Onboarding Shared Services 

Onboarding is the process and activities necessary to establish an electronic interface between an immunization provider’s electronic health record (EHR) system and a jurisdiction’s immunization information system (IIS). During the COVID-19 pandemic, the need for onboarding surged as new data exchange partners surfaced, highlighting the demand for additional onboarding support and standardized onboarding processes. To address this need, AIRA collaborated with CDC to support jurisdictions with onboarding providers, offering resources based on AIRA’s Onboarding Consensus-Based Recommendations, and providing onboarding training.

Onboarding Resources

AIRA has compiled a list of resources in the IIS Orientation to Provider Onboarding: Resources Checklist to serve as a starting point for staff who are new to an IIS onboarding role and/or are new to interoperability as it relates to immunization messaging. This checklist supports IIS staff in their provider-onboarding process (i.e., the process of establishing and testing a data exchange interface between an EHR system and an IIS).

Onboarding templates are available to help IIS develop local onboarding processes and documentation or identify where existing resources can be modified to better align with recommendations. These templates are intended to be personalized and modified to meet jurisdictional needs.

Check Out the Onboarding Templates

AIRA’s onboarding templates include:

1. Readiness Checklist: a tool used to provide an overview of activities that need to be completed by a provider in order to prepare for onboarding and data exchange
2. Registration Form: a tool used to capture basic information from a provider organization that wants to exchange data with your IIS
3. Questionnaire: a questionnaire used to capture detailed information from a provider regarding population served, immunization practice, patients, and EHR system used
4. Onboarding Guide: a tool used to provide information about the IIS onboarding process for provider organizations to establish and test data exchange with an IIS
5. Onboarding and Interface Project Tracking Tool: a tool that allows IIS to monitor and track provider organizations’ onboarding progress
6. Standard Operating Procedure: a tool that documents policies, tasks, communications, and responsibilities associated with the onboarding of provider organizations
7. Roles and Responsibilities (RASCI): a tool that documents roles and responsibilities among IIS resources for tasks associated with the onboarding process

Additional Resources

• Onboarding Consensus-Based Recommendations
• MIROW Data Quality Assurance in Immunization Information Systems
• Data Validation Guide for the IIS Onboarding Process
• IIS Data Quality Practices – Monitoring and Evaluating Data Submissions
• Importing Legacy Data to Improve IIS Saturation

Provider Organization Onboarding for IIS Course

The course is designed to build and enhance your capacity to conduct provider onboarding in alignment with best practices and recommendations. The interactive content and knowledge checks offer a deep dive into each step of the onboarding process and provide opportunities to respond to scenarios and identify enhancements to your jurisdiction’s procedures and documentation.

Targeted Audience

This course is intended for jurisdictional IIS staff responsible for provider onboarding activities (i.e., establishing an electronic interface between a provider’s EHR system and an IIS). Participants should have a basic knowledge of HL7 and provider organization onboarding. For staff new to onboarding or interoperability, AIRA’s IIS Orientation to Provider Onboarding: Resources Checklist offers a helpful starting point with an annotated list of key resources.

IIS managers and other immunization program staff may also benefit from participating to better understand onboarding-related IIS activities.

Objectives

• Build or enhance participants’ capacity to conduct provider onboarding
• Increase standardization of onboarding processes and documentation across jurisdictions in alignment with the best practices in the Onboarding Consensus-Based Recommendations and Data Validation Guide for the IIS Onboarding Process

Key information

• Syllabus–provides course summary
• Estimated time to complete –up to 2 hours
• Registration –register here to receive access to course materials in Rise, AIRA’s online training system

*Important Note: The six-session course is in the process of being converted from a live format to an on-demand format. As of now, only Sessions one and two have been fully converted to the on-demand format. The remaining four sessions (sessions three through six) are still being developed and will be released in the near future. In the interim, learners may request live course recordings from AIRA by contacting us directly at [email protected]. We appreciate your understanding and will keep you updated as the remaining on-demand sessions become available.

Questions?

If you have questions about onboarding or these resources, email [email protected].