Request Student Immunization Data from VIIS
This feature enables schools and districts to request and download student immunization data from VIIS into PowerSchool. When PowerSchool requests immunization data from VIIS, existing records are ignored. PowerSchool determines whether an incoming record is new or existing by matching the student name, DOB, CVX code, and the date the immunization was administered. Downloaded data is merged into the PowerSchool health tables for each student who meets the immunization download criteria. The data is displayed on the student Vaccines page. The student record is validated by the student ID and student grade level in the database.
Immunization Download Criteria
The student must meet the following criteria to be included in the data request:
Student must be active with a STI.
Student must not be excluded from Data Exchange on the student Health > Immunizations tab.
The date the vaccine was administered must be between the student's date of birth and the current year.
The vaccines must have a valid CVX code in PowerSchool.
Request an Immunization Data Download
If an immunization record has a CVX code that has not been set up in PowerSchool, the record is not downloaded.
To request the download of VIIS immunization data into PowerSchool:
From the Start Page, navigate to Data Exchange. Under Data Exchange, click VA_VIIS. Note: Enhanced view displays the link under System Reports. The VA_VIIS Data Exchange page appears.
To Request VIIS Immunization Data, click Schedule. The IMMUNIZATIONREQ page appears.
Select an option for requesting data:
REQUEST MISSING - Request immunization data for authorized students with no download history.
REQUEST ALL - Request immunization data for all authorized students. (recommended for first run)
RETRY ERRORS - Retry requesting immunization data for students marked with an error status.
Under Scheduling, choose Run Now to run the request immediately or Schedule and select a date and time when the request should run.
Click Submit.
The request can also be submitted for an individual student by navigating to their student page and selecting the VA_VIIS student link from the student menu. The link is located in the Data Exchange section. The same options above for running the request apply. This will download data only after the initial download is completed for the District.
Viewing Statistical Summary
This data view displays the cumulative statistics for requests for student Immunization data from the VIIS system.
Column Name | Description |
|---|---|
School Name | The name of the school being summarized. |
Total Processing | The total number of records processing. |
Total Missing Data | The total number of records that are missing data. |
Total Dependencies | The total number of records that cannot be requested from VIIS due to missing dependency data. |
Total Publishing | The total number of records publishing. |
Total Errors | The total number of errors generated. |
Last Update | The time and date of the last records update. |
Total Published | The total number of PowerSchool records successfully downloaded from VIIS. |
Viewing Immunization Dependencies
Displays a list of students for which immunization data cannot be requested from the VIIS system, along with the missing data dependencies. Review the dependency reason and update the student record(s) with the missing data as appropriate.
Column Name | Description |
|---|---|
School Name | The name of the school the student attends. |
Dependency | The records that cannot be published to VIIS due to missing dependency data. |
Student Number | The student number for the immunization record that cannot be published. |
Student Name | The student's name for the immunization record that cannot be published. |
Grade Level | The student's grade level at the time of the immunization record publishing attempt. |
Date of Birth | The student's date of birth. |
Last Publish Date | The last date the student's data was published. |
Publishing ID | The identification number of the record that was not downloaded. |
Resource ID | The identification number of the district that requested the download. |
Viewing the Immunization Download Summary
Displays a summary of the most recent immunization data downloaded from VIIS, including the vaccine name and code.
Column Name | Description |
|---|---|
School Name | The name of the school. |
School Number | The school's ID. |
Vaccine Name | The name of the vaccine. |
CVX Code | The vaccine's CVX code. |
CPT Code | The vaccine's CPT code. |
Total | The total number of records downloaded for the school. |
Viewing Immunization Errors
A detailed list of the most recent attempts to request immunization data from the VIIS system that resulted in failure. Review the information received from the VIIS system and correct where necessary.
Column Name | Description |
|---|---|
School Name | The name of the school the student attends. |
Processing Date | The date the immunization record was processed. |
Student Number | The student number for the rejected immunization record. |
Student Name | The student's name. |
Grade Level | The student's grade level at the time of the immunization record rejection. |
Date of Birth | The student's date of birth. |
Error Code | The error's code. |
Message Detail | The error message. |
Publishing ID | The identification number of the record with the error. |
Resource ID | The identification number of the district that requested the download. |