- Home
- Programs & Services
- Division of Public Health
- Community Health
- Disease Control & Prevention
- Immunizations
- Statewide Immunization Registry
Statewide Immunization Registry
The Kansas Immunization Registry, referred to as KSWebIZ is a statewide registry for vaccinations/immunizations. KSWebIZ is web-based and contains lifespan immunization records that are complete, accurate, and secure for Kansas residents.
The purpose of KSWebIZ is to consolidate immunization information among health care professionals, assure adequate immunization levels, and avoid unnecessary immunizations. Registry data is used by healthcare professionals to monitor the immunization status of children and adults; assure compliance with state statutes on immunization requirements for individuals; identify geographic areas at high risk due to low immunization rates, and document and assess vaccination coverage during disease outbreaks.
Where Does the Immunization Data Come From?
- Vital Statistics: Legacy birth data is extracted nightly from Vital Statistics. the data is from 1994 to present. On average, 95 to 98% of all parents consent to include their child's record in KSWebIZ through the birth registration process. This data includes birth certificate demographics and the birth dose of hepatitis B.
- Medicaid Billing System: Vaccinations billed to Medicaid are imported into KSWebIZ nightly. Vaccinations billed since 1994 have been imported.
- Historical (Legacy) Data Imports: When an immunization provider decides to use the system, historical (legacy) electronic data is imported into KSWebIZ when possible so that manual data entry can be avoided.
- Direct Entry Providers: Patient demographic data, historical vaccinations, and administered doses are updated in real-time at the time of service.
- Schools: School personnel access the system to update demographics, historical vaccinations, and track school immunization rates with parental consent.
- Interface Providers: Providers with an electronic medical record (EMR) system that has the capability can search and update the registry electronically.
How to Participate in KSWebIZ
Agencies who give immunizations or have access to immunization information are currently targeted for registry access. KSWebIZ allows users to generate Kansas Certificate of Immunizations (KCIs), Pink Cards, and the Vaccine Documentation and Consent form electronically. The system has a recommender function that assists the provider in determining immunizations needed by the patient and can generate a reminder for immunizations that are due or past due. KSWebIZ has a full inventory tracking module and produces a multitude of reports based on doses administered. The system is Web-based and secure, making patient records mobile wherever the Internet is accessible.
To participate in KSWebIZ, complete the Site Enrollment Agreement and the Pharmacy, Provider, or School screening form for your agency and return it using one of the following methods:
- Fax: 785-559-4227
- By email
- Kansas Immunization Program
1000 SW Jackson
Suite 210
Topeka, KS 66612 - Immunization Helpdesk
Phone: 877-296-0464
Fax: 785-559-4227
Email the Immunization Registry
How to Request an Immunization Record
The following instructions are for public requests only. Providers should contact the Kansas Immunization Program for access to patient records.
To request your own immunization record, you must be 18 years or older. If you are requesting the record of a minor under age 18, you must be the child's parent or legal guardian at the time of the request. There is no charge to receive a copy of an immunization record.
Complete the Authorization for Release of Immunization Information Form (PDF). Be sure to indicate how you would like your records returned. Return the form with a copy of your photo identification using one of the following methods:
- Fax: 785-559-4227
- Mail:
Kansas Department of Health and Environment
Attn: Kansas Immunization Registry
1000 SW Jackson
Suite 210
Topeka, KS 66612
Once our office receives the completed form and photo identification we will release a copy of the requested immunization records if they are available. Records can be released to you using one of the following methods:
- Fax
- My Kansas Health Patient Portal - This option is only available to individuals with access to a computer. This option will allow an individual to access their immunization records any time after the initial setup of the account. This option is only available for individuals it is not available to organizations requesting records.
Security
Security measures comply with Health Insurance Portability and Accountability Act (HIPAA) and Kansas statutes. Access is limited to individuals and entities that either provide immunization services or are required to ensure that persons are immunized. "Authorized users" are any one of the following:
- An employee of a public agency or department.
- Health records staff of child care facilities and family day care homes.
- A person other than a public employee who is entrusted with the regular care of those under the care and custody of a state agency including, but not limited to, operators of daycare facilities, group homes, residential care facilities adoptive or foster homes.
- A health care professional (KSA 65-531).