Dear Providers:  The MIIS team has developed this template to help you inform your patients, either by e-mail or letter, that you are now participating in the MIIS.  Along with distribution of the MIIS Fact Sheet for Parents and Patients, displaying an MIIS Poster in your office, and/or incorporating the Sample MIIS Language for Patient Encounters into your patient registration materials, sending your version of this template is another method for informing your clients about the MIIS.  Note: the language in italics in the template below should be completed and/or customized by you when you generate this as an e-mail or letter to your patients. Please feel free to contact the MIIS Help Desk with any questions at MIIShelpdesk@state.ma.us or 617-983-4335.

Date
Address

Dear Patient or Parent of a Patient,

We are pleased to inform you that our office is now participating in the Massachusetts Immunization Information System (MIIS).  The MIIS is the new statewide, electronic record-keeping system (or registry) that keeps track of your immunizations (shots).  This new system will help us keep complete and accurate records of the shots that you or your children get from any doctor or healthcare provider in Massachusetts.  It was developed by the Immunization Program at the Massachusetts Department of Public Health.  We began to use the MIIS on (insert date here) or, We will begin to use the MIIS on (insert date here). 

The MIIS will allow us to:
•	keep all of your important immunization information together in one place for you and all of your healthcare providers;
•	know which shots you and your children are due for and when;
•	easily send reminders to you about your and your children’s upcoming immunizations to help you in scheduling your next visit; and
•	quickly print out the forms your children need for school and camp to save you time each fall and summer.  

Immunization registries like the MIIS help healthcare providers make sure that everyone is up-to-date on their immunizations to keep us all healthy and prevent the spread of harmful disease.  The system has been created according to state law, which requires that healthcare providers who give immunizations report them to the MIIS.  All information in the MIIS is kept confidential.  You may choose to limit the providers who may see your or your child’s shot records in the MIIS.  However, if you do choose to limit who can view your/your child’s shot history, we may be unable to give you a complete and accurate record of your/your child’s shots.  This means you must continue to keep track of this information on your own.

The next time you are in our office, you will receive more information about the MIIS and we will be happy to answer your questions.  You may also visit the MIIS website at www.mass.gov/dph/miis, or contact the Massachusetts Immunization Program directly at 617-983-6800 or 888-658-2850.

We look forward to seeing you at your next appointment!

Regards,

Your doctor