Edit Organizations

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

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

The following sub-functions are available when maintaining provider organizations:

Field Name	Description
Org Name	Required. Free-text field and has no default value.
County	Required for city and county health departments. Drop-down pre-populated with WI counties.
Address 1	Required. Free-text field and has no default value.
Address 2	Free-text field and has no default value.
PO Box	Free-text field and has no default value.
City	Required. Free-text field and has no default value.
State	Required. Drop-down field pre-populated with the state abbreviations.
ZIP	Required. Free-text fields and have no default values.
Contact	Required. Free-text field and has no default value.
Email	Required. Free-text field and has no default value.
Phone Number	Required. Free-text fields and have no default value.
Extension	Free-text fields and have no default value.
VFC Only	• This indicator determines whether this is a VFC Only organization. • When the VFC Only radio button is Yes, VFC inventory displays in the Manage Orders > Create Order page.
Public Org	• This indicator determines whether the organization is public. • This indicator influences which vaccines the organization can order. • When City and/or County are set to Yes, Public Org must also be set to Yes.
County Org	• This indicator is commonly used by Local Health Departments to run jurisdictional reporting on their client cohort based on county. • If the County Org radio button is Yes, the County field on the Edit Organization page becomes required and Public Org must be set to Yes. Impacted Reports • Ad hoc List • Ad hoc Count • Assessment Report • Benchmark Report • Casa Extract • Organizational Extract • Reminder Recall
City Org	• This indicator is commonly used by Local Health Departments to run jurisdictional reporting on their client cohort based on city. • If City radio button is Yes, the County field on the Edit Organization page also becomes a required field and Public Org must be set to Yes. Impacted Reports • Ad hoc List • Ad hoc Count • Assessment Report • Benchmark Report • Blood Lead Report • Casa Extract • Reminder Recall
High Risk Indicator	Indicates that an organization's cohort are at high risk and can affect what vaccines are recommended in the schedule.
Follow MA br	Follow MA br (Medicaid business rules) applies to organizations that may be submitting less accurate data and affects how it is processed in data exchange. Follow MA br also influences the comparison of incoming immunizations to existing immunizations. For example, if two immunizations are within x number of days of each other, they will be considered duplicates.
Create Clients without Imms	If Create Clients without Imms radion button is Yes, data exchange will allow the creation of a client without any associated immunizations.
Deduct inventory via HL7 Messages	If Deduct inventory via HL7 Messages is Yes, an organization will be able to utilize data exchange to deduct vaccines from WIR inventory.
School Immunizations	• If School Immunization radio button is Yes, the system forces the Minimum Requirements tracking schedule to be utilized for an organization when evaluating client records. Note: If Association Type is 'School,' then the School Immunizations radio button will automatically be set to Yes and cannot be switched to No without changing the Association Type. This radio button can be enabled even if the organization does not have an Association Type of 'School.' • If School Immunizations radio button is Yes, School District, Local Health Department, and School ID fields display on Edit Organization page. • Requires the organization to adhere to FERPA consent. • Impacts Organizational Extract.
Return Clients without Imms	If Return Clients without Imms radio button is Yes, then clients without immunizations will display in reporting. Impacted Reports • Ad hoc List • Ad hoc Count • Assessment Report • Benchmark Report • Blood Lead Report • Casa Extract • Reminder Recall
Preserve Clients without Imms	Associated with a script that purges clients who have no immunizations. If Preserve Clients without Imms radio button is Yes, then a client without immunizations will not be purged in the script process.
School Administers Imms	No longer used.
Non-School Orgs can submit School Imms	If Non-School Orgs can submit School Imms radio button is Yes, an organization that is not a School is allowed to record School immunizations in addition to Non-School immunizations. In order to actually record immunizations as "School" immunizations, the 'Allow School Immunizations' flag on the 'manage data exchange page' also needs to be set to Yes in conjunction with with 'Non-School Orgs can submit School Imms' radio button being set to Yes. When the 'Allow School Immunizations' flag is set to Yes, FERPA CONSENT, GRADYEAR, and ENROLLDATE fields are expected for Flat File.
Master Chart # - P/C	Applicable when relationship type is Parent. When Master Chart # - P/C radio button is Yes, the client chart number will be recorded under the Parent and Child Organizations For example, a new client is added for a Parent Organization with chart number 1234. If the radio button is set to Yes, the client's chart number of 1234 will also be applied to all the Parent's Child Organizations.
Master Chart # - V/C	Applicable when relationship type is Vendor. When Master Chart # - V/C radio button is Yes, the client chart number will be recorded under the Vendor and Child Organizations For example, a new client is added for a Vendor Organization with chart number 4321. If the radio button is set to Yes, the client's chart number of 4321 will also be applied to all the Vendor's Child Organizations.
HL7 v2.5.1 r1.5 New Structure	If HL7 v2.5.1 r1.5 New Structure radio button is Yes, an organization is expected to utilize the new HL7 formatting when submitting data exchange messages. The new formatting only applies to HL7 v2.5.1 r1.5.
Authorized Submitter	If Authorized Submitter radio button is Yes, an organization gets classified as an Authorized Submitter. An Authorized Submitter is allowed to submit data exchange messages on behalf of other organizations. Setup of these organizations are configured on the Manage Authorized Submitter page.
	Clicking on Save will validate the information entered on the screen. A message will appear at the top indicating the status, such as 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 take you back the Home page; Cancel will keep you on the screen without discarding changes.

When you save the set of addresses for the client's responsible persons, the system will check to see whether they are valid addresses. The system uses Street Address, City, State, and 5-digit zip code to determine validity through comparison with the reference data from the U.S. Postal Service. Here are the possible outcomes.

Address Status	Description
Address has been found in US postal data	The system has found a single correct match for the address you have entered. This address will display on a map at the exact street location. The system cleanses all four fields, street Address, city, state and 5-digit zip code, to match the U.S. Postal Service standard.
Address only validated to Zip	The system cannot find any street-level matches but has determined the zip code is valid. This address will display on a map at the zip code center point. The system cleanses three fields, city, state and 5-digit zip code, to match the U.S. Postal Service standard.
Address only validated to City and State	The system has not found any street-level matches, and it has not found a valid zip code. But it has determined that the city and state combination is valid. The address will display on a map at the city center point. The system cleanses the city field in the event that there are misspellings.
Address not found in U.S. Postal Data	The system has not found any matches for the addresses you entered. Moreover, it cannot determine the validity of either the zip code or city and state combination. This address will not display on a map. The system will preserve the address exactly as you have entered it.
Multiple Valid Matches	The system has found more than one possible street-level match for the address you have entered. You will receive the Multiple Valid Matches screen, and if you decide to stay with the original address you entered, then the system flags it with the Multiple Valid Match status. An address with this status may display at the zip code center point, or if the zip code is empty, at the city center point. The system preserves all address information as you entered it.