Immunizations: Wisconsin Immunization Registry—Information for Providers and Partners

Immunization Registry (IR) administrator trainings

WIR trainings are free and available for everyone. Our trainings are right for you whether you’re:

• Beginning to use WIR.
• A new staff person needing to be trained.
• Just looking for a refresher.

Our IR administrator trainings are led virtually by a WIR trainer. You’ll participate from your own location. Please sign up early because class size is limited. We keep waiting lists for most training dates.

To register, please contact the WIR help desk at 608-266-9691 or dhswirhelp@dhs.wisconsin.gov. After you register, we’ll provide the details you need to join the training class. If you are no longer able to attend the training, please contact the help desk.

Note: Each training consists of two sessions. You must attend both sessions of the training.

April IR Administrator training dates

• Training 1:
  • Session 1: Wednesday, April 10, 2024, 1–3:30 p.m.
  • Session 2: Thursday, April 11, 2024, 9:30 a.m.–noon
• Training 2:
  • Session 1: Tuesday, April 23, 2024, 1–3:30 p.m.
  • Session 2: Wednesday, April 24, 2024, 9:30 a.m.–noon

May IR Administrator training dates

• Training 1:
  • Session 1: Tuesday, May 7, 2024, 9:30 a.m.–noon
  • Session 2: Wednesday, May 8, 2024, 9:30 a.m.–noon
• Training 2:
  • Session 1: Monday, May 20, 2024, 9:30 a.m.–noon
  • Session 2: Tuesday, May 21, 2024, 9:30 a.m.–noon

June IR Administrator training dates

• Training 1:
  • Session 1: Tuesday, June 4, 2024, 1–3:30 p.m.
  • Session 2: Wednesday, June 5, 2024, 9:30 a.m.–noon
• Training 2:
  • Session 1: Wednesday, June 19, 2024, 9:30 a.m.–noon
  • Session 2: Thursday, June 20, 2024, 1–3:30 p.m.
• Please check back periodically for new available sessions.

These documents are additional training resources to assist stakeholders. The documents do not encompass the full WIR IR Administrator Training, nor do they replace the requirement to attend the training to gain access as an administrator.

• Introduction to WIR (PDF)
• Accessing WIR (PDF)
• Managing access (PDF)
• WIR maintenance (PDF)
• Inventory management (PDF)
• Managing clients (PDF)
• Immunizations (PDF)
• Mass Vaccinations (PDF)
• Ad hoc reports (PDF)
• Benchmark reports (PDF)
• Reminder/Recall report (PDF)
• WIR acronyms and glossary (PDF)
• WIR provider FAQs (PDF)
• Bridge access WIR training

Our quick reference guides can help you use all the clinical tools within WIR.

• Deciphering a Patient’s Immunization History in the Wisconsin Immunization Registry, P-02261 (PDF)
• Wisconsin Immunization Registry: Reminder/Recall for Providers, P-02400 (PDF)
• Recruitment flyer—Sign Up Your Pharmacy to Use Wisconsin Immunization Registry, P-02451 (PDF)

Mpox (Monkeypox) resources

• Managing JYNNEOS Vaccine in WIR, P-03321 (PDF)
• Managing JYNNEOS Vaccine in WIR Guide for Data Exchange Providers Who Do Auto Decrement Inventory, P-03321A (PDF)

If you’re new to WIR, contact the WIR help desk. They can help your clinic and your staff become familiar with WIR.

• A list of provider hardware and software needs—WIR: Accessing and Sending Data, P-02324 (PDF)
• Best practices for data entry: WIR user interface, P-00862A (PDF)
• Share data with the Wisconsin Immunization Registry (WIR), P-01012 (PDF)
• Evaluation of the Wisconsin Immunization Registry: Executive Summary, P-00862 (PDF)
• Journal of Public Health and Management Practice—Completeness and Accuracy of the Wisconsin Immunization Registry
• Must be signed by all new WIR users—The WIR User Agreement, F-42008A (PDF)
• Must be signed by organizations new to WIR—Wisconsin Immunization Registry Organization Security and Confidentiality Agreement, F-42008 (PDF)

Reminder/Recall: Reminder and recall reports give a list of clients due for vaccinations. The report can generate letters, cards, address labels, client listings, and downloadable text files. You can send these to the parent, guardian, or individual. The letters can either remind them of an upcoming appointment or recall them to come in for a vaccine that is past due.

Manage Custom Letters: This report provides letters for patients who need vaccines. It uses contact information from the reminder and recall list, and is similar to those reports. You can send the letter to the parent, guardian, or individual. You can customize the letters. For example, you can include specific clinic or provider information.

Vaccine for Children (VFC) Report: This report lets VFC providers identify the VFC client cohort served by your clinic. The report pulls VFC client details based on information entered in the Client Eligibility field of WIR. Use this report to complete the annual VFC re-enrollment process. It also ensures you’re documenting VFC eligibility correctly.

VFC Eligibility Dose Report: This report lists clients in the VFC cohort based on dose-level eligibility. Dose-level eligibility refers to tracking a child’s VFC eligibility status for every dose they receive from the VFC program. This tracking is required by the program.

Assessment Report: This report gives an overview of several benchmark summaries, for example, the 24-month-old series. It looks at vaccine visits where other doses could have brought clients up to date.

Benchmark Reports: These reports provide a list and a summary of clients who either have or haven’t met an immunization benchmark.

Ad Hoc List Report: This powerful feature lets you customize reports. It can look at several fields, depending on what you select. Filters can generate reports based on a range of dates, site, vaccine group, ethnicity, and other factors. City and county public health departments may include clients associated with their departments or those living within the same city or county.

Ad Hoc Count Report: The ad hoc count function in WIR lets you create customized summary reports. Filters within this function help you narrow a search by date, site, vaccine group, ethnicity, and other factors. City and county public health departments may include clients associated with their departments or those living within the same city or county.

Provider Report Cards: These are summary reports sent to IR administrators on a monthly basis. The IR administrator is the clinic’s super user. The information helps identify issues with data quality, timeliness, and completeness. Sign up to receive the provider report card by emailing dhswirhelp@wisconsin.gov.

Patients can access WIR to look up their own immunization records. Parents and legal guardians also can look up their children’s records. Many people in Wisconsin receive vaccines from more than one provider. Without access to the record, it can be hard to know which vaccine a patient needs. Offering parents and guardians direct access to WIR can reduce requests you get from patients for their immunization records.

To access a record, the user needs the patient’s:

• First and last names.
• Date of birth.
• Either Social Security number, Medicaid identification number, or health care member identification number.

These links lead to the WIR portal in different languages:

• English—Immunization Record Search
• Spanish—Acceso Publico del Registro de Inmunización
• Hmong—Tshawb Nrhiav Txog Kev Txhaj Tshuaj Cov Ntaub Ntawv

Health care providers can order parent brochures through the DHS Online Ordering of Printed Forms and Publications. You’ll need the form number when ordering, which is the P-number listed after the brochure name.

Wisconsin Immunization Registry Information for Parents, P-42154

Before submitting data in WIR, providers must register through our Public Health Registration for Electronic Data Submission (PHREDS) system.

• DHS Public Health Registration for Electronic Data Submission—PHREDS Enrollment and Registration of Intent
• DHS—Public Health Registries: Immunizations
• DHS guide that includes local specifications of HL7 version 2.5.1 release 1.5—Wisconsin Immunization Registry Implementation Guide for Immunization Messaging (PDF)
• DHS guide on proprietary fixed-length format files used to load client and immunization-related data—WIR Flat File (PDF)
• DHS guide on proprietary fixed-length format files used solely for K-12 private and public schools to load client and immunization-related data—WIR School Flat File (PDF)

For questions about interoperability, please contact the WIR help desk.