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Immunizations: Wisconsin Immunization Registry—Information for Providers

Wisconsin Immunization Registry (WIR) is an online database of immunizations for Wisconsin residents. WIR can help your office!

Our registry can help you:

  • Track patients who visit multiple clinics.
  • Forecast what immunizations a patient needs.
  • Run reports that measure your clinic’s vaccine rates.

 

View the Wisconsin Immunization Registry

Upcoming trainings and webinars

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 Immunization Registry (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.

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

January IR Administrator Training Dates
  • First training in January is full
    • Session 1: Tuesday, January 10, 2023, 1–3:30 p.m.
    • Session 2: Wednesday, January 11, 2023, 9:30–noon
  • Second training in January is full
    • Session 1: Wednesday, January 25, 2023, 1–3:30 p.m.
    • Session 2: Thursday, January 26, 2023, 9:30–noon
February IR Administrator Training Dates
  • First training in February
    • Session 1: Wednesday, February 1, 2023, 1–3:30 p.m.
    • Session 2: Thursday, February 2, 2023, 9:30–noon
  • Second training in February
    • Session 1: Tuesday, February 14, 2023, 1–3:30 p.m.
    • Session 2: Wednesday, February 15, 2023, 9:30–noon
March IR Administrator Training Dates
  • First training in March
    • Session 1: Wednesday, March 1, 2023, 1–3:30 p.m.
    • Session 2: Thursday, March 2, 2023, 9:30–noon
  • Second training in March
    • Session 1: Tuesday, March 14, 2023, 1–3:30 p.m.
    • Session 2: Wednesday, March 15, 2023, 9:30–noon

Please check back periodically for new available sessions.

We host user group meetings in locations across Wisconsin. The meetings offer you a forum to:

  • Interact with our staff to learn more about WIR.
  • Discuss key elements of the system.
  • Learn about upcoming projects and changes.
  • Tell us about your needs.
  • Ask questions about system functions, reports, and more.

These sessions offer you the chance to ask specific questions about using WIR. Bring screenshots or specific examples that we can clarify.

Note: Our WIR user group meetings are delayed due to COVID-19. Please check back for updates.

The WIR team conducts webinars throughout the year to train users on WIR tools and functions. These webinars are free and available to everyone with WIR access. You don’t need to register for these webinars. Dates and topics are subject to change. Please check back regularly to review the most-up-to-date schedule.

You’ll need access to a computer with speakers or a headset, since there isn’t a conference line to call in. Each session is held from noon–1 p.m. CST.

We record most of our webinars. When available, they are listed below with a link for viewing.

Upcoming webinars
Date Topic
Date to be determined Interstate jurisdiction
Date to be determined Patient active and inactive status-client management and upcoming changes

Note: Our webinar series is delayed due to COVID-19. Please check back for updates.

WIR resources, reports, and information

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

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:

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.

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

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

Contact us

Last revised January 10, 2023