KIDS Plus IIS
The KIDS Plus Immunization Information System (IIS), operated by the Philadelphia Department of Public Health, is an electronic tracking system for health care providers to retrieve and store patients’ immunization records. KIDS Plus IIS (also known as the KIDS Registry) is a secure and confidential system that collects immunization information for Philadelphians of all ages. Health care professionals and patients can be assured that their immunization records will be available to them for years to come.
About KIDS Plus IIS
History of the Philadelphia Immunization Registry
In 1993, with funding from the Robert Wood Johnson Foundation, Keystone Mercy Health Plan, and the Centers For Disease Control & Prevention (CDC) the Kids Immunization Database/Tracking System (KIDS) was started. The mission of the project was to develop, implement and evaluate an immunization tracking system for Philadelphia’s residents. From its start, KIDS has tracked children from 0 – 7 years of age, expanding twice. The first expansion in 2007 included all children 0 – 18 and a system upgrade culminating in KIDS IIS. The second upgrade came in 2009 and included all adults. This most recent upgrade resulted in the latest version of KIDS, KIDS Plus IIS, which now tracks immunizations over a patient’s entire life-span.
How do we get immunization records?
Philadelphia city providers report on a regular basis to KIDS Plus IIS. Reporting, at a minimum, is required monthly. Any immunization a patient receives within the City of Philadelphia is reportable to KIDS Plus IIS.
KIDS Plus IIS meets the guidelines for immunization information system functionality developed by the Centers for Disease Control and Prevention.
KIDS Plus IIS Forms
KIDS Plus IIS Reporting Forms
- KIDS Plus IIS Reporting Instructions
- KIDS Plus IIS Influenza Reporting Form
- KIDS Plus IIS 0 – 18 Reporting Form
- KIDS Plus IIS Adult Reporting Form
- KIDS Plus IIS No Dose Reporting Form
- KIDS Plus IIS Guidelines for Reporting Immunization Data Flat Files
KIDS Plus IIS Training Resources
- KIDS Plus IIS Log-in Help
- KIDS Plus IIS Patient Search Help
- KIDS Plus IIS Menu and Icon Legend
- Ten KIDS Plus IIS Tips
- KIDS Plus IIS Computer Requirements
KIDS Plus IIS Security and Confidentiality Form
Other Important Forms
- KIDS Plus IIS Patient Update Request
- KIDS Plus IIS Immunization Record Request
- Commonly Administered Vaccines
Reporting Immunizations is Required
Pursuant to its public health authority under § 6-210 of the Philadelphia Health Code, the Philadelphia Board of Health has issued regulations that mandate reporting of immunization data on all immunizations administered to all individuals in the city of Philadelphia — children 0-18 years of age and adults over 18 years of age — to a citywide immunization registry.
The KIDS Plus IIS requires providers to report at least once a month to ensure accurate and up-to-date data. There are several ways in which providers can report data to KIDS Plus IIS.
Electronic reporting: Electronic reporting has several advantages over manual reporting. First, since the data is pulled from a billing system, EMR, or EHR the workload for the provider is reduced. Second, since the data is uploaded to the KIDS Plus IIS Secure File Transfer Protocol (SFTP) there is a virtually no delay from submission to entry into KIDS Plus IIS. Typically, once the file is approved, it is uploaded to KIDS Plus IIS within 24 – 48 hours. This means rapid access to data either via report or the general search function in KIDS Plus IIS. Finally, submission of electronic data to KIDS Plus IIS will satisfy the meaningful use Menu Set Measure #9.
- The two most common file types submitted to KIDS Plus IIS are Flat files and XMLs. They can be pulled from EMRs, EHRs and billing systems. A flat file is text file with a simple delineation such as commas or semi-colons.
- Health Level 7 (HL7) communications are another way to submit data to KIDS Plus IIS. KIDS Plus IIS will support several types of messages including, batch files, uni-directional and bi-directional messages.
Manual reporting: This method requires data submission by paper reporting forms either via secure fax to 215-238-6944 or by mail to KIDS Plus IIS Registry 500 S. Broad St. 2nd Floor Philadelphia Pa, 19146. There are four types of logs used to report data to the KIDS Plus IIS. Please click on this link (insert link to reporting forms) for paper reporting forms.
Philadelphia Immunization Regulations
- Philadelphia Health Code
- PDPH Regulations Governing the Immunization and Treatment of Newborns, Children and Adolescents (Please visit the Local Resources page for the latest immunization requirements for Philadelphia schools)
- PDPH Regulations Governing the Immunization of Adults
KIDS Plus IIS Users
KIDS Plus IIS is an important tool for Philadelphia immunization providers, clinics, schools, hospitals, or entities that have contracted with the Philadelphia Department of Public Health for immunizations. Access to KIDS Plus IIS is permitted to individuals who fit one of the above categories. Any request for access to KIDS Plus IIS is reviewed on a case-by-case basis.
How to get access to KIDS Plus
- Review the KIDS Plus IIS Confidentiality and Security Agreement
- Complete the last page of the agreement and return it to us by fax, email, or mail.
- Once your agreement is processed and approved, KIDS Plus IIS staff will contact you directly with your log-in information.
For more information on how you can get access to KIDS Plus IIS, please email us at KIDSRegistry@phila.gov or call us at (215) 685-6784.
User Confidentiality Policy
The data contained in KIDS Plus IIS are confidential. Prior to accessing KIDS Plus IIS each user must read and sign a KIDS Plus IIS User Security and Confidentiality Agreement. Users, health care entities, or schools who violate this agreement are subject to immediate termination of electronic access, and may face civil or criminal charges for improper disclosure of health information.
Please note that the following are examples of improper use of the KIDS Plus IIS:
- Sharing your login and password with others, including co-workers.
- Using another person’s KIDS Plus IIS login and password.
- KIDS Plus IIS Registry records are not to be shared with unauthorized users, nor are they to be accessed for research, presentations, or publications.
KIDS Plus IIS requires user authentication, individual passwords changed every 90 days, and completion of a new agreement annually. KIDS Plus IIS staff conduct extensive audits of user activity records. KIDS Plus IIS revises its Confidentiality and Security procedures as industry standards are updated.
The reporting of immunization data to KIDS Plus IIS is exempt from the Health Insurance Portability and Accountability Act of 1996 (HIPAA) Privacy Rule since it is considered a public health activity. HIPAA allows public health authorities to collect immunization information without an authorization. However, the KIDS Plus IIS is HIPAA compliant for all standards established for security of electronic personal health information.
KIDS Plus IIS FAQs
What is KIDS Plus IIS?
KIDS Plus IIS, also known as KIDS Plus or KIDS Registry is a electronic tracking system for health care professionals to retrieve and store immunization records.
Who is required to report to KIDS Plus IIS?
Any Philadelphia provider, who administers vaccine within the city’s jurisdiction, is required to report to KIDS Plus IIS.
How do I get access to KIDS Plus IIS?
If you are a provider that would like access to KIDS Plus IIS, please complete our Confidentiality and Security Agreement. KIDS Plus IIS staff will evaluate your request and will contact you, if there are any questions.
What type of equipment do I need to access KIDS Plus IIS?
Your office will need a working computer, Internet access, Adobe PDF Reader, and Internet Explorer 6.0 or higher (Mozilla Firefox, Safari and Google Chrome are acceptable alternatives). There is no software to install and access to KIDS Plus IIS is free of charge.
How do we report immunization information to KIDS Plus IIS?
Your office can report immunization information electronically through your billing system or EMR/EHR system. If you are interested in reporting via HL7, please visit our Meaningful Use page. If your office does not have the capability to report electronically, reporting on paper Immunization Reporting Forms is an option.
Where can I find the KIDS Plus IIS Reporting forms?
Please click on the “KIDS Plus IIS Forms” tab above for those paper KIDS Plus IIS reporting forms. The KIDS Plus IIS reporting forms can also be found on our homepage under the “Important Forms” section (bottom right).
KIDS Plus IIS Statistics
KIDS Plus IIS houses data on nearly 900,000 individuals and contains documentation of more than 9 million immunizations. As of 2011, the mean doses of vaccine per person captured in KIDS Plus IIS, was 9.8. The mean doses captured in KIDS Plus IIS for infants and children was 14.3. Over 211,000 individuals have 20 or more doses of vaccine captured in KIDS Plus IIS.
Last Updated: March 2013