The MCIR System release dated June 26, 2024, introduced an update to the criteria applied to inventory matching.  Please refer to this information or contact MDHHS MCIR Help Desk with any questions.

HL7 – Lot Expiration Date:  Matching Criteria

To ensure precise handling of vaccine inventory information, MCIR is including the lot expiration date when executing a reduction in inventory, this includes private inventory.

In confirming the effectiveness of this process MCIR performed data analysis and reviewed the following:

A limited number of messages received contain lot expiration dates that do not match other inventory criteria, such as:

• Lot Number
• Eligibility Inventory Category
• CVX
• Inventory Type

This mismatch prohibits the automatic reduction in the vaccine inventory.

Inventory Transfer Error – How to address:

1. Updating your EMR:

Correcting the information within the EMR will ensure proper inventory reduction and eliminate transfer errors for mismatched or missing lot expiration dates.

While these messages will update the MCIR record correctly, the transfer report will reflect an error when attempting to update the inventory.  This is due to an incorrect/missing lot expiration date extracted from the HL7 message.

• Confirming the lot expiration date is valid
• Confirming the HL7 message contains your lot expiration date

2. Manually updating Inventory in MCIR:

Impacted MCIR inventory: Error message received in MCIR “Lot not found in inventory”.

To resolve this error, perform the following steps:

Under Manage Inventory:

1. From the “Manage Inventory” screen, click on the appropriate lot that needs a dose count correction.
2. Click “Add New Transaction”
3. Enter the correct date in the date field
4. Enter the number of doses that need to be deducted
5. From the “Action” drop-down options, choose “Adjustment”
6. From the “Reason” drop-down options, choose “Inv On Hand/Data Correction”
7. For “Inventory Effect” select Subtract
8. For “LWB Effect” select N/A
9. In the comment field, enter the reason you are manually deducting the doses, for example: “Doses were not deducted from inventory due to incorrect expiration date”
10. Click submit

Data transfer/HL7 questions should be directed to MDHHS-HL7@michigan.gov. Contact the MCIR Help Desk for assistance with the form at MDHHS-MCIRHelp@michigan.gov or 888-243-6652.

After dose 1 of PCV/PPSV23 (trigger assessment), forecast dose 2 of pneumococcal vaccination.   For more information see MCIR Release Notes PDF

• Dose 3 PCV should forecast for at least 12 months of age and at least 8 weeks as final dose if previous dose is 7-11 months of age
• Td/Tdap booster should be 10 years for accelerated date.
• Update RSV MAB forecasting and evaluation, review RSV vaccine for 24-25 season will become effective on 4/1/2024
• CVX 30 HepB IG manufacturer’s list has been updated to add Grifols Therapeutics
• The issue with HL7 Rejection resulting in deduction from Beyfortus inventory has been resolved.

For more information, see MCIR Release Notes PDF

February 29, 2024 – MCIR would like to inform you that the enforcement of race and ethnicity fields submitted via HL7 has been extended. Starting July 2024, MCIR will reject any VXU message submitted without the required race and ethnicity fields resulting in an ERROR. This means that the practice MUST resubmit the message with the race/ethnicity data.  Please work with your EHR vendor to confirm the values are supported. Values can be found in the HL7 Specification for Vaccination Messages Guide.

PREVIOUS COMMUNICATION:

Beginning on July 26, 2023, the MCIR system will start flagging missing race and ethnicity fields submitted via HL7 with a warning message.

This warning message notifies the HL7 transfer sender or practice that the race and ethnicity categories when submitting a VXU message to inform the practice that PID 10-1 (race) and PID 22-1 (ethnicity) fields are now a requirement. Warning messages will be shown in both the response (ACK) message to the sender and the HL7 Transfer Report for each VXU message submitted that is missing race and ethnicity fields.

Beginning on February 28, 2024, MCIR will reject any VXU message submitted without the required race and ethnicity fields resulting in an ERROR.

Any message submitted with missing race/ethnicity fields will not be accepted and result in an error. This means that the practice MUST resubmit the message with the race/ethnicity data included for the message to be accepted into MCIR.

If a patient declines to answer race or ethnicity, they can populate “UNK” for unknown in both fields. This message will be accepted by MCIR and not result in a warning/error.

Investigate COVID-19 forecasting results for mixed series administration.  For more information see MCIR Release Notes PDF

Forecast and evaluate updated COVID-19 vaccines for 6 months- 4 years.  For more information MCIR System Release PDF

Beginning on July 26, 2023, the MCIR system will start flagging missing race and ethnicity fields submitted via HL7 with a warning message.

This warning message notifies the HL7 transfer sender or practice that the race and ethnicity categories when submitting a VXU message to inform the practice that PID 10-1 (race) and PID 22-1 (ethnicity) fields are now a requirement. Warning messages will be shown in both the response (ACK) message to the sender and the HL7 Transfer Report for each VXU message submitted that is missing race and ethnicity fields.

Beginning on February 28, 2024, MCIR will reject any VXU message submitted without the required race and ethnicity fields resulting in an ERROR.

Any message submitted with missing race/ethnicity fields will not be accepted and result in an error. This means that the practice MUST resubmit the message with the race/ethnicity data included for the message to be accepted into MCIR.

If a patient declines to answer race or ethnicity, they can populate “UNK” for unknown in both fields. This message will be accepted by MCIR and not result in a warning/error.

Updates to Outbreak and Employee rosters, Modifying site information screen, and HL7 updates are included in this release. MCIR System Release Notes PDF

MCIR regularly scheduled downtime occurs every Wednesday from 4:00 a.m. to 6:00 a.m. MCIR is not available for query or submission during downtime. If you are having trouble with HL7 transmission, a resource to review the process for reporting HL7 transmission is Process for Reporting HL7 Transmission. (Click the post to review resource).

Please send inquires to MDHHS-MU-MCIRHelp@michigan.gov

MCIR has been updated to allow for VFC, BETP, and LHDs to view non-vaccine inventory from the Outbreak Admin -Site Management page. MonkeyPox vaccines should now appear properly on the HL7 Transfer Report, and the Assessment Error has been resolved.

MCIR Release Notes pdf