Overview
Each state in the USA maintains their own operational immunization information system (IIS). Cerbo is now integrated with various states in order to allow you to submit immunization records for your patients directly to the state per CDC Guidelines, and we are working hard to integrate with as many states as are needed.
Note that this is a one-way integration which only allows you to report TO the state (this feature does NOT also allow you to download or receive vaccination records FROM the state).
Contact support@cer.bo to inquire about the status of your state's integration!
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Details
To get started, go to Admin > Manage > Integrations and you should see the Vaccine Registry Programs section here:
Once you select your state from the dropdown, you will either see a message that it's not ready yet (in which case, please follow the instructions here to let us know you're interested!) or you will see a new window appear to collect the information required by your state. Check your state's website for further information if you aren't sure where to get these.
Using the Integration - How it Works
Once you are successfully integrated, you can go to Reporting > Vaccine State Registry to send and/or check the status of your immunization records reporting.
Automatic Reporting
The system automatically reports to the state every night at 4am, and these automatic reports ONLY include records added the previous day. This means that any records added to the system before the integration was set up, or where automatic reporting had failed (if required info was missing), will need to be manually reported.
Manual Reporting
You can manually report a vaccination record from any of the tabs found under Reporting > Vaccine State Registry. You will generally only manually report items under the "Not Reported" tab (this is where you can find records that were added before the integration was set up, or where automatic reporting had failed). Occasionally, you will also want to manually report from the "Reported" tab if the state requires it (sometimes the reporting doesn't fail, but the state sends a warning that information was missing and they need you to resend it - see the below "Failures/Troubleshooting" section for more information on this).
How to Ensure Successful Reporting
Each state requires certain patient information (such as race, ethnicity, VFC eligibility, etc) and vaccination details (such as lot numbers, dosage details, etc) are included in your records.
For required patient information:
- You should now see a new prompt to add required details when you are adding a vaccine record for a patient. If the patient is missing this information (meaning the system will fail to report unless you resolve), you should see this message appear in red and with a warning icon:
- If you are manually reporting records from Reporting > Vaccine State Registry, you can click on any patient's name in the list to add or edit these required details. If the patient is missing this required information, they will also appear with a warning icon next to their name:
- When in any patient's chart, you will see a warning indicator in their vaccination block if they are missing required information (you can click on this icon to add those details as well):
For required vaccine information:
- Note that only certain vaccine types are supported for state reporting. To see the full list of supported vaccine types, go to Reporting > Vaccine State Registry and hover over the ? icon here:
Not seeing something here that you need to report? Contact support@cer.bo with the details! - When adding a patient vaccination record, add your lot/expiration day in the suggested "XXXX mm/dd/yyyy" format. (or you can add this as "XXXX mm/yyyy" if the given expiration does not include a day).
- A specific brand name will have to be provided in either the "Generic Name" field or the "Brand Name #1 (Default)" field in the Vaccine listing (Admin > Manage > Vaccines) in order to be recognized by the system for reporting. If what's listed in this field is too vague then the system will not be able to assign it accordingly and it will not report. When administering the vaccine the "Name of Vaccine" selection will always default to what's listed in the "Brand Name #1 (Default)" field, however additional selections for "Brand Name #2" or "Brand Name #3" can also be chosen when administering.
- Each state can have different requirements from here and they will let us know if something fails to report because of missing information. These will appear under Reporting > Vaccine State Registry with a warning icon next to the vaccine name, which you can hover over to learn more about what needs to be resolved:
Failures/Troubleshooting
If a vaccination is rejected during reporting, it will appear under the "Not Reported" tab with a warning icon. This means it was rejected completely and needs to be resent after the issues are resolved (hover over the warning icon for information about the failure).
Any vaccine under the "Reported" tab was received and accepted by the state, however they could still have warnings that might require attention. Hover over the ? icon for any of these records to see the status message that our system received from the state. Sometimes, these will just show complete success messages:
Other times, they will show with other message items, indicating missing information or potential issues:
Whether or not these additional warnings require any action varies depending on the warning and the state. Please contact your state registry directly for further information or help with these if anything is unclear. Some states will send you an email notification if any of these need to be resent (this is also something you will need to check with your state registry directly).
As noted above, some state registries will not recognize immunizations if the naming convention does not meet the requirements. We utilize the CDC's HL7 standard code set mapping guidelines to identify data for transmission. We currently support the following products, the last column represents how the Brand Name should be reflected within Cerbo:
Product Name | CVX Short Description | CVX Code | Manufacturer Name | Brand Name within CERBO |
ACTHIB | Hib (PRP-T) | 48 | Sanofi Pasteur | ActHIB |
ADACEL | Tdap | 115 | Sanofi Pasteur | ADACEL |
Afluria | Influenza, split virus, trivalent, preservative | 141 | Seqirus | Afluria |
Afluria, preservative free | Influenza, split virus, trivalent, PF | 140 | bioCSL | Afluria, preservative free |
Afluria, preservative free | Influenza, split virus, trivalent, PF | 140 | Seqirus | Afluria, preservative free |
Bexsero | meningococcal B, OMV | 163 | Novartis Pharmaceutical Corporation | Bexsero |
BEYFORTUS | RSV, mAb, nirsevimab-alip, 1 mL, neonate to 24 months | 307 | Sanofi Pasteur | BEYFORTUS 1 mL or BEYFORTUS 1mL or Nirsevimab 1 mL or Nirsevimab 1mL |
BEYFORTUS | RSV, mAb, nirsevimab-alip, 0.5 mL, neonate to 24 months | 306 | Sanofi Pasteur | BEYFORTUS 0.5 mL or BEYFORTUS 0.5mL or Nirsevimab 0.5 mL or Nirsevimab 0.5mL |
BOOSTRIX | Tdap | 115 | GlaxoSmithKline | BOOSTRIX |
COMIRNATY | COVID-19, mRNA, LNP-S, PF, 30 mcg/0.3 mL dose, tris-sucrose | 217 | Pfizer, Inc | Covid-19 PFIZER 30 mcg/0.3 mL dose, tris-sucrose |
COMIRNATY | COVID-19, mRNA, LNP-S, PF, tris-sucrose, 30 mcg/0.3 mL | 309 | Pfizer, Inc | Covid-19 PFIZER COMIRNATY or COMIRNATY COVID-19 |
COMVAX | Hib-Hep B | 51 | Merck and Co., Inc. | COMVAX |
DAPTACEL | DTaP, 5 pertussis antigens | 106 | Sanofi Pasteur | DAPTACEL |
ENGERIX B-PEDS | Hep B, adolescent or pediatric | 08 | GlaxoSmithKline | ENGERIX B-PEDS |
ENGERIX-B-ADULT | Hep B, adult | 43 | GlaxoSmithKline | ENGERIX-B-ADULT |
FLUARIX | Influenza, split virus, trivalent, PF | 140 | GlaxoSmithKline | FLUARIX |
Fluarix quadrivalent, preservative free | Influenza, split virus, quadrivalent, PF | 150 | GlaxoSmithKline | Fluarix, quadrivalent, preservative free |
FLULAVAL | Influenza, split virus, trivalent, preservative | 141 | ID Biomedical | FLULAVAL |
Flulaval quadrivalent | Influenza, split virus, quadrivalent, preservative | 158 | ID Biomedical | Flulaval quadrivalent |
Flulaval, preservative free | Influenza, split virus, trivalent, PF | 140 | ID Biomedical | Flulaval, preservative free |
FLUVIRIN | Influenza, split virus, trivalent, preservative | 141 | Novartis Pharmaceutical Corporation | FLUVIRIN |
Fluvirin preservative free | Influenza, split virus, trivalent, PF | 140 | Seqirus | Fluvirin preservative free |
FLUZONE | Influenza, split virus, trivalent, preservative | 141 | Sanofi Pasteur | Fluzone or Fluzone High Dose 65y |
Fluzone, intradermal | influenza, seasonal, intradermal, preservative free | 144 | Sanofi Pasteur | Fluzone, intradermal |
Fluzone, Quadrivalent | Influenza, split virus, quadrivalent, preservative | 158 | Sanofi Pasteur | Fluzone, Quadrivalent |
Fluzone, quadrivalent, preservative free | Influenza, split virus, quadrivalent, PF | 150 | Sanofi Pasteur | Fluzone quadrivalent preservative free |
GARDASIL | HPV, quadrivalent | 62 | Merck and Co., Inc. | GARDASIL |
Gardasil 9 | HPV9 | 165 | Merck and Co., Inc. | Gardasil 9 |
HAVRIX-ADULT | Hep A, adult | 52 | GlaxoSmithKline | HAVRIX-ADULT |
HAVRIX-PEDS | Hep A, ped/adol, 2 dose | 83 | GlaxoSmithKline | HAVRIX-PEDS |
HIBERIX | Hib (PRP-T) | 48 | GlaxoSmithKline | HIBERIX |
INFANRIX | DTaP | 20 | GlaxoSmithKline | INFANRIX |
IPOL | IPV | 10 | Sanofi Pasteur | IPOL or Polio Vaccine |
Janssen (J&J) COVID-19 Vaccine | COVID-19 vaccine, vector-nr, rS-Ad26, PF, 0.5 mL | 212 | Janssen | COVID-19 Janssen (Johnson & Johnson) |
MenQuadfi | meningococcal conjugate quadrivalent, MenACWY-TT (MCV4) | 203 | Sanofi Pasteur | MenQuadfi or Meningococcal conjugate vaccine or Meningococcal polysaccharide vaccine |
Menveo | Meningococcal MCV4O | 136 | GlaxoSmithKline | Menveo or Meningococcal MCV4O |
M-M-R II | MMR | 03 | Merck and Co., Inc. | M-M-R II |
Moderna COVID-19 Bivalent, Original + BA.4/BA.5 (Non-US Tradename Spikevax Bivalent) | COVID-19, mRNA, LNP-S, bivalent, PF, 50 mcg/0.5 mL or 25mcg/0.25 mL dose | 229 | Moderna US, Inc. | COVID-19 Bivalent Moderna or Covid-19 MODERNA |
Moderna COVID-19 Bivalent, Original + BA.4/BA.5 (Non-US Tradename Spikevax Bivalent) | COVID-19, mRNA, LNP-S, bivalent, PF, 10 mcg/0.2 mL | 230 | Moderna US, Inc. | Covid-19 MODERNA Pediatric or COVID-19 Moderna Pediatric Dose |
Novavax COVID-19 Vaccine, Adjuvanted (US Only) | COVID-19, subunit, rS-nanoparticle, adjuvanted, PF, 5 mcg/0.5 mL | 313 | Novavax, Inc. | Novavax COVID-19 or Novavax COVID-19 Vaccine, Adjuvanted |
Novel influenza-H1N1-09 | Novel influenza-H1N1-09 | 127 | bioCSL | Influenza H1N1 |
Novel influenza-H1N1-09 | Novel influenza-H1N1-09 | 127 | Novartis Pharmaceutical Corporation | Influenza H1N1 |
Novel influenza-H1N1-09 | Novel influenza-H1N1-09 | 127 | Sanofi Pasteur | Influenza H1N1 |
PEDIARIX | DTaP-Hep B-IPV | 110 | GlaxoSmithKline | PEDIARIX |
PEDVAXHIB | Hib (PRP-OMP) | 49 | Merck and Co., Inc. | PEDVAXHIB |
PENTACEL | DTaP-Hib-IPV | 120 | Sanofi Pasteur | PENTACEL |
Pfizer-BioNTech COVID-19 Vaccine (EUA labeled) COMIRNATY (BLA labeled) | COVID-19, mRNA, LNP-S, PF, 10 mcg/0.2 mL dose, tris-sucrose | 218 | Pfizer, Inc | Covid-19 PFIZER 10 mcg/0.2 mL dose, tris-sucrose or Covid-19 PFIZER Ped 5-11 years |
Pfizer-BioNTech COVID-19 Vaccine (EUA labeled) COMIRNATY (BLA labeled) | COVID-19, mRNA, LNP-S, PF, 30 mcg/0.3 mL dose | 208 | Pfizer, Inc | Covid-19 PFIZER or Covid-19 PFIZER 30 mcg/0.3 mL dose |
Pfizer-BioNTech COVID-19 Vaccine (EUA labeled) COMIRNATY (BLA labeled) | COVID-19, mRNA, LNP-S, PF, 3 mcg/0.2 mL dose, tris-sucrose | 219 | Pfizer, Inc | Covid-19 PFIZER 3 mcg/0.2 mL dose, tris-sucrose or Covid-19 PFIZER Ped 2-4 years |
PREVNAR 13 | Pneumococcal conjugate PCV 13 | 133 | Pfizer, Inc | Prevnar 13 Wyeth |
PREVNAR 13 | Pneumococcal conjugate PCV 13 | 133 | Wyeth | Prevnar 13 Pfizer |
PREVNAR 20 | Pneumococcal conjugate PCV20, polysaccharide CRM197 conjugate, adjuvant, PF | 216 | Pfizer, Inc | Prevnar 20 or Prevnar 20 Pfizer |
PREVNAR 7 | pneumococcal conjugate PCV 7 | 100 | Wyeth | Prevnar 7 Pfizer |
PREVNAR 7 | pneumococcal conjugate PCV 7 | 100 | Wyeth | Prevnar 7 Wyeth |
Priorix | MMR | 03 | GlaxoSmithKline | Priorix |
PROQUAD | MMRV | 94 | Merck and Co., Inc. | ProQuad |
Quadracel | DTaP-IPV | 130 | Sanofi Pasteur | Quadracel |
RECOMBIVAX-ADULT | Hep B, adult | 43 | Merck and Co., Inc. | RECOMBIVAX-ADULT |
RECOMBIVAX-PEDS | Hep B, adolescent or pediatric | 08 | Merck and Co., Inc. | RECOMBIVAX-PEDS |
ROTARIX | rotavirus, monovalent | 119 | GlaxoSmithKline | ROTARIX |
ROTATEQ | rotavirus, pentavalent | 116 | Merck and Co., Inc. | RotaTeq |
SHINGRIX | zoster recombinant | 187 | GlaxoSmithKline | SHINGRIX |
SPIKEVAX | COVID-19, mRNA, LNP-S, PF, 50 mcg/0.5 mL | 312 | Moderna US, Inc. | Covid-19 MODERNA SPIKEVAX or Spikevax COVID-19 |
Stamaril | Yellow fever vaccine live - alt | 183 | Sanofi Pasteur | Stamaril |
TDVAX | Td (adult), 2 Lf tetanus toxoid, preservative free, adsorbed | 09 | Massachusetts Biologic Laboratories | TDVAX |
Tenivac | Td (adult), 5 Lf tetanus toxoid, preservative free, adsorbed | 113 | Sanofi Pasteur | Tenivac |
TRIPEDIA | DTaP | 20 | Sanofi Pasteur | TRIPEDIA |
Trumenba | meningococcal B, recombinant | 162 | Pfizer, Inc | Trumenba |
TWINRIX | Hep A-Hep B | 104 | GlaxoSmithKline | TWINRIX |
VAQTA-ADULT | Hep A, adult | 52 | Merck and Co., Inc. | VAQTA |
VAQTA-PEDS | Hep A, ped/adol, 2 dose | 83 | Merck and Co., Inc. | VAQTA (child dose) |
VARIVAX | varicella | 21 | Merck and Co., Inc. | VARIVAX |
VAXNEUVANCE | Pneumococcal conjugate PCV15, polysaccharide CRM197 conjugate, adjuvant, PF | 215 | Merck and Co., Inc. | VAXNEUVANCE or PCV15 |
YF-VAX | yellow fever live | 37 | Sanofi Pasteur | YF-VAX |
ZOSTAVAX | zoster live | 121 | Merck and Co., Inc. | ZOSTAVAX |
If your vaccine is not on this list, it is not likely to be successfully transmitted to the state entity. Contact support and include the vaccine details.
Other keywords: vaccine registry, vax, vaxx