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INFORMATION FOR PROVIDERS
FREQUENTLY ASKED QUESTIONS
If the information you are looking for is not here, please contact the HEALTH Information Line at 1-800-942-7434, Monday through Friday (except holidays) from 8:30am to 4:00pm, or email us at kidsnet@doh.state.ri.us.
GETTING STARTED WITH KIDSNET
USING KIDSNET
KIDSNET DATA
GETTING STARTED WITH KIDSNET
Why should I participate in KIDSNET?
By participating in KIDSNET, pediatric providers benefit from:
- Easy access to important patient information. Immunization records, results from metabolic, hearing, and developmental risk assessments for newborns, results from lead tests, and other information such as home visiting and participation in the Early Intervention and WIC Programs are available through KIDSNET.
- More complete health history for new patients. When you receive a new patient, search KIDSNET and check the healthcare he or she has already received or needs to get, regardless of whether the parent or guardian has that information.
- Data for clinical management. Most children’s data are also available to you for use in managing the care of your patients.
- Less staff time spent on routine requests. Print immunization records from KIDSNET to meet school requirements.
- Tools to assist with quality care. KIDSNET allows you to run lists of patients who are behind on immunizations and lead screening, so that you can follow up and order appropriate tests at the next visit. KIDSNET also provides an immunization algorithm that identifies invalid doses, next dose due, and overdue doses.
- KIDSNET sends out a reminder postcard to parents or guardians when their child is about to turn 12 months old to remind them of the importance of having their child screened for lead at one year of age and every year after.
How do I become a participating provider?
All Rhode Island pediatric providers can participate in KIDSNET. If your pediatric practice is not yet participating in KIDSNET, you can start immediately. Please complete the KIDSNET Physician Registration Form  or contact Sue Duggan-Ball at 222-1580 or SueDB@health.ri.gov to schedule a time to meet with you about participating.
Participating in KIDSNET is a simple process for many practices, and it includes:
- An initial visit to introduce the KIDSNET system, explain its benefits, and answer any questions;
- Working with KIDSNET to collect all demographic and immunization histories from all patients in the practice born on or after January 1, 1997 (KIDSNET handles the collection of these forms and enters them into the system);
- Signing of confidentiality and user agreements;
- Staff training provided by KIDSNET; and
- Working with KIDSNET to establish an ongoing process to submit data.
For a list of all participating pediatric providers and users of KIDSNET, click here.
What does it cost to participate?
There is no cost to participate in KIDSNET. The only equipment required is access to the Internet. KIDSNET provides you with postage paid envelopes that you can use to mail data and other information to KIDSNET as often as needed.
How long does it take to complete the process to become a KIDSNET participating provider?
It depends on several factors, such as the number of patients in your practice born after 1997, as well as how data from your practice will be submitted. KIDSNET makes every effort to accommodate your schedule and to cause the minimum interruptions to your regular business. Our experience is that the process can take about 4-6 weeks depending on practice availability.
USING KIDSNET
Will my staff have to do additional work because of KIDSNET?
As with any new project, some work needs to be done to implement it. Your staff will need to be trained on how to use the system and how to submit immunization data. You may see greater efficiencies in staff time because of the benefits of using KIDSNET in your practice.
Is it easy to access the KIDSNET system?
KIDSNET staff will provide you with a user ID and password as well as training on how to access and navigate the web-based system so that you can search for patients, view your patients’ immunization history, blood lead tests and other results, and run reports for your practice.
Can I use KIDSNET after regular working hours?
Yes. KIDSNET is a web-based application that is accessible through the Internet. You can log in any time to search for data pertaining to your patients. Usage of the KIDSNET application after regular working hours is monitored by KIDSNET daily.
We have more than one office location. How can we get KIDSNET access in all our locations?
The process is the same for one or more locations. The difference is that each location will need to have an Office Administrator who can create logins and passwords for staff who are authorized to access the system, and training has to be provided to staff in each location.
Can I use KIDSNET to run reports for my practice?
Yes. KIDSNET is a web-based application that allows providers to generate reports of patients in the practice at any time. There are currently four reports available in KIDSNET:
- Patient Report : A list of all the children in your practice. This report can also be run to identify certain age groups.
- Lead Screening :
Children in your practice born after 1/1/1997 who may have never received a lead screening. This report can also be run by date of birth, child's age, and other factors.
- School Eligible: Children in your practice who are eligible to enter school.
- Immunization Report: Children in your practice who may be behind on immunizations. This report can be run by age or by vaccine type.
We have more than one location, and we want to run patient reports for the individual offices. What can I do?
KIDSNET staff will facilitate this for your practice. At the introductory meeting with KIDSNET staff, we will cover all your general areas of interest and will set up your practice in a way that allows you to run reports for each site.
I have a new staff member. How does he gain access to KIDSNET?
As stated in the KIDSNET User Agreement that is signed with every participating pediatric practice, each practice must assign an Office Administrator who is responsible for:
- Assuring that each user in the office has a user ID and password;
- Having all users in the office sign a confidentiality agreement;
- Assigning new user IDs and passwords to new staff members; and
- Terminating user IDs and passwords when a staff member leaves employment.
I forgot my password and/or user ID. What should I do?
Each provider office has an Office Administrator as stated in the KIDSNET User Agreement. Your Office Administrator can assign a new password to new staff. If the Office Administrator is unavailable, you can contact the HEALTH Information Line at 1-800-942-7434 for assistance.
KIDSNET DATA
The children in my practice born before January 1, 1997, do not have a complete history in KIDSNET, why?
KIDSNET only tracks recent immunizations given to children born before 1997; immunization histories are not requested for this age group. Newborn screenings, and lead levels are also not available.
Will reporting information to KIDSNET violate HIPAA Requirements?
No. KIDSNET is not a covered entity under HIPAA (Health Information Portability and Accountability Act). Covered entities can provide data to KIDSNET without the authorization of an individual because public health exemptions permit disclosure of protected health information for public health activities. For more information please click here.
My patient’s parents/guardians have concerns about their child’s data in KIDSNET. What do I do?
If parents are interested in learning more about KIDSNET, please refer them to the Information for Families section of this website. For additional information about KIDSNET, please refer them to our Help Desk at 222-4220. KIDSNET staff will talk to parents to respond to any questions and concerns regarding their child’s information in KIDSNET.
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