FAQs 

Frequently Asked Questions covers a range of questions commonly asked by providers. The subjects are varied and the list will continue to grow. You may also submit a queston to our Help Desk, your MCIR Coordinator, or our Webmaster.

 
MCIR Access  |   News Screen  |   Patient Records  |   VIM  |   Training Videos  |   Reports  |   eOrdering  |   Region-2 Website  |   Duplicate Records  |   Site Administration

 MCIR Access 


Q) I am not in the Region-2 area. Who do I need to contact to get access the registry?
A) Your MCIR site administrator is responsible for adding new MCIR users. If you are unsure who your adminsitrator is, click here to find your MCIR Regional Contact information.

Q) I work hours outside the regular Monday through Friday, 8 to 5. How do I get MCIR access?
A) Your MCIR site administrator is responsible for adding new MCIR users. If that person is not available or you need assistance, eMail the R2 Help Desk (mcirhelp@kalcounty.com) and they will assist. (If you are outside the Region-2 county area, click here to find your MCIR Regional Contact information)

Q) I'm having problems getting registered. Who do I need to contact?
A) Click here to find your MCIR Regional Contact information.

Q) I need MCIR training. Who do I contact?
A) Click here to find your MCIR Regional Contact information.

 News Screen 


Q) Why is the R2 website address at the top?
A) The R2 website is designed to give you access to every resource you need to fulfill your MCIR responsibilities, all in one place. Watch this short training video to learn more about the News Screen.

Q) Why is the Region-2 Help Desk phone number the only one I see?
A) Since your MCIR Coordinator is out helping other providers most of the time, we direct you to call our Help Desk first. If the answer needs more input, or training is needed, you will be directed to your MCIR Coordinator. Watch this short training video to learn more about the News Screen.

Q) How will I know when something new is posted?
A) We put new news in a different color to catch your eye. Read whatever is new and close the News Screen. Watch this short training video to learn more about the News Screen.

Q) Can I find my MCIR Coordinator information on the news screen?
A) Yes, you can find more contact information at the bottom of the News Screen, including your MCIR Coordinator. Watch this short training video to learn more about the News Screen.

Q) What is HIPAA?
A) HIPAA stands for the Health Insurance Portability and Accountability Act (of 1996). It is United States legislation that provides data privacy and security provisions for safeguarding medical information. Watch this short training video to learn more about the News Screen.

Q) I need MCIR training. Who do I contact?
A) Click here to find your MCIR Regional Contact information.

 Patient Records 


Q) I am a parent. How do I get my child’s MCIR record? Can I find it online?
A) The Michigan Care Improvement Registry is a secure database. Your healthcare provider or local health department will retrieve and print your child’s MCIR record. Click here to find your health department.

Q) I was not born in Michigan… or my birth day was prior to 1994… How do I find out if I have a MCIR record?
A) You can contact your Michigan healthcare provider or local health department (Click here to find your health department). You can also submit this request form by fax or mail. Click here to find your county fax number or mailing address.

Q) What is the best way to find patient records in MCIR?
A) The best method to find the right patient in MCIR is to employ the Wildcard, which is the asterisk (*). Use it in any text search, including patient records, MCIR Users, Mother’s maiden name, etc. Watch this short training video to learn more about how to properly use the Wildcard.

Q) How do I add immunization data to a MCIR patient record?
A) If your MCIR site hand-enters data, in MCIR open the patient record, then click Add Imm. HL7 sites add imms data in to their EHR and it comes to MCIR from there. Watch this short training video to learn more about how to manually add/edit immunization data in a patient MCIR record.

Q) How do I edit immunization data in a MCIR patient record?
A) If you are an HL7 site, AND your EHR has “edit” capability, correct the data in the EHR and it should correct the data in MCIR. All other sites should open the patient record in MCIR, then click History. Watch this short training video to learn more about how to edit immunization data in a MCIR record.

Q) I need MCIR training. Who do I contact?
A) Click here to find your MCIR Regional Contact information.

 VIM 


Q) There are so many options to manually adjust the VIM, what do I do?
A) Watch this short training video to help you through the many items in the VIM.

Q) How do I balance my VFC inventory?
A) The following videos can help you balance your inventories (use the same process to balance both VFC and Private inventories).
Click here for HL7, Ext, or Hand-Enter sites.
Click here for Hospital Pharmacy sites.

Q) How often do I need to balance my VFC inventory?
A) You are required to balance your VFC inventory once a month and generate reports to send to your Health Department contact. However, we greatly encourage you to reconcile BOTH your VFC and Private inventories weekly. This will save you a lot of work in the long run, and will act as a help to find HL7 data that never transferred to MCIR. Ask your MCIR Coordinator for more information/training on this best practice.

Q) I need MCIR training. Who do I contact?
A) Click here to find your MCIR Regional Contact information.

 Training Videos 


While training videos provide excellent information, they are not a replacement of the county-required in-person training from your MCIR Coordinator.

Q) Can I use the training videos as a complete MCIR training?
A) No. As stated above, R2 training videos provide excellent information and a good introduction (or even follow-up) to MCIR usage and functionality. They do not replace the top-notch training received in-person from your MCIR Coordinator.

Q) What is the best usage of the R2 training videos?
A) You should have a new person watch our Basics series to get familiarized with MCIR. But be sure to schedule in-person training with your MCIR Coordinator to be able to address Q&A and cover material to a much more in-depth level.

Q) The videos were an excellent introduction, but now I need in-person MCIR training. Who do I contact?
A) Click here to find your MCIR Regional Contact information.

 Reports 


Q) How do I create a Profile Report?
A) Click here to watch a short training video on this subject.

Q) How do I create a Physical Inventory Report?
A) Click here to watch a short training video on this subject.

Q) How do I create the Ending Inventory Report?
A) After you balance your VFC Inventory, you can create the EIR. Click here to watch a short training video on this subject.

Q) How do I create the Doses Administered Report?
A) Click here to watch a short training video on this subject.

Q) How do I create an Electronic Submission and Summary Report (ESSR)?
A) Click here to watch a short training video on this subject.

Q) I need MCIR training. Who do I contact?
A) Click here to find your MCIR Regional Contact information.

 eOrdering 


Q) How to I get set up to do an Electronic Order in MCIR?
A) Your MCIR Site Administrator will set you up in MCIR to do this.

Q) How do I place a VFC eOrder in MCIR?
A) Click here to watch a short training video on this subject.

Q) What is the procedure when I receive an order from McKesson?
A) Check the shipper, is this what I ordered? Check the contents of the box, does it match the shipper? Check the cold-chain (temperatures), are they all in range? Pack the vaccines in the refrigerator and/or freezer. Take the shipper to MCIR and verify the data was entered correctly to MCIR. You are responsible to correct any issues. McKesson’s phone number is 877.836.7123.

Q) What do I do if there is a mistake in the McKesson shipment?
A) Contact McKesson directly (877.836.7123), and correct the information in MICR as needed.

Q) I need MCIR training. Who do I contact?
A) Click here to find your MCIR Regional Contact information.

 Region-2 Website 


Q) Why does Region-2 have a website?
A) The Region-2 website is designed to give our providers quick access to every resource they need to fulfill their MCIR responsibilities. Watch this short training video on this subject.

Q) What makes the Region-2 website unique?
A) The Region-2 website is designed specifically for our providers. Some of our resources are so unique (like our training videos and county tip sheets) that even other regions and the state link back to us. Watch this short training video on this subject.

Q) What is on the Region-2 website that I cannot find elsewhere?
A) Other than the MCIR training videos and our special county tip sheets, there is nothing on our site you couldn't find digging around, browsing other sites, or even Googling to find. Our website is designed as the "one-stop-shop" for all your MCIR immunization needs.

Just a few of the resources you can find on our site are: Unique and specific county information, including meeting dates, special tip sheets, and imms rates (for county and state); training resources like MCIR Coordinator contact info, Training Videos (created by Region-2 staff), unique Pre-Training tip sheet, MCIR manuals and tip sheets, FAQS, etc; Clinical Resources like AIM Toolkit, AFIX Information, EZIZ Training, Pink Book, Quick Looks, Education Packs, etc.; Contact information not only for Region-2, but also MiLogin, CHAMPS, MAPS, MIWIC, MDSS, BMI, and McKesson; and our unique and growing FAQs section.

Q) I need MCIR training. Who do I contact?
A) Click here to find your MCIR Regional Contact information.

 Duplicate Records 


Q) How do I get two MCIR records merged?
A) Watch this short training video on this subject.

Q) How do can we avoid creating a duplicate MCIR record?
A) Duplicate MCIR records are usually created because a MCIR User is not clear on how to use the available resources correctly. The resources we're referring to are proper use of the wildcard in MCIR searches, understanding of the search rules and 72 hour state law, and HL7 limitations.

Unless your EHR is equipped with QBP to MCIR, all MCIR sites should look up the MCIR record before giving any imms. A few of the reasons are to check and correct the address/phone number if needed, checking the status of immunizations (so as to not miss an immunization opportunity), and look for information that may help with the patient visit (like registered refusals, titers/immunities, and invalid doses).

If you (or your HL7 process) do create a duplicate MCIR record, mark and report these duplicates to your Help Desk. If you're unsure how to do this, watch this short training video on how to mark and report records as duplicates.

Q) I need MCIR training. Who do I contact?
A) Click here to find your MCIR Regional Contact information.

 Site Administration 


It is the Site Administrator's responsibility to manage their MCIR site, including MCIR Users, Contacts, Email addresses, eOrdering, etc. This section is designed to address some of these questions.

Q) How do I create a new MCIR user ID and add them to my site?
A) Watch this short training video on this subject.

Q) How do add a current MCIR user to my site?
A) Watch this short training video on this subject.

Q) How do remove a MCIR User ID from my site?
A) Watch this short training video on this subject.

Q) How do add/remove one of my MCIR Users to/from my Eorder contact section?
A) Under My Site, click Edit My Site. Now you will see the VFC tab, click it. On the right, click the drop-down arrow and select the person you wish to add. If they are the VFC Primary or VFC Backup, we ask that you add that verbiage to the Suffix area. Now be sure to add the Email address of the person, then check the box below that and submit the addition. Voilà... you did it! All of the other fields are optional.

To remove an Eorder contact is just the same as removing a MCIR User from you site. Simply click the trash can at the right of their name.

Note: Removing a MCIR User from your site does NOT remove them from this Eorder Contact list. There is no problem with leaving the name here (they do not have access to your site), but you will probably want to remove them anyway to keep the list clean.

Q) I need MCIR training. Who do I contact?
A) Click here to find your MCIR Regional Contact information.