Edit Organizations

Purpose

Through Edit Organizations, an administrator will have the ability to find and maintain information for their organization. If a user is an administrator for a parent organization, the option to modify information for the parent organization or any of the organizations' sub-sites will be available, with some limitations.

- List of Organizations

- Edit Organizations

List of Organizations

Once clicking on Edit Organization from the menu, an administrator will see a list of active organizations he/she has rights to. Clicking on the organization's name will allow an administrator to make changes to it.

Edit Organizations

The following sub-functions are available when maintaining organizations:

1. Maintain organization information such as name, Org Code, address, and contact information.

2. If the organization name is edited, the associated site with the same name will be updated automatically.

Field Name | Description
IIS Status | Radio button to select if an organization is Open and conducting business or Closed (shut down).
TXIIS ID | Organization's ImmTrac2 ID. Automatically generated.
Name | Required. The name of the organization that will be added.
Org Code | Required. The code generated by the State.
Org Type | Required. The type of organization. Drop-down menu is 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 or not in 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 organization’s code when submitting files.
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 date the registration/renewal was approved.
Org Medicaid ID | The organization’s Medicaid ID number.
VACCINES OFFERED section
All ACIP Recommended Vaccines | All vaccines listed on ACIP schedule are offered.
Offers Select Vaccines | Vaccines that are selected are offered.
Data Source | Required. Select from the drop-down menu. Default is Self. Select who will be submitting immunization information for this organization, self, parent, or vendor.
Data Source Relationships | Required. Select from the Drop Down Menu. Select the name of the organization that will be submitting immunization information for this organization.
Data Exchange Selections
Source Type | Required. Select from the drop-down menu. Default is Unknown/None. Select whether the parent or subsite will submit data. Primary=Parent site, Secondary=Subsite.
Submission Type | Select 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 format
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 of the contact (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. F rom the drop-down menu, select the role the contact will have.
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 | Auto advance tabs
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.

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