted Field can also be completed if a comment related to the immunization event is entered MIMS Manitoba Immunization Monitoring System 145 MIMS REPORTS SECTION MIMS Manitoba Immunization Monitoring System MIMS REPORTS INTRO MIMS REPORTS Introduction MIMS data can be used to create a variety of reports for health care providers and Manitoba residents Summary 1 MIMS Report Request Options Function 6 of the MIMS OPERATOR PRIMARY MENU allows the MIMS Update user to request two seperate reports re
73. eld definitions MIMS Manitoba Immunization Monitoring System 113 MAINTAIN MASTER RECORD UICK REFERENCE GUIDE MAINTAIN MASTER RECORD Quick Reference Guide Master Record Using PHIN On the OPERATOR PRIMARY MENU e Enter 1 for Update users only in the FUNCTION field e Enter PHIN in File No field e Press Enter Master Record Using MHSC number On the OPERATOR PRIMARY MENU 1 Enter 1 for Update users only in the FUNCTION field 2 Move cursor using tab key or arrow keys to the MHSC No field and input MHSC No 3 Press Enter 4 On the MHSC FAMILY DISPLAY screen enter MEM NO in the prompted field at the bottom of the screen and press Enter 5 Onthe MHSC REGISTRATION INDIVIDUAL PERSON DISPLAY screen press Enter to continue Master Record Using Surname On the OPERATOR PRIMARY MENU 1 Enter 1 for Update users only in the FUNCTION field 2 Move cursor using tab key or arrow keys to the Surname field and complete the required fields 3 Press Enter 4 On the MHSC REGISTRATION ALPHA DISPLAY screen enter the select number in the prompted field at the bottom of the screen and press Enter 5 Onthe MHSC FAMILY DISPLAY screen enter MEM NO in the prompted field at the bottom of the screen and press Enter 6 Onthe MHSC REGISTRATION INDIVIDUAL PERSON DISPLAY screen press Enter to continue MIMS Manitoba Immunization Monitoring System 114 MAINTAIN IMMUNIZATION RECORD MIMS Manitoba Immu
74. en is accessed by using one of the following search methods 1 FILE NO PHIN 2 MHSCNO 3 SURNAME MIMS Manitoba Immunization Monitoring System 40 INQUIRE IMMUNIZATION RECORD PHIN INQUIRE IMMUNIZATION RECORD Using PHIN ISM MAINFRAME EXTRA Personal Client File Edit View Tools Session Help 2 Ae ONITORING PEID HEEP PE12 EXIT Connected to host 192 168 4 8 NUM 12 27 PM LC zn The quickest method to view immunization records in MIMS is to search using an individual s PHIN To access the INQUIRE IMMUNIZATION RECORD screen from the OPERATOR PRIMARY MENU Enter 4 for Update users or Enter 2 for Inquire users in the FUNCTION field e Enter PHIN in file No field e Press Enter Note MIMS users with Inquire access will only have 3 functions options to choose from when in the OPERATOR PRIMARY MENU seen above MIMS Manitoba Immunization Monitoring System 41 INQUIRE IMMUNIZATION RECORD PHIN INQUIRE IMMUNIZATION RECORD screen EJ INF Ih File Edit View Tools Session Help Dieja foo c3 pa ele zlea xe MANITOBA IMMUNIZATION MONITORING QUIRE IMMUNI ION RECORD PF1 MENU PF4 COMMENTS PFS INQ MSTR PF7 BACK PF8 FRWD PF10 HELP PF12 EXIT Connected to host 192 168 4 8 NUM 12 28 PM a ees ve 42 Start 3i 18 Wi This screen can also be accessed from the INQUIRE MASTER RECORD screen by Selecting PFO5
75. ers Sent out for Individuals Whose Age is 15 months 20 months and 5 5 years The data in this report is sorted in the following sequence RHA or FNIH health unit office provider and PHIN This report is run separately for each age 15 month 20 month and 5 5 years old MIMS Manitoba Immunization Monitoring System 170 MIMS REPORTS PHYSICIAN ERROR REPORT MIMS REPORTS Physician Error Report When immunization events are downloaded to MIMS through the physician billing system possible errors involving incorrect PHINs invalid information or duplicate immunizations are identified and listed on the MIMS Physician Error Report The error report is produced monthly and sent to each RHA to validate and resolve errors for their particular RHA or regional community health office The errors identified are organized as follows 1 Duplicate immunization 2 Child not registered in MIMS 3 Service date prior to birth date 4 No match initial sex birth date The table listed on the next page was prepared to assist in determining the required action by a RHA to resolve errors identified in the MIMS Error Report Not all investigations will result in a record being added to MIMS but it is important to discover the immunization events that require manual entry MIMS Manitoba Immunization Monitoring System 171 MIMS REPORTS PHYSICIAN ERROR REPORT The following table has been created to assist in billing reconciliation
76. eturn to PRIMARY OPERATOR MENU PF10 HELP The help function provides a description of the screen currently displayed PF12 SIGNOFF Initiate sign off from MIMS To continue with the update process Press Enter MIMS Manitoba Immunization Monitoring System 107 MAINTAIN MASTER RECORD MHSC MAINTAIN MASTER RECORD screen EJ INF onal Client Eg File Edit View Tools Session Help a le 3 5 210 sls sib wo MIB11 MANITOBA ON ON QRING TER RECORD FILE 100005650 BIRTHDATE 1 OFFICE 130 CHILD shee CORR E ENGLISH HLTH PROB JN N INE E OTHER MMU REFUSED CEA TERMINATION DA e CAUTION PFO1 MENU PF05 UPD IMM PF06 REQ CERT PEIU HELP PFi11 UPD ADDR PF12 EXI Connected to host 192 168 4 8 NUM 1 14 PM start ux 1155 4 From this point the user can update information into the fields provided on this screen Refer to the update procedures in the MAINTAIN MASTER RECORD Using PHIN section of this manual MIMS Manitoba Immunization Monitoring System 108 MAINTAIN MASTER RECORD SURNAME MAINTAIN MASTER RECORD Using Surname The final method available to update the MAINTAIN MASTER RECORD screen is using a surname search with four fields available for completion Complete as many of the fields as possible to narrow the list To update the MAINTAIN MASTER RECORD screen using a surname e Enter 1 for Update users only in the FUNCTION field e Enter
77. fer to the MIMS FIELD DEFINITIONS Master Record section of the manual The following options are listed at the bottom of the screen PF01 MENU Return to the OPERATOR PRIMARY MENU PF05 INQ IMM Proceed to the INQUIRE IMMUNIZATION RECORD screen PFO6 REQ CERT Request a printed immunization certificate PF10 HELP The help function will provide information related to the screen being viewed PF12 EXIT Initiate sign off from MIMS Requesting a Certificate Information on requesting a printed Immunization Certificate is provided in the MIMS REPORTS immunization certificates section of this manual MIMS Manitoba Immunization Monitoring System 32 INQUIRE MASTER RECORD Select PF05 INQ IMM to view the INQUIRE IMMUNIZATION RECORD screen ISM MAINFRAME EXTRA Personal Client File Edit View Tools Session Help Cielaj s lele 3 Spo sp zz ad ve MANITOBA IMMUNIZATION MONITORING 5 TQUIRE MMUNIZATION RECORD 1 PF1 MENU PF4 COMMENTS 5 0 MSTR 5 BEB FBRWD PFiU HELP 12 Connected to host 192 168 4 8 NUM 12 14 PM 12 start ZA ISM MAINFRAME EX MIMS Manitoba Immunization Monitoring System 33 MHSC INQUIRE MASTER RECORD SURNAME INQUIRE MASTER RECORD Using Surname The final search method in MIMS is to inquire using a surname Four fields are presented for completion when inquiring by name Complete as many of the f
78. field at the bottom of the screen e Press Enter MIMS Manitoba Immunization Monitoring System 71 INQUIRE GENERAL TABLE INFORMATION HOSPITAL TABLE List No 7 was selected and the following screen is displayed E x De Tos Options Hep Diam aj ejf zs laa kj Ah BR Start 215M TN3270 EXTR Word Noy 250 5 Manitoba Immunization Monitoring System 72 INQUIRE GENERAL TABLE INFORMATION HOSPITAL TABLE There are hundreds of facilities and providers listed in this table To avoid paging through all facilities listed you can reduce the search For example if you need a list of personal care homes only from the COMMUNITY HEALTH TABLE INQUIRY SYSTEM screen e Enter 5 in the SELECT OPTION field e Enter 0500 the first number in the range provided for Personal Care Homes in the Hospital No field optional field displayed to the right of the Inquire Hospital Table listing e Press Enter 3 sje x De Seren ies ej eP ele alala Connected to hoat 192 168 4 B TN228171 NUM 11 3 5 Manitoba Immunization Monitoring System 73 INQUIRE GENERAL TABLE INFORMATION HOSPITAL TABLE The first personal care home in the list will be displayed d xl De Ios Zen Diam ejf al s alaj ele amla x ris BA Start 215
79. fields will be completed as follows reason code field is blank service date field completed with zero s 0000 00 00 provider type no field is blank funding code field is blank comment field is completed Note The RESTRICT field is not updated for immunizations entered into MIMS via the physician billing system PROVIDER CODE The provider field is completed with the health care provider or facility that administered the immunization The provider field has two components provider type and provider number Provider Type A code is entered in this field to indicate the type of provider who administered the immunization Ten provider types are available as options for this field refer Table 1 Provider Number This field is completed with a three four or five digit number assigned to each MH health care provider refer Table 1 MIMS Manitoba Immunization Monitoring System 190 FIELD DEFINITIONS Table 1 Provider Code Descriptions and Definitions IMMUNIZATION RECORD Note Column 1 and 3 appear on the INQUIRE IMMUNIZATION screen and column 2 4 and 5 are to provide information Provider Provider TS er Provider Number Example Provider Definition Type Description First Nations xus Immunization provided by a First Nations Tribal Council 5 digit code A 80894 Tribal Council Health Unit Immunization provided by a Primary Care Facility 5 dig
80. garding immunization information as follows e Immunization Status Listing e Personal Identifier Listing 2 MIMS Report Request Forms The following seven reports can be provided to MIMS users by faxing in a Report Request Form e Regional Health Authority Table e Native Band Listing e Immunization Table e Municipality Table e MIMS Physician Table by Name alphabetical e MIMS Physician Table by Name numerical e MIMS Report of Immunization from History Tapes Note the first six are similar to tables available by using the INQUIRE GENERAL TABLE INFORMATION Function 5 on the OPERATOR PRIMARY MENU 3 Immunization Certificates may be requested by a MIMS User and are also automatically sent by MH to an individual at specific ages 4 Reports generated by e Reminder letters e Reminder letter reports e Physician error reports MIMS Manitoba Immunization Monitoring System 147 MIMS REPORTS REPORT REQUEST OPTIONS MIMS REPORTS REPORT REQUEST OPTIONS The REPORT REQUEST OPTION Function 6 is listed on the MIMS OPERATOR PRIMARY MENU for MIMS update users The report functions may be used to provide reports to assist public health staff with immunization information for school age children within their RHAs The report option lists two MIMS reports 1 Immunization Status Listing 2 Personal identifier Listing Immunization Status Listing By completing specific fields a report is produced listing specif
81. he inquiry select one of the PF keys displayed PF1 REG MAIN Proceed to REGISTRATION INFORMATION SYSTEM screen ALPHA Return to the alpha list if previously displayed PF4 EXIT Return to the OPERATOR PRIMARY MENU PF7 BWD Page back PF8 FWD Page forward PF10 HELP The help function provides a description of the screen currently displayed PF12 SIGNOFF Initiates sign off from MIMS MIMS Manitoba Immunization Monitoring System 29 MHSC INQUIRE MASTER RECORD MHSC REGISTRATION FAMILY DISPLAY screen A screen prompt appears at the bottom of the screen SELECT A FAMILY MEMBER TO PROCEED gt e Enter the Family MEM NO in the prompted field list provided at the far left of the screen ES INFRAME EXTR al Client 1 File Edit View Tools Session Help a s o 21 elel zlar 2 02 REGISTRA AMILY DIS REG NO FAMILY SURNAME CODE M RIN MEM SUR SEX BIRTH P HETH C D E S NO CODE GIVEN DD MM Y NUMBER REL M R PCH SELECT A FAMILY MEMBER TO PROCEED PF1 REG MAIN PF3 ALPHA 4 PF7 BW BES8 FWD PRIO HELP PEI2 SIGNOEFE Connected to host 192 168 4 8 NUM 12 11 PM 72 Start 516 e Press Enter MIMS Manitoba Immunization Monitoring System 30 MHSC INQUIRE MASTER RECORD MHSC MHSC REGISTRATION INDIVIDUAL PERSON DISPLAY screen File Edit View Tools Session Help 5 s o 2 elel
82. ic health are not funded by MH for providing an immunization The funding code field is also not updated for physician billed immunization events or for events that occurred prior to September 2003 when the field was activated in MIMS The funding code field is REQUIRED for the following vaccines Influenza 8791 Pneumococcal 8961 The funding code field is optional for the following tariff codes Pneumococcal Conjugate 8681 Meningococcal Conjugate 8685 Varicella 8674 The following code is entered in the funding code field for the vaccines listed above as follows l Immunization Administration entered when a RHA public health provider provided the immunization five digit provider code D Data Entry input when a RHA public health office performed data entry for an immunization administered by another health care provider N No Funding input when First Nations Tribal Council health units or other sites not reimbursed by MH administer or enter data for an immunization Blank The funding code field was activated in MIMS in September 2003 and therefore is not completed if the immunization occurred prior to that date or if the tariff code is not 8791 8961 8681 8685 or 8674 If Reason Code 4 No Risk Client Paid is entered the funding code is updated N No Funding D Data entry or left blank Funding code I Immunization Administration is not used in combination with reason code 4 REST
83. ic immunizations received specific immunizations missing or a history of immunizations for a select group by community school RHA or sub office The report can be further customized by the selection of sex and age group Detailed information is compiled based on the criteria entered to generate the report Personal Identifier Listing This report provides a listing of the individuals who meet the criteria entered to generate the report Detailed immunization records are NOT included in this report Report Requests are printed at MH and mailed to the RHA within one week MIMS Manitoba Immunization Monitoring System 148 MIMS REPORTS REPORT REQUEST OPTIONS The following steps are used to select and request a report in MIMS From the OPERATOR PRIMARY MENU Enter 6 in FUNCTION Field Press Enter MIMS REPORT REQUEST screen mem TEXTDAT X treme 3 PENI a LOS zh E File Edit view Session Options Help 29 24 8 PFI MAIN MENU PFI1O HELP 12 51 Connected to host 192 168 4 8 0 Keys 1021 179 Saved 001 NUM 11 51 4M Lolz Two options are offered for selection B New 1 Immunization Status Listing 2 Personal Identifier Listing The cursor is positioned at the bottom of the screen e Enter REPORT NUMBER 1 or 2 Press Enter Instructions to generate
84. icians MIMS is used in a variety of ways e entry of immunization events new and historical e inquiry regarding past immunization events e reports for community health offices regions or schools divisions of missing or recorded immunizations for a particular subset of the population e reminder letters to parents of children who may be missing recommended immunizations at ages 15 months 20 months and 5 5 years of age e pneumococcal reminder letter to those 65 years of age who may be missing this recommended immunization e Provincial and regional statistical analysis immunization coverage rates and vaccine doses provided by health care providers MIMS Annual Report e provision of funding of specific vaccines for regional health authorities RHAs e immunization certificates for children at seven and 18 years of age e reports upon request MIMS is accessed in over 140 different sites and by over 680 authorized MIMS users in the 11 regional health authorities and FNIH sites throughout the province including public health and other health care providers MIMS Manitoba Immunization Monitoring System 4 MIMS RESOURCES MIMS Resources and Contact List The purpose of this manual is to provide step by step procedures on all functions in MIMS and to provide procedural guidelines for maintenance of immunization events in MIMS Access to all MIMS resources can be found in the Epidemiology and Surveillance section of the M
85. iction Reason Yes Initial Restriction Reason Yes Restriction Reason YesL Restriction Reason YesL Provider Name Print Contact Info Date MIMS Data Entry Print Name Contact Info Date MIMS Manitoba Immunization Monitoring System 178 MIMS FIELD DEFINITIONS MIMS Field Definitions For the purpose of this manual Field Definitions refer to an interpretation of the information codes and numbers presented in the MIMS database Field Definitions will be presented for the following screens 1 Inquire Update Master Record 2 MHSC Family Registry Display 3 Inquire Immunization Record MIMS Manitoba Immunization Monitoring System 179 FIELD DEFINITIONS MASTER RECORD FIELD DEFINITIONS Master Record Below is an example of an INQUIRE MASTER RECORD Field definitions are the same for both MAINTAIN and INQUIRE MASTER RECORDS The fields highlighted in yellow are downloaded from the MH Registry and cannot be changed or updated in MIMS The fields identified with white lines or spaces are updated by entering or overtyping the information in the field space provided and pressing enter MASTER RECORD screen INFRAME EXTRA Personal Client File Edit View Tools Session Help Diela s lele 23 5 epo ep la ve MIB10 MANITOBA IMMUNIZA IN MONITORING INQUIRE MASTER RECORD
86. idence coverage reports anda description of who provided vaccine doses by region of practice vaccine doses reports A consistent format is followed for each report Data is provided for Manitoba overall and then for each of the eleven RHAs The data is grouped by First Nations status Non First Nations status and a total overall Childhood Immunization Reports e Complete for Age from Birth to Report Year by Immunogen amp Region of Residence e Complete for Age from Birth to Report Year by Immunogen amp Age e Complete for Age from Birth to Report Year for all Immunogens by Region of Residence e Complete for Age from Birth for all Immunogens by Region of Residence 5 year comparison e Childhood Vaccine Doses by Provider Type amp Location for the Report Year Influenza amp Pneumococcal Immunization Reports e Influenza amp Pneumococcal Coverage Report by Individual Age amp Region of Residence for the Report Year e Influenza Vaccine Doses by Reason for Immunization Provider Type amp Location for the Report Year e Pneumococcal Vaccine Doses by Reason for Immunization Provider Type amp Location for the Report Year and Cumulation These reports are further broken down by community district level and are provided to each RHA and FNIH The MIMS Annual Reports are available at the CDC Branch website refer to the link provided in the Resources and Contact List section of this manual MIMS Manitoba Immunization Monit
87. idual to fill out the change of address portion of their Manitoba Health Registration Card or by calling Manitoba Health s Registration and Client Services Department MIMS user at the local public health office can request a certificate by pressing PFO6 twice from the MAINTAIN MASTER RECORD or INQUIRE MASTER RECORD screens It may take up to 2 weeks before the MIMS record is updated with the new address The certificate is printed at Manitoba Health and is mailed directly to the individual s adddress provided in MIMS v MIMS user at the local public health office can fill in the MIMS IMMUNIZATION FROM HISTORY TAPES form available in the report section of the MIMS user manual or on the Manitoba Health website to get a printed copy of the archived immunization record Is it possible this person does not have a record Immunization events have been recorded in MIMS since 1980 for children and the year 2000 for adults y Fax MIMS IMMUNIZATION FROM HISTORY TAPES form to Manitoba Health 204 943 0971 v Manitoba health will print the certificate and send to local public health office MIMS Manitoba Immunization Monitoring System 168 Local public health office will ensure the printed certificate is provided to the individual MIMS REPORTS REMINDER LETTERS MIMS REPORTS Reminder Let
88. ields as possible to narrow the list To search the INQUIRE MASTER RECORD using a surname Enter 3 for Update users or Enter 1 for Inquire users in the FUNCTION field e Enter the first six letters of the last name e Enter the first name initial optional e Enter m for male or f for female e Enter birth month and year optional Press Enter INFRAME EXTRA Personal Client File Edit View Tools Session Help js a 5 fo 23 x abel ole zimlar ve MANITOBA IMMUNIZATION MONITORING OPERATOR PRIMARY MENU PEIBD HELP 12 Connected to host 192 168 4 8 NUM 12 16 PM DUET EJ Iw Note MIMS users with Inquire access will only have 3 functions options to choose from when in the OPERATOR PRIMARY MENU seen above MIMS Manitoba Immunization Monitoring System 34 INQUIRE MASTER RECORD SURNAME A list of names is produced based on the information entered MHSC REGISTRATION ALPHA DISPLAY screen EXTRA Personal C File Edit View Tools Session Help MHSC REGIS SEL SURNAME MM YY ADDR LINE 1 ADDRESS LINE 2 REG NO SELECT A FAMILY MEMBER TO PROCEED PF1 REG MAIN 4 PF7 BWD PF8 FWD PF10 HELP PF12 SIGNOFF Connected to host 192 168 4 8 NUM 12 17 PM Lau 7 ag Start 2x 13 WAZ If the list presented continues onto additional screens the system identifies this with the MORE symbol at the bottom right of the screen To
89. ility Step 2 Verify that the local network connection is on line by contacting your local technical support in house technical support Step 3 Contact the MH Information Systems Branch Help Desk at 1 800 392 1200 ext 7200 or 204 786 7200 between 8 30 am 4 30 pm The help desk staff can inform you if MIMS is off line identify if there is a MIMS user ID problem or provide assistance if your password has been revoked Step 4 Contact the MIMS trainer in your region or for your site for assistance 2 Data Entry Example You have an immunization record to enter into MIMS but do not have a PHIN number and cannot find the individual in the system by name or MHSC number Step 1 For step by step instructions on how to locate an individual refer Maintain Immunization Record section of the manual Step 2 Contact the immunization provider office to confirm name PHIN and date of birth Step 3 Contact MH Registration and Client Services at 1 800 392 1207 or 204 786 7101 They may be able to confirm if the individual is registered Step 4 Check with the family to see if the individual has been registered with MH for a PHIN or MHSC number there may be a delay of a few weeks before newly registered individuals are available in MIMS If the family or individual has not registered with MH provide them the following information to complete a registration form Forms are available from MH Registration and Client Services at 786 710
90. ince Nunavut V Left Province work permit Issued W Duplicate PHIN X Coverage Cancelled no longer used Z Non Resident MIMS Manitoba Immunization Monitoring System 187 FIELD DEFINITIONS MHSC REGISTRATION FAMILY DISPLAY Coverage Code Values Eligible Manitoba Resident 1 Manitoba newborn until 18 years of age 2 British Columbia previously provided coverage 3 Alberta previously provided coverage 4 Saskatchewan previously provided coverage 5 Ontario previously provided coverage 6 Quebec previously provided coverage 7 New Brunswick previously provided coverage 8 Nova Scotia previously provided coverage 9 Prince Edward island previously provided coverage Newfoundland previously provided coverage B North West Territories previously provided coverage C Yukon previously provided coverage D United States previously provided coverage E Other Countries previously provided coverage F Nunavut previously provided coverage G Vietnam previously provided coverage MOVED all individuals who have attained 18 years of age will be coded with moved and their new MHSC No will be listed MIMS Manitoba Immunization Monitoring System 188 FIELD DEFINITIONS IMMUNIZATION RECORD FIELD DEFINITIONS Immunization Record INQUIRE IMMUNIZATION RECORD screen ISM MAINFRAME EXTR File Edit View Tools Session Help S jo 23 5 MANITOBA IMMUN 8 MONITOR
91. ion of the immunization PROVIDER TYPE amp PROVIDER NUMBER These two provider fields identify the health care provider who administered the immunization Entering the correct provider of the immunization is very important as these fields have funding implications for RHAs Table 1 Provider Code Descriptions and Definitions Note Column 1 and 3 appear on the INQUIRE IMMUNIZATION screen and column 2 4 and 5 are to provide information must be 0 s Provider Provider 3 NE SE Provider Number Example Provider Definition Type Description First Nations Immunization provided by a First Nations A Tribal Council 5 digit code A 80894 Tribal Council Health Unit Immunization provided by a Primary Care Facility 5 digit code 10750 ex nurse practitioner or salaried physician in a community health clinic 4 digit code D Pharmacy must start with D P050 Immunization provided by a pharmacist p 4 digit code F Facility Emut tart with E 0041 Immunization provided by a licensed practitioner 0 E at a hospital home care or health care facility Public Funded iai Immunization provided by a H Health Facility 5 digit code 30595 publicly funded facility Gccuvatiohal 4 digit code Immunization provided by an occupational must start with 0 0041 health nurse as part of a workplace Q immunization program Physician 4 digit code
92. ire by division and school number Stn 15 2270 EXT Enter 6 in the SELECT OPTION field Enter the school division number in the SCHOOL DIVISION field school division 01 was entered in the school division field for this demonstration e Press Enter MIMS Manitoba Immunization Monitoring System 76 INQUIRE GENERAL TABLE INFORMATION SCHOOLS TABLE The following list is displayed 219 x De Seien Hep 0118 ejf amj elei zma WA Stort SISH T3270 EXTR y eror Word On this screen e Enter the List No in the prompted field at the bottom of the screen e Press Enter MIMS Manitoba Immunization Monitoring System 77 INQUIRE GENERAL TABLE INFORMATION SCHOOLS TABLE List No 4 was selected and the following screen is displayed 18 xl De View Seion pens Diam ejf aj sl apos slej gala A Start 15 2270 EXTR aj Erpina AS XY Word INqury 200m 5 Manitoba Immunization Monitoring System 78 INQUIRE GENERAL TABLE INFORMATION PHYSICIAN TABLE BY NAME INQUIRE PHYSICIAN TABLE Using Physician Surname This table provides physician information by surname From the COMMUNITY HEALTH TABLE INQUIRY SYSTEM main menu EJ x De Tote Seton nns Hep pisla ej ejf a vel 02 zlmas gf s
93. is Inactivated Polio Diphtheria Tetanus Acellular Pertussis Inactivated Polio Hib Hepatitis B Human Papillomavirus Types 16 18 6 11 Seasonal Influenza Meningococcal Conjugate C Measles Mumps Rubella Pneumococcal Conjugate 13 Pneumococcal Polysaccharide 23 Tetanus Diphtheria Tetanus Diphtheria Acellular Pertussis Varicella 8924 8802 8913 8991 8791 8685 8670 8896 8961 8651 8907 8674 8804 8806 8807 8911 8912 8919 8686 8687 8925 8652 8653 8659 8857 8914 Other Vaccines Active Tariff Cancelled Tariffs AP Acellular Pertussis 8720 BCG Bacillus Calmette Guerin 8731 8739 CHOL I Cholera Injection 8803 CHOL O Cholera Oral 8741 8742 8743 8749 CHOL ECOLO Cholera E Coli Oral 8693 D Diphtheria 8711 8712 8713 8718 8719 DPT Diphtheria Pertussis Tetanus 8601 8602 8603 8609 DPTP Diphtheria Pertussis Tetanus Polio 8921 8922 8923 8929 DPTP HIB Diphtheria Pertussis Tetanus Polio Hib 8801 DPT HIB Diphtheria Pertussis Tetanus Hib 8781 8782 8783 8789 DT Diphtheria Tetanus Child 8649 8641 8642 8643 DTAPPHIBHB Diphtheria Tetanus Acellular Pertussis Inactivated Polio Hib 8680 8676 8677 8678 8679 Hepatitis B DT IPV Diphtheria Tetanus Inactivated Polio Child 8798 HA Hepatitis A 8904 8698 8906 8965 HAHB Hepatitis A and B 8899 8905 Hepatitis A Typhoid Injectable 8774 HIB Haemophilus Influenzae B 8901 8902 8903 8909 HPV 2 Human
94. is field is discontinued and no longer updated GROUP Means one of the following BA Indicates individual is in a provincial Corrections facility CA Indicates individual is a permanent ward of Child amp Family Services CFS DA Indicates individual is a non Canadian temporary resident of Manitoba DB Indicates individual is a dependant of NATO personnel LAST ACTIVITY The most recent date a change was made to information under the MHSC number MEM NO A number given to each individual listed under the MHSC number The first person listed 1 is the person in whose name the MHSC number was originally assigned SUR CODE Indicates a maiden name or alternate name exists Blank N A M Maiden A Alternate MA Maiden and Alternate GIVEN First name and initial of each individual listed under the MHSC number SEX Identifies whether the individual listed is male M or female F BIRTHDATE Birth date of each individual is given in day month and year order P HEALTH NUMBER Nine digit PHIN MIMS Manitoba Immunization Monitoring System 185 FIELD DEFINITIONS REGISTRATION FAMILY DISPLAY CODES The next three fields include the following REL The relationship code number given to family members under one MHSC number The following list provides the available codes 1 Family Head 2 Legal Spouse 3 Common Law Spouse 5 Child 6 Step Child 8 Grandchild M R Indica
95. it code 10750 ex nurse practitioner or salaried physician in a community health clinic 4 digit code D Pharmacy must start with D P050 Immunization provided by a pharmacist p 4 digit code T F Facility muet start with E 0041 Immunization provided by a licensed practitioner 0 at a hospital home care or health facility Public Funded yu Immunization provided by a Health Facility 5 digit code H 30595 publicly funded facility 4 digit code Immunization provided by an p must start with O 0041 occupational health nurse as part of a Health 225 ap 0 workplace immunization program P Physician 4 digit code P 0222 Immunization provided by a physician Public Health R Unit RHA 5 digit code R 30540 Immunization provided by a public health nurse Private Health e Immunization provided by a private health care Y Care Provider 5 digit code nae Provider ex VON Wee Care or Wellness Center 5 digit code Immunization provided by someone other M UNKNOWN must be 05 U00000 than the providers listed above MIMS Manitoba Immunization Monitoring System 191 FIELD DEFINITIONS IMMUNIZATION RECORD FUNDING CODE This field is completed with a code for specific public health administered immunizations updated in MIMS by MIMS Update Users to ensure accurate funding reimbursement to the RHAs Health care providers other than public health are not funded by MH for providing a
96. ividual selected follow the prompt at the bottom of the screen PRESS ENTER TO CONTINUE CONFIRM PATIENT SELECTION Press Enter MIMS Manitoba Immunization Monitoring System 45 MHSC INQUIRE IMMUNIZATION RECORD MHSC The immunization history for the individual is presented on this screen Field definitions for this screen are provided in the FIELD DEFINITIONS Immunization Record Section of this manual ISM MAINFRAME IRA Personal Client File Edit View Tools Session Help jag e e foo 23 ula ele MANITOBA IMMUNIZATION MONITORING M j E 22326206 INQUIRE IMMUNIZATION RECORD ATE 941072004 fo0005650 WPG NORTH PEB ERWD PF10 HELP 12 Connected to host 192 168 4 8 NUM 12 36 PM 75 start Nx E 126 fe If More appears in the upper right corner of the screen additional immunization events are displayed on the next screen To review both screens use the following PF keys e PF8 FRWD Page forward e PF7 BACK Page back MIMS Manitoba Immunization Monitoring System 46 INQUIRE IMMUNIZATION RECORD SURNAME INQUIRE IMMUNIZATION RECORD Using Surname Inquiring for an individual s immunization records using a name search is the final method of inquiry on the MIMS OPERATOR PRIMARY MENU To begin a search for immunization records by surname e Enter 4 for Update users or Enter 1 for Inquire users in the FUNCTION field e Enter the first six letters of last name e
97. licable 5 Outbreak Immunization Indicates the individual received an immunization as the result of a recent or regional outbreak of disease ex certain strains of meningitis 6 Travel Immunization Indicates the individual received an immunization due to travel 7 Unknown Immunization reason does not meet criteria as per codes zero to six This reason code may be used when an individual moves to Manitoba from another province country and the reason for receiving the immunization cannot be verified when historic immunizations are updated to MIMS Reason codes are generally listed in order of importance from to 7 Instances may occur when an individual has a combination of reasons for receiving an immunization In this case the reason code that first appears on the list 0 to 7 that meets the reason the person received the immunization is to be entered For example a person receiving an influenza immunization is a health care worker reason code 1 and is also HIGH RISK reason code 2 The immunization will be coded as 1 for health care worker The following information summarizes the reason code options available Influenza Immunization updated with Reason Codes 1 to 5 1 Health Care Worker 2 High Risk 3 Household Contact 4 No Risk Client Paid 5 Outbreak Immunization Pneumococcal Immunization updated with Reason Codes 2 4 or 5 2 High Risk 4 No Risk Client Paid 5 Outbreak Immunization All other Immuni
98. lowing procedures are followed when signing on to MIMS A quick reference summary of the sign on and sign off instructions can be found at the end of this section From the INFORMATION SYSTEMS MANAGEMENT screen 18 xl De Io Seimon pens pielej aj eP ej gt ele aa Connected to hoat 182 168 4 B E NUM 1254 PM A message appears at the bottom of the screen prompting the user to PRESS THE SPACEBAR THEN THE ENTER KEY TO ACCESS ISM NETWORK SERVICES e Press spacebar once Press Enter MIMS Manitoba Immunization Monitoring System 8 ACCESSING MIMS ENTRY VALIDATION screen De View Senoi nins Hep aj ejf 4 gt elei aa Ent rt AE Stort ism 2270 EXTR jews BY Merno Word San 4 ERE am The system prompts you to provide your User ID and Password e Enter User ID e Press Tab Key e Enter Password Press Enter When signing into MIMS for the first time a generic MIMS password is used The generic password is provided by ISB Information Systems Branch to the designated access coordinator at the time the MIMS User ID is created SIGN ON The user will be prompted to change the generic password immediately following the first sign on to MIMS The system will prompt the user when it is time to change the password every 60 days The same password cannot be used in the same year Also if a user ID
99. m 183 FIELD DEFINITIONS MHSC REGISTRATION FAMILY DISPLAY FIELD DEFINITIONS MHSC Registration Family Display This screen provides a list of all family members and related information registered under the MHSC number The fields and codes listed on this screen are provided directly from the MH Registry and cannot be updated in MIMS MHSC REGISTRATION FAMILY DISPLAY screen INFRAME EXTRA Personal Client File Edit View Tools Session Help ole io 23 x RGAQ2 MHSC REGI ATION FAMILY DISPLAY MUN CODE M RTN AIM GROUP REG NO FAMILY SURNAME P HLIH C O D E 9 NUMBER REL M R PCH SELECT A FAMILY MEMBER TO PROCEED gt EL PF1 REG MAIN PF3 ALPHA PF4 EXIT PF7 BWD PF8 FWD PF10 HELP PF12 SIGNOFF Connected to host 192 168 4 8 NUM 12 09 PM 12 start S 515 5 Manitoba Immunization Monitoring System 184 FIELD DEFINITIONS REGISTRATION FAMILY DISPLAY Please refer to the following field definitions to assist in interpreting information on the MHSC Registration Display Family REG NO Six digit MHSC number FAMILY SURNAME Surname for individuals registered under the MHSC number FAM SIZE Number of people currently registered under the MHSC number MUN CODE A numeric value assigned to the municipality for the individuals address M RTN Mail Return An indicator to identify that mail has been returned to MH STOP CLAIM Th
100. n Code for Immunization 2 High Risk Provider Type Enter R for RHA and provider code 5 digit Funding Code Immunization Administration full reimbursement to RHA Summary Public health provides immunizations at a flu clinic and receives full reimbursement for providing the immunization Example 2 An RHA receives completed immunization input document from another provider ex pharmacist for an influenza immunization Reason Code for Immunization 1 2 3 4 or 5 all possible Provider Type Enter D for pharmacy and provider code 4 digit Funding Code D Data Entry Summary The provider code for the pharmacy is linked to the RHA and the RHA will receive reimbursement for data entry of this immunization Example 3 Residents of a personal care home PCH are immunized for influenza by PCH staff and the immunization input document is provided to the RHA for data entry Reason Code for Immunization 2 High Risk Provider Type Enter F for Facility and provider code 4 digit Funding Code D Data Entry Summary The provider code for the PCH is linked to the RHA and the RHA will be reimbursed for data entry of the immunization Example 4 An immunization input document is received by a RHA listing individuals who have paid for their own influenza shots at a flu clinic Reason Code for Immunization 4 No Risk Individual Paid Provider Type Enter C for Primary Care and provide code 5 digit
101. n immunization The funding code field is also not updated for physician billed immunization events or for events that occurred prior to September 2003 when the field was activated in MIMS The funding code field is REQUIRED for the following vaccines Influenza 8791 Pneumococcal 8961 The funding code field is optional for the following tariff codes Pneumococcal Conjugate 8681 Meningococcal Conjugate 8685 Varicella 8674 The following code is entered in the funding code field for the vaccines listed above as follows l Immunization Administration entered when a RHA public health provider provided the immunization five digit provider code D Data Entry input when a RHA public health office performed data entry for an immunization administered by another health care provider N No Funding input when First Nations Tribal Council health units or other sites not reimbursed by MH administer or enter data for an immunization Blank The funding code field was activated in MIMS in September 2003 and therefore is not completed if the immunization occurred prior to that date or if the tariff code is not 8791 8961 8681 8685 or 8674 If Reason Code 4 No Risk Client Paid is entered the funding code is updated N No Funding D Data entry or left blank Funding code I Immunization Administration is not used in combination with reason code 4 REASON CODE This numeric code identifies the rea
102. nization Monitoring System MAINTAIN IMMUNIZATION RECORD Introduction The MAINTAIN IMMUNIZATON RECORD screen is used to add a new immunization event and to change or delete an existing immunization record in MIMS The MAINTAIN IMMUNIZATION RECORD screen is accessed using the following search methods e FILE No PHIN e MHSC No e SURNAME MIMS Manitoba Immunization Monitoring System 116 MAINTAIN IMMUNIZATION RECORD PHIN MAINTAIN IMMUNIZATION RECORD Using PHIN To access the MAINTAIN IMMUNIZATION RECORD screen using a PHIN File No Enter 2 in the FUNCTION field Enter PHIN in the FILE No field ISM MAINFF File Edit view Tools Session Help E n RR MANITOBA 159 8 LUE PRA2 EATE Connected to host 192 168 4 8 NUM 1 17 PM 7s start 2 57 e Press Enter Note Only MIMS users with Update access will have MAINTAIN functions on the OPERATOR PRIMARY MENU MIMS Manitoba Immunization Monitoring System 117 MAINTAIN IMMUNIZATION RECORD MAINTAIN IMMUNIZATION RECORD screen INFRAME IR File Edit View Tools Session Help ame N IMMUNIZATION RECORD 6 4 ENTER C CHANGE D DELETE IN SEL FIELD OR 06 TO PFO1 MENU PFOS UPD CH PF 6 ADD IMM PF08 FRWD Connected to host 192 168 4 8 saa x This screen provides the immunization records for the individual PHIN ADD IMMUN RECORD PEUO HELP
103. nization Monitoring System 63 INQUIRE GENERAL TABLE INFORMATION IMMUNIZATION TABLE If the optional field is not completed all tariff codes current and historical are displayed in numerical order MIMS Manitoba Immunization Monitoring System 64 INQUIRE GENERAL TABLE INFORMATION IMMUNIZATION TABLE To view a specific tariff code from the list e Enter the List No in the prompted field at the bottom of the screen Press Enter The following screen is displayed L gt 183220 Additional information presented includes the effective date of the tariff code and the immunogen composition of the immunizing agent represented by the tariff code The effective date for most tariff codes is 1930 to allow for historical data entry for immunizations provided outside of Manitoba MIMS Manitoba Immunization Monitoring System 65 INQUIRE GENERAL TABLE INFORMATION MUNICIPAL TABLE INQUIRE MUNICIPAL TABLE This table provides the municipal codes related to all communities by postal code for the province of Manitoba which are displayed for each individual on the INQUIRE AND MAINTAIN MASTER RECORD screens From the COMMUNITY HEALTH TABLE INQUIRY SYSTEM main menu 08 21212 De Ed Hep aj gt alt sle zmar ISM TNX270 EXTRA Personel Cher srr ISH TN3270 EXTA eem _ Memon iod Na OPTIONAL Fields Inquire by Municipal Code
104. o the field in question PF12 SIGNOFF Initiate sign off from MIMS To proceed with the selection of the individual a screen prompt is displayed at the bottom of the screen PRESS ENTER TO CONTINUE CONFIRM PATIENT SELECTION Press Enter MIMS Manitoba Immunization Monitoring System 142 MAINTAIN IMMUNIZATION RECORD SURNAME The MAINTAIN IMMUNIZATION RECORD screen is displayed ISM MAINFRAME EXTR File Edit View Tools Session Help a e 8 23 5 2 7 IMMUNIZATION MONITORING 5 LIN IMMUNIZATION RECORD 00005650 ENTER C CHANGE D DELETE SEL FIELD OR 06 TO ADD IMMUN RECORD PFO1 MENU PFOS UPD CH PFO6 ADD IMM PFO7 BACK PF08 FRWD PF10 HELP PF12 EXIT Connected to host 192 168 4 8 NUM 1 42 PM ag Start 2 2 11 89 vte At this point the user will select the appropriate function to add change or delete an immunization record Complete procedures for ADDING CHANGING and DELETING an immunization record can be found in the MAINTAIN IMMUNIZATION RECORD Using PHIN No section of this manual MIMS Manitoba Immunization Monitoring System 143 MAINTAIN IMMUNIZATION RECORD UICK REFERENCE GUIDE MAINTAIN IMMUNIZATION RECORD Quick Reference Guide Immunization Record using PHIN On the OPERATOR PRIMARY MENU 1 2 3 Enter 2 in FUNCTION field Enter PHIN in File No field Press Enter Immunization Record using MHSC number On the OPERATOR PRIMARY MENU 1
105. of this manual ISM MAINFRAME EXTR onal Client File Edit View Tools Session Help a s o 24 elel zlar ne MHSC REGISTRATION ALPHA DISPLAY SEL SURNAME MM YY ADDRE N 35 2 SELECT FAMILY MEMBER TO PROCEED gt PF1 REG MAIN 4 PE BWD 1 12 510 Connected to host 192 168 4 8 NUM 12 40 PM PT 72 start 17129 NOTE The list of individuals may continue several pages view the next pages use e PF8 FWD Page forward e PF7 BWD Page back A prompt appears at the bottom of the screen SELECT A FAMILY MEMBER TO PROCEED gt e Enter the SEL number in the prompted field Press Enter MIMS Manitoba Immunization Monitoring System 48 INQUIRE IMMUNIZATION RECORD SURNAME MHSC REGISTRATION FAMILY DISPLAY screen A screen prompt appears at the bottom of the screen SELECT FAMILY MEMBER TO PROCEED gt Enter the Family MEM NO in the prompted field list provided at the far left of screen ISM MAINFRAME EXTR onal Client File Edit View Tools Session Help e s foo c3 epo ele sop ad x RGA02 MHSC REGI 5 MUN STOP REG NO FAMILY SURNAME 5 CODE M RIN CLAIM GROUP MEM SUR SEX BIRTH P HLTH CODES NO CODE GIVEN DD MN Y NUMBER REL M R PCH SELECT A FAMILY MEMBER TO PROCEED PF1 REG MAIN PF3 ALPHA PF4 EXIT PF7 BWD PF8 FWD PF10 HELP PF12 SIG
106. ol number was not entered the report function will not include that individual or immunization record in the report 2 Regional Information RHA Enter the two digit RHA number to generate a report based on individuals located in the identified RHA Health Unit Enter the three digit health unit number also known as sub offices or community health offices to generate a report based on individuals located and serviced by the community health office identified MIMS Manitoba Immunization Monitoring System 151 MIMS REPORTS IMMUNIZATION STATUS LISTING 3 Postal Code Enter the six digit postal code in the postal code field to generate a report based on individuals located in the community identified NOTE Only one of the three selection criteria listed above can be used for each report Tariff Code Enter the four digit tariff code in the tariff code field to generate a report for a specific immunization tariff code This field can also be left blank If left blank the report will generate a listing of ALL immunization events for all tariff codes based on the other criteria entered date range postal code RHA or school Missing or Present The following codes are entered in this field Missing Enter M in this field to generate a report for the individuals who are MISSING the immunization by tariff code specified in the tariff code field P Present Enter P in this field to generate a report f
107. or the individuals who have RECEIVED the immunization by tariff code specified in the tariff code field A tariff code must be entered in the tariff code field if you enter M for missing or P for present Data entered in MIMS fields demographic information or immunization records is downloaded monthly on the first Friday evening following the end of the previous month Information updated to MIMS fields will display immediately however the updated information will not be included for report purposes until the monthly data download has occured MIMS Manitoba Immunization Monitoring System 152 MIMS REPORTS IMMUNIZATION STATUS LISTING A demonstration of a completed report request appears in the following screen print In this example a report request is completed to generate a school division report for 14 year old school age children male and female who are missing a Hepatitis B immunization Z ISM MAINFRAME EXTRA Personal Client File Edit View Tools Session Help 24 ele zlar e MIB30 MANITOBA IMMUNIZATION MONITORING REPORT SELECTION REQUESTING R H A TO THE ATTENTION OF FROM YEAR OF BIRTH TO YEAR OF BIRTH OPTIONA 03 HEALTH UNIT CODE 89 m ENTER UP FOR PRESENT PF1 MAIN MENU PE 2 PREV PF 10 HELP GNOFF Connected to host 192 168 4 8 11 37 AM start gi Bu fe To submit the report request once all the information is entered in the required fields p
108. oring System 173 TARIFF CODES TRAVEL TARIFF CODES MIMS TARIFF CODES MH assigns a four digit numeric tariff code to all active immunizing agents vaccines and most passive immunizing agents ex immunoglobulins antitoxins available in Manitoba Once an immunization has been administered to an individual the immunization event is entered in MIMS by the tariff code and the immunizing agent abbreviation and description are indentified The MIMS Tarriff Quick Reference for Health Professionals is up to date as of March 2011 The Quick Reference is also available on the MH website Options to access a list of current tariff codes as follows 1 For MIMS Users select selct INQUIRE GENERAL TABLE INFORMATION function from the OPERATOR PRIMARY MENU and then select MIMS INQUIRE IMMUNIZATION TABLE 2 Fora PRINTED copy of all current and cancelled tariff codes complete the MIMS IMMUNIZATION TABLE LISTING form available in the Report Section of this manual this form can also be found in the Epidemiology and Surveillance section of the Manitoba Public Health website MIMS Manitoba Immunization Monitoring System 174 MIMS CODES MIMS Tariffs Quick Reference for Health Professionals Routine Publicly Funded Vaccines Active Tariff TARIFF CODES Manitoba 9 Cancelled Tariffs DTAP IPV DTAP P HIB HB HPV 4 INF SEASON MEN C C MMR PNEU C 13 PNEU P 23 TD TDAP VAR Diphtheria Tetanus Acellular Pertuss
109. owing options are presented at the bottom of the screen BPEID HEEB 2 NUM 1 37 PM Enter C in SEL field next to a specific immunization record to change an immunization record Enter D in SEL field next to a specific immunization record to delete an immunization record PF01 MENU Proceed to the OPERATOR PRIMARY MENU PF5 UPD CH Proceed to the MAINTAIN MASTER RECORD screen PF06 ADD IMM ADD an Immunization record PF7 BACK Page back PF8 FRWD Page forward PF10 HELP Provides a description of the screen Enter a in any input field to view information relating to the field in question PF12 EXIT Initiate sign off from MIMS Complete procedures for ADDING CHANGING and DELETING an immunization record can be found in the MAINTAIN IMMUNIZATION RECORD Using PHIN No section of this manual MIMS Manitoba Immunization Monitoring System 138 MAINTAIN IMMUNIZATION RECORD SURNAME MAINTAIN IMMUNIZATION RECORD Using Surname To access the MAINTAIN IMMUNIZATION RECORD screen from the OPERATOR PRIMARY MENU using a surname e Enter 2 in FUNCTION field e Enter the first six letters of the last name e Enter the first name initial optional e Enter m for male or f for female Enter the birth month and year optional E EXTRA Personal Client File Edit View Tools Session Help OPERATO R PRIMARY MENU BEIU HEEP 2
110. quires software which can be acquired in either of the following ways 1 The Provincial Data Network PDN used by most Regional Health Authority RHA community health offices and facility sites the 3270 emulator software commonly Attachmate Extra and Jolly Giant is downloaded to the user s desktop to link to the sign in screens in MIMS 2 Manitoba On line an IBM product known as Host on Demand HOD is available via the internet Acquisition procedures for HOD are provided to the user site on request from MH ACCESSING MIMS User Options There are two types of user access available in MIMS 1 Inquiry access 2 Update access Inquiry access allows MIMS users to e Inquire only regarding the information stored the INQUIRE MASTER RECORD screen e Inquire only regarding information on the INQUIRE IMMUNIZATION RECORD screen e Inquire only regarding information on the INQUIRE GENERAL TABLE INFORMATION screen Update access allows MIMS users to Add change or delete information in the fields on the MAINTAIN MASTER RECORD screen which captures individual identifying information e Add change or delete immunization events in MIMS on the MAINTAIN IMMUNIZATION RECORD screens e Inquire regarding information on the INQUIRE GENERAL TABLE INFORMATION screen e Request reports using the Report Request option MIMS Manitoba Immunization Monitoring System 7 ACCESSSING MIMS SIGN ON ACCESSING MIMS Signing On The fol
111. reen prompt appears at the bottom of the screen SELECT A FAMILY MEMBER TO PROCEED gt Enter the MEM NO found on the far left of the screen in the prompted field at the bottom of the screen Press Enter MIMS Manitoba Immunization Monitoring System 136 MAINTAIN IMMUNIZATION RECORD MHSC MHSC REGISTRATION INDIVIDUAL PERSON DISPLAY screen INF onal Client Eg File Edit View Tools Session Help MHSC REGIS ADDRE LINE i SEX ADDRE LINE 2 BIRTH DATE AL CODE REL CODE MUN CODE CH CODE IL RETURN CODE BAND RCMP REG REG PRESS ENTER TO CONTINUE FIRM PATIENT SELECTION 2 5 PES3 ALBHA 4 12 Connected to host 192 168 4 8 NUM 1 36 PM tart Sj w A screen prompt appears at the bottom of the screen PRESS ENTER TO CONTINUE CONFIRM PATIENT SELECTION e Press Enter MIMS Manitoba Immunization Monitoring System 137 MAINTAIN IMMUNIZATION RECORD MAINTAIN IMMUNIZATION RECORD screen INFRAME EXTRA Personal Client File Edit View Tools Session Help Cielaj s lele 23 5 spa sp sz ad ve MANITOBA IMMUNIZATION MONITORING 7S TAIN IMMUNIZATION RECORD 1 MHSC ENTER C CHANGE D DELETE IN SEL FIELD OR PFO6 TO ADD IMMUN RECORD PFO1 MENU PFOS UPD CH PFO6 ADD IMM PFO7 BACK PFO8 FRWD Connected to host 192 168 4 8 isan E The foll
112. ress enter A message displayed at the bottom of the screen will confirm the report request MIMS Manitoba Immunization Monitoring System 153 MIMS REPORTS PERSONAL IDENTIFIER LISTING MIMS REPORTS Report 2 Personal Identifier Listing Report Option 2 generates a listing of individuals based on the criteria entered This report does not provide immunization event information The field definitions for this report are the same as the field definitions listed under Report Option 1 Immunization Status Listing From the Report Request Screen Enter 2 inthe ENTER REPORT NUMBER field at the bottom of the screen e Press Enter CYTDAI Y iraman _ Ej 2111 Main EXTRA trans gt File Edit View Tools Session Options Help 4 AR OG UMS 10 32 MANITOB UNI NG SYSTEM TIME PF1 MAIN MENU Connected to host 192 168 4 8 Keys 1021179 Saved 001 11 51 _ 100 iust am 5 Manitoba Immunization Monitoring System 154 MIMS REPORTS The PERSONNAL IDENTIFIER LISTING screen chent Fie Edit View Tools Session Help p E NITOBA IMMUNIZATION MONITORING REPORT SELECTION REQUESTING R H A TO THE FROM YEAR OF BIRTH TO YEAR OF BIR OPTIONA SCHOOL INFORb 2 REGIONAL INFOR TARIFF CODE ENTER PF1 MAIN MENU 2 PF 10 HELP Connected
113. rmation and procedures provided in this section are to be followed by MIMS update users to add a new immunization event in MIMS MIMS Manitoba Immunization Monitoring System 120 MAINTAIN IMMUNIZATION RECORD ADDING A RECORD From the MAINTAIN IMMUNIZATION RECORD screen e Select the PF06 ADD IMM Key ADD IMMUNIZATION RECORD screen Lm INF E EXTRA Personal Client x File Edit View Tools Session Help Jae s lele 23 5 spo sp zz ad ve ATION MONITORING VIZATION RECORD PRESS ENTER KEY TO ADD IMMUNIZATION RECORD OR PF03 TO END PFO1 MENU PFO3 END PPIU HELP 2 Connected to host 192 168 4 8 NUM 1 19PM 14 start EJ 11 59 mte The fields identified in the middle of the screen are required to be completed when updating a new immunization record Screen enhancements were done in 2002 2004 in MIMS As a result records prior to 2002 will not display certain current required fields MIMS Manitoba Immunization Monitoring System 121 MAINTAIN IMMUNIZATION RECORD ADDING A RECORD To add a new immunization event complete the following fields TARIFF CODE Enter the four digit tariff code associated with the immunization administered A list of tariff codes can be found in the INQUIRE GENERAL TABLE INFORMATION function Immunization Table option on the OPERATOR PRIMARY MENU or in the MIMS TARIFF CODES SECTION of this manual SERVICE DATE Enter the date of administrat
114. rth or if he she becomes a Manitoba resident The individual is assigned an MHSC number and PHIN and this information is downloaded from the registry to MIMS twice a month The registry is populated with e residents e individuals who have been cancelled or purged removed on MIMS due to death relocation outside of Manitoba or inability to locate due to change of address Individuals NOT found on the registry e federal employees e individuals who are a member of the RCMP or the Canadian Forces e individuals in federal correctional facilities e persons who are not insured by MH Access to the REGISTRATION INFORMATION SYSTEM is not provided on the OPERATOR PRIMARY MENU but is accessed in MIMS from the MHSC REGISTRATION FAMILY DISPLAY screen If an individual s record cannot be found in MIMS when using Inquiry or Update access the user will automatically be taken to the MH REGISTRATION INFORMATION SYSTEM screen to continue a search When an individual has been PURGED removed from MIMS the MHSC number originally assigned may be recycled to another individual over time The PHIN assigned will permanently remain assigned to the individual MIMS Manitoba Immunization Monitoring System 86 INQUIRE MH Registration Information INTRO To access the REGISTRATION INFORMATION SYSTEM from the OPERATOR PRIMARY MENU e Use MHSC as search method This brings you to MHSC REGISTRATION FAMILY DISPLAY screen
115. s the reason the person received the immunization should be entered For example a person receiving an influenza immunization is a health care worker Reason Code 1 and is also HIGH RISK Reason Code 2 The immunization will be coded as 1 for health care worker If an invalid combination of tariff code and reason code is entered an error message will be displayed to the user preventing the incorrect completion of the data entry fields MIMS Manitoba Immunization Monitoring System 123 MAINTAIN IMMUNIZATION RECORD ADDING A RECORD The following information summarizes the coding options available when updating Reason Codes in MIMS Influenza Immunization updated with Reason Codes 1 to 5 1 Health Care Worker 2 High Risk 3 Household Contact 4 No Risk Client Paid 5 Outbreak Immunization Pneumococcal Immunization updated with Reason Codes 2 4or 5 2 High Risk 4 No Risk 5 Outbreak Immunization All other Immunizations updated with Reason Code 0 4 5 6 or 7 0 Routine Immunization 4 No Risk Client Paid 5 Outbreak Immunization 6 Travel Immunization 7 Unknown MIMS Manitoba Immunization Monitoring System 124 MAINTAIN IMMUNIZATION RECORD ADDING A RECORD FUNDING CODE This field is completed with a code for specific public health administered immunizations updated in MIMS by MIMS Update Users to ensure accurate funding reimbursement to the RHAs Health care providers other than publ
116. son the individual received an immunization Physician administered immunizations downloaded to MIMS through the physician billing system do not require a reason code The reason code field was introduced October 2002 therefore immunization events prior to this date will not reflect a reason code in MIMS Reason Code Options 0 Routine Immunization Indicates the individual received a routine infant child or adult immunization 1 Health Care Worker Indicates the individual received an immunization as recommended because he she is a health care worker e g nurse home care worker health care facility volunteer This reason code is used for INFLUENZA immunizations only 2 HIGH RISK Indicates the individual is considered HIGH RISK as per the eligibility criteria for publicly funded immunizations This reason code is used for INFLUENZA and PNEUMOCOCCAL immunizations only MIMS Manitoba Immunization Monitoring System 192 FIELD DEFINITIONS IMMUNIZATION RECORD 3 Household Contact Indicates individual received an INFLUENZA immunization because they live with or have close contact with someone who is considered HIGH RISK Police officers firefighters and emergency response employees are included in this category 4 RISK Client Paid Indicates an individual received an immunization for which they were not eligible for publicly funded vaccine and therefore paid for the immunization themselves all tariff codes are app
117. tan S9ISM TN3270 EXTR eren Word Nay 212 e Enter 7 in the SELECT OPTION field e Enter the first six characters of the physician s last name in the surname field Press Enter MIMS Manitoba Immunization Monitoring System 79 INQUIRE GENERAL TABLE INFORMATION PHYSICIAN TABLE BY NAME The following list is displayed 2182 xl De Ios Seen Hep ej ejf al ziala ae Connected to hoat 182 168 4 B NUM 3139 To select a physician from the list e Enter the List No in the prompted field at the bottom of the screen Press Enter MIMS Manitoba Immunization Monitoring System 80 INQUIRE GENERAL TABLE INFORMATION PHYSICIAN TABLE BY NAME List No 1 was selected and the following screen is displayed 218 De View Ios nens Hep pisla e aj s ele zala ris BR Start 215M TN3270 EXTR al Esplemg eren Word INqury J EM 210m MIMS Manitoba Immunization Monitoring System 81 INQUIRE GENERAL TABLE INFORMATION PHYSICIAN TABLE BY NUMBER INQUIRE PHYSICIAN TABLE Using Physician Number This table provides physician information by identifying a physician number From the COMMUNITY HEALTH TABLE INQUIRY SYSTEM MAIN MENU screen 2 8 De Tom Seion pns Hep Dia a vel a elei Start 215M 2270
118. ter 1 for Inquire users in the FUNCTION field Move cursor using tab key or arrow keys to the Surname field and complete the required fields 1 2 3 Press Enter 4 On the MHSC REGISTRATION ALPHA DISPLAY screen enter the SEL number in the prompted field at the bottom of the screen and press Enter g On the FAMILY DISPLAY screen input the member number in the prompted field at the bottom of the screen and press Enter 6 Onthe MHSC REGISTRATION INDIVIDUAL PERSON DISPLAY Screen press Enter to continue MIMS Manitoba Immunization Monitoring System 38 INQUIRE IMMUNIZATION RECORD MIMS Manitoba Immunization Monitoring System INQUIRE IMMUNIZATION RECORD INTRODUCTION INQUIRE IMMUNIZATION RECORD Introduction The INQUIRE IMMUNIZATION RECORD function on the OPERATOR PRIMARY MENU provides the following information e vaccine or immunizing agent tariff code e abbreviation of the immunization administered e date the immunization was administered e provider of the immunization e reason the individual received the immunization excluding physician billing entries funding code attached to the immunization as required comments attached to the immunization event when required e restrict indicator if immunization was refused Field definitions for the above are provided in the MIMS FIELD DEFINITION section of this manual Immunization record information maintained on the INQUIRE IMMUNIZATION RECORD scre
119. ters MIMS has the capacity to produce reminder letters which recommend a review of an individual s immunization record e g pneumococcal vaccine reminder letters for individuals 65 years of age each fall Children s reminder letters are issued monthly to parents of children at specific ages that may be missing a recommended immunization based on the Manitoba Recommended Routine Infant and Childhood Immunization Schedules as follows Presently reminder letters are issued to the parents of children at the following ages 15 months e 20 months e 5 5 years old A reminder letter to be issued to parents of children at 15 5 years of age currently under review The text portion of the reminder letters are the same for all ages however the required immunogen specifications are unique to the age of the child at 15 months 20 months and 5 5 years old The letter also provides the child s immunization history and indicates if any vaccines were restricted MIMS Manitoba Immunization Monitoring System 169 MIMS REPORTS REMINDER LETTER REPORT MIMS Reports Reminder Letter Report A monthly report is also sent to each RHA and FNIH by RHA community health office and FNIH listing the children who may be missing certain immunogens This allows RHAs and FNIH to follow up on the individuals identified who may be missing a recommended immunization Report MI429RPT1 is called Manitoba Immunization Monitoring System Listing of Reminder Lett
120. tes if the individual is employed by the Canadian Forces or Royal Canadian Mounted Police RCMP 4 Canadian Forces RCMP If an individual is employed with the military or the RCMP they are not covered by MH for health insurance purposes and are insured by Health Canada PCH Personal Care Home code Previously collected information may be presented in this field however this field is now discontinued and no longer updated MIMS Manitoba Immunization Monitoring System 186 FIELD DEFINITIONS REGISTRATION FAMILY DISPLAY Coverage Cancelled Moved The next field will be populated with either Coverage Cancelled or Moved with a relevant date A coded value will also be presented for cancelled and coverage codes Cancelled Code Values 2 Deceased 4 Military RCMP 5 Unable to locate individual on family registration number 6 Registered in error 7 Unable to locate 8 Inmate of a Federal Correctional Facility 9 Adoption C Left Province Newfoundland D Left Province Prince Edward Island E Left Province New Brunswick F Left Province Nova Scotia G Left Province Quebec H Left Province Ontario Left Province Saskatchewan J Left Province Alberta K Left Province British Columbia L Left Province Yukon M Left Province North West Territories N Left Province U S A P Left Province To another country Q Left Prov
121. the MAINTAIN MASTER RECORD SCREEN includes MH registration number No e personal health identification number PHIN labelled as File No e birth date sex e assigned regional health authority RHA and related community health office e individual s address e indicator for parent or guardian e of First Nations band and treaty status if applicable e child family status protective agency or foster home e correspondence language e health problem indicator e immunization refusal indicator e deceased indicator A complete list of fields and field definitions are included in the FIELD DEFINITION Master Record section of this manual The maintain function allows the user to add change or delete individual information displayed on the MAINTAIN MASTER RECORD screen The MAINTAIN MASTER RECORD screen is accessed by using the following search methods FILE No PHIN MHSC No e SURNAME MIMS Manitoba Immunization Monitoring System 100 MAINTAIN MASTER RECORD PHIN MAINTAIN MASTER RECORD Using PHIN Ish Ih E EXTRA Personal Client File Edit View Tools Session Help au 8 Aff E Ee EAE EET MANITOBA IMMUNIZATION ONITORING MENU PEIBH HEEP 2 Connected to host 192 168 4 8 NUM 12 52 PM 72 start JE access the MAINTAIN MASTER RECORD e Enter 1 for Update users only e Enter PHIN in FILE No field
122. the first six letters of the last name e Enter the first name initial optional e Enter m for male f for female e Enter birth month and year optional Press Enter EST INFRAME EXTRA Personal Client File Edit View Tools Session Help js lta a 5 23 x alel ep spud vel MANITOBA IMMUN TION ITORING TEM TIME 13 09 49 OPERATOR LIMARY MENU I PFLO HELP 12 Connected to host 192 168 4 8 NUM 1 10 PM 12 Start 5 E 11148 fe e Press Enter For this example the birth date field was left blank in order to demonstrate the list that may result if optional fields are left blank Note Only MIMS users with Update access will have MAINTAIN functions on the OPERATOR PRIMARY MENU MIMS Manitoba Immunization Monitoring System 109 MAINTAIN MASTER RECORD SURNAME MHSC REGISTRATION ALPHA DISPLAY screen Z ISM MAINFRAME EXTRA Personal Client File Edit View Tools Session Help o 23 5 elel zilar 2 RGAQS MHSC REGISTRATION ALPHA DISPLAY SEL SURNAME MM YY ADDRESS LINE 1 ADDRESS LINE 2 REG NO SELECT A FAMILY MEMBER TO PROCEED gt PF1 REG MAIN 4 PF7 BWD PF8 FWD PF10 HELP PF12 SIGNOFF Connected to host 192 168 4 8 NUM 1 11 PM a ree v 72 Start 23 12 50 vte If the list presented continues onto additional screens the system identifies this with the MORE symbol at the bottom right of the screen To move through th
123. ther than M1050 are also provided in the INQUIRE GENERAL TABLE INFORMATION option in MIMS The reports are requested by the user through the process identified below and are produced at MH The following reports are available MIO14 MIO50 MIO10 012 022 MI0O46 M1048 MIMS MIMS MIMS MIMS MIMS MIMS MIMS Immunization Table Listing Immunization from History Tapes Regional Health Unit Listings Native Band Listing Municipality Listing Physician Listings Request alphabetical Physician Listings Request numeric MIMS report request forms are completed and sent to the Supervisor Data Control Computer Services 3047 300 Carlton Street Winnnipeg Manitoba R3B 3M9 or faxed to 204 943 0972 Once received at MH the reports are generally mailed by MH within a week Copies of the Report Request Forms are included here or can be found in the Epidemiology and Surveillance section of the Manitoba Public Health website Examples of the Report Request Forms follow MIMS Manitoba Immunization Monitoring System 157 MIMS REPORTS IMMUNIZATION TABLE LISTING MANITOBA HEALTH MIMS IMMUNIZATION TABLE LISTING To Supervisor Data Control Computer Services 3047 300 Carlton St Winnipeg Manitoba R3B 3M9 Fax 943 0972 Date JOB A4MILSTI PROGRAM A4MIO14 EASYTRIEVE PLUS REQUIRED BY REQUESTING ORGANIZATION RHA HEALTH UNIT OFFICE MAILING ADDRESS FOR REPORT EMAIL ADDRESS
124. ties and Clinics Provider Type Provider No Facility Clinic Name INPUT FORM Code Surname Given Name MHSC BIRTHDATE Vaccine Tariff Code Date of Imm YYYY MM DD l Restriction Comments Yes Initial Restriction Reason yes Restriction Reason YesL Restriction Reason YesL Surname Given Name PHIN MHSC ML BIRTHDATE Vaccine Tariff Code Date of Imm Restriction Comments YesL Initial Restriction Reason YesL Restriction Reason YesL Restriction Reason Yes Surname Given Name PHIN MHSC MEI AC BIRTHDATE Vaccine Tariff Code Date of Imm Restriction Reason yes Initial Restriction Reason YesL Restriction Reason yes Restriction Reason yes Surname Given Name PHIN MHSC MO BIRTHDATE Vaccine Tariff Code Date of Imm Restriction Reason YesL Initial Restriction Reason yes Restriction Reason YesL Restriction Reason Yes Surname Given Name PHIN MHSC ML BIRTHDATE Vaccine Tariff Code Date of Imm Restr
125. tion To request field level help enter a in the field and press the Enter key or the PF10 KEY The following HELP FACILITY screen is displayed ES yaw ook jeson Dooe 51 Sisw 1N3270 EXTR Aj Baier AS mr Wed Marini d XEM e Select PF2 RETURN TO SYSTEM to return to the MAINTAIN MASTER RECORD screen MIMS Manitoba Immunization Monitoring System 104 MAINTAIN MASTER RECORD MHSC MAINTAIN MASTER RECORD Using MHSC No If the user is accessing the MAINTAIN MASTER RECORD screen using an MHSC number e Enter 1 for Update users only e Enter No e Press Enter Note Only MIMS users with Update access will have MAINTAIN functions on the OPERATOR PRIMARY MENU MIMS Manitoba Immunization Monitoring System 105 MAINTAIN MASTER RECORD MHSC MHSC REGISTRATION FAMILY DISPLAY screen This screen provides a list of all family members associated with the MHSC number entered Field definitions for this screen can be found in the FIELD DEFINITIONS MHSC Family Registration Display section of this manual EJ INF E EXTRA Personal Client File Edit View Tools Session Help Diela s s pa epe zla xe RGAQ2 MHSC REGISTRATION FAMILY DISPLAY FZ MUN STOP AST REG NO FAMILY SURNAME 512 CODE M RIN CLAIM GROUP ACTIVITY BIRTHDZ Pon HETH 46700 De ES DD MM Y NUMBER REL M R PCH SELECT A FAMILY
126. to host 192 168 4 8 Piso cuoc a PERSONAL IDENTIFIER LISTING ATTENTION NUMBER _ HEALTH UNIT P FOR PRESENT 11 42 4M Field requirements for this screen are identical to the fields covered in Report 1 on the previous pages Please refer to the previous pages for detailed field definitions and requirements Complete the fields to customize the report required MIMS Manitoba Immunization Monitoring System 155 MIMS REPORTS PERSONAL IDENTIFIER LISTING In the following example report listing individuals enrolled in school 1511 who are missing an MMR immunization will be produced ISM MAINFRAME EXTRA Personal Client E File Edit View Tools Session Help jajaj aj lej 23 28 pol bed pda ve MIB30 MANITOBA IMMUNIZATION MONITORING REPORT SELECTION REQUES TO THE ATTENTION OF FROM YEAR OF BIRTH TO YEAR OF BI OPTIO ATION VISION 03 NUMBER REGIONAL INFORMATION R H A __ HEALTH UNIT m ENTER M FOR MISSING OR P FOR PRESENT PF1 MAIN MENU BE2 PREV PF10 HELP PF12 SIGNOFF Connected to host 192 168 4 8 12 13 PM qa DT 5 bn T Once the fields have been completed simply press enter to generate the report MIMS Manitoba Immunization Monitoring System 156 MIMS REPORTS REPORT REQUEST FORMS MIMS REPORTS MIMS REPORT REQUEST FORMS MIMS Report Request Forms produce hard copies of specific MIMS related listings Note these reports o
127. to the MIMS REPORT SECTION Immunization Certificate section of this manual MIMS Manitoba Immunization Monitoring System 94 INQUIRE MH Registration Information PHIN INQUIRE MH Registration Information By PHIN From the REGISTRATION INFORMATION SYSTEM screen e Enter the PHIN in the PERSONAL HLTH field e Press Enter EJ INF onal Client Eg File Edit View Tools Session Help sja 5 cs e 1981 zila o n ENTER PERSONA ALPHA 4 PP10 HELP IGNOFF Connected to host 192 168 4 8 NUM 2 11 PM ESSEN pL 2 Start 24 2 Microsoft Outlook E fa KILS MIMS Manitoba Immunization Monitoring System 95 INQUIRE MH Registration Information PHIN The following screen will appear if the individual has been purged removed from MIMS MHSC REGISTRATION INDIVIDUAL PERSON DISPLAY screen Refer to the message that appears at the top of the screen DISPLAY OF AN INDIVIDUAL WHO HAS AN ASSIGNED PERSONAL HEALTH NUMBER BUT NOTA REGISTRATION NUMBER A screen prompt appears at the bottom of the screen PRESS ENTER TO CONTINUE CONFIRM PATIENT SELECTION As the individual is no longer associated with an MHSC Number no additional information is available on the system If you press enter to continue the following message screen will appear FILE NO IS NOT FOUND IN THE SYSTEM The user will be returned to the OPERATOR PRIMARY MENU screen If the M
128. unization event maintained in MIMS for the individuals requested MIMS Manitoba Immunization Monitoring System 150 MIMS REPORTS IMMUNIZATION STATUS LISTING Sex In this field enter the following codes to customize the report based on gender M Male F Female B Both To the Attention of Enter the name of the person to whom the report should be mailed Customizing the Report The fields that follow allow the requestor to customize the report The user will select one only of the following sections for completion to customize the report 1 School Information Division Enter the two digit school division number in the division field to generate a report based on school age children for the school division identified The school division field requires a two digit number however school division changes several years ago in Manitoba resulted in the creation of a four digit school division coding system At this time MIMS is operating using the former two digit coding system School Number Enter the four digit school number in the school field to generate a report based on school age children for the school identified School numbers can be found in the INQUIRE GENERAL TABLE INFORMATION option 5 on the MIMS OPERATOR PRIMARY MENU selecting the Inquire Schools Table on the MIMS OPERATOR PRIMARY MENU Creating a school based report requires that school numbers have been entered in each students MASTER RECORD If a scho
129. using Surname On the OPERATOR PRIMARY MENU 1 2 3 4 Enter 4 for Update users or Enter 2 for Inquire users in the FUNCTION field Move cursor using tab key or arrow keys to the surname field and complete the required fields Press Enter On the MHSC REGISTRATION ALPHA DISPLAY screen enter the SEL number in the prompted field at the bottom of the screen and press Enter On the FAMILY DISPLAY screen enter the MEM NO in the prompted field at the bottom of the screen and press Enter On the MHSC REGISTRATION INDIVIDUAL PERSON DISPLAY screen press Enter to continue MIMS Manitoba Immunization Monitoring System 52 INQUIRE GENERAL TABLE INFORMATION MIMS Manitoba Immunization Monitoring System INQUIRE IMMUNIZATION RECORD INTRO INQUIRE GENERAL TABLE INFORMATION Introduction The INQUIRE GENERAL TABLE INFORMATION function listed on the OPERATOR PRIMARY MENU provides information for users regarding specific fields in MIMS When inquiring in MIMS or updating a new record the various tables can be used to interpret the meaning of a code or provide the information needed to correctly update a field in MIMS Some of the tables are also used by other database systems at MH There are eight table options available as follows INQUIRE REGIONAL HEALTH AUTHORITY TABLE INQUIRE NATIVE BAND TABLE INQUIRE IMMUNIZATION TABLE INQUIRE MUNICIPAL TABLE INQUIRE HOSPITAL TABLE INQUIRE SCHOOLS TABLE INQUIRE PHYSICI
130. zations updated with Reason Code 0 4 5 6 or 7 0 Routine Immunization 4 No Risk Client Paid 5 Outbreak Immunization 6 Travel Immunization 7 Unknown MIMS Manitoba Immunization Monitoring System 193 INQUIRE IMMUNIZATION RECORD PHIN DESCRIPTION A description of the immunization received is displayed in this field If a comment has been entered it will override the description field ASTERISK An asterisk appearing between the TARIFF and ABBREV fields indicates a comment has been attached to the immunization record The following screen demonstrates the asterisk field and how to access the comments attached to an immunization event 3 ISM MAINFRAME EXTRA Personal Client File Edit View Tools Session Help S cs MANITOBA IMMUNIZATION MONITORING INQUIRE IMMUNIZATION RECORD 6 4 PEB FRWD PFEIU HEEP 12 Connected to host 192 168 4 8 NUM 12 31 PM ag Start 19 ve To view the message entered in the comments field e Select PF4 COMMENTS MIMS Manitoba Immunization Monitoring System 194 INQUIRE IMMUNIZATION RECORD The comment is displayed to the right of the FUNDING field ISM MAINFRAME EXTRA Personal Client File Edit View Tools Session Help Diela s lele 23 spo sp sz at ve MANITOBA IMMUNIZATION MONITORING INQUIRE IMMUNIZATION COMMEN ETE KE PF1 MENU PF5 INQ IMMS JACK BPEB ERWD PFI0 HELP BFi12 EXIT

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