PhilaVax Hotline: 215-685-6784 or PhilaVax@phila.gov
PhilaVax: Philadelphia’s Immunization Information System (IIS) (formerly known as the KIDS Plus IIS), operated by the Philadelphia Department of Public Health, is a confidential, population-based, computerized system that collects and disseminates consolidated immunization information for Philadelphia residents of all ages. Health care professionals and patients can be assured that their immunization records are safe and complete and will be available to them for years to come.
PhilaVax meets the guidelines for immunization information system functionality developed by the Centers for Disease Control and Prevention.
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. In 2007, the first web-based KIDS system was created allowing users direct access through a secure website. The most recent upgrade in 2012 to the KIDS Plus IIS used today, continued the secure web-based access and included additional immunization practice tools for providers.
From its start, PhilaVax has included children from 0 – 7 years of age, expanding twice. In 2007 the Philadelphia Board of Health regulation was expanded to require reporting on patients 0-18 years old and an addition expansion in 2009 requires reporting on all adults over 18 years. Reporting on all immunizations administered through the lifespan is required by a Philadelphia Board of Health regulation.
What can PhilaVax do for my practice?
An immunization information system is an important tool to increase and sustain high immunization coverage rates by consolidating immunization records from multiple providers, allowing providers to generate recall notices for individuals who are not up-to-date, minimizing over-immunization, and identifying missed opportunities for immunization. The following tools are available in the PhilaVax for providers:
- Quick patient immunization history search
- Built-in recommendations to show which vaccines are due for the patient
- Printable school immunization forms
- Practice-specific patient remind and/or recall reports
- Practice-specific immunization coverage rates
- Practice-based patient roster
PhilaVax Reporting Forms
- Reporting Instructions
- Influenza Reporting Form
- 0 – 18 Reporting Form
- Adult Reporting Form
- No Dose Reporting Form
- Flat File Reporting Guide
PhilaVax Training Resources
PhilaVax Security and Confidentiality Form
Other Important Forms
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 information system.
PhilaVax 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 PhilaVax.
Philadelphia Immunization Regulations
- Philadelphia Health Code
- PDPH Regulations Governing the Immunization and Treatment of Newborns, Children and Adolescents (Please visit the Resources page for the latest immunization requirements for Philadelphia schools)
- PDPH Regulations Governing the Immunization of Adults
There are two different data sources and methods of reporting data to KIDS Plus IIS electronically:
- Electronic Medical Record (EMR) or Billing extract: Data is extracted from a billing, EMR or EHR system, .CSV, .XLS and .TXT formatted files are submitted to KIDS Plus IIS via the Philadelphia Secure File Transfer Protocol (SFTP) Website. Click here for more information on reporting requirements.
- Electronic Medical Record (EMR) Health Level 7 (HL7) reporting: Data is formatted in HL7 messaging format and transmitted to KIDS Plus IIS through SFTP or SOAP web services. KIDS Plus currently supports HL7 v2.5.1 batch, real-time uni-directional and bi-directional messaging. Click here for more information on HL7 reporting and meaningful use.
Electronic reporting has several advantages over manual reporting, primarily the reduction in workload on the provider compared to manual reporting. In addition, there is virtually no delay from submission of data to entry into the KIDS Plus IIS, resulting in rapid access to data for reports and patient search.
This method requires data submission by paper reporting forms either via secure fax to 215-238-6944 or by mail to KIDS Plus IIS. 500 S. Broad St. 2nd Floor Philadelphia Pa, 19146. There are three types of logs used to report data to the KIDS Plus IIS:
PhilaVax 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 PhilaVax is permitted to individuals who fit one of the above categories. Any request for access to PhilaVax is reviewed on a case-by-case basis.
How to get access to PhilaVax
- Review the PhilaVax 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, PhilaVax staff will contact you directly with your log-in information.
For more information on how you can get access to KPhilaVax, please email us at PhilaVax@phila.gov or call us at 215-685-6784.
User Confidentiality Policy
The data contained in PhilaVax are confidential. Prior to accessing PhilaVax each user must read and sign a User Security and Confidentiality Agreement. Users, healthcare 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 PhilaVax:
- Sharing your login and password with others, including co-workers.
- Using another person’s PhilaVax login and password.
- PhilaVax records are not to be shared with unauthorized users, nor are they to be accessed for research, presentations or publications.
PhilaVax requires user authentication, individual passwords changed every 90 days, and completion of a new agreement annually. PhilaVax staff conduct extensive audits of user activity records. PhilaVax revises its Confidentiality and Security procedures as industry standards are updated.
The reporting of immunization data to PhilaVax 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, PhilaVax is HIPAA compliant for all standards established for security of electronic personal health information.
What is PhilaVax?
PhilaVax, formerly known as KIDS Plus IIS, is an electronic tracking system for health care professionals to retrieve and store immunization records.
Who is required to report to PhilaVax?
Any Philadelphia provider, who administers vaccine within the city’s jurisdiction, is required to report to PhilaVax.
How do I get access to PhilaVax?
If you are a provider that would like access to PhilaVax, please complete our Confidentiality Agreement. PhilaVax staff will evaluate your request and will contact you, if there are any questions.
What type of equipment do I need to access PhilaVax?
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 PhilaVax is free of charge.
How do we report immunization information to PhilaVax?
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 PhilaVax Reporting forms?
Please click on the “PhilaVax Forms” tab above for those paper PhilaVax reporting forms. The PhilaVax reporting forms can also be found on our homepage under the “Important Forms” section (bottom right).
Immunization Chart Review Specialists (ICRS) conduct data quality checks through provider provided data or by on-site chart audits of pediatric and adolescent immunization providers within the City of Philadelphia. ICRS are dedicated to the various Immunization Program data collection needs, as well as the Provider Based Outreach Initiative. Click here to learn more about immunization outreach.
Chart reviews are primarily focused on infants and young children under the age of 2 for PBO needs, and adolescents and teens (11-18 years old) for all other programmatic needs. However, chart review may be conducted on any age range in the PhilaVax Immunization Information System (IIS).
- ICRS – pull physical charts or extract patient immunization histories from provider databases.
- Entering immunizations that have been administered to children but are missing from KIDS Plus IIS following the chart review.
- Updating patient information.
- Gathering and reporting data quality issues to PhilaVax.