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Virginia Administrative Code
Title 12. Health
Agency 5. Department of Health
Chapter 115. Virginia Immunization Information System
9/4/2026

12VAC5-115-60. Population of VIIS.

A. The VDH Division of Immunization and Office of Vital Records shall have an agreement to populate demographic information in VIIS with birth certificate data. Death certificate data shall be used to make the VIIS record no longer viewable. The data shall be transmitted via electronic data exchange.

B. A participant shall make every effort to ensure the accuracy of all immunization and demographic information and shall include enough identifying information to allow for de-duplication of patients.

C. Data shall be reported in VIIS either by online data entry or by data exchange of files from other information systems. Reporting shall occur within three days of vaccine administration.

D. Both demographic and immunization data shall be reported for each immunization administered.

1. Patient demographic information shall include the patient's name and date of birth in order to be accepted by VIIS. The following information is required, if available: gender, telephone number, email, home address, race, ethnicity, birth place, and mother's maiden name.

2. Patient immunization information shall include the type of immunization administered using industry standards, such as vaccine groups, Health Level 7 codes, or Current Procedural Terminology codes; date the immunization was administered; identity of the health care provider who administered the vaccine; manufacturer; trade name; lot number; and, if present, any contraindications or religious or medical exemptions.

E. Participants in data exchange shall provide an acceptable level of data quality, such as correct data fields, data accuracy, and enough information to correctly merge with existing patients. Upon initial data delivery, and periodically thereafter, VDH shall review data to determine data quality and shall notify a participant if the data quality is not acceptable, including notice of any rejected records. The participant shall resolve a rejected record in a timely manner, not to exceed 30 days after notice from VDH. VDH may suspend system privileges and take additional action in accordance with § 32.1-27 of the Code of Virginia for a participant who knowingly submits inaccurate data or repeatedly provides an unacceptable level of data quality.

F. If insufficient information is reported to allow de-duplication of patients, VDH shall place incoming data in a pending file and merge the data manually, if appropriate. All participants shall identify a contact to work with VDH on pending files.

G. VDH shall incorporate immunization data pursuant to § 32.1-46 E of the Code of Virginia into VIIS by data exchange from other immunization systems, patient care management billing systems, or information systems to the extent possible.

Statutory Authority

§ 32.1-46.01 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 31, Issue 22, eff. July 31, 2015; amended, Virginia Register Volume 42, Issue 22, eff. August 13, 2026.

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