Add Organizations

Through Add Organizations, an administrator will have the ability to add an ImmTrac2 profile for a provider organization. If a user is an administrator for a parent organization, the option to modify information for the parent or any of the parent’s sub-site organizations will be available, with some limitations.

Field Name	Description
Name	Required. The name of the organization that will be added.
Org Type	Required. The type of organization that will be added. Drop-down menu pre-populated with Organization Types.
Org Intent	Required. The types of clients the organization serves. Select from the drop-down menu (Adult, Pediatrics or both).
TVFC	This tells whether or not this organization participates in a VFC. The IR Help Desk will not manually enter in orders which came by fax for VFC only providers. Select Yes or No
Deputizing Agreement	Appears if the organization is a VFC organization. Default is "No". Select "Yes" if there is a Deputizing Agreement.
Public Org	This tells whether the organization is public. This influences which vaccines the organization can order. Select Yes or No
State Reminder/Recall	The State Reminder Recall determines if the Organization can run a Statewide reminder recall report. Default value = No. If "Yes" is selected the organization will have the option to run statewide reminder recall reports.
County Org	This tells whether the organization is a county health department or county health program. If you choose Yes, make sure to select one or more counties in the Assigned County field for the organization. This will enable you to run Reminder Recall and Assessment reports for patients living in the county specified. Select Yes or No
Return Clients without Imms	This tells whether or not to include clients that don't have immunization when running reports.
County	Required. Drop-down menu pre-populated with TX counties.
Responsible Entity	Required. Select from the drop-down menu. Each provider site will be assigned/associated with a state-defined region known as a Responsible Entity.
Birthing Facility ID/TER Code	The ID assigned to birthing facilities.
Import Code	The code used to import files/data. Automatically generated by the system.
Site Registration Date	MM/YY/YYYY format. The date the initial site agreement was signed.
Site Agreement Date	MM/YY/YYYY format. The date of the most recent site agreement.
Org Medicaid ID	The organization’s Medicaid ID number.
VACCINES OFFERED section
All ACIP Recommended Vaccines	All vaccines listed on ACIP schedule are offered by the organization.
Offers Select Vaccines	Vaccines that are selected are offered by the organization. Check the boxes to select the appropriate vaccines that are offered.
Data Source	Required. From the drop-down menu, select who will be submitting immunization information for this organization, self, parent, or vendor. Default is Self.
Data Source Relationships	Required. From the drop down menu, select the organization that will be submitting immunization information for this organization if it is something other than “Self”.
Data Exchange Selections
Source Type	Required. From the drop-down menu, select whether the parent or subsite will submit data. Primary=Parent site, Secondary=Subsite. Default is Unknown/None.
Submission Type	From the drop-down menu, select how the organization will submit data.
State Supplied Vaccines Profile section
VFC PIN	State supplied PIN
Varicella Certified	Select from the "Yes" or "No" radio buttons.
VFC Status	Select from the drop-down menu.
VFC Only	Select whether or not the organization participates only I the TVFC inventory portion of ImmTrac2. Select from the "Yes" or "No" radio buttons
Billing Begin Date	MM/YY/YYYY format
End Date	MM/YY/YYYY forma
Tier/Frequency	Select from the drop-down menu.
Original Certification Date	MM/YY/YYYY format
Recertification Date	MM/YY/YYYY format
Delivery Days and Times	Times at which vaccines should be delivered. Select Delivery Window 1 times and Delivery Window 2 times (optional)
Organization Contact Information section
Phone	Phone number of point of contact
Fax	Fax number of contact
Organization Email	Email address for the organization (optional)
Physical Address	Enter Address 1, Address 2, PO Box, City, State, Zip(+4) as applicable
Mailing Address	Click box to populate with physical address or enter Address 1, Address 2, PO Box, City, State, Zip(+4) as applicable
Vaccine Delivery Address	Click box to populate with physical address or enter Address 1, Address 2, PO Box, City, State, Zip(+4) as applicable
Organization's Client Demographic Information section
Which age groups does the Organization vaccinate?	Survey of immunization given by age within organization
Does the Organization Vaccinate Privately insured clients?	Survey of immunization given by age for clients who are privately insured.
Does the Organization bill Medicaid for admin fees?	Indicates if the org bills Medicaid for admin fees.
Does the Organization bill for CHIP admin fees?	Indicates if the org bills CHIP for admin fees.
Individual Contacts section
Contact Type	Required. From the drop-down menu, select the role the contact has.
Last Name	Required. Contact Last Name.
First Name	Required. Contact First Name.
Middle Name	Contact Middle Name.
Email	Required. Must be a unique email. One email for multiple users is not allowed.
Job Title	The job title that the contact holds.
Telephone	Contact Phone number
Ext	Contact extension
Complete Annual Training	Required. Select Yes or No depending on whether or not the contact completed their annual training.
Type of Training Received	Required. Enter the type of training the contact received.
Comments	Comments entered by the administrator. This section will be available only for the State staff.
	Clicking on Save will validate the information entered on the screen. A message will appear at the top indicating if the organization details were saved or if there are missing required fields.
	Clicking on Apply will validate the information entered on the screen. A message will appear at the top indicating if the user was saved or if there are missing required fields.
	Clicking on Cancel will discard any changes made on the screen. A confirmation message box will appear asking if you want to continue. Pressing OK on the message box will discard any changes made to the contact information. Cancel will keep you on the screen without discarding changes.