The Request CoCasa Extract screen is used to create an extract for your provider organization containing information from the IRIS database that can be used for CoCASA reporting purposes. CoCASA stands for Comprehensive Clinic Assessment Software Application, a tool which is published by the Centers for Disease Control.

The CoCASA output is a tab-delimited text file, suitable for importing into the CoCASA application.

• Functionality

• • Creating the Extract

  • Reporting for Patients associated with your organization

  • Reporting for Patients residing in selected counties

  • Reporting for Patients within your organization or residing in selected counties

• The CoCASA Process

• Extract Layout

• Creating the Extract

1. Enter an assessment date in the format 'MM/DD/YYYY' in the 'Common Review Date' text box, or click on the calendar icon to set the date.

2. You have the option of selecting additional date ranges (or leaving the date range at the default 0 - 36 months).

3. You can set your minimum age (on common review date) by selecting either days, months, or years, and then entering a number in the 'Patient will be at least ___ old on common review date.' field.

4. You can set your maximum age (on common review date) by selecting either days, months, or years, and then entering a number in the 'Patient will be less than ___ old on common review date.' field.

5. Next select one of the additional options described below if they are available.  This additional section will only appear if you are a city or county organization

County Provider Options:

City Provider Options:

6.  Click on the Save button to submit the assessment date information.

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• Reporting for Patients associated with your organization:

• 1. All you have to do is select this option and select any other report criteria you wish to use for the report. Selecting a county is not required.

• Reporting for Patients residing in selected counties:

After selecting this option, if your county is not listed within the description of this option you must select a county or counties to be used for the report. Selecting this option and not selecting at least one county will return an error stating that you must select a county to continue.

1. 1. Below the options you will have two boxes where counties will be available for selection. Available Counties and Selected Counties.

   2. Move any county you would like to report for into the Selected Counties box by selecting it in Available Counties box and clicking on the Add> button. You should notice it move from the Available Counties box to the Selected Counties box.

   3. Remove a county you do not wish to report for by selecting it in the Selected Counties box and clicking on the <Remove button. You should notice it move from the Selected Counties box to the Available Counties box.

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• Reporting for Patients within your organization or residing in selected counties:

In addition to reporting for selected counties your normal organizational patients who have been administered immunizations by you will returned on the report. After selecting this option, if your county is not listed within the description of this option you must select a county or counties to be used for the report. Selecting this option and not selecting at least one county will return an error stating that you must select a county to continue.

1. 1. Below the options you will have two boxes where counties will be available for selection. Available Counties and Selected Counties.

   2. Move any county you would like to report for into the Selected Counties box by selecting it in Available Counties box and clicking on the <Add> button. You should notice it move from the Available Counties box to the Selected Counties box.

   3. Remove a county you do not wish to report for by selecting it in the Selected Counties box and clicking on the <Remove> button. You should notice it move from the Selected Counties box to the Available Counties box.

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1. After selecting the assessment date and other criteria and submitting this information, the system will find all patients in the system that are eligible based upon the common review date and minimum/maximum date range criteria.

2. The system then runs a batch process which will create a self-extracting zip file that will be placed on an FTP server.

3. Go to the check request status screen to view the status of the extract.

4. When the extract is finished the 'Status' column will display "COMPLETE", and the file will be displayed as a hyperlink which you can click on to download the CoCASA file.

5. Once the file is downloaded, you can extract the text file and import it directly into the CoCASA application for processing, using the updated IRIS import template in the CoCASA. Please use the template which consists of the 20 fields specified in the Extract Layout below.

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For each patient included in the CoCASA file extract, the layout will be as follows:

1. 1. Name of Field	Description
      Unique Patient Identifier	The IRIS internal ID which uniquely identifies the patient. The IRIS internal ID is different from the Patient ID, and most end users do not see this field in their daily work.
      Last Name	The patient's last name.
      First Name	The patient's first name.
      Date of Birth	The patient's birth date.
      Address Line 1	The first line of the patient's address.
      Address Line 2	The second line of the patient's address.
      City	The city of the patient's address.
      State	The state of the patient's address.
      Zip	The zip code of the patient's address.
      Blank Field	n/a
      Blank Field	n/a
      Blank Field	n/a
      Shot Date	The date when the dose was administered.
      Shot Type	The CVX code for the vaccine which was administered.
      Moved or Gone Elsewhere	Y for a patient who has a Moved or Gone Elsewhere status in this organization. Otherwise, N.
      Provider Organization Identifier	The organization's Patient ID, which is visible to end users on the Edit Patient screen.
      Gender	The gender of the patient. The values are as follows: 1 for Male 2 for Female 98 for Unknown
      Race	The race of the patient. The values are as follows: 1 for White 2 for Asian 3 for Black or African-American 4 for American Indian or Alaskan Native 5 for Native Hawaiian or Other Pacific Islander 98 for Unknown 99 for Other Race
      Ethnicity	The ethnicity of the patient. The values are as follows: 1 for Not Hispanic or Latino 2 for Hispanic or Latino 98 for Unknown
      VFC Eligibility	The dose-specific VFC eligibility. The values are as follows: 1 for Medicaid 2 for Native American/Alaskan Native 3 for Not VFC-Eligible 4 for Underinsured 5 for Uninsured

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• Unzip Download Note

The file you download will be a self-extracting zip file which means all you have to do is download the file and then click on it to extract the text file used in CoCASA. The text file extracted will appear in the same directory where you downloaded the original CoCASA file. Call the help desk if you have questions.

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