SubTitle19a-7h-1_19a-7h-5. Reporting Information to and Releasing Information from the Connecticut Immunization Registry and Tracking System, Title19a Public Health and Well-being, Regulations of Connecticut State Agencies

Regulations of Connecticut State Agencies (Last Updated: June 14,2023)

SubTitle19a-7h-1_19a-7h-5. Reporting Information to and Releasing Information from the Connecticut Immunization Registry and Tracking System

Sec. 19a-7h-1. Definitions

Latest version.

As used in Sections 19a-7h-1 to 19a-7h-5, inclusive, of the Regulations of Connecticut State Agencies:

(1) "Connecticut electronic birth registry system" means the department's computer database of all birth data from electronic transmission of birth information data by hospitals to the department as authorized by section 7-48 of the Connecticut General Statutes.

(2) "Department" means the Connecticut Department of Public Health.

(3) "Health care provider" means "health care provider" as defined in section 19a-7h of the Connecticut General Statutes.

(4) "Immunization registry" means the department's ongoing computer-based registry of children who have not yet begun first grade of school and their complete immunization history as authorized by section 19a-7h of the Connecticut General Statutes.

(Adopted effective May 1, 2000)

Sec. 19a-7h-2. Registration

Latest version.

(a) The administrator of the Connecticut electronic birth registry system shall report identifying and locating information and, to the extent the information is contained in it, any information on in-hospital newborn vaccination, non-household contact persons, and designated well child care provider, to the immunization registry on all children born on or after January 1, 1999 in Connecticut hospitals to residents of Connecticut.

The administrator of the Connecticut electronic birth registry system shall submit an electronic data file to the immunization registry administrator within 7 days of the information being received at the department. Identifying and locating information shall be:

(1) the infant's name, birthdate, hospital of birth, birth certificate number, birth document control number, and address, and, if available, social security number;

(2) the infant's mother's name, birthdate, and address; and

(3) the infant's father's name, birthdate and address.

(b) Health care providers who vaccinate or, when appropriate, provide an exemption from vaccination to any child who resides in Connecticut, was born out-of-state on or after January 1, 1999, and is not yet enrolled in the first grade, shall report registration information on that child to the immunization registry, on a form provided by the immunization registry, within fourteen days of providing the initial in-state vaccination or permanent vaccination exemption to that child. Registration information shall be,:

(1) the child's name, birthdate, state of birth, current address, telephone number, and, if available, social security number;

(2) the child's parent(s)'s or legal guardian(s)'s name(s), date(s) of birth, current address, telephone number; and

(3) the name, work address and work telephone number of the child's primary well child care provider.

(c) Any health care provider who vaccinates any child who resides in Connecticut and was born on or after October 1, 1994, may report any known change of identifying or locating information on that child each time a change becomes known to that health care provider.

(Adopted effective May 1, 2000)

Sec. 19a-7h-3. Reporting of vaccination by health care providers

Latest version.

(a) Health care providers giving vaccinations in an outpatient setting shall report to the immunization registry information on each vaccination given to a child born on or after January 1, 1999 and who currently resides in Connecticut, or when appropriate, permanent exemptions from administration of each vaccine dose within 14 days of giving to or permanently exempting a child from any dose of vaccine. Health care providers shall make similar reports at the request of the immunization registry administrator on children enrolled in the immunization registry including those born before January 1, 1999. Reports shall be made in a written or an electronic format, approved by the commissioner. The reports shall include:

(1) the vaccinated or exempted child's name and date of birth and, if the report is made in electronic format, other unique identifiers approved by the commissioner;

(2) the name of each vaccination given or for permanent exemption, the name of each vaccine exempted and whether the exemption is for medical reasons, religious reasons, or because the child has laboratory confirmation of natural infection with the infecting agent against which the exempted vaccine would provide protection;

(3) the date the vaccine was administered or permanently exempted; and

(4) the name of the health care provider who ordered the dose be given or in the case of a permanent exemption, issued a medical exemption or provided evidence of laboratory confirmation of natural infection.

(b) In the case of a hospital neonatal care unit, the chief executive officer of the hospital shall designate a hospital employee to be responsible for reporting any vaccination given to a newborn child before the newborn child is discharged from the hospital inpatient setting. Reports shall be made within fourteen days of administering a vaccination. Where reports can be made through the Connecticut electronic birth registry system together with the birth registration information, vaccination may be reported through that system. Where that is not possible, reports shall be made in a written or an electronic format approved by the commissioner. A biweekly listing of births and vaccination status of each newborn child may be substituted for individual vaccination reports. The reports shall include:

(1) the vaccinated child's name, date of birth and hospital of birth;

(2) the biologic mother's name;

(3) the name of each vaccination given;

(4) the date the vaccine was administered.

(c) When requested by the immunization registry to provide immunization information on a named child, the current or former health care provider of any such child enrolled in the immunization registry shall provide to the immunization registry that child's immunization history and identifying information as required in subsection (a) of this section within fourteen days of such request.

(Adopted effective May 1, 2000)

Sec. 19a-7h-4. Release of information by the immunization registry

Latest version.

(a) Health care providers intending to administer vaccines to a child who need to know a child's immunization history for purposes of determining whether additional doses of vaccine are needed and health care providers who need to officially document a child's immunization status to meet state day care or school immunization entry requirements and who have signed a written statement on a form provided by the department stating that they have read section 19a-7h of the Connecticut General Statutes and sections 19a-7h-1 through 19a-7h-5 inclusive of the Regulations of Connecticut State Agencies and will comply with them shall be allowed to obtain information from the immunization registry about the immunization status of children in it. Health care providers shall provide the immunization registry with sufficient identifying information to identify an individual child and shall be provided a complete record of that child's immunization status, including name and date of each vaccine dose given or permanently exempted, and name and birthdate of the child. The immunization registry shall provide the immunization record either via a secure computer connection at the time of the query, via fax to a telephone number given by the health care provider, via telephone followed by mailing or faxing of a written or printed copy, by written or printed copy, or by other such methods determined by the commissioner to assure that the report is being made to a health care provider who has agreed in writing to comply with Connecticut General Statutes section 19a-7h and sections 19a-7h-1 through 19a-7h-5 inclusive of the Regulations of Connecticut State Agencies. Such written statements shall be renewed every twenty-four months and shall be kept on file for seven years in the immunization program of the department.

(b) Parents or guardians of a child may request and obtain a written or printed copy of their child's immunization record directly from the immunization registry central office.

(1) The copy provided shall include the child's name, date of birth, and the name and date of each vaccine dose given or exempted. If a vaccine is permanently exempted, the copy shall state whether the exemption is because the child already has evidence of immunity or because the child has a contraindication to vaccination, which may be either medical or religious as specified in section 19a-7h-3 of the Regulations of Connecticut State Agencies, and is still thought to be susceptible to the infectious agent against which the exempted vaccination is meant to protect. It shall not have additional identifying information, including current or past addresses of the child. The copy shall contain a statement that the record was provided by the Connecticut State Immunization Registry and can be used as an official immunization record for licensed day care and school entry purposes.

(2) If a parent or guardian of the child directly requests a copy of the immunization record from the immunization registry, such request shall be made in person or by mail, and photographic identification shall be presented, if available. Should a photographic identification be unavailable, originals or photocopies of any two of the following documents may be substituted for it:

(A) social security card;

(B) written verification of identity from employer;

(D) current copy of utility bill showing name and address;

(E) current checking account deposit slip stating name and address;

(F) current voter registration card.

(c) Local directors of health who have signed a written statement on a form provided by the department that they have read section 19a-7h of the Connecticut General Statutes and sections 19a-7h-1 through 19a-7h-5 inclusive of the Regulations of Connecticut State Agencies and will comply with them, shall have full access to all necessary registration and immunization information in the immunization registry for all children who are registered as residing in their health jurisdiction to enable them to determine which children are overdue for scheduled immunizations and to enable them to provide outreach by mail, telephone or on-site visits after first conferring with the child's last known primary care provider.

(1) The immunization registry shall provide the immunization records either by computer connection or written or printed copy.

(2) At the health director's discretion, outreach workers working on behalf of the local health department to improve immunization levels may be given sufficient information to identify and locate individual children who are behind on immunization and to inform their parents or guardians which generic vaccines are still needed.

(Adopted effective May 1, 2000)

Sec. 19a-7h-5. Refusing participation in the immunization registry

Latest version.

The parent or guardian of any child who is listed or eligible to be listed in the immunization registry shall receive a written informational statement from the department about the immunization registry at the time of birth or, for qualifying children who come to Connecticut after birth, at the time of their coming to the attention of the immunization registry. Such statement shall inform the parent or guardian that their child's immunization information will be reported to and maintained by the immunization registry and that they may submit a written request to the immunization registry at any time requesting that their child's immunization record no longer be maintained. Once the request is received, the immunization registry shall no longer update nor make available that child's immunization record as specified in section 19a-7h-4 of the Regulations of Connecticut State Agencies.

(Adopted effective May 1, 2000)