N.J. Admin. Code § 8:57-3.8

Current through Register Vol. 56, No. 11, June 3, 2024

Section 8:57-3.8 - Authorized user applicant enrollment process

(a) The administrator of any prospective eligible entity wishing to enroll as an NJIIS site and as an authorized user shall submit to the local MCHC office, via mail, facsimile or electronic submission, an application package consisting of:

1. A statement of interest in enrolling in the NJIIS;

2. A completed Enrollment Request for New Site form, available at subchapter Appendix A; and

3. An original User Confidentiality Agreement, available at subchapter Appendix C, signed and dated by the responsible person.

(b) The site administrator of any enrolled site wishing to designate agents to access and utilize the NJIIS shall assist the designated agents in enrolling as authorized users by submitting to the local MCHC office, via mail, facsimile or electronic submission, an application package consisting of:

1. A statement of interest in enrolling in the NJIIS;

2. A completed User Enrollment and Training Request form, available at subchapter Appendix B, through which the administrator shall request the appropriate level of access for the designated agent.

i. "General reader access" means access to view patient information and to run standard reports;

ii. "General user access" means general reader access and access to modify or add information to existing patient records, add new patients, perform inventory, and perform outreach functions to patients for whom the designated agent's NJIIS site has primary responsibility;

iii. "Site manager access" means general user access and access to modify critical fields, and maintain inventory control records;

iv. "School/college general user access" means general reader access and access to modify or add information to existing student immunization records, add new students, and perform outreach functions to students for whom the designated agent's NJIIS site has primary responsibility;

v. "School/college general reader access" means access to view student's information and to run standard reports; or

vi. "VFC data entry access" means access assigned by the New Jersey VFC Program for vaccine accountability; and

3. An original NJIIS User Confidentiality Agreement, available at subchapter Appendix C, for each designated agent individually signed and dated.

(c) The local MCHC offices shall enroll or deny enrollment of the prospective entity or designated agent as an NJIIS site and authorized user respectively based on:

1. Consistency between the entity's or designated agent's purposes in enrolling as an NJIIS site and an authorized user, respectively, and the purposes of the NJIIS as set forth in 26:4-132 and 134 and this subchapter;

2. Whether the entity or designated agent will use the NJIIS to further the purposes of promoting public health or providing patient care;

3. Whether the selected level of access for each designated agent is appropriate as determined by the description of the designated agent's employment functions; and

4. Whether the entity or designated agent complies with the eligibility requirements set forth at 8:57-3.6.

(d) If the MCHC denies enrollment of an entity or designated agent, the MCHC shall notify the administrator of the decision in writing within 30 days of the date on which the MCHC makes the decision.

1. The MCHC shall notify the VPDP of all enrollment denials and the reasons thereof, within 10 days of such a decision prior to notifying the administrator.

(e) If the MCHC enrolls an entity as an NJIIS site or a designated agent, the MCHC in conjunction with the Department's Office of Information Technology Services (OITS), shall establish access for the NJIIS site or designated agent and assign a user identification and temporary password that allows each authorized user to have the appropriate level of access described in (b) 2 above, upon confirmation of the successful completion of the mandatory NJIIS training as set forth in (g) below.

(f) An administrator or site administrator may request a change in an authorized user's access level or password reset by submitting a completed Request for Change of User Security Authorization/Request for Password Reset form, available at subchapter Appendix D, to the NJIIS Help Desk at the facsimile number indicated on the NJIIS webpage or to the local MCHC.

1. An authorized user must periodically change his or her password as prompted by the NJIIS.

(g) All enrolled authorized users, shall complete a mandatory NJIIS training conducted by an NJIIS certified trainer.

1. Each NJIIS certified trainer shall notify site administrators in writing of authorized users' completion of training.

N.J. Admin. Code § 8:57-3.8

The adopted version of this section 56 N.J.R. 213(a), effective 1/3/2024 is not yet available