Training Invitation Letter and Instructions
The purpose of this letter is to supply all health care providers who administer immunizations with information regarding training opportunities for the New York State Immunization Information System (NYSIIS). NYSIIS is the web-based statewide immunization information system for New York State providers outside of the five boroughs of New York City.
NYSIIS was developed as required under Article 21, Title 6, Section 2168 of the Public Health Law. This law, which took effect January 1, 2008, mandates health care providers to report all immunizations administered to persons less than 19 years of age to the New York State Department of Health (NYSDOH). The law also requires that immunization histories of all persons less than 19 years of age who receive vaccines after January 1, 2008 also be recorded in NYSIIS, if those histories have not already been reported.
The Public Health Law provided a two year implementation period to enable providers to be phased in through continuous regional roll out. Since 2008 multiple training opportunities and methods have been available to all providers statewide. It is important to note that those who are not currently participating are out of compliance with the legislative mandate. Failure to comply with public health law may result in monetary penalties. It is imperative that any provider organization that has not yet attended training or begun reporting to NYSIIS take the necessary steps to do so by reviewing the contents of this letter. Webinar trainings and onsite opportunities are available.
The following information is included in this letter:
- Health Commerce System (HCS) Account Instructions
- NYSIIS User Roles
- Training Options
- Training Schedule and Registration
- Pre and Post Training Checklist
- Where to Get Additional Information
1. Health Commerce System (HCS) Account Instructions
The NYSDOH Health Commerce System is a secure intranet designed by NYSDOH specifically for electronically exchanging health related data and information between health care providers and NYSDOH.
Individual HCS accounts are required for accessing NYSIIS. All NYSIIS users should have their own personal active HCS account prior to training. HCS accounts cannot be shared. Without an HCS account, users will not be able to access the NYSIIS application.
- A prescribing medical professional within a practice can request an HCS account at the following Department of Health web site: https://hcsteamwork1.health.state.ny.us/pub/top.html
- Any prescribing medical professional who obtains an HCS account is automatically given "Director" and "HCS Coordinator" roles.
- The HCS Coordinator role is authorized to manage the medical practice user accounts on the HCS and be the principal point of contact concerning HCS access. The Coordinator will be given access to approve user account requests for other staff, which include non-medical office staff. This can be done by following Step B located here: https://apps.health.ny.gov/pub/ctrldocs/paperless_edoc2.pdf
- The prescribing medical professional may delegate the Coordinator role to one or more medical or non-medical staff members. It is recommended that an office designate at least two staff as Coordinators. Every HCS Coordinator must have an active HCS account. This can be done through the Health Commerce web site by logging on: https://commerce.health.state.ny.us/ and accessing Coord Account Tools- HCS and requesting a "Coordinator" account.
- All staff from providers' practices that will be responsible for accessing NYSIIS will need HCS accounts. Each user needs to have their own PERSONAL, unique login id and password.
- Users can apply for an account by following the instructions in Step A located here: https://apps.health.ny.gov/pub/ctrldocs/paperless_edoc2.pdf
If you are not sure if your work site has previously applied for access to the HCS, or who your HCS Coordinator is, you can contact the Commerce Account Management Unit (CAMU) Help Desk at 1-866-529-1890 or email@example.com.
CAMU Hours of Operation for account information and passwords - 8AM-4:45PM EST excluding weekends and closed holidays.
2. NYSIIS User Roles
NYSIIS is set up to accommodate a variety of user types. Each user will have access to certain features of the application based on the role assigned to them. Training opportunities targeting both the NYSIIS Administrative User and the NYSIIS Standard User roles are available.
- NYSIIS Administrative User - This is the main contact for NYSIIS within the health care organization. The administrative user can access all features of the application. Only the administrative user will be authorized to provide access to NYSIIS for all appropriate staff by adding them as NYSIIS users to the system. Other responsibilities include maintaining all organization specific information and adding and maintaining physician and school information for their organization. In addition, if your organization chooses to utilize the vaccine inventory functions available within NYSIIS, only the Administrative User will have access to add and manage vaccine inventory. If your organization participates with the NYSDOH Vaccine Program, then the administrative user will have access to the vaccine ordering module as well.
Please Note: It is recommended that Administrative Users receive both Standard User and Administrative User training. A combined Standard/Administrative User webinar is available.
- NYSIIS Standard User - This is the most common user role for NYSIIS. The standard user adds, edits, and finds patients, manages immunization information, and can run and print various immunization reports (e.x., Patient Specific, Doses Administered, Reminder Recall, etc.). This type of user should seek NYSIIS Standard User training.
3. Training Options
For participants to receive the maximum benefit of training and to ensure training remains focused on the training-related content, training participants are expected to have the following basic knowledge:
- General computer skills necessary to operate and navigate Windows based applications.
- Computer related terminology and acronyms (e.g., icon, desktop, search, toolbars, menus).
- Use of the internet, including accessing, navigating and using search engines (browsers).
- General knowledge of immunizations.
- General knowledge of their organizational processes and procedures, particularly for those users who will be functioning as a NYSIIS Administrative User.
Primary Training Options:
- Webinar Training - Both User Roles (Live and Recorded Sessions)
- Organization-Specific Webinars - Both User Roles
For new users, the following training methods should only be used in conjunction with one of the primary training options above.The user manual and self-guided tutorials are not intended to be the sole source of training for new users, however, the following training methods are a good reference tool and/or refresher as users begin utilizing NYSIIS.
- User Manual - Available Online
- Self-guided Online Tutorials - Available through the NYSDOH HCS portal - from the home page click: My Content>Documents by Group>Health Care>NYSIIS>Training>Self-Guided NYSIIS Training Tutorials
A webinar provides demonstration of the NYSIIS application via the internet. It is a convenient training format that allows participants to watch training from their office computer. Recorded versions of the Standard User, Administrative User, and Combined Standard/Administrative User trainings are available for viewing at any time that is convenient. Other recorded webinars regarding NYSIIS specific functions are available as well.
Live "Ask the Trainer" webinars are offered monthly. During the live webinar sessions, participants will be able to communicate with the webinar trainer. "Ask the Trainer" webinars are open forum sessions where participants can ask specific questions. The trainer can provide a demonstration of the NYSIIS functions related to user questions.
- The following training sessions are available:
- Standard User Training - approx. 2.5 hours (recorded session only)
- Combined Standard/Administrative User Training - approx. 3 hours (recorded session only)
- Administrative User - approx. 45 minutes (recorded session only)
- Registration required for both live and recorded webinars.
- For live webinars a computer with internet access and an available telephone line (to dial in) are required.
- Offices with access to space with a computer and conference phone could have multiple staff participate using a single connection.
- For recorded webinars only a computer with internet and speakers or headphones are required.
- Recorded webinar sessions can be viewed at any time.
This option provides training specifically for your organization with our NYSIIS trainer via live webinar. Training will be coordinated between your organization and our trainer to provide training at a time that is convenient for your staff. Once a date and time is coordinated with the trainer you will receive a webinar invitation. Each staff member that will attend the webinar must complete the webinar registration. All reference materials will be sent to you either via email or hardcopy after training.
* Keep in mind a complete NYSIIS training takes between 2 ½ to 3 hours.
4. Training Schedule and Registration
Registration is required for recorded webinar trainings. Users should obtain an HCS account prior to training, which may take up to 2 weeks. You may register for training while your HCS account request is pending. Please indicate "Pending" in the HCS ID field on the registration form.
Webinar Registration – Registration for recorded webinars is available online at http://nysdoh.webex.com. Open "Training Center".
For recorded webinars select "Recorded Sessions" on the left side of your screen under"Attend a Session". In the search box type in "nysiis" to filter on all available NYSIIS training webinars. Select the appropriate training topic and press "View". Once you complete the registration form the webinar will begin.
5. Pre and Post Training Checklist
The following list is provided to assist you with tracking the activities to be completed before and after training.
Before NYSIIS Training:
- Ensure all staff have their own HCS Account.
- Verify HCS Account is active by successfully logging into the HCS home page at: https://commerce.health.state.ny.us/
- Assign NYSIIS user roles for your office:
- Administrative User
- Standard User
- Designate staff to attend training.
After NYSIIS Training
- Complete NYSIIS User Agreement for each staff member accessing NYSIIS
- NYSIIS Administrative User adds all other NYSIIS users to the system.
- Training participant disseminates NYSIIS information and provides training for other office staff.
- Begin reporting to NYSIIS.
- Begin distributing NYSIIS parental notification when immunizations are administered.
6. Where to Get Additional Information
For more details on the legislation and NYSIIS, please visit our website:
We are very appreciative of your support for this important public health activity. Your participation is invaluable to the program's success. You may also contact NYSIIS staff at (518) 473-2839 or email NYSIIS@health.ny.gov with additional questions.
Dina Hoefer, PhD
NYSIIS Program Manager
Bureau of Immunization