CAIR User Manual - California Immunization Registry

CAIR User Manual - California Immunization Registry
CAIR User Manual
Version 0.3
September 19, 2016
Table of Contents
Chapter 1 Introduction ............................................................................................................ 5
The California Immunization Registry (CAIR) ...................................................................... 6
CAIR Vision, Mission and Goals .......................................................................................... 6
Chapter 2 System Requirements ........................................................................................... 7
Internet Access ................................................................................................................... 8
Hardware Requirements ..................................................................................................... 8
Compatible Web Browsers: ................................................................................................. 8
Chapter 3 Accessing CAIR ...................................................................................................... 9
Opening CAIR ................................................................................................................... 10
Post Login ......................................................................................................................... 12
Exiting CAIR...................................................................................................................... 12
CAIR Security ................................................................................................................... 13
Chapter 4 Optimizing CAIR ................................................................................................... 17
Optimizing Browser Performance ...................................................................................... 18
Running Reports with Adobe Acrobat Reader® ................................................................. 19
Efficient Screen Navigation ............................................................................................... 19
Chapter 5 Home Page ............................................................................................................ 24
Menu Bar .......................................................................................................................... 25
Menu Panel ....................................................................................................................... 26
Announcements ................................................................................................................ 26
Release Notes................................................................................................................... 26
Inventory Alerts ................................................................................................................. 26
Chapter 6 Managing My Account.......................................................................................... 28
Editing User Information .................................................................................................... 29
Chapter 7 Managing Inventory .............................................................................................. 31
Adding New Inventory ....................................................................................................... 32
Viewing Inventory .............................................................................................................. 33
Updating Inventory ............................................................................................................ 35
Inventory Alerts ................................................................................................................. 37
Viewing Inventory Transactions ......................................................................................... 39
Creating Transfers ............................................................................................................ 43
Accepting or Rejecting Transfers ...................................................................................... 44
Shipping and Restocking Transfers ................................................................................... 45
Transaction Summary Report............................................................................................ 46
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Chapter 8 Managing Patients ................................................................................................ 47
Finding Patients ................................................................................................................ 48
Entering Names ................................................................................................................ 49
Searching by Patient ID..................................................................................................... 50
Using Drop-Down Lists in CAIR ........................................................................................ 50
Editing/Entering Patient Information .................................................................................. 51
Saving Patient Information ................................................................................................ 61
Deduplication of Patient Records ...................................................................................... 62
Countermeasure and Response Administration Module (CRA) ......................................... 62
Chapter 9 Managing Immunizations and TB ........................................................................ 64
Viewing Patient Immunization Information ......................................................................... 65
Validation of Combination Vaccines .................................................................................. 67
Entering Immunizations ..................................................................................................... 69
Editing Immunizations ....................................................................................................... 73
TB Tests and X-RAYS....................................................................................................... 76
Countermeasure and Response Administration (CRA)...................................................... 80
Chapter 10 Forms and Reports ............................................................................................. 81
Forms Tab......................................................................................................................... 82
Patient Level Reports ........................................................................................................ 82
Immunization History Report ............................................................................................. 82
Immunizations Needed/Routing Slip Report ...................................................................... 83
Yellow Card Report ........................................................................................................... 84
Ad Hoc Reports ................................................................................................................. 86
Assessment Reports ......................................................................................................... 93
Benchmark Reports ........................................................................................................ 102
Group Patients Report..................................................................................................... 106
Reminder/Recall.............................................................................................................. 107
Vaccine Eligibility ............................................................................................................ 117
Vaccine Accountability Report ......................................................................................... 120
Chapter 11 Data Exchange .................................................................................................. 129
Introduction ..................................................................................................................... 130
Data Exchange via the CAIR Web Service ...................................................................... 130
Data Exchange via the CAIR Interface ............................................................................ 130
Health Plan Data Exchange ............................................................................................ 130
Chapter 12 School User ...................................................................................................... 138
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Finding Student Screen ................................................................................................... 139
Student Immunization Record Screen ............................................................................. 140
Manage List Screen ........................................................................................................ 146
Reports/Client List Screen ............................................................................................... 148
Check School Report Screen .......................................................................................... 153
Appendix 1 ........................................................................................................................... 155
Online Help ..................................................................................................................... 156
CAIR Help Desk .............................................................................................................. 157
Appendix 2 ........................................................................................................................... 158
Validation of Patient Entry Data ....................................................................................... 159
Disallowed Address Entries ............................................................................................. 160
Disallowed First Name Entries ........................................................................................ 160
Disallowed Last Name Entries......................................................................................... 161
Glossary .............................................................................................................................163-5
Table of Contents
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Chapter 1 Introduction
In this chapter:
The California Immunization Registry
CAIR Mission Statement
Table of Contents
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5
The California Immunization Registry (CAIR)
The CAIR is a lifespan, population-based web application containing consolidated
immunization records for nearly all Californians. CAIR is able to perform a variety of
functions for health care providers, including:
•
•
•
•
Recording immunizations, contraindications, and reactions
Validating immunization history and providing immunization forecasts for shots due
and past due
Producing recall and reminder notices, vaccine usage and patient reports
Managing vaccine inventory
CAIR Vision, Mission and Goals
Vision: Any authorized user anywhere in the state of California can immediately obtain
comprehensive immunization information on any California child.
Mission: CAIR ensures the secure, electronic exchange of immunization records to support the
elimination of vaccine preventable diseases. Note: CAIR regions work closely with the state to
improve immunization coverage and practice.
Goal: The goal of CAIR is to improve immunization rates for all California children through an
innovative public-private partnership. CAIR is a collaborative effort involving regional
immunization registry services, with the support of their local health departments, the California
Department of Public Health Immunization Branch, and a spectrum of key stakeholders across
the state. CAIR is working to develop an integrated, secure, readily-accessible statewide
network of computerized immunization information systems to make each child’s full
immunization history available to providers and other authorized users, such as schools, foster
care, and juvenile detention centers. The system will ensure that users have rapid access to
complete and up-to-date immunization records, as well as expert vaccine forecasting. A major
objective is to eliminate both missed opportunities to immunize and unnecessary duplicate
immunizations
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Chapter 2 System Requirements
In this chapter:
Internet Access
Hardware Requirements
Software Requirements
Table of Contents
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Internet Access
CAIR is a web-based application. You will need reliable Internet access, preferably with a
dedicated high-speed connection. A dial-up connection will also work but is not recommended.
Hardware Requirements
The following are minimum hardware requirements for accessing CAIR:
•
Pentium 500 MHz computer
•
64 MB RAM
•
500 MB free disk space
•
Screen display set at a minimum of 800 x 600 resolution and 256 colors
•
Mouse and keyboard
Compatible Web Browsers:
• Microsoft® Internet Explorer, version 9.0, Chrome, Firefox, Safari
•
Adobe Acrobat Reader® 6.0 or higher
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Chapter 3 Accessing CAIR
In this chapter:
Opening CAIR
Post Login
Exiting CAIR
CAIR Security
Table of Contents
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Opening CAIR
To access the CAIR Web site, follow these steps:
1. Open any browser.
2. Type the internet address for the CAIR website,
https://cair.cdph.ca.gov/, in the address box at the top of the browser.
Once this page displays, you may want to save this link in your favorites.
3. On the login page for CAIR, enter your Organization Code (Org Code), Username and
Password. Click the Login button. If you do not know your clinic’s Org Code, contact the CAIR
Help Desk at 800-578-7889
4. Depending on your browser, you may receive one or more security/certificate warnings before
the browser will open the site. Accept any warnings regarding secure connections or security
certificates (click Yes to proceed). Internet Explorer will give you the option of turning off these
warnings for future use.
Accessing CAIR
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5. The content that displays upon logging into CAIR is determined by your
individual user rights.
6. User accounts set up with access to one organization will be taken to
the CAIR home page shown below.
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7. User accounts set up with access to more than one organization will be
taken to the Manage Access/Account screen shown below.
Note: Org Code, Username, and Password are case-sensitive. They must be entered in the exact way
you receive them from the CAIR Help Desk. It is also recommended to not allow your browser to
save passwords. It will not be able to recreate the three-part log in but it is still considered good
security measures to not agree to this.
Post Login
Once in CAIR, you may access the Manage Access/Account screen to switch organizations or manage
your own account depending upon the specific role that was assigned to you when your account was
set up. To do this, click the Manage Access/Account button at the top of the screen in CAIR. The
Manage Access/Account screen will display. For more information on the functions available on the
Manage Access/Account screen, refer to the Managing Users and Organizations (Chapter 6) and
Managing My Account (Chapter 7) of this manual.
Exiting CAIR
To exit from the CAIR application, click the logout
button on the menu bar at the top of the
CAIR screen. You may logout in this manner from any screen within CAIR.
Accessing CAIR
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CAIR Security
CAIR provides warning messages after one, two, three and four unsuccessful login attempts. Upon the
fifth unsuccessful login attempt, CAIR will lockout the user and require contact with the local system
administrator or CAIR Helpdesk.
You will be required to change your CAIR password periodically. CAIR will
display the Change Password screen when your password has expired or has
been set or reset by your the CAIR Helpdesk.
Note: Each person that will be accessing CAIR is required to have their own user
account. CAIR user accounts cannot be shared.
CAIR IIS Security Questions
1. Upon login, new CAIR Users will be required to fill out 3 Security Questions in order to use the
Forget Password option.
2. When the user first logs into the CAIR application they will see the Security Notification and are
required to agree in order to proceed with using the application.
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13
3. When the user clicks I agree and then changes their password, they are prompted to fill out the
Security Questions.
4. The user will have to fill out three distinct questions from the drop down pick lists
a. Each Answer needs to be a minimum of five characters
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b. Each answer needs to be unique and different from any other answers to previous
questions.
5. The user can update these questions any time by clicking on the security questions link under
Manage My Account.
6. If a user forgets their password to log into CAIR, they can click on the Forget Password button
on the CAIR Login Page.
7. The user will be prompted to enter their Org code, username and email address
a. The users correct email address must be on file with CAIR with their user credentials or
they will not be able to utilize this feature.
Accessing CAIR
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8. The user will then be sent a URL to their email account and they will be directed to change their
password with in CAIR.
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Chapter 4 Optimizing CAIR
In this chapter:
Optimizing Browser Performance
Running Reports with Adobe Acrobat® Reader
Efficient Screen Navigation
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Optimizing Browser Performance
Your Internet browser automatically saves a copy of each new web page visited to the
computer’s hard drive by default. Over time, these saved files can slow down the browser’s
performance. This potential problem is avoided by changing browser settings to automatically
delete the temporary Internet files each time the browser is closed.
Deleting Temporary Internet Files (Internet Explorer)
To automatically delete all temporary Internet files each time Internet Explorer is closed:
1. Click Tools on your browser’s menu bar.
2. Click Internet Options.
3. Click the Advanced tab.
4. Scroll to the Security heading and check the box next to the command, “Empty
Temporary Internet Files folder when browser is closed”.
5. Click OK.
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Operating in Full-Screen Mode (Internet Explorer)
To view most elements of CAIR with a minimal amount of scrolling, change the browser to full
screen mode by pressing F11 on the keyboard. This mode allows minimal browser commands
and maximum viewing area for CAIR. To return to normal screen mode, press F11 again.
Running Reports with Adobe Acrobat Reader®
CAIR uses at a minimum Adobe Acrobat Reader® 6.0 to display reports in portable document
file (PDF) format. This format allows you to print reports exactly as they appear online.
Running Acrobat Reader® Files
The first time a report is displayed using Acrobat Reader®, a window may appear asking
whether you want to run the file or save the file to disk. Click “Run the file” and “Do not display
this message again”.
If you try to print a report in Acrobat® and find that some of the text is illegible, choose File,
Preferences and General on the Acrobat® menu bar. In the General Preferences dialog box,
make sure the “Smooth Text and Images” box is checked.
Problems Running Reports in Acrobat®
If, while using Adobe Acrobat Reader® 6.0, you get a small icon resembling a Rubik’s cube and
the report does not display Acrobat Reader® needs to be opened in a separate window. To do
this, follow these steps:
1. Click the Start button on the lower left corner of your computer screen
2. Click Programs
3. Click Adobe Acrobat Reader
4. On the Acrobat Reader® menu bar, click on File
5. Choose Preferences
6. Choose General
7. Under Options, uncheck Web Browser Integration
8. Click OK
Try to run your report again. If you continue to have problems contact the CAIR
Help Desk at (800) 578-7889.
Efficient Screen Navigation
Microsoft Windows® often allows users several ways to accomplish certain tasks. Because
CAIR runs under Windows®, it also allows users to use these methods to enter data. Learning
the shortcuts in this section will help you increase your efficiency when entering data in CAIR,
particularly by reducing the number of times you will need to switch from keyboard to mouse.
These shortcuts will work in almost all Microsoft® software, not just Internet Explorer.
Optimizing CAIR
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Keyboard Shortcuts in CAIR
Deleting data:
When a field or a portion of a field is highlighted, typing
something deletes the highlighted information and replaces it with the
characters you typed. If you press the Delete or Backspace key, the
highlighted information is deleted. To place the cursor in a specific position
within highlighted text, position the cursor where you want it and click the left
mouse button once.
Tab:
The Tab key advances the cursor to the next field.
Internet Explorer moves through the fields in the order
specified by the web page. When the cursor reaches the
last field, it advances back to the first field on the screen
when Tab is pressed.
Shift+Tab:
Holding down the Shift key and pressing the Tab key will
bring the cursor back to the previous field. In Internet
Explorer, the cursor will go back to the previous field
defined by the web page.
Enter:
In most cases, the Enter key will complete entry of
information on the current screen. Most screens have a
default button that is activated when the Enter key is
pressed — this button could be called Save, Submit,
OK,
etc. However, you should always confirm that you have clicked the “Save”
button if needed to retain any changes or updates you have made to the
system.
← (Left Arrow): The left arrow key moves the cursor one character to the
left.
→(Right Arrow): The right arrow key moves the cursor one character to the
right.
Ctrl+<←:
Holding the Ctrl key and pressing the left arrow key
moves the cursor one word to the left.
Ctrl+→:
Holding the Ctrl key and pressing the right arrow key
moves the cursor one word to the right.
Ctrl+A:
Holding down the Ctrl key and pressing the A key will
select all the text in the current field.
Ctrl+C:
Holding down the Ctrl key and pressing the C key will
copy all highlighted text in the current field to the
clipboard without changing the highlighted field.
Optimizing CAIR
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Ctrl+V:
Holding down the Ctrl key and pressing the V key will
insert (“paste”) the contents of the clipboard at the
current cursor position.
Ctrl+X:
Holding down the Ctrl key and pressing the X key will cut
all highlighted text from the current field and place it on
the clipboard.
Delete:
The Delete key deletes the character to the right of the
cursor. If the field is highlighted, all highlighted text is
deleted.
Backspace:
The Backspace key deletes the character to the left of
the cursor. If the field is highlighted, all highlighted text is
deleted.
Home:
The Home key positions the cursor to the left of the first
character in the field.
End:
The End key positions the cursor to the right of the last
character in the field.
Shift:
Using the Shift key in conjunction with any key affecting
cursor position will highlight all characters in the field
between the starting cursor position and the ending
cursor
position. For example, if the cursor is at the end of a field and
Shift+Home is typed, the cursor is repositioned to the left of the
beginning of the field and the entire field is highlighted.
Ctrl:
Using the Ctrl key in conjunction with any key affecting
cursor position will move the cursor all the way to either
end of the field, or the next space in the indicated
direction. Using the Ctrl and Shift keys simultaneously
not only moves the cursor, but also highlights all text in
the field between the starting cursor position and the
ending cursor position.
Space:
When the cursor is at a check box, the Space bar toggles
the check mark on and off.
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Mouse Shortcuts in CAIR
Unless otherwise specified, mouse clicks refer to the left mouse button. Internet
Explorer automatically positions the cursor in the field specified by the Web
page. To position the cursor, click the mouse in the desired field.
Clicking in a field:
Clicking in a field will place the cursor in that position.
Double-clicking in a field: When a field contains one character string with no
spaces, you may highlight the entire field by double
clicking anywhere in the field. If the field contains
words separated by spaces, double clicking
highlights only the word at which the cursor is
pointing.
Triple-clicking in a field: When a field contains words separated by
spaces, the entire field may be highlighted by triple
clicking anywhere in the field.
Dragging the mouse:
To highlight a field, hold down the left mouse
button within a field and drag the mouse across the
field.
Right-clicking in a field: When you right-click in a field, CAIR
displays a pop-up menu with various options. If any
items are grayed out, there is either no text currently
selected or no text is currently on the clipboard. The
pop-up menu or toolbar options are as follows:
Undo:
Selecting the Undo option reverses your last
action. Undo may be repeated several times.
Cut:
Selecting the Cut option deletes all highlighted
text in the current field and places it on the
clipboard.
Copy:
Selecting the Copy option duplicates all
highlighted text in the current field on to the
clipboard without changing the highlighted field.
Paste:
Selecting the Paste option inserts the contents
of the clipboard into the current field.
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Delete:
Select All:
Optimizing CAIR
Selecting the Delete option removes the
highlighted text without placing it on the
clipboard.
Selecting the Select All option highlights all text
in the current field.
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Chapter 5 Home Page
In this chapter:
Menu Bar
Menu Panel
Announcements
Release Notes
Inventory Alerts
Managing Users & Orgs
CAIR
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To access the CAIR home page please follow the instructions outlined in the Chapter 3 of
the CAIR User Manual.
The home page of CAIR is divided into several sections. It may be necessary to use the
vertical scroll bar to the right of the CAIR screen to view all sections of the home page.
Menu Bar
At the top of the page, you have several menu options. These menu options will appear on
every page within CAIR. The options available are the following:
Home: Clicking this menu option will return you to the CAIR home page from anywhere in
the application.
Manage Access/Account: Clicking this menu option will bring you to the
Manage Access/Account page. Here you may switch organizations, manage your account,
manage access to other accounts, and manage training. Refer to Managing Users and
Organizations (Chapter 6) and Managing My Account (Chapter 7) of this manual for more
information on these functions.
Forms: Clicking this menu option shows a list of hyperlinks for printing blank forms and
supporting documentation: user manual, data exchange specifications, site and user
agreements, parent information, and policies.
Related Links: Clicking this menu option displays links to other web sites that contain
information of interest to the immunization community.
Managing Users & Orgs
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Logout: Clicking this menu option will log you out of your current CAIR session. You may
logout from any screen within CAIR. The system then gives you the option to return to login
to CAIR.
Help Desk: Clicking the Help Desk menu option will give you a screen with contact
information for the CAIR Help Desk.
Online Help: Clicking the light bulb brings up page-specific help. Refer to the Appendix of
this manual for more information about online help.
Directly below the menu bar is a row of information highlighted in light yellow. This row
contains your organization’s name, your first and last name, and your role within CAIR for
your organization. If any of this information is incorrect contact the Help Desk
Menu Panel
The menu panel is blue and appears on the left side of all screens within CAIR.
Menu Selections
These links are used to navigate the CAIR application. They are grouped under categories
such as: Patients, Reports, Inventory and others. To perform a particular function in CAIR
click on the appropriate link. Your role will determine your access to these functions.
Announcements
The center portion of the home page contains important information on enhancements and
maintenance relating to CAIR. Announcements that have not been viewed will be marked
“New”. To view a full announcement:
1. Click the underlined announcement title. The CAIR Announcement screen will
display the details and the posting date.
2. Click the Return to Main Page link to return to the home page.
Release Notes
Release Notes are found under the Announcements section of the home page. This
section contains information regarding new releases of CAIR. Release notes may be
viewed in the same manner as Announcements.
Inventory Alerts
The inventory Alerts section will appear on the CAIR home page under the Release Notes
section. This section consists of four tables.
•
The first table, Vaccine Order/Transfer Notification, lists orders/transfers that have
been shipped, are awaiting return shipment, or have been rejected
Managing Users & Orgs
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•
•
•
The second table, Active Inventory That is Going to Expire or Expired Lots with a
Quantity, lists vaccines that are going to expire (within 30 days is the default setting)
as well as lots which have expired and still have a quantity.
The third table, Inventory that is Running Low by Vaccine Group, lists inventory that
is nearly depleted by vaccine group.
The fourth table, Inventory that is Running Low by Trade Name, lists inventory that
is nearly depleted by trade name.
Managing Users & Orgs
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Chapter 6 Managing My Account
In this chapter:
Editing User Information
Managing My Account
CAIR
28
Editing User Information
Editing My User Account
CAIR allows all users to manage their own user account information.
1. Click the Manage Access/Account tab on the CAIR home page header.
2. Under the Manage My Account section of the menu panel, click Edit My User Account.
This displays the Edit User page, as shown below:
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3. Edit your first or last name in the appropriate fields. You may also enter or edit any
additional fields as necessary. Verify that your email address or business phone number
is correct. We strongly recommend that all users maintain a current email address in the
IIS.
4. Click the Save button. If changes were made the message, “User Updated” appears on
the screen.
Note: The first and last name fields on the Edit User screen are required fields, which is why
they show in blue with an asterisk.
Managing My Account
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Chapter 7 Managing Inventory
In this chapter:
Adding New Inventory
Viewing Inventory
Updating Inventory
Inventory Alerts
Viewing Inventory Transactions
Creating Transfers
Accepting or Rejecting Shipments
Shipping and Restocking Transfers
Transaction Summary Report
Doses Administered Report
Managing Inventory
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The Inventory Module in CAIR is designed to be a complete tracking system for an organization’s
vaccine inventory. Power users of CAIR have the ability to set up the inventory module for their
organization and can view, add or update any vaccine in an organization’s inventory. Inventory will
automatically decrement doses entered through the web—based User Interface, assuming that “From
Inventory” is checked on the “Add Immunizations” page. Functionality to decrement inventory from
data reported through electronic data exchange is also available, assuming that sending organization
indicates that the doses administered came from inventory and the data matches an existing inventory
lot in CAIR.
Adding New Inventory
Use the Add Vaccine function only if you are setting up your inventory for the first time, or if you are
adding a vaccine with a new lot number. If you are adding vaccine to a lot number that already exists
in your inventory, refer to the Updating Inventory section in this chapter.
1.
2.
3.
4.
Click Manage Inventory under the Inventory section of the menu panel.
On the Inventory Alerts page, click the Show Inventory button.
Click the Add Inventory button.
On the Add Vaccine Inventory Information page:
a. Choose the Vaccine Group from the drop down list. Once you have selected the
Vaccine Group, the Trade Name list will display with Trade Names only for the Vaccine
Group selected.. Note that the three radio buttons on the right allow the user to filter by
either group, trade name, or manufacturer .
b. Choose the vaccine’s trade name from the drop down list provided. Once you have
selected a Trade Name the Manufacturer field will be populated.
Managing Inventory
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c. Optional - Choose the National Drug Code (NDC) from the drop-down list that matches
what you received.
d. Once you have selected NDC, the Packaging drop-down list will populate. Choose the
packaging type that matches what you received.
e. Enter the lot number of the vaccine in the Lot Number field.
f. Choose the dose size from the Dose drop down list; choose .2, .25, .5, .65, 1, or 2 ml.
g. Enter the vaccine lot’s expiration date. Fill in the field using the MM/DD/YYYY format or
use the pop-up calendar by clicking the calendar icon to the right of the field. Click the
OK button. If no day is specified on the vaccine, enter the last day of the month.
h. Select the appropriate funding source for the lot being added.
i VFC – Vaccine for Children funding Source
ii 317 - 317 Eligible: LHD or HDAS Only
iii SGF – State General Fund Eligibility
iv PVT – Private
i.
5.
6.
7.
8.
Choose Yes from the Lot Active drop down list. When adding new inventory the lot may
only be entered as active. This controls whether the lot appears on the drop down list
on the Add Immunization page.
j. Enter the number of vaccine doses received in the Quantity on Hand field.
k. Cost Per Dose is optional for clinic use: how much clinic pays per vaccine, patient fee,
or clinic administration charge.
Click the Save button.
If the new vaccine was saved successfully, the message “Inventory was inserted successfully”
will appear at the bottom of the page.
To add additional vaccines, click the Add New button and repeat Steps 4-5.
To return to the Show Inventory page, click the Cancel button.
Viewing Inventory
To view your organization’s vaccine inventory in CAIR, follow these steps:
1. Click Manage Inventory under the Inventory section of the menu panel.
2. Click the Show Inventory button.
Managing Inventory
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3. The inventory table shown by default will VFC, 317, SGF, PVT vaccine inventory associated
with your organization. You can view funding sources individually by selecting either from the
dropdown menu.
4. Select one of the following options:
a. Active: to view only those vaccine lots that have valid (nonexpired) doses remaining in
the inventory module
b. Inactive: to view only those vaccine lots that have been set to inactive by a user or
automatically inactivated due to no doses remaining
c. Non-Expired: to view any active or inactive inventory that has not yet expired
d. Expired: to view any inventory that has expired
Note: The red text in the View Inventory page indicates that a vaccine is inactive. A vaccine may be
inactive for a number of reasons such as the inventory for that vaccine’s lot number may have
been decremented to zero, the vaccine may have expired, or it may have been recalled and set
to inactive by a user.
Vaccines on the View Inventory page that are highlighted in pink will expire within 30 days.
Managing Inventory
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The following is an explanation of the columns in the inventory screen:
a. Select: A mark in this checkbox allows you to modify the quantity of the selected
vaccine.
b. Trade Name: This lists the vaccine’s trade name.
c. Funding Source: This displays the funding source for the vaccine.
d. Lot Number: This lists the lot number of the vaccine.
e. Packaging: This refers to the type and quantity of doses in each package. Ex: 1x10
VIALS means a 10-pack of singledose vials.
f. NDC: This displays the National Drug Code (NDC) for the vaccine.
g. Inv On Hand: This lists the number of doses remaining in the organization’s inventory.
h. Active: A “Y” indicates the inventory is active (available for use). An “N” indicates the
vaccine is inactive (not available for use). Inactive vaccines are shown in red text.
i. Exp Date: This lists the vaccine’s expiration date. Vaccines that will expire in 30 days or
less are highlighted in pink.
Updating Inventory
There are two ways to change information for existing vaccines.
1.
2.
3.
4.
Click Manage Inventory under the Inventory section of the menu panel.
Click the Show Inventory button.
The inventory table will display active vaccines by default.
Click the vaccine’s trade name (which is a hyperlink) associated with the lot number you want
to update.
5. On the next page, make desired changes to any of the fields.
6. Click the Save button. Changes made to vaccine inventory after doses have been administered
will be updated in patients’ records who have previously received a dose from that vaccine lot.
Alternatively:
To only modify the quantity of doses on hand, select the checkbox under the Select column for the
appropriate lot.
1. Click the Modify Quantity button located in the upper right hand corner of the page.
2. Choose whether you would like to Add or Subtract from the inventory on hand from the Action
drop down list.
3. Enter the quantity of doses to be added or subtracted in the Amount field.
4. Choose an option from the Reason drop down list.
5. Add Reason Notes. This is a free text field for the user to add more context for the modification
6. Click the Save button.
7. Once your updates are saved in CAIR, the message “Inventory was updated successfully” will
appear at the bottom of the page.
8. Click the Cancel button to return to the Show Inventory/Manage Inventory page.
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Table 1: Reasons for adding or subtracting inventory
Receipt of Inventory
Adding new inventory to a particular lot.
Error Correction
Adding to or subtracting from inventory doses that were incorrectly
entered or when receiving extra or fewer doses from a vial.
Adding inventory to a particular lot because vaccines were
returned from another site associated with your
organization.
Spilled/Broken
Subtracting inventory that has been spilled or broken
Doses Recalled by
Manufacturer
Subtracting inventory that has been recalled.
Doses Administered
Subtracting inventory due to giving dose(s) to a patient that were
not deducted from inventory.
Transfer In
Adding vaccines transferred in. Manual adjustment to inventory.
Transfer Out
Subtracting vaccines transferred out. Manual adjustment to
inventory.
Spoilage/Storage
reported by
Provider
Subtracting inventory due to vaccines spoiling prior to expiration.
Lost or damaged in
transit to Provider
Subtracting inventory due to broken vials or faulty syringes that
occurred during shipping.
Failure to store properly
upon receipt by Provider
Subtracting inventory due to improper storage.
Refrigeration failure
reported by Provider
Subtracting inventory due to improper refrigeration.
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Lost or unaccounted for
in Provider inventory
Subtracting inventory due to lost inventory or inventory that cannot
otherwise be accounted for.
Other
Subtracting inventory due to other reasons not specified above,
such as patient refused vaccine.
Modifying Quantities of Multiple Vaccines
To change inventory quantities of multiple vaccine lots:
1. Follow Steps 1-3 under the Updating Inventory section.
2. Check the box under the Select column next to the vaccine lots whose quantities you want to
modify.
3. Click the Modify Quantity button.
4. On the Modify Quantity on Hand for Selected Site(s) page, enter the following information:
a. Under Action, choose whether you would like to add or
subtract from the inventory on hand.
b. Under Amount, enter the quantity of inventory to be added or
subtracted.
c. Choose an explanation for changing the quantity of the vaccine
lot by selecting from the Reason drop down list. Refer to the
list above for a description of the reasons for adding or
subtracting inventory.
5. Click the Save button.
Inventory Alerts
Inventory Alerts inform users of the status of their organization’s vaccineinventory. These alerts are
displayed on the user’s CAIR homepage. alerts for vaccines that are going to expire and vaccines that
are running low are initially generated by a system default setting. These alerts can be customized.
Inventory alerts can also be viewed on the Manage Inventory page. Select Manage Inventory located
under the Inventory heading on the menu panel.
Each table under Inventory alerts heading contains the following information:
•
•
•
Vaccine Order/Transfer Notification: displays current orders/transfers along with their status.
Active Inventory that is Going to Expire or Expired Lots with a Quantity: displays a list of
vaccines that will expire within a set amount of days (30 days is the default) as well as vaccines
that are expired but still have quantity in inventory.
Inventory that is running low by vaccine group: displays inventory that is below a specific
threshold of volume, organized by vaccine group (the default low-level alerts is 5 doses).
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•
Inventory that is running low by trade name: displays inventory that is below a specific
threshold of volume, organized by trade name (the default low-level alerts is 5 doses).
Updating Inventory Alert Preferences
To update Inventory Alert Preferences for expiration and low inventory Alerts:
1. Click Manage Inventory under the Inventory section of the menu panel.
2. Click the Update ALERT Prefs button.
3. On the Inventory Expiration Alerts page, the system default is 30 days. To customize this Alert
enter the number of days you want to be notified prior to the expiration of any vaccine lot.
4. For all low-level Alerts, the system default is 5 doses. Select the appropriate radio button for
Vaccine Group or Trade Name in the Update Low-Level Alert Defaults section, and enter
the number of doses you prefer.
5. Click the Save button. If the new preferences were saved successfully, the message "Updated
Alert Preferences" displays at the top of the page.
To customize low-level Alerts for each individual vaccine group or trade name:
Vaccine Group
1. Under Update Low-Level Alerts by Vaccine Group, enter the number of doses that will indicate
the inventory is running low for each vaccine group listed for both State-Supplied and Privately
Purchased vaccines.
Click the Save button.
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Trade Name
1. Under Update Low-Level Alerts by Vaccine Group, click the underlined vaccine group to
display the trade names.
2. Enter the number of doses that will indicate the inventory is running low for the trade names
listed for both State-Supplied and Privately Purchased vaccine.
3. Click the Save button.
Note: To restore all inventory Alerts to CAIR system defaults, click the Restore Defaults button. Click
the OK button. To return to the Manage Inventory page, click the Cancel button.
Printing Inventory
To print a list of inventory:
1. Click Manage Inventory under the Inventory section of the menu panel.
2. Click the Show Inventory button.
3. Click anywhere on the page.
4. Print according to your system’s requirements, which could include:
a. Click File and click Print.
b. Click the Printer icon in the browser’s toolbar.
c. Simultaneously press CTRL+P on the keyboard.
5. If your printout is cut off, try setting your printer to print in landscape.
Viewing Inventory Transactions
The Show Transactions page is used to display vaccine lot track records for all inventory quantitychanging events. To run an inventory transaction report:
1. Click Manage Inventory under the Inventory section of the menu panel.
2. Click the Show Transactions button.
3. Enter the “From” and “To” dates for when the immunizations were entered in or submitted to
CAIR.
4. Alternatively, enter the “From” and “To” dates for when the immunizations were administered to
the patient(s).
5. Choose a specific user name or All User Names.
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6. Choose a specific transaction type or All Transaction Types. These transactions relate to the
Reason drop down list on the Edit Vaccine Inventory Information page.
7. Select the inventory site whose transactions you wish to view or choose All Sites with
Inventory.
8. Choose a specific Trade Name/Lot Number/Funding Source or choose All Lot Numbers.
9. Enter the quantity of records you wish to view in the Display Last <#> Records field.
10. Click the View button. The Vaccine Transactions page displays:
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Table 2: Transaction Types
Receipt of Inventory
Vaccines were added as new inventory.
Immunization Given
Vaccines were subtracted from inventory because of
immunizations given.
Immunization Deleted
Vaccines were added to inventory because they were deleted
from a patient's record.
Doses Transferred (TRA)
Vaccines were subtracted due to transfer to another site.
Transferred In
Doses of vaccine added to inventory to pay back vaccine that
was given to a patient with a mismatch between vaccine
eligibility code and vaccine lot funding source
Transferred Out
Vaccine doses removed from inventory when immunization was
given from lot whose funding source does not match vaccine
eligibility code; adjustment when immunization not deducted at
time of vaccination
Vaccines were subtracted from inventory because of
immunizations given to a patient with a mismatched funding
program.
Vaccines were subtracted due to vaccines spoiling prior to
expiration.
Borrowed Imm Given
Spoilage/Storage issue
reported by provider
Expiration Reported by
Provider
Vaccines were subtracted due to vaccines expiring.
Lost or damaged in transit
to
Provider
Vaccines were subtracted due to broken vials or faulty injections
that occurred while being shipped.
Failure to store properly
upon receipt by Provider
Vaccines were subtracted due to improper storage.
Refrigeration failure
reported by Provider
Vaccines were subtracted due to improper refrigeration.
Lost or unaccounted for in
Provider inventory
Vaccines were subtracted due to lost inventory.
Other - not usable, reported
by Provider
Vaccines were subtracted due to other reasons not specified
above.
Doses Recalled
Vaccines were subtracted due to recall.
Doses Administered
Vaccines were subtracted due to giving dose(s) to a patient—
used for manual adjustment of inventory for reconciliation.
Doses Returned
Vaccines were added to inventory after being returned from
another site.
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Error Correction
Vaccines added or subtracted due to error correction.
Doses Reconstituted
Number of doses that were subtracted from an unreconstituted
lot to form a new reconstituted lot
Transfer out Expired
Inventory
Number of doses that were subtracted from an expired lot when
a transfer of expired doses is created
Lot Deleted
Number of doses that were subtracted from a lot when a
vaccine lot was deleted
Table 3: Vaccine Transactions
The top chart on the Vaccine Transactions page gives the following information:
Site Name
Vaccines in the table are first sorted alphabetically by your site name.
Trans Date
Vaccines are next sorted numerically by transaction date; the most
recent transactions are shown first.
Lot/Funding
Source/ Trade
Name
The Lot Number, Funding Source, and Trade Name of the vaccine are
listed in this column.
Type
Refer to Table 2 in this chapter for an explanation of the transaction
codes shown in this column.
Qty
The quantity added to or subtracted from inventory due to the listed
transaction type.
Patient ID
CAIR Patient ID involved in the transaction.
Patient Name
The patient associated with the transaction, if applicable.
DOB
The date of birth of the patient, if applicable.
Username
Username of the user that completed the transaction
Table 4: Transaction Totals
The chart at the bottom of the Vaccine Transactions page gives a breakdown of transactions by type.
Trans Code
Abbreviated code that identifies the transaction type.
Trans
Description
Full transaction type.
Trans Count
Number of times a particular transaction type was performed within the dates
you specified.
Trans Value
Quantity of doses added or subtracted by transaction type.
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Printing Inventory Transactions
To print a list of vaccine transactions:
1. Follow Steps 1 - 4 under Viewing Inventory Transactions.
2. Click anywhere on the page.
3. Print according to your system’s requirements, which could include:
a. Click File and click Print.
b. Click the Printer icon in the browser’s toolbar.
c. Simultaneously press CTRL+P on the keyboard. If your printout is cut off, try setting your
printer to landscape.
Creating Transfers
CAIR allows you to transfer vaccines between sites within your organization or between two
organizations. To create a transfer:
1. Click Manage Transfers under the Inventory section of the menu panel.
2. Click the New Transfer button.
3. Enter the following information:
a. Sending Site will default to the organization you are logged in as.
b. The Internal Receiving Site is not being used, leave blank.
c. Receiving Organization is where the vaccine is being transferred to.
d. Choose between Active and Non-Expired or Inactive and
Expired vaccines by clicking the appropriate radio button.
e. Number of doses in the Transfer Quantity field for each of the trade names being
transferred
4. Click the Save button.
5. The message “Saved Successfully” appears to confirm your transfer.
6. You must click the Packing List button or the Label button to continue. You are not to print
either document.
7. Click the Ship button when ready to ship the vaccines. Use either today’s date or enter an
alternate date in MM/DD/YYYY format.
8. Click the Ship button. The message “Transfer Successfully Shipped” displays. The transfer will
then be moved to the Outbound Transfer list, where it will remain until it is accepted by the
receiving site/organization.
9. To complete an internal transfer without printing shipping documents, click the Finish Trans
button. The ship and receive dates will be set to the current date. The inventory affected by the
transfer will be directly added to the internal receiving site’s inventory and deducted from the
sending site’s inventory.
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Shipping Documents
If your organization has sent a transfer, you can view and print the packing list and shipping labels
associated with the transfer. The packing list and label can be generated immediately after a transfer
has been created (see Creating Transfers in this chapter), or by using the following feature:
1.
2.
3.
4.
Click Shipping Documents under the Inventory section of the menu panel.
Click the Packing List button or the Label button. Print labels and/or packing list, if desired.
Enter a ship date if different from today’s date, using MM/DD/YYYY format.
Click the Ship button. The message “Transfer Successfully Shipped” displays in the upper right
of the Manage Transfer page.
Accepting or Rejecting Transfers
Transfers made through CAIR and received by the provider organization must be accepted, rejected
or partially accepted so that CAIR can post and track inventory properly. Organizations will also accept
orders shipped to them via the Manage Transfers screen. To accept or reject a transfer:
1. Click Manage Transfers under the Inventory section of the menu panel.
2. The Manage Transfer page categorizes transfers as follows:
a. Outbound Transfer: Displays transfers that are outbound from your organization
b. Inbound Transfer: Displays transfers that are inbound to your organization
c. Historic Transfer: Displays completed transfers
3. To proceed to the Receive Transfers page (where you may accept or reject transfers), locate
the Inbound Transfer section and click the date (which is a hyperlink) in the Create Date
column.
4. Ensure that the corresponding Type column states Transfer. On the Receive Transfer page,
you may accept the entire transfer, reject the entire transfer, or partially accept some of the
transfer, while rejecting the remainder.
Accept Transfer
1. Click the Accept Transfer button to accept the transfer and add all transfer items into
inventory.
2. Click the OK button to continue with the acceptance and be returned to the Manage Transfers
page.
Reject Transfer
1. Click the Reject Transfer button to reject the entire transfer.
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2. Select one of the following reasons from the Enter Rejection Reason drop-down list.
a. Damaged
b. Not Wanted
c. Wrong Vaccine
d. Never Received
3. After selecting a reason, click the Reject button.
4. Click the OK button to continue with the rejection and be returned to the Manage Transfers
page.
Partially Accept
1. Click the Partially Accept button.
2. At the Partially Accept Transfer page, select the dose quantity of the each vaccine you wish to
accept and a rejection reason for those you wish to reject.
3. Click the Save button.
4. Click the OK button to continue with partially accepting the transfer and to be returned to the
Manage Transfer page.
Shipping and Restocking Transfers
When a transfer has been rejected with a reason code of Not Wanted, Wrong Vaccine, Never
Received, or Damaged it is necessary to ship and restock the transfer in the system so that the doses
are correctly reported in inventory.
Shipping Back a Rejected Transfer
If you are the receiving site of a transfer or order that you reject, you must ship the rejected quantities
back to the original sender. To ship the rejected quantities back to the original sender:
1. Click Manage Transfers under the Inventory section of the menu panel.
2. Click the appropriate transfer date (which is a hyperlink) under the Create Date column.
3. Enter a return ship date at the Ship Return Transfer page by entering the date in MM/DD/YYYY
format.
4. Click the Ship button.
Accepting a Rejected Transfer
If you are the original sender of a transfer, and the receiving organization has rejected the shipment
and shipped it back to you, you will need to restock the rejected quantities in the system. To do this,
follow these steps:
1. Click Manage Transfers under the Inventory section of the menu panel.
2. Click the transfer date of the rejected transfer (which is a hyperlink) under the Create Date
column.
3. Click the Save button at the Restock Rejected Transfer page. The Manage Transfer page will
display, and the transfer will be added to the Historical section of the page.
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Transaction Summary Report
The Transaction Summary Report will give you information on how many doses of each vaccine have
been given within a specified date range. The report also gives information on how many doses were
expired, transferred, received, restocked, wasted, or given in error. To generate a Transaction
Summary Report for your organization, follow these steps:
1. Click Transaction Summary under the Inventory section of the menu panel.
2. At the Transaction Summary Report Criteria page, choose a site from the drop down list or
choose All Sites Combined
3. In the “From” field under Report Date Range, choose a starting date for your report using the
MM/DD/YYYY format.
4. In the “To” field under Report Date Range, choose an ending date for your report using the
MM/DD/YYYY format.
5. Click the Generate Report button.
6. The report displays in Adobe Acrobat Reader®. Print according to your system specifications.
7. Click the OK button in the Print Dialog box.
8. Click on your browser’s Back button to return to the Transaction Summary.
Note: Transaction Summary does not include deleted items from inventory.
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Chapter 8 Managing Patients
In this chapter:
Finding Patients
Using Drop-Down Lists in CAIR
Editing/Entering Patient Information
Saving Patient Information
Deduplication of Patients
Countermeasure and Response Administration (CRA) Module
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CAIR receives immunization information from multiple provider sources, including birth record
downloads. Always search for a patient in CAIR before entering them as a new patient. CAIR
will attempt to de-duplicate patient records (i.e., compare entered information against
information saved to the system for duplicate patients) prior to saving the information on the
Enter New Patient page.
Finding Patients
Searching for a patient in CAIR is required and will prevent duplicate patient records from
being entered into the system. There are many different combinations of search criteria that
can be used to locate patients in CAIR. Remember when searching for patients, you are
searching on a statewide level and not just within your organization therefore, more
information is not always better. Entering too much information about a patient will decrease
the odds of locating the patient in the database. To review recommended search criteria
examples, please see the Examples of CAIR Search Criteria section in this chapter.
To search for a patient in CAIR:
1. Click Patient Search under the Patients menu group on the menu panel.
2. In the Patient Search Criteria box, you have several options for finding the patient. It is
important to note that if you are searching by patient information (not patient ID). The
minimum search criteria includes any two fields.
a. Last Name: Entering the first two letters of the patient’s last name, along with
the birth date, will initiate a search of all patients matching those letters and
birth date. The last name requires two or more characters. Remember patients
may go by more than one last name, so vary your search options.
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b. First Name: Entering the first two letters of the patient’s first name, along with
the birth date, will initiate a search of all patients matching those letters and birth
date. Entering a single letter along with birth date will return only patients with a
single-letter first name.
Entering Names
On all first and last names entered for patient searches, CAIR disregards spaces, apostrophes,
and hyphens entered.
d. Middle Name: Entering the first two letters of the patient’s middle name along
with the birth date will initiate a search of all patients matching those letters.
Entering a single letter will return only patients with a single-letter middle name.
e. Mother’s First Name: Entering the first two letters of the mother’s first name will
initiate a search of all patients matching those letters and birth date. Entering a
single letter along with birth date will return only patients whose mother has a
single-letter first name.
f. Phone: Entering the patient’s main 7-digit phone number (area code not
required) will identify patients with the exact phone number. This method is not
recommended as a phone number may not be entered and may change over
time.
g. Cell Phone: Entering the patient’s main 7-digit phone number (area code not
required) will identify patients with the exact phone number. This method is not
recommended as a phone number may not be entered and may change over
time.
3. Click the Find button.
4. If one or multiple records are found matching the criteria you entered, a table listing up
to 75 possible matches with detailed information on each patient displays. To choose a
patient from this list, click the patient’s last name (which is a hyperlink).
5. If no patients match your search, review the search criteria information you entered for
accuracy. If you suspect the patient has not been entered into CAIR, proceed to
Entering a New Patient later in this chapter.
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•
•
If multiple records are found matching the criteria you entered and there are over 75
matches, CAIR displays a warning that there are too many patients matching your
search criteria. In this situation, refine your search criteria to limit your patient list. Search
using only the last name and birth date. This will return patients matching those letters
and birth date, including patients with or without a first name.
Alternatively, search using the last name and birth date, and enter “No First Name” in the
first name field. This will narrow the search results to patients with no first name.
Searching by Patient ID
A patient may have numerous Patient IDs; each ID is organization dependent. Entering the
Patient ID will produce a single name match. To find a patient using this method the Patient ID
must have been entered previously in the patient record in CAIR and the birth date is not
required. When searching with Patient ID, all other entered information is ignored.
Examples of CAIR Search Criteria
A minimum search of any two fields.
Patient DOB and any combination of the following:
• Last Name
• First Name
• Middle Name
• Mother’s First Name
• Phone Number
• Cell Phone Number
• Medical Record Number
• CAIR ID
• CAIR Legacy ID
Using Drop-Down Lists in CAIR
When entering information on new patients or editing patient information, you will use dropdown lists—fields that contain a list of options from which you may choose—rather than text
fields for certain input data. The advantages of drop-down lists over text fields include:
• Ease of use. Allows users to quickly fill in a data field without typing in the information.
• Health Level 7 (HL7) compliance. HL7 is a method of categorizing data so that it is
uniform across all health reporting systems. This standardization allows providers using
different systems to transfer data easily. With predefined drop-down lists, CAIR stays in
HL7 compliance.
• Uniformity of entered data. By choosing information from a drop-down list, users do not
risk entering conflicting information that could decrease the accuracy of CAIR reports.
• Confidentiality. By using standard drop-down lists, CAIR avoids confidentiality issues
associated with the typing of free text that could be construed as medical record
information.
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Editing/Entering Patient Information
The Update Patient demographic page allows you to update or change specific, nonimmunization information relating to any patient in CAIR. In order to enter a new patient, the
user will click the patient search option under patients. This allows the user to search for the
patient to verify if the patient is in CAIR. If the patient is not in CAIR, they can click the Add New
button and this, allows you to input information for a new patient. The Update Patient and Enter
New Patient pages are divided into the following sections: Personal Information, Patient AKA,
Organization Information, Patient Information,
Address Information, Responsible Persons, Patient Comments, and Patient Notes. Except for
required demographic information, all other information in these fields is optional. Each of these
fields is explained in detail below.
Note: Organizations participating in a pandemic exercise or event will utilize the CRA Event
Information section located directly beneath the Patient Information section of the
Demographic page. The CRA Event Information section will not be displayed when an
organization is not participating in an exercise or event.
Personal Information Section
The Personal Information Section at the top of the Demographic and Enter New Patient pages
contains patient-specific information used primarily to identify patients when conducting patient
searches. All fields shown in blue font are required with the exception of Mother’s Maiden Last
name and
Mother’s First Name, which are highly recommended for patient matching. Refer to Appendix 2
of this manual for information on allowable entry characters and names for these fields.
•
•
•
Last Name: required field
First name: required field
Middle name: optional field
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•
•
•
•
Suffix: optional field.
Birth Date: required field Complete the field using the MM/DD/YYYY format or use the
pop-up calendar by clicking the calendar icon to the right of the field, clicking the
appropriate date, and then clicking the OK button. o Children entered by the Vital
Records program do not have editable birth dates. The parent/guardian must contact the
Vital Records program in the event a birth date is in dispute. Contact the CAIR Help
Desk to obtain the Vital Records phone number.
Mother’s Maiden Last Name: This field is required for patients under 19 and not
required for patients over 19. This field is always recommended for future deduplication
of patients. Once entered, it will be kept confidential and the field will display (On File).
Mother’s First Name: This field is required for patients under 19 and not required for
patients over 19; however, it will request you gather this information for future
deduplication of patients.
Note: It is critical that the information in the Mother’s Maiden Last Name and Mother’s First
Name fields is accurate.
•
Gender: required field..
•
•
Medi-Cal ID: optional field
Birth Order: optional field: Only enter this field for multiple births, such as twins or
triplets. It is a number indicating the order in which the patient was born during the
birthing event.Birth Country: defaults to United States: Use the drop-down list to select
a different country of birth, if applicable.
Birth State: optional field: Use the drop-down list to select a state of birth, if applicable.
Birth County: optional field: Use the drop-down list to select a county of birth, if
applicable.
•
•
•
Medical Record Number: displays organization’s primary patient identifier
(See the Organization Information section for adding/removing patient
identifiers.)
Patient AKA Section
The Patient AKA section gives other names that the patient may be known as. A patient can
have several different AKAs.
1. Click the Patient AKA heading to expand the information in that section.
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a. Last Name: required field when entering AKA information
b. First Name: required field when entering AKA information
c. Middle Name: optional field
Note: You must click the save button at the top of the screen to finalize any changes to the
patient record.
Organization Information Section
The Organization Information section shows organization-specific information about the patient.
1. Click the Organization Information heading to expand the information in that section.
a. Status: Click ACTIVE from the drop-down list if you want this patient to be
associated with your organization, meaning he or she is receiving services from
you. When you specify a patient as INACTIVE, you make him or her inactive for
your organization only.
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Status Options
ACTIVE
Patient associated with your organization
INACTIVE-LOST TO
FOLLOW UP
Patient has not responded to follow up contact
INACTIVE-MOGE
Moved or gone elsewhere
INACTIVE-MOOSA
Moved out of service area
INACTIVE-ONE TIME ONLY
Received an immunization once but is not a regular patient
INACTIVE-OTHER
INACTIVE-PERMANENTLY
(DECEASED)
Patient is deceased.
INACTIVE-UNKNOWN
An individual made known to an IIS via an electronic interface,
perhaps with demographic and historical data, but without that
individual’s status specified. This situation can occur because of
health insurance companies or Providers providing historical data
via an electronic interface.
(AIRA Definition)
b. Provider-(PCP): Fill in the patient’s primary care physician
(PCP) or health care organization from the drop-down list, if provided. This
information is used only for reporting.
c. Tracking Schedule: This required field defaults to the
Advisory Committee on Immunization Practices (ACIP) schedule. This
information affects recall and reminder notices and Comprehensive Clinic
Assessment Software Application
(CoCASA).
d. Allow Reminder and Recall Contact?: By choosing Yes from the drop-down list
you are allowing reminder/recall notices to be sent to this patient when you run
the reminder/recall report. If the patient’s parent chooses not to have
reminder/recall notices sent, choose No from the drop-down list to exclude the
patient from the report.
e. Medical Record Numbers: A patient may have numerous patient identifiers
associated with him or her; each identifier is organization dependent. To enter a
patient identifier, type it in and click the Add Medical Record button. Multiple
Medical Record Numbers can be saved and a primary patient identifier can be
set by selecting the Primary option button.
Deleting an Existing Identifier
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To delete an existing patient identifier:
1. Click the patient identifier you would like to remove by checking the appropriate box on
the left.
2. Click the Remove Medical Record button.
3. Click the Save button at the top of the page.
Generation of Reminder and Recall Notices
When running the reminder/recall report, letters are generated for every patient when the
following conditions are met:
•
Patient’s status is not set to an INACTIVE status or INACTIVEPERMANENTLY (DECEASED) on the Organization Information tab
•
Allow Reminder and Recall Contact? Indicator on the Organization Information tab is set
to Yes.
Patient has sufficient address information listed in the Address Information section
•
Note: Once a status of INACTIVE-PERMANENTLY (DECEASED) has been
entered in the Status field, the field can no longer be edited by the organization. To change a
status of INACTIVE-PERMANENTLY (DECEASED) contact the CAIR Help Desk.
Patient Information Section
The Patient Information section gives additional information about the patient.
1. Click the Patient Information heading to expand the information in that section.
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a. Race: Click the patient’s race by selecting the appropriate boxes. Multiple races
may be selected.
b. Ethnicity: Click the patient’s ethnic background from the dropdown list provided.
c. Legacy CAIR ID – This is the legacy CAIR 1 ID. This field will only display for
Legacy CAIR 1 patients.
d. CAIR ID – This is the CAIR2 ID for the patient and is not editable.
e. School: Fill in the patient’s school from the drop-down list, if provided. This
information is used only for reporting and must be set up by the organization’s
CAIR Super User. For instructions on how to set up the School field, refer to the
Managing Schools section in Chapter 8.
f. Occupation: Click the patient’s occupation from the dropdown list, if applicable.
This field can be used in emergency response situations when certain occupation
groups are targeted.
g. Language Spoken: Click the primary language spoken by the
Patient; this determines the language of the Reminder/Recall letters. English and
Spanish are the only options.
h. Has Patient been Disclosed (IZ/TB)?: This indicator should be set to Yes to verify
the patient has been disclosed. A pop up will appear telling the user that they must
disclose the patient and the user will not be able to proceed until the patient has
been disclosed.
a
Patients coming in through Data Exchange will be automatically
set to Yes
i. Disclosed Date: This indicates the date the patient has been disclosed
j. Disclosed by: Indicates the provider organization code of the provider that
disclosed the patient
k. Patient Sharing: This indicates whether the user has consented to
share their record or not.
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a
If the indicator is set to No, the patient record will only be viewable
by the organization that set the record indicator to No as well as any
organization that has administered a dose to that patient.
l. Effective Date: This is the date the indicator was updated
m.
Updated by: This is the org code that updated the sharing
indicator.
Address Information Section
The Address Information section allows you to identify the current address of the patient and
view previous addresses.
1. Click the Address Information heading to expand the information in that section.
a. No Viable Address: Mark this checkbox if information was sent to the patient
and the information was returned as not deliverable.
b. Start Date: Fill in the start date of the address using the MM/DD/YYYY format,
or use the pop-up calendar by clicking the calendar icon to the right of the field.
Click the
button to enter the Start Date. This is the Start Date of the
patient’s New Address
c. Street Address: Street Address of the patient.
d. Other Address: Additional address information - a suite number or apartment
number could be entered here.
e. P.O. Box: Post office box of the patient
f. Zip: Zip code of the patient
g. +4: Extended Zip code numbers of the patient if available
h. City: City (or town) of the patient’s address
i. State: State
j. County: County
k. Phone Number: Phone Number
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l. Extension: Phone extension if applicable
m. Email: Patient’s email address
2. Clicking View Patient Address History will present a window with the patient’s address
history, if available.
Responsible Persons Section
The Responsible Persons section allows you to identify patient emergency contact information.
The Reminder/Recall reports feature can also utilize the Responsible Persons information. The
only required fields under this section are the Last Name, First Name, and Relationship fields.
Click the Responsible Persons heading to expand the information in that section.
To edit an existing responsible person:
1.
2.
3.
4.
5.
Click the Review radio button next to the name of the person you wish to edit.
Click the Review button.
Change or add information for the fields listed.
Click the Apply Changes button.
Click the Save button at the top of the screen.
6. To enter a new responsible person, click the Add New button, and then
enter information into the following fields:
a. Last Name: required field
b. First Name: required field
c. Middle Name: optional
d. Relationship: required field
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e. Phone Number: responsible person’s telephone number, including the area
code
f. Extension: responsible person’s extension to the above telephone number, if
any
g. Email: responsible person’s Email address
h. Street Address: responsible person’s street address
i. Other Address: responsible person’s additional address information - an
apartment number could be entered here
j. P.O. Box: responsible person’s post office box, or mailing address, if different
from the street address.
k. City: city or town.
l. State: state
m. ZIP: ZIP code
n. +4: +4 code in this field if known.
7. To enter a new responsible person and save the information you entered
in the Responsible Person Listing, or to view the next responsible
person’s record, click the Save button.
8. To clear existing information and enter a new responsible person, click
the Add New button.
Deleting an Existing Responsible Person Listing
1. Select the Remove check box next to the record you wish to delete on the Responsible
Person Listing table.
2. Click the Remove button.
3. Click the Save button at the top of the screen.
Patient Comments Section
The Patient Comments section allows you to enter immunization-related comments, such as
contraindication information for a patient. The patient comments list is derived from a preselected CDC-standardized list and is displayed in drop-down list form.
Although the Start Date is not a required field, a start date must be entered with a
contraindication comment in order to properly interact with the immunization schedule for the
specified vaccine group. If a start date is not entered, the contraindicated vaccine group will still
be recommended.
The patient comments are visible at the top of the Immunization History and Edit Immunization
pages and the Patient Immunization Records. When using the Print button on the Immunization
History page, the comments are displayed on separate lines in the Comments box.
1. Click the Patient Comments heading to expand the information in that
section.
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2. Click the appropriate comment/contraindication from the Patient Comment drop-down
list.
3. Enter the date to which the comment refers in the Start Date field. Complete the field
using the MM/DD/YYYY format or use the pop-up calendar. Click the OK button.
4. If applicable, enter the date to which the comment ends in the End Date field. Complete
the field using the MM/DD/YYYY format, or use the pop-up calendar. Click the OK
button.
5. To enter the comment into the Patient Comments Listing, click the Add Comment
button.
6. Click the Save button at the top of the page.
Immunity Comments
Immunity comments are linked to vaccine group recommendations. If a patient has an immunity
comment and a Start Date is specified, a recommendation for that vaccine group will not display
on the patient’s record.
Patient Refusal of Vaccine Comments
CAIR users should enter refusal comments with appropriate Start Dates to document vaccine
refusal. This information will help other providers understand why a vaccine group might be
overdue for a particular patient in CAIR. Refusal of vaccine will not affect the Forecaster.
Deleting an Existing Comment
1. Select the Remove check box next to the comment you wish to delete on the Patient
Comment Listing table.
2. Click the Remove button.
3. Click the Save button.
Patient Notes Section
The Patient Notes section allows you to enter notes for a patient that may be useful to other
clinicians.
1. Click the Patient Notes heading to expand the information in that section.
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2. Enter Text of Note: Enter text up to 4,000 characters in the text box.
3. Click the Save button at the top of the page.
Notes cannot be removed by users. To remove a note, contact the CAIR Help
Desk.
Saving Patient Information
There are several ways to save information on the Demographic/Enter New Patient
pages:
Save:
When clicked, the Save button at the top of the page will save all
information fields within each section: Personal Information, Patient
AKA, Organization Information, Patient Information, Address
Information, Responsible Persons, Patient Comments, and Patients
Notes. Once the patient data is saved the message “Patient record
successfully saved” will appear at the top of the
Personal Information header.
History/Recommend: As with the Save button, the History/Recommend button will save all
information fields. Once the information is saved the patient’s
Immunization History page will display.
Reports:
As with the Save button, the Reports button will save all information
fields. Once the information is saved, the Reports Available for this
Patient page will display, so that a report may be generated for the
patient. Refer to the Reports and Forms, chapter 12, for more
information on reports.
Cancel:
When clicked, the Cancel button clears all entered information and
does not save to CAIR. The Find Patient or Enter New Patient page
is displayed.
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Deduplication of Patient Records
After you enter a new patient and click one of the buttons that will save the data, CAIR initiates
a process that ensures that the patient information you entered does not duplicate a patient that
already exists.
If, after attempting to save a new patient, you receive a message box titled “Patient Match
Detected”, CAIR has determined that the patient you are attempting to save may already exist
in the database. A table below the message box will contain one or more names of potential
matches. Click each last name to display his or her information. CAIR will identify matching
patients even if the patient has had a name change; therefore, if you do receive a list of
potential matches, click the link(s) to determine whether one of the links matches your patient’s
record. Review Address, Responsible Persons, and any other information you have to identify
matching data.
If you do not find a match for your patient after reviewing all the related names, click the Create
New Patient button. A confirmation box will appear; click the OK button. Be aware that if you do
override the listed matches and create a duplicate record for a patient, it will be difficult to
manage the patient’s immunization and personal information; the registry will lose its accuracy
and efficiency. If you identify possible duplicate patient records, you should call the CAIR Help
Desk immediately.
Countermeasure and Response Administration Module (CRA)
Note: In the event of a public health emergency, CAIR may be used to track the administration
of vaccine. In some instances, specific groups may be identified as being at higher risk
than the general population and targeted as priority groups to receive the vaccination
first.
CRA Event Information Section
If your organization is selected for an event, the CRA Event Information section will be displayed
below the Patient Information section of the Demographic page. The CRA Event Information
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section is used to collect Public Health data during a pandemic response event or preparedness
exercise. During an ongoing event, the CRA Event Information section will be displayed on the
Edit/Enter New Patient page. Based on candidate screening, select the appropriate priority
group category for each patient.
•
•
•
Effective Events are displayed.
The Age Group is not required and will be calculated at the time of vaccination.
The Priority Group Value (Code) is displayed in the drop-down list. When selected, a full
description of the selected priority group will be listed to the right of the drop-down list.
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Chapter 9 Managing Immunizations and
TB
In this chapter:
Viewing Patient Immunization Information
Entering Immunizations
Editing Immunizations
Entering TB Test Results
Countermeasure and Response Administration (CRA)
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CAIR allows you to view and manage historical immunization information and add new
immunizations for a patient. CAIR also recommends immunizations based on the ACIP tracking
schedule. To access immunization information for a specific patient:
1. Click Patient Search under the Immunizations section of the menu panel. This will bring up
the Patient Search page. For information on finding patients, refer to Chapter 10, Managing
Patients. Once a patient is retrieved, the patient’s Immunization Record page displays.
Viewing Patient Immunization Information
The Immunization Record page holds a large amount of information on each patient in CAIR. The
page has three sections: Patient Information, Immunization Record, and Vaccines Recommended
by Selected Tracking Schedule.
Patient Information
The Patient Information section at the top of the Immunization Record page displays information on
the patient, such as name, DOB, gender, Tracking Schedule, Patient ID, address, phone, and a
scrollable list of comments. Use this information to verify that the patient indicated is the patient for
whom you were searching. To edit this information, Click the Edit Patient button and refer to the
Editing/Entering Patient Information section in Chapter 10, Managing Patients.
Between the Patient Information section and the Immunization Record section, the patient’s exact
age is shown in a solid blue field. The age also displays on the printable version of this page.
Immunization Record
This table lists all the immunizations the patient has received to date that have been entered into
CAIR. Immunizations are listed alphabetically by vaccine group and ordered by Date Administered.
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Vaccine Group:
the vaccine group name
Date Administered:
The date the patient was given the vaccine. To view the
tracking schedule information for the selected
immunization, or an explanation of why an immunization is
not valid or appropriate, click this date.
Series:
Denotes the sequence number within the immunization
series. A vaccine may show as invalid because the patient
was not old enough to receive it or not enough time has
elapsed between doses.
”Partial Dose” will display if the shot is flagged as a partial
dosage.
The manufacturer’s trade name of the vaccine
Trade Name:
Dose:
Indicates whether full, half or multiple doses were
administered to the patient. If the Dose field is blank,
assume that the default “full” dose was administered.
Owned?:
If the value in the owned column is blank, the
immunization data is owned by your organization. This is a
result of either manual data entry of this information or
having sent it via data exchange. This only indicates the
organization submitting the data; it has nothing to do with
the organization that administered the shot to the patient.
“If the value in the Owned?” column is “No”, the immunization
data is not owned by your organization.
This indicates that your organization did not enter the
shot information into CAIR. Click “No” to display who
owns the shot information.
Reaction:
If this column indicates “Yes” and appears in red, this
means a reaction to a vaccine was recorded. To view the
patient’s reaction, Click the “Yes” link in the Reaction
column or Click the notepad icon in the “Edit” column.
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Hist?:
Edit:
If this column indicates “Yes”, this record is
historical, meaning the immunization was
administered by a provider at another organization,
not the organization that owns the data. If this
column is blank, this indicates the immunization was
administered by the organization that owns the data
(i.e. entered the data into CAIR).
When you click the notepad icon in this column, you will be
able to edit some fields for the recorded immunization
using the Edit Immunization page, as long as the
immunization is owned by your organization or is
historical. You will also be able to see more details
about the immunization, including vaccine lot number
and VFC status (if applicable). Click the Edit button to
enter a reaction to the immunization or mark it as a subpotent dose. Details on editing immunizations are
covered in more detail later in this chapter.
Note: Owned vs. Not Owned Immunizations
A single provider does not own any of the patients within CAIR, but an organization does own the
immunization data it enters into the system. If the Owned column on the Immunization Record table
shows a “No” for one or more vaccines, this indicates that another organization entered the vaccine
information and is attesting to the validity of the information.
Any provider may edit a historical immunization, but “new” or non-historical shots may only be
edited by the organization that administered the vaccine and entered the data in CAIR. The
exception is that any user can enter a reaction to any immunization or mark it as a subpotent dose.
Validation of Combination Vaccines
CAIR validates each vaccine group component separately when recording combination vaccines.
For example, if Comvax, which is a combination of Hib and Hep B was administered, and only one
component is valid, that component will be treated as if it were a single vaccine and validated. The
other component will be displayed as “Not Valid”. The component that is not valid will not be
counted in series.
Vaccines Recommended by Selected Tracking Schedule
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This table, known as the Forecaster, lists all vaccines recommended by the ACIP tracking schedule
associated with the patient. Immunizations are listed alphabetically.
Select:
allows users to manually check inclusion in the
Vaccines Recommended section. When the
Add
Selected button is clicked, the Enter New
Immunizations page will open with the checkmarked selections displayed.
Vaccine Group:
Lists the vaccine group name. To view the
tracking schedule information for the selected
immunization, click the vaccine group name.
Vaccine:
lists the vaccine name
Earliest Date:
the earliest date that the patient may receive the
vaccine
Recommended Date:
the recommended date that the patient should
receive the vaccine
Past Due Date:
The date at which the patient is past due for the
immunization.
Immunization Color Coding
The dates found in the Vaccines Recommended by Selected Tracking Schedule table are shaded
with color for emphasis. For a detailed listing of
Color definitions, click the online help icon
on the Immunization Record page. The colors applied
to the dates within the columns are defined as follows:
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Green: Color that will fill the background for the Vaccine Group and Date columns when a dose in
that family is recommended or past due.
Gray: Vaccine statuses that will show gray color: Complete, Contraindicated, Maximum Age
Exceeded, Immunity, and Medical Exemption.
Other Features on the Immunization Record Page
The Immunization Record page contains links to other CAIR functions:
Edit Patient:
Clicking this button will return you to the
Demographic page for the patient
Reports:
Clicking this button will bring you to the Reports
Available for This Patient page. You may
generate
Patient-specific reports. Refer to Forms and
Reports in Chapter 12 of this manual for more
information.
Print Record:
Clicking this button will display the patient’s
immunization information without the top or side
CAIR menus. To print this page, Click the printer
icon on your browser’s tool bar or click File, Print
and click OK. Click the browser’s Back button to
return to the Patient Immunization Information
page.
Print Confidential
Record:
Clicking on this button will display the patient’s
immunization information without top or side
CAIR menus and without confidential patient
information. To print this window, Click the
printer icon on your browser or click File, Print,
and Click
OK. Click your browser’s Back button to return to
the Patient Immunization Information page.
Entering Immunizations
To add new immunizations:
1.
To enter immunizations using the Add Selected button in the bottom right hand corner of
the page, click the boxes of the appropriate immunizations under the Vaccines
Recommended section and click the Add Selected button.
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2.
To enter immunizations without using the Add Selected button, click the Add New Imms
button to display the Enter New Immunization page.
3.
To add immunizations from CAIR Inventory, click the check box From CAIR Inventory.
This will deduct the immunization from your vaccine inventory.
• Click a date for the Date Administered field using the MM/DD/YYYY format, or use
the pop-up calendar by clicking the calendar icon
to the right of the field. dropdown
• You may choose an Administered By value for new immunizations by clicking the
drop-down list in the Enter New Immunization section. You will be able to edit these
fields for each immunization on the Record Immunizations page. These fields are
set up and managed by the Super User of CAIR for your organization. Refer to
“Managing Clinicians”
(Chapter 8).
• Remove box: click when removing an immunization.
• Immunization: click from the drop-down list. This will uncheck the Remove box.
• Vaccine Eligibility: click the appropriate vaccine eligibility for this patient’s
immunization. The vaccine eligibility drop-down list will display according to
organization type.
• Trade Name-Lot #-Funding Source Exp. Date: click or enter the appropriate TradeName-Lot #-Funding Source Exp. Date. (If using vaccine from Inventory, the trade
names and lot numbers will be listed in the drop-down menu.)
• Body Site: Is required, click the appropriate body site for the immunization.
• Route: The Route will default to the route associated to the Trade Name if it is
known.
• Dose: Click the appropriate dose for the immunization. The dose will default to full.
Repeat these steps for each new immunization you are entering.
o
New Patient Comments: If necessary, select the appropriate comment from the
drop-down list. Add an “Applies-To Date” by using the MM/DD/YYYY format, or
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o
use the pop-up calendar by clicking the calendar icon
to the right of the field.
Click the Add button to add patient comment to the record. For more information
on Patient Comments, see Managing Patients, Chapter 10.
Click the Save button to save your immunization entry.
To Add Historical Immunizations:
1. Click the Add Historical Imms button to display the Enter Historical Immunizations page.
2. Enter Doses 1 – 5 for immunizations being historically recorded by using the MM/DD/YYYY
format. For those immunizations not being recorded, leave the box blank.
3. Click the Enter Details button to enter the Trade Name, Lot Number, Provider Org, and
Source of Immunization.
4. Click the Save button to save your immunization entry.
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Note: At the bottom of the Immunization Details Entry page, default VIS dates will be displayed for
each new immunization entered.
Duplicate Immunizations
CAIR does not allow duplicate immunizations to be entered for a patient. If you attempt to enter an
immunization for a patient given within two days before or after an existing immunization with the
same trade name, you will receive the message, “Possible duplicate immunizations exist. Modify
or delete your entries.” CAIR will then allow you to change or delete the entry(s) in question.
If you receive a duplicate immunizations override warning:
•
•
•
•
In the Duplicate Immunization Override warning dialog box, review all immunizations to
determine whether there are any duplicates.\
If the immunization(s) you entered need to be removed or edited, click “Make Edits”.
At the Enter New Immunization or Enter Historical Immunizations page, make
changes or remove immunizations as needed. Click the OK button.
If an Immunization listed in the warning dialog box is not a duplicate, select the
checkbox next to the immunization to enter it as a separate vaccine event and click the
Save Selected button.
Note: The following scenarios explain how CAIR overrides duplicate immunization records:
•
If there is a historical immunization on file and the same immunization is entered as
administered from CAIR inventory or data exchange, no warning message will appear;
instead, it processes the new immunization and removes the historical immunization.
•
If there is a historical immunization on file and a matching historical immunization is
entered, a warning message will appear. The user then has the choice to cancel the
new immunization or save it anyway (adding a duplicate immunization). The user would
need to explicitly delete the historical immunization to remove the duplicate records.
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Applying a Prerequisite Override to a Patient’s Immunization
A prerequisite override is a command within a tracking schedule that allows users to override a
prerequisite vaccine once a patient reaches a certain age. A prerequisite override is not
automatically applied to an individual patient’s immunization record. To apply a prerequisite
override to an immunization:
1. Enter the immunization as described in the Entering Immunizations section of this chapter.
You may notice that, as in the case of Td, the immunization will appear on the
immunization history as one of a series, when in fact it is a booster immunization. The next
two steps will correct this.
2. Follow Steps 1-3 in the Editing Owned Immunization from the Inventory section of this
chapter.
3. In the field marked Disregard Primary Series, click Yes. This field will only appear open if
the conditions (the chosen tracking schedule has an override on the vaccine and the age
of the patient is greater than or equal to the override age) meet those of the prerequisite
override.
4. Click Save.
Editing Immunizations
Editing or Deleting Historical Immunizations
To edit or delete a historical immunization:
1. On the Immunization Record table, select the historical vaccine record you wish to edit by
clicking the vaccine’s notepad icon in the “Edit” column.
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2. On the Edit Historical Immunization page, you may edit information for the Vaccine Lot
Number, Subpotent Dose, Date Provided, Provider Organization Name, Source of
Immunization fields; you many also select the box for Disregard Primary Series.
3. To record a reaction to a vaccine, check the box to the left of the reaction in the Reactions
to Immunization section.
4. To delete the historical immunization, click the Delete button.
5. Click the Save button.
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Editing Owned Immunizations
An immunization that is non-historical is one that was given out of an organization’s inventory or
submitted via electronic data exchange as administered. You will not be able to edit non-historical
immunizations that are owned by another organization.
To edit an immunization record that is an owned immunization, administered by your organization:
1. On the Immunization History table, select the vaccine record you wish to edit by clicking the
vaccine’s notepad icon in the Edit column.
2. To indicate a partial dosage, check the Subpotent Dose checkbox. For example, check
this box if a partial dosage was administered because the needle broke or was removed
too soon.
3. Update information in the Date Provided, Vaccine Eligibility, Ordering Authority,
Administered By, Body Site and/or Administered Route fields on the Edit Immunization
page.
4. To indicate a Vaccine Information Statement (VIS) date other than the most current
(default) date, click an alternate date from the drop-down list.
5. To record a reaction to the immunization, check the box next to the applicable reaction.
6. Click the Save button.
Deleting Owned Immunizations
Note that you will not be able to delete non-historical immunizations that are
owned by another organization.
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1. On the Immunization History table, select the vaccine you wish to delete by clicking on the
vaccine’s notebook icon in the Edit column.
2. At the Edit Immunization page, click the Delete button.
3. Click the OK button in the confirmation box.
TB Tests and X-RAYS
The Immunization History has the TB Test History Tab next to the Immunization History Tab. The
user can add the 3 different types of TB tests, add X-Ray Tests and generate the TB Report at
the patient level.
1. The user will click the Add TB Test Button.
2. The user will have the option to select any of the three types of TB tests.
a. Each type of Test has a different set of fields that need to be filled out.
PPD-Mantoux fields
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QuantiFERON fields
T-spot fields
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3. The fields are either pre-determined pick lists or free text fields.
4. The User also can add an X-Ray to the patient History
5. The user will click Add X-ray
6. The User will select from the pick lists or add free text to fill in the fields.
7. The user can also generate the TB History Report at the patient level by clicking on the TB
Report button.
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TB History Report
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Countermeasure and Response Administration (CRA)
In the event of a public health emergency, CAIR may be used to track the administration of vaccine.
In some cases, specific patient groups may be identified as being at higher risk than the general
population and targeted to receive the vaccination first. These groups are called priority groups.
The CRA Event Information section is used to collect public health data during a pandemic event or
preparedness exercise (such as the response event to a pandemic influenza outbreak.). If your
organization is selected for an event, then the CRA Event Information section will be displayed on
the Record Immunizations page. Based on candidate screening, click the appropriate priority group
category for each patient.
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Chapter 10 Forms and Reports
In this chapter:
Forms Tab
Patient Level Reports
Immunization History Report
Immunizations Needed Report
Vaccine Administration Record
Ad Hoc Reports
Assessment Report
Benchmark Report
Doses Administered
Group Patients
Reminder/Recall
Vaccine Eligibility
Billing Report
Provider Report
Vaccine Accountability Report
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81
Forms Tab
The Forms tab at the top of the CAIR web page gives users access to several CAIR related forms.
To access forms, click the Forms tab in the top menu bar.
Patient Level Reports
For all patients in CAIR, you may generate the following reports from the Patient
Reports Screen:
• Immunization History Report
• Immunizations Needed/Routing Slip
• Yellow Card Report
Immunization History Report
The Immunization History Report displays demographics, contact information, and a detailed
summary of the patient’s immunization history. This report will typically be used as an official school
record. This report should be provided to parents and guardians, as requested. To generate the
report, follow these steps:
1. From a patient’s Manage Patient screen or Manage Immunizations screen, click the Reports
button.
2. At the Reports Available for this Patient section, click Immunization History Report, this is a
hyperlink.
3. Once the report is generated, it will be displayed using Adobe Acrobat Reader®.
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4. To print the report, click the printer icon on the Adobe® toolbar. Click the OK button in the
Print dialog box.
5. To return to the Patient Reports screen, you may close the Acrobat Reader® by clicking the
X button in the upper right corner of the Immunization History Report window.
Immunizations Needed/Routing Slip Report
The Immunizations Needed/Routing Slip report displays demographics, contact information,
immunization record, and immunizations recommended by date according to the tracking schedule
assigned to the patient. This report can be provided to parents and guardians for their records and
helps to identify upcoming immunizations for their children. In addition, it provides a place for the
next appointment date and organization phone number. To generate the report, follow these steps:
1. From a patient’s Manage Patient screen or Manage Immunizations screen, click Reports.
2. At the Reports Available for this Patient section, click Immunizations Needed/Routing Slip,
which is a hyperlink
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.
3. Once the report is generated, it will be displayed using Adobe Acrobat Reader®.
4. To print the report, click the printer icon on the Adobe® toolbar. Click the OK button in the
Print dialog box.
5. To return to the Patient Reports screen, you may close the Acrobat
Reader® by clicking the X button in the upper right corner of the Immunization History Report
window.
Yellow Card Report
The Yellow Card Report is a patient level report giving patient demographic and immunization
history as well as TB History.. To generate the report, follow these steps:
1. From a patient’s Manage Patient screen or Manage Immunizations screen, click Reports.
2. At the Reports Available for this Patient section, click Yellow Card Report
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1. Once the report is generated, it will be displayed using Adobe Acrobat Reader®.
2. To print the report, click the printer icon on the Adobe® toolbar. Click the OK button in the Print
dialog box.
3. To return to the Patient Reports screen, you may close the Acrobat
Reader® by clicking the X button in the upper right corner of the Yellow Card report window.
Ad Hoc Reports
The Ad Hoc reports function in CAIR allows the user to create one time use customized reports. Filters
within the Ad Hoc reporting function help to narrow a search by date, vaccine group, ethnicity, and
other factors. The Ad Hoc reporting function produces two types of reports; one type produces lists
with information about selected patients, the other type produces counts, either of patients or of
immunizations. The table below defines terms used in Ad Hoc reports.
Items to filter on
American Indian or Alaska Native
Area Code
Patient Factors
Whether the patient is an American Indian or Alaska
Native
Area Code in which the patient lives
Asian
Whether the patient is Asian
Birth County
Birth Date
Black or African-American
County of birth
Date of birth
Whether the patient is Black or AfricanAmerican
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Items to filter on
Patient Factors
City
Current city in which the patient resides
Comment
Consent Indicator
County of Residence
Ethnicity
Gender
Any comments associated with the patient record
Current county in which the patient resides
Ethnicity of patient
Gender of patient
Has 2 or more immunizations
Whether the patient has two or more immunizations
Language preferences
Mother’s HBsAg Status
Native Hawaiian or Other Pacific
Islander
Language preferred by the patient
Patient ID
Phone number
Primary Address Indicator
Whether the patient is Native Hawaiian or an
Other Pacific Islander
Whether the patient is of a race not specified by the
system, leading them to choose Other
The Patient ID within CAIR
Current phone number
Whether the patient has a primary address in CAIR
Primary Care physician
Patient’s primary care physician
Relationship to patient
The Responsible Person’s relationship to patient
School
State
Zip code
Current school the patient attends
Current state of residence
Whether the patient is
White/Caucasian
Zip Code in which the patient current resides
Immunization Factors
Administering clinician
Clinic site
Clinician who administered the immunization
Clinic site at which the immunization was administered
Sub potent
Will filter by sub potent immunizations that were given.
Display Inadvertent
Vaccine Group
From Inventory
Trade Name
Vaccination date
Whether the immunization was from inventory in CAIR
Vaccine’s trade name
Date on which the immunization was administered
Vaccine
Vaccine Eligibility
Vaccine administered
Whether the immunization was VFC eligible
Vaccine Lot Other Inv
Vaccine Group
Vaccine Lot
Valid immunization
Vaccine from non-inventoried lot
Group in which the vaccine is labeled
The log from which the vaccine was aliquoted
Whether the immunization is valid
BEFORE
Used for dates
Other Race
White
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Comparisons
BEFORE
EQUALS
NOT EQUAL TO
AFTER
BETWEEN
IS
IS NOT
Edit
Remove
And/Or
Notes:
Used for dates
Same in comparison
Not the same in comparison
Used for dates
Used for dates
Exact equivalent
Not the equivalent
Edit an applied filter
Remove an applied filter
Changes the operator between ‘And’ and ‘Or’ depending
upon which is initially selected.
Requires at least two filters to be applied.
Group
Groups filtered sections together in the report
Ungroup
Removes grouped filtered sections
Patients whose information is added or changed on the day the report is run will not
appear in the results until at most 30 minutes after data was entered.
Ad Hoc reports run against all patients associated with your organization. To disassociate
a patient from your organization you must change their status in the organization
information section of the patient’s record.
Ad Hoc List Reports
To produce a list of information about selected patients:
1. Click Ad Hoc List Report under the Reports section of the menu panel.
2. Select the items that you would like to display on the report by double-clicking the desired items
from the left column (for example, Patient Last Name) or by highlighting the item and clicking
Add. This will copy the item to the right column and add it to your report.
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3. Select the single item by which you would like to have the report sorted and click the sort
order (first-to-last or last-to-first). Note: Sorting the report will increase the time it takes to
process it.
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4. Under Item to filter on, select an item that you would like to add as a filter using the drop down
list. For example, Birth Date Range could be an item used as a filter.
5. Filters in CAIR are used to narrow information down so that it answers a user’s query. Under
Comparison, select a word from the drop down list that best describes the type of comparison
you wish to make; for example, Between. =
6. Under Value to compare to, either choose a value from the drop down list in the left field and/or
enter a date in the right field.
7. Under And, select another value from the drop down list in the left field or enter the ending date
in the right field, if applicable.
8. Click the Add/Save Edit button. Repeat steps 4-8 for each item you wish to filter.
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9. When finished adding filter items:
a. Within the Selected Filters section, to change AND to OR, highlight ‘AND’ and click the
‘And/Or’ button. Alternatively, can also be switched to AND by following the same
process.
b. Group them together by highlighting two filter statements and clicking the Group
button. This groups the filters together in the report, which is indicated by wrapping the
lines in parenthesis.
c. Highlight a grouped statement and click the Ungroup button to ungroup it. This
removes the filters from being grouped together in the report.
d. Highlight a statement and click the Remove button to remove it from the selected
filters.
e. Highlight a statement and click the Edit button to make changes to a statement. Make
the necessary changes to the statement in the filtering section of the screen and click
the Add/Save Edit button.
10. Click the Generate button. The Ad Hoc Report Status page will display; see the Ad Hoc
Report Status section of this chapter for more information.
Ad Hoc Count Report
To produce a count of selected patients or immunizations:
1. Click Ad Hoc Count Report under the Reports section of the menu panel.
2. Select whether Patients or Immunizations will be counted by clicking the appropriate radio
button at the top of the screen.
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3. Select the factors you would like to use to group the counts on the report by double-clicking on
the desired item from the left column (for example, Vaccine Group) or by highlighting the item
and clicking the Add button. This will copy the item to the right column so that it can be used
in your report. You can choose a maximum of three factors.
4. Under Item to filter on select an item that you would like to add as a filter using the drop down
list. For example, Birth Date Range could be an item used as a filter.
5. Under Comparison, select a word from the drop down list that best describes the type of
comparison you wish to make. For example, between is one comparison operator.
6. Under Value to compare to, either choose a value from the drop down list in the left field or
enter a beginning date in the right field.
7. Under and, select another value from the drop down list in the left field or enter the ending date
in the right field, if applicable.
8. Click on Add/Save. Repeat Steps 4-8 for each item you wish to filter.
9. When finished adding filter items, you may do the following:
a. Group them together by highlighting two filter statements and click Group. This will add
parenthesis to indicate that the statements are now grouped.
b. Change AND to OR by highlighting ‘AND’ and clicking the And/Or button. OR can also
be switched to AND by following the same process.
c. Highlight a grouped statement and click on Ungroup to ungroup it.
d. Highlight a statement and click on Remove to remove it from the selected filters.
e. Highlight a statement and click on Edit to make changes to a statement. Make the
necessary changes to the statement in the filtering section of the screen and click on
Add/Save
10. Click Generate. The Ad Hoc Report Status page will display; see the Ad Hoc Report Status
section of this chapter for more information.
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Ad Hoc Report Status
1.
The Ad Hoc Report Status screen will display after you click Generate on the Ad
Hoc Count or Ad Hoc List Report screens. You may also access the status screen
by clicking on Ad Hoc Report Status under the Reports section of the menu panel.
1. Click Refresh occasionally to check the status of the report. Once the underlined report type
appears in blue, click it. The report will display directly on this screen.
2. Export the data as a text file, spreadsheet, or PDF by selecting the appropriate link.
3. If you wish to print the report, click Print under the File menu within the application (text file,
spreadsheet, or Adobe® Reader). In the print dialog box, adjust the print options as necessary,
and then click either Print or OK, depending on the application.
Note: Ad hoc reports are retained for 72 hours per organization. CAIR will retain one count
report and one list report for that period. If a new report of the same type is generated, the new
report will replace the existing report.
Assessment Reports
The Assessment Report feature in CAIR provides an analysis of an organization’s immunization
coverage rates. The following is a brief overview of the data that are returned on each table within
the Assessment Report. Routinely reviewing patient records and assessing vaccination coverage
rates are proven strategies to improve vaccination coverage in your organization.
1. Click Assessment Report under the Reports section of the menu
panel.
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2. Select the patient population to be assessed by clicking one of the following:
3. All Patients Associated with <Organization Name>: Choose this option to view immunization
data on all patients associated with your organization.
4. Select the age, birth date range, or age range of the patients by choosing one of the following:
a. Less than 72 months old: Choose this option to return all patients who are 72 months
or younger.
b. Birth date range: Choose this option to enter a range of birth dates. Enter the earliest
birth date in the first field and the latest birth date in the second field. Alternatively, use
the calendar icons beside each field to enter the dates.
c. Age range: Choose this option to enter an age range. Enter the youngest age range in
the first field; use the drop down list next to it to choose days, months, or years. In the
Oldest Age field, enter an age and use the drop down list to choose days, months, or
years. You cannot search for patients older than 72 months.
d. Select either the Standard Assessment or the Assess Patients with Sufficient Refusal
history as Covered option for the report by choosing the appropriate radio button.
Selecting the second option will return an assessment report that counts patients with
sufficient refusal comments as being up-to-date.
e. Select the assessment report evaluation date by entering the date in the field provided
or by using the calendar icon to enter the date. No immunizations administered after
the assessment criteria date will be included in the report.
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5. Click Generate.
6. The Assessment Report Status screen will display. Some reports will automatically generate
and will appear in the Job Name – Evaluation Date and Age Range – Evaluation Date
Sections. The number of reports that will automatically generate will vary based on the age
range of patients assessed.
7. Click Refresh occasionally to check on the progress of the reports. When the reports are
ready, the job name will appear underlined and in blue text and the status will display as
Complete.
8. Once reports are complete, you may view the reports that automatically generated, or you
may run additional reports. At this screen you may do the following:
9. Select an age from the drop down list provided and click on Generate (to the right of the age
drop down list). Create an assessment report listing patients for an age-specific benchmark
by selecting an age from the drop down list and clicking Generate. This report lists the
patient’s name, address, telephone number, and the vaccinations that they did or did not
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complete or refused by the benchmark age. A patient will show on the report if they missed
at least one age-specific benchmark.
10. Click the underlined job name.
11. The report listing patients by benchmark age will have a job name of:
(Benchmark Patient Listing) <Organization Name> - <Benchmark Age>.
12. The assessment report will be called: (Assessment
Report)<Organization Name> - <Date>.
13. A report listing all patients who have missed a vaccination opportunity
will have a job name of: (Missed Opps Patients)<Organization Name><Date>.
14. Click an underlined age range to view a listing of patients returned that
fall within the specified range. This list will give the name, address, and
telephone number for all patients meeting the record criteria. To view
patients for all age ranges that meet the criteria, click the All Age
Ranges link.
15. The report displays in Adobe Reader® if you clicked one of the report or
age range links. To print one of the reports, click on the printer icon on
the Adobe® toolbar.
16. Click OK in the Print Dialog box
17. To return to the Assessment Report Status screen, click the Back button
in the browser.
Note: Patients with Refusals
If the option to Assess Patients with Sufficient Refusal History as Covered is selected when the
assessment report is run, patients who fall short of needed, valid doses but have sufficient refusals
to meet the benchmark are included within the count as if they received the needed doses.
Understanding the Assessment Report
The following is a brief overview of the data that is returned on each table
within the assessment report.
Table 1
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Age Group:
This column displays the age ranges used for
evaluation.
Records Analyzed:
This column displays the count of selected
patients within the age group that are included
in this report. This is determined by the age
range chosen when generating the report.
Inactive:
This column displays the count of selected
patients within the age group that are not
active in your clinic. Refer to Chapter 10,
Managing Patients, for information on marking
patients as inactive
Records Meeting Criteria: This column displays the count of selected patients
within the age group who are Active in your
organization.
Table 2
Age (Months):
This column displays the age of the patient on
the assessment date.
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Up-to-Date:
This column displays the percent of patients (out
of the total number of active patients for that age
group) meeting the criteria on the assessment
date. The criteria are given at the bottom of the
report page. For example, a seven-month-old
UPTO-DATE patient who has met the criteria
will have had three DTaP, two HepB, two HIB,
and two Polio vaccinations.
Late UP-TO-DATE @ Assessment: This column displays the percent of
patients (out of the total number of active patients
for that age group) meeting the criteria on the date
the report was run, rather than on the assessment
date.
Table 3
The Age-Specific Immunization Benchmarks chart shows how many doses of each vaccine a patient
should have by the age listed at the left to be determined UP-TO-DATE. This chart is used to create
the Assessment of Patients Meeting Age-Specific Benchmarks table.
Table 4
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UP-TO-DATE Age:
This column shows the maximum age the
patient has attained by the assessment date.
Vaccine Columns:
These seven columns display the count of
the patients who have met the vaccination
criteria by the UP-TO-DATE age.
Total Meeting Age Criteria: This column gives a count of all the patients who are
at least the age listed under UP-TODATE Age. However, the 72 Months UPTODATE Age category includes patients from
48 to 72 months of age.
% Coverage: This column displays the percentage of patients meeting all
UP-TO-DATE criteria, out of a total of all
patients at least the age listed under UPTODATE Age.
Table 5
The report breaks down the children who could have been brought up to date into three tables,≤ 12
months, 24-36 months, and 60-72 months. This is an example of ≤ 12 months.
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Column 1: In the first row of column one, the age range of patients examined in this table is
displayed. In subsequent rows within this column, the number of vaccines needed by
this group of patients is displayed.
Column 2: In the first row of column two, a count is displayed of all patients for this age
group who are behind schedule for four or fewer vaccinations. Subsequent
boxes display a count of patients for this age group who need additional
vaccinations to be up-to-date.
Column 3: In the first row of column three, a percent is displayed of all patients for this age group
who are behind schedule for four or fewer vaccinations (out of the total number of
patients for this age group). Subsequent rows within this column display a percentage
of patients for this age group who need additional vaccinations to be up-to-date.
Table 6
Late Start Rates:
A patient who did not receive one full dose of DTaP by 90 days of age is
considered to have gotten a late start. The values in column three of the late start
row are the percentages of patients (within the age groups listed in column four)
who have not received the first DTaP dose by 3 months of age.
Drop Off Rates: The drop off rate section of this chart shows the percentage of patients (column three)
in various age groups (column two) who have not gone beyond 12 or 24-month
status (column four) in their immunizations. Immunization status is calculated
using the formula outlined at the bottom of the chart.
Table 7
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The Hep B chart gives the number and percentage of patients who did not receive a birth dose of the
Hep B vaccination and who did not complete the three-dose series. Patients evaluated are between
six and 72 months old and have at least one immunization in CAIR.
Table 8
Age Group on Evaluation Date: This column lists the age group of the
selected patients and the immunization benchmark used for
evaluation.
Total Patients in Age Group: This column gives the total number of patients within the age group
listed in the first column.
Patients Not Up to Date:
This column gives the count and percentage of patients who are
not up to date for the benchmark listed in column one.
Missed Op on Last Visit:
This column gives the count and percentage of patients who are
not up to date and who had a missed opportunity for vaccination
on the last visit on or before the evaluation date.
The missed opportunities report lists all your organization’s patients who have missed opportunities to
be vaccinated. This report lists the patient’s first and last names, birth date, and date of each missed
opportunity by vaccine group.
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Note: Missed Opportunities Assessment
Keep in mind, since CAIR is used for reporting immunization records, it only identifies patients
that had at least one immunization at their last visit, but missed an opportunity to receive
additional immunizations. The Missed Opportunities Assessment in CAIR will not include any
patients that were treated at your organization for any other reason except vaccination purposes.
Benchmark Reports
Benchmark reports allow CAIR users to retrieve a list and count of patients who have met an
immunization benchmark or predefined series of benchmarks. The resulting report may be viewed
in CAIR, exported as a text file, exported as a spreadsheet, or exported as a PDF file.
To generate a Benchmark report:
1. Click Benchmark Report under the Reports section of the menu panel.
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2. Select the patient population to be assessed by clicking on one of the following:
a. Patients Associated with Selected Site: immunization data on all patients
associated with the site selected from the drop down list at the right. Patients
Associated with <Organization Name> OR Patients Residing in < County Name>:
immunization data on patients associated with your organization and those residing
within a given county. This option is only available for county organizations. (City
organization functionality has been disabled in CAIR.)
b. All Patients Associated with <Organization Name>: immunization data on all patients
associated with your organization.
3. Click one of the following to specify the patients to return on the report:
a. Patients who did NOT meet the benchmark: a list of patients who did not meet the
benchmark(s) defined in the table.
b. Patients who DID meet the benchmark: a list of patients who met the benchmark(s)
defined in the table.
c. All patients, regardless of whether they met the benchmark or not: a list of all
patients meeting the criteria defined in the table.
4. Select the age, birth date range, or age range of the patients by choosing one of the
following. You may only enter up to age six years.
a. Less than or equal to 72 months old: all patients who are 72 months old or younger.
b. Birth date range: a range of birth dates. Enter the earliest birth date in the first field
and the latest birth date in the second field that you wish included on the report or
use the calendar icons beside each field to enter the dates.
c. Age range: an age range. In the Youngest Age field, use the drop down list next to it
to choose days, months, or years. In the Oldest Age field, enter an age and use the
drop down list to choose days, months, or years.
5. Select either the Standard Assessment or the Assess Patients with Sufficient Refusal History
as Covered option for the report by choosing the appropriate radio button. Selecting the
second option will return a benchmark report that counts patients with sufficient refusal
comments as being up-to-date.
Note: Refusals of Vaccine
In order for patient refusals of vaccine to be calculated correctly on assessment and benchmark
reports, an appropriate Start Date must be entered for refusal comments on the Patient Comments
tab. Refer to the Managing Patients Chapter 10 of this manual for more information.
6. Select the report evaluation date by entering the date in the field provided or by using the
calendar icon to enter the date. No immunizations administered after the evaluation date will
be included in the report.
7. Select the benchmark(s) to be used on the report:
8. To select one or more single vaccine benchmarks within a single row, click on the box where
the vaccine and the number of months intersect. For example, clicking on the box with 4 in it
where DTaP and @ 19 months intersect will result in a report with this benchmark included.
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9. To select all benchmarks in a row, you may click on the first box in the row that indicates @ X
months.
10. To select benchmarks in a predefined series, select one of the 431, 43133, or 431331
combinations at the bottom of the table.
11. Click the Generate button.
12. The Benchmark Report Status screen will display. Click on Refresh occasionally to check on
the progress of the report. When the report is ready, click on the blue Benchmark hyperlink.
Once this link is clicked, CAIR will display the Benchmark report at the bottom of the
Benchmark Report Status screen. In addition, you may do one of the following:
13. Click the Export as Text link to display the report in text file format.
14. Click the Export as a Spreadsheet link to display the report in a spreadsheet format.
15. Click the Display as a PDF link to display the report in Adobe® Reader.
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Note: The size of your file is not limited when you choose to export the Benchmark report as text.
However, to export as a spreadsheet, there is a limit of 65,535 lines. The information message “file
not loaded completely” will display to indicate that part of the report was truncated. When the report is
displayed as a PDF, the report will be limited to about 5,000 lines (119 pages); if the report is more
than 5,000 lines, a red error report banner will display.
The Benchmark Report shows a list of all patients who met the filter criteria specified when you set up
the report. The report gives you a count and percent of how many patients met the specified criteria. It
lists patients by first and last name, date of birth, phone number, and address. The Y or N in the
columns after each patient’s demographic information indicates whether the patient met the criteria for
that vaccine and benchmark age.
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Group Patients Report
The purpose of Group patients is to run either the Immunization History Report for a group of
selected patients. To run one of these reports, complete the following steps: 1. Click Group Patients
under the Reports section of the menu panel.
2. To run a report for patients in a specific birth date range, click on the check box on the first
line. Enter a from birth date and to birth date in MM/DD/YYYY format.
3. To run a report for patients who have immunizations administered by one of your sites, click
on the check box on the second line. Choose a site from the drop down list. By selecting this
option, you will limit this report to immunizations administered at your site.
4. To run a report for patients who have an immunization in a specific date range, click on the
check box on the third line. Enter a from and to date in MM/DD/YYYY format.
Note: You may combine any of the criteria in the above steps. The system only selects
patients who fulfill all the criteria you specify.
5. You may choose a sort order. Your two options are either by Last Name then Age or by Age,
then Last Name.
6. If you wish to start over, click the Reset button. The system erases all the criteria you entered
and starts with a fresh page. You may proceed to enter your criteria again.
7. When criteria are completed, click the Generate button. Click the Refresh button periodically
(use same language used in assessment reports section) the system starts to generate the
report and takes you to the Group Patient Reports Request Status screen.
8. After the report finishes generating, the top line on the Group Patient Reports Request Status
screen becomes a hyperlink. Click the hyperlink.
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9. The system displays the report output in PDF.
Reminder/Recall
From the Reports menu option, you may generate reminder and recall notices,
which include letters, mailing labels, and patient listings.
Note: Generation of reminder and recall notices
Reminder and recall notices can be generated for each patient, if the following conditions are met:
• The status is Active in the Patient Information Section for your organization.
• The Allow Reminder and Recall Contact? indicator in the Patient Information Section is Yes.
• The patient has complete address information listed in the Address Information Section.
Reminder Request Status screen
Depending upon the number of patients associated with your provider organization, it may take five
minutes or more to generate the data for the various reports. While the data is being generated, the
Reminder Request Status screen indicates the percentage of completion. Periodically click on
Refresh to update the status.
Note: Once you reach the Reminder Request Status screen, it is not necessary to stay at this screen
while your report is being created. You may go anywhere in CAIR while the report is generating and
may return to the status screen by clicking on the Check Reminder Status link under Reports on the
menu panel. Likewise, you may close out of CAIR and return to the status screen by clicking on the
Check Reminder Status link after logging in again.
Summary Screen
When the report is complete, you may click on the blue date hyperlink to go to the Reminder Request
Process Summary screen. The Summary screen lists the number of patients involved in the search and
the criteria that were used to define the search. From the Summary screen, you may create various
reminder output options.
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On the bottom of the Reminder Request Process Summary screen, you have the option of resetting
the last notice date, which will affect future reminder/recall notices generated using this information.
Your options on the last notice date table include:
1. Clicking Preview Patients will provide a list of patients included in the
Reminder Recall Report. This information is presented on the screen and includes a hyperlink
to each patient’s demographic record.
2. Clicking Increment Eligible will reset the last notice date for all patients eligible for this
reminder. The last notice date is viewable on the patient’s demographic record under the
organization information section.
3. Increment last notice date for all patients immunized by your organization.
4. Click Cancel to return to the Reminder Request Status screen.
Reminder/Recall Output Options
The Reminder Request Output Options table, found on the Reminder Request Process Summary
screen, allows you to choose how you would like to use the data from your query.
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Reminder Letters
The letter output option allows you to generate a standard form letter for the parent/guardian for each
patient returned on your query. The letter allows room at the top for your organization’s letterhead. The
body of the letter includes the patient’s immunization history, recommended immunizations and due
dates. There are up to two lines for free text and/or a telephone number.
To generate Reminder Letters:
1. Under the Additional Input column or the Letter section of the table, you have the option of
entering:
2.
3.
4.
5.
a. If a Report Name is not indicated, the report will simply be named Reminder Letter on
the Reminder Report Status screen.
b. You may include a maximum of 400 characters in additional information in the Free
Text field. Any information entered in this text box will be presented as the closing for
each of the letters generated in your report.
c. The telephone number is presented in the closing for each of the letters generated in
your report.
Click Reminder Letter, which is a hyperlink.
Your report will be listed on the Reminder Request Status screen. The bottom table shows the
name of the request, the date and time it was started and the status of the request.
a. You have the option of moving to other portions of CAIR or using other functions of
your computer while you are waiting for your letters to process. To return to check the
progress of your request, click on Check Reminder Status under Reports on the menu
panel.
b. If you choose to stay at the Reminder Request Status screen while your request is
processing, click on Refresh occasionally to check the status.
Once the status displays as Ready and the report name becomes a hyperlink, your letters are
ready to be viewed. Click the report name to view or print the letters in Adobe Reader®.
To print the letters, click the printer icon on the Adobe® toolbar. Click the OK button in the Print
dialog box.
6. To print additional output, click the Back button on your browser. At the Reminder Request
Status screen, click on the Reminder Request hyperlink (top table) to return to the Reminder
Request Process Summary screen.
Reminder Card
The Reminder Card output option allows you to generate a standard reminder card for the
parent/guardian for each patient returned on your query. The card allows room at the top for a
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greeting. The body of the card includes the patient’s recommended immunizations and due dates.
There are up to two lines for free text and/or a telephone number. To generate Reminder Cards, follow
these steps:
1. Under the Additional Input column or the Letter section of the table, you have the option of
entering the following information: o If a Report Name is not indicated, the report will simply
be named Reminder Card on the Reminder Report Status screen
2. You may include a maximum of 400 characters in the Free Text field. Any information
entered in this text box will be presented as the closing for each of the cards generated in
your report.
3. The telephone number is presented in the closing for each of the cards generated in your
report.
Mailing Labels
The labels output option produces 30 labels per page on Avery Mailing Labels #5160 or 3256. To
generate mailing labels, follow these steps:
1. Click Mailing Labels, which is a hyperlink. Your request will be listed on the Reminder Request
Status screen; the bottom table shows the name of the request, the date and time it was
started, and the status of the request.
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2. You have the option of moving to other portions of CAIR or using other functions of your
computer while you are waiting for your labels to process. To return to check the progress of
your request, click Check Reminder Status under Reports on the menu panel.
3. If you choose to stay at the Reminder Request Status screen while your request is
processing, click Refresh periodically to check the status.
a. Once the report name becomes a hyperlink, your labels are ready. Click the report
name to view or print the labels in Adobe Reader®.
b. To print the labels, click on the printer icon on the Adobe® toolbar. Click OK in the
Print dialog box.
4. To print additional output, click the Back button on your browser. At the Reminder Request
Status screen, click on the Reminder Request hyperlink (top table) to return to the Reminder
Request Process Summary screen.
4 Up Card
The 4 Up Card is a message from the provider organization to the patient indicating they are due
for immunizations.
1. Click the 4 Up Card, which is a hyperlink. Your request will be listed on the Reminder
Request Status screen; the bottom table shows the name of the request, the date and time
it was started, and the status of the request.
a. You have the option of moving to other portions of CAIR or using other functions of
your computer while you are waiting for your labels to process. To return to check
the progress of your request, click Check Reminder Status under Reports on the
menu panel.
b. If you choose to stay at the Reminder Request Status screen while your request is
processing, click Refresh periodically to check the status.
c. Once the report name becomes a hyperlink, your labels are ready. Click the report
name to view or print the labels in Adobe Reader®.
d. To print the labels, click on the printer icon on the Adobe® toolbar. Click OK in the Print
dialog box.
c. To print additional output, click the Back button on your browser. At the Reminder
Request Status screen, click on the Reminder Request hyperlink (top table) to
return to the Reminder Request Process Summary screen.
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Patient Query Listing
The Patient Query Listing displays contact information for those patients identified as being
due/overdue in the Reminder/Recall output in a report format. This report lists every patient that
was returned in the report query process. To generate a Patient Query Listing:
1. Click the Patient Query Listing hyperlink.
2. Your request will be listed on the Reminder Request Status screen; the bottom table shows
the name of the request, the date and time it was started and the status of the request.
a. You have the option of moving to other portions of CAIR or using other functions of
your computer while you are waiting for your report to process. To return to check the
progress of
your request, click on Check Reminder Status under Reports on the menu panel.
b. If you choose to stay at the Reminder Request Status screen while your request is
processing, click on Refresh occasionally to check the status.
3. Once the report name becomes a hyperlink, your report is ready. Click the report name to
view or print the report in Adobe Reader®.
4. To print the report, click the printer icon on the Adobe® toolbar. Click OK in the Print dialog
box.
5. To print additional output, click the Back button on your browser. At the Reminder Request
Status screen, click on the Reminder Request hyperlink (top table) to return to the Reminder
Request Process Summary screen.
Extract Client Data
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The Extract Client Data displays patient demographic information, immunization history, and
recommendations for those patients identified as being due/overdue in the Reminder/Recall
output in XML format. This report lists every patient that was returned in the report query process.
To extract client data in XML format:
1. Click the Extract Client Data hyperlink.
2. Your request will be listed on the Reminder Request Status screen; the bottom table
shows the name of the request, the date and time it was started, and the status of the
request.
Creating Custom Letters
In addition to the standard letter, CAIR allows users to create and store up to three custom letters to
be used for reminder/recall. To create a new custom letter, follow these steps:
1. Click Manage Custom Letter under Reports on the menu panel.
2. Click the New Custom Letter hyperlink.
3. At the Create New Custom Letter screen, enter the following:
a. Top Margin: Choose the number of blank lines you would like at the top of the letter
from the drop down list provided. These blank spaces will leave room to print the
letters on your office letterhead.
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b. Include Patient Address:
i. Check the box to include the patient’s address at the top of the letter.
c. To include a name with the patient address, choose from the drop down list one of the
following:
i. (no name) - default
i. Patient name
ii. To the parent/guardian of patient name
b. Salutation: Enter a greeting, and then choose a name option from the drop down list
provided.
i. If name is chosen, the name of the patient will show up after the salutation.
ii. If responsible person is chosen, the letter will read
<salutation> Parent/Guardian of <patient name>
4. Paragraph 1:
a. In the field marked First Part, enter desired text.
b. If you do not wish to include a name, you may enter all of the first paragraph text in the
field marked First Part and select no name from the name drop down list.
c. If you wish to include a name within the paragraph, enter text up to the mention of the
name ending with a single space. Next, choose the name you would like to appear
within the paragraph from the drop down list (either parent/guardian, patient name or
no name).
d. In the field marked Second Part, continue to enter the rest of the text.
e. Immunization History: Check the box to include the patient’s immunization history in
the letter.
f. The maximum amount of allowed characters in this field is 4,000.
5. Paragraph 2: You may enter more text in this field.
a. Immunization recommendations: Check this box to include the immunization forecast
for the patient in the letter.
b. The maximum amount of allowed characters in this field is 4,000.
6. Paragraph 3: You may enter text in this field.
a. Closing: Enter a closing word or statement in this field. If you wish to include your
provider, organization’s name and/or telephone number after the closing, check the
appropriate boxes.
b. Name and Save the Custom Letter: Enter a name for the letter in the field provided.
When the letter is complete, click on Save.
c. The maximum amount of allowed characters in this field is 4,000.
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Note: Once you have saved the custom letter, click on check reminder status in the left hand menu
bar. Then select the reminder report you want to use to generate your custom letter.
Generating Custom Letters
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The custom letter output option allows you to generate a customized letter for each patient returned
on your query. To create a new custom letter, refer to the Creating Custom Letters section of this
chapter. To generate a custom letter from the Reminder Request Process Summary screen:
1. Every time you generate a custom letter, you will want to give the report a unique name. This
name is different from the custom letter name. You will want to name the report prior to
clicking on the custom letter hyperlink.
2. Click the link with the name of the custom letter. The letter will begin generating immediately.
3. Your report will be listed on the Reminder Request Status screen; the bottom table shows the
name of the request, the date and time it was started and the status of the request.
a. You have the option of moving to other portions of CAIR or using other functions of
your computer while you are waiting for your letters to process. To return to check the
progress of your request, click on Check Reminder Status under Reports on the menu
panel.
b. If you choose to stay at the Reminder Request Status screen while your request is
processing, click on Refresh occasionally to check the status.
4. Once the report name becomes a hyperlink, your letters are ready.
Click on the report name to view or print the letters in Adobe Reader®.
5. To print the letters, click on the printer icon on the Adobe® toolbar. Click on OK in the Print
dialog box.
6. To print additional output, click on the back button on your browser. At the Reminder Request
Status screen, click on the reminder request hyperlink (top table) to return to the Reminder
Request Process Summary screen.
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Vaccine Eligibility
The Vaccines for Children (VFC) Report details the number of patients that were vaccinated by your
organization for each Vaccine Eligibility type for a specified date range. To generate a VFC Report:
1. Click Vaccine Eligibility under the Reports section of the menu panel.
2. Enter a From date under the Report Date Range using the MM/DD/YYYY format.
3. Enter a To date under the Report Date Range using the MM/DD/YYYY format.
4. Choose a type of VFC Report to run. You have three choices:
a. The Vaccine Group report displays a summary of doses by vaccine eligibility and
vaccine groups
b. The Dosed Based Eligibility Report displays the number of doses given by your site.
c. The Patient Population Estimates Report displays the total number of unique patients
immunized by your site.
6. Click the Generate Report button. The reports drop into a processing queue:
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7. Click Refresh until the statuses are 100%; then click on the underlined hyperlink, and you will
be presented with an adobe file which contains your report. From here you can print the
document; then close the document window to return to the results screen.
VFC by Vaccine Group
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Dose Based Eligibility Report
Patient Population Estimates Report
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Vaccine Accountability Report
The Vaccine Accountability Report provides information about inventory transactions entered into
CAIR for selected quarterly time periods. The report is available to designated user roles only. If you
feel as though you need access to the Accountability Report please contact the CAIR Help Desk.
The Vaccine Accountability Report can be generated for a single organization, multiple
organizations, or All VFC organizations (available to state-level user roles only). When the Vaccine
Accountability Report is generated for a single organization, both a Summary report and a Detail
report will be created. When the Vaccine Accountability Report is generated for multiple
organizations or All VFC organizations, only a Summary report will be created. To generate a
Vaccine Accountability Report:
1. Click Accountability Report Request under the Reports section of the menu
panel.
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1. Select the beginning quarter/year from the Begin Date drop down list. (The options provided
appear as “Quarter [#], [YYYY]”, for instance “Quarter 4, 2013”. The IIS translates the
selected quarter to the FIRST date of that quarter, which is October 1, 2013.)
2. Select the ending quarter/year from the End Date drop down list. (The options provided
appear as “Quarter [#], [YYYY]”, for instance “Quarter 4, 2013”. The IIS translates the
selected quarter to the LAST date of that quarter, which is December 31, 2013.)
Note: It is acceptable to select the same quarter option in the Begin Date and End Date drop down
lists. For instance, if Quarter 4, 2013 is selected for both the Begin Date and End Date, the report
period will be October 1 - December 31, 2013.
Quarter breakdown:
Quarter 1: January 1 – March 31
Quarter 2: April 1 – June 30
Quarter 3: July 1 – September 30
Quarter 4: October 1 – December 31
4. Select the organization options available to you (not all options are available to all user roles).
a. The “Select Individual Organization” option may be selected in order to run a Vaccine
Accountability Report for one or more selected organizations.
i. Most user roles will see their assigned IIS organization(s) displayed in the
Organization Name list box and may select one or more organizations for the
report.
ii. If you are assigned to one organization and are not a state-level user, your
organization will automatically be selected for you.
iii. State-level users have all IIS organizations with a VFC status of Active or
Suspended displayed in the Organization Name list box and may select one or
more organizations for the report.
b. For state-level user roles only, the “VFC Clinics Statewide” option may be selected in
order to run a Vaccine
Accountability Report for all clinics that have a VFC Status of Active or Suspended.
5. Choose the type of vaccine you would like to include in your Vaccine
Accountability Report. Options include Enter the report name in the Report Name text box. Entering
a report name is optional. If no report name is entered, CAIR will automatically assign a report name
as shown below:
a. One organization Detail report: “[Organization Name]_
Detail.xls”
b. One organization Summary report: “[Organization Name].xls”
c. Multiple Organization Summary report: “Multiple_Orgs.xls”
d. VFC Clinics Statewide Summary report: “Statewide.xls”
6. Click the Generate button.
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7. The report request drops into a processing queue. In order to update the Status, click on the
refresh button. When status indicates “100%” you can click on the underlined hyperlink(s) to
view the report.
8. The reports are in the ‘.xls’ spreadsheet format, so you may be prompted to open or save the
file. Choose from the options presented: Open, Save, or Cancel. The file will open in the
program on your computer that is set to open ‘.xls’ files, such as Microsoft Excel.
9. To print the report, click on the printer icon on the Microsoft Excel toolbar or other program
that has opened the file.
10. Click the Print button in the Print dialog box.
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Vaccine Accountability – Detail Report
1. The Detail Report contains accountability data grouped by Vaccine Group and Lot Number.
Vaccine Accountability – Summary Report
1. The Summary Report contains accountability data grouped by Vaccine Group, with all lot
numbers combined.
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Understanding Vaccine Accountability Report
Columns and Calculations:
+ Starting
Inventory
+ Doses
Received
1
2
‐ Doses
Reported
3
‐ Doses
Expired
4
‐ Doses
Spoiled
5
‐ Doses
Wasted
‐ Doses
Transferred
Out
+ Ending
Inventory
Accounted
for Doses
Accounted
for %
7
8
9
10
6
The following inventory transactions are “counted” in each of the above
categories of the Vaccine Accountability Report. See p. 70, Table 1: Reasons
for adding or subtracting inventory for more details on these transaction
types.
1. Inventory units on-hand at begin date of report (active non-expired)
2. Doses Received, transfers in, and '+' error correction
3. Immunizations Given less Immunizations Deleted (must be recorded in the IIS with a valid eligibility
code)
4. Expiration reported by Provider (automatic inventory transaction)
5. Spoilage reported by Provider, Failure to store properly on receipt by
Provider, Refrigeration failure report by Provider
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6. Other not usable by Provider, doses recalled, and '- 'error correction
7. Doses Transferred Out
8. Inventory units on hand at end date of report (active, non-expired): per system
9. Accounted for Doses = |(3+4+5+6+7)|+8
10. Accounted for Doses / Total vaccine doses |(3+4+5+6+7)|+8 / 1+2
i.e., total accounted for transactions + ending inventory / total
theoretical doses available
11. Unaccounted for includes sum of negative values for (-) doses administered transaction (doses that
were manually subtracted, not deducted via inventory modification), (-) Lost or unaccounted for in
Provider Inventory, (-) doses recorded in the IIS without a valid eligibility code, and (+) doses
deleted in the IIS without a valid
eligibility code for the org
Detailed List of Inventory Transactions
The code is what is displayed in the Show Transactions report in CAIR.
CODE
‐/+
DESCRIPTION
SOURCE OF TRANSACTION
SOURCE
TYPE
Receipt of Inventory
Edit Inventory reason pick list
manual
A
REC
+
B
REC
+
Receipt of Inventory
Add inventory is saved,
Order/transfer Received
automated
C
RET
+
Doses Returned
Rejected transfer that is
restocked in inventory
automated
D
RET
+
Doses Returned
Edit Inventory reason pick list
manual
E
TRA
transfers out of
inventory
Orders from or transfers from
inventory
automated
F
TRA
‐
Doses Transferred
Edit Inventory reason pick list
manual
G
Immunize
‐
Immunizations Given
Imm is added to patient's record automated
H
Delete
‐
+
Immunizations Deleted
Imm is deleted from patient
record
automated
I
ERR
Error Correction
Edit Inventory reason pick list
manual
J
RECALL
+ or ‐
Doses Recalled
Edit Inventory reason pick list
manual
K
ADMIN
‐
Doses Administered
Edit Inventory reason pick list
manual
M
3
‐
Spoilage reported by
Provider
Edit Inventory reason pick list
manual
N
4
‐
Expiration reported by
Provider
Counts auto‐generated when
reports run
automated
O
5
‐
Lost/damaged in transit
to Provider
Edit Inventory reason pick list
manual
P
6
‐
‐
Failure to Store
properly………..
Edit Inventory reason pick list
manual
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Refrigeration
failure…………
‐
Q
7
R
11
S
12
T
TransferedIn
U
TransferredO
UT
V
TRAEXP
W
BORROWED
X
LOTDELETE
Edit Inventory reason pick list
manual
‐
Lost or Unaccounted for
Edit Inventory reason pick list
………
manual
manual
+
Other ‐ Not useable, per
Edit Inventory reason pick list
Provider
Borrowed In
Edit Inventory reason pick list
manual
‐
Borrowed Out
Edit Inventory reason pick list
manual
Transfer out Expired
Inventory
Transfer of Expired Inventory
(i.e., back to mfg)
automated
‐
Borrowed Imm Given
Borrowed Imm is added to
patient record
automated
Lot Deleted
Edit Inventory Delete button
automated
‐
n/a
‐
Inventory Transactions within Vaccine Accountability Report columns
+ Starting
Inventory
+ Doses
Received
‐ Doses
Reported
‐ Doses
Expired
‐ Doses
Spoiled
‐ Doses
Wasted
‐ Doses
Transferred
Out
+ Ending
Inventory
Accounted
for Doses
Accounted
for %
1
2
3
4
5
6
7
8
9
10
ending
inventory
from prior
report run
A, B, C,
D, T and
I when
positive
G*,W*,
(H*)
N, V
M, P, Q
J, S, and E, F, O, U,
I when
X
negative
active,
non‐
expired
QOH per
system
Note that some transaction types are treated differently based on whether they are accompanied by a
valid vaccine eligibility code:
G*, W* = count if the immunization administered contains a vaccine eligibility code
H* = Delete transaction of an immunization administered that contains a vaccine eligibility code, which
lowers the count of Doses Reported
Unaccounted for transactions: K, R, G**, W**, H**
G**, W** = unaccounted for if the immunization administered does not contain a vaccine eligibility code
H** = Delete transaction of an immunization administered that does not contain a vaccine eligibility
code
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State Supplied Flu Report
1. Users with a role that has reports will be able to generate the State Supplied Flu Report
2. The user will click on the state supplied FLU report link
3. The User will select the date range.
a. The From Date will only allow you to enter 08/01/2013 and forward. This is far back as the
reporting will go.
State-Supplied Vaccine Report
4. Users with a role that has reports will be able to generate the State Supplied Vaccine Report
5. The user will click on the state supplied Vaccine report link
6. The User will select the date range.
a. The From Date will only allow you to enter 07/01/2012 and forward. This is far back as the
reporting will go.
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State-Supplied Vaccine Report
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Chapter 11 Data Exchange
In this chapter:
Introduction
Data Exchange via CAIR Web service
Data Exchange via CAIR Interface
Health Plan Data Exchange
Check Status
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Introduction
Thank you for your interest in electronic data exchange with CAIR. Getting
immunization data into CAIR is important for your clinic and for the individuals you
serve. CAIR is interested in finding the least burdensome method for your clinic to
submit data to CAIR.
Data Frequency
Timely data submission to CAIR benefits providers and the patients they serve
by making complete immunization records accessible through the system as
soon as possible. Real-time data submission is possible via Health Level
Seven (HL7) real-time messaging (see Data Formats Accepted below).
Data Formats Accepted:
CAIR currently accepts the following electronic file types:
• Health Level Seven (HL7) Version 2.5.1 standard files
• Health Level Seven (HL7) Version 2.5.1 Real Time Transfer
• Fixed format flat text files (Health Plans only)
Data Exchange via the CAIR Web Service
The process for submitting EHR data to CAIR is summarized on the CDPH Gateway/ CAIR IZ
Portal - 5 Steps to Data Exchange page at cairweb.org. Your clinic must first register at the CAIR
IZ Portal then follow instructions received in the confirmation email. EHR submissions to CAIR2
must use SOAP transport and the CAIR WSDL. Please see the: CAIR HL7 v2.5.1 Data
Exchange Specifications and CAIR2 Test Plan (SOAP/WSDL setup) documents for message
specifications and instructions
Data Exchange via the CAIR Interface
The data exchange feature of CAIR allows the capability to exchange patient,
immunization and comment data files. Only CAIR state staff or users with Data
Exchange roles will be able to perform data exchange. Use of the web
interface for data exchange is reserved primarily for Health Plan users.
Health Plan Data Exchange
Prior to performing an HMO data exchange, your HMO will need to contact
the CAIR Data Exchange staff ([email protected]) and
arrange for your organization to be set up to perform data exchange.
You will need to provide the following information on your whether you prefer to submit patient
data in HL7 (CAIR HL7 v2.5.1 Data Exchange Specifications) or Flat File (CAIR2 Health Plan
Flat File Transfer Specifications) format.
Note: Files have a size limit of 150 MB combined of the patient, immunization, and comment files
that can be uploaded via the user interface. If files are larger than 150 MB, they will need to
be split into smaller files for loading.
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To perform a Health Plan Data Exchange:
1. Click Submit HMO Data or Submit HMO Query under the Data Exchange menu option.
Depending upon the selection made and the type of file format you are set up to use, one or
more of the following fields will display:
a. Job Name: Fill in a name for the data exchange, if desired. If left blank, CAIR will use
the current date for a job name.
b. For Flat File Submissions:
c. Patient File Name: This field is required if your file format is Flat File. Click on Browse
to select the appropriate Patient File Name.
d. Immunization File Name: This optional field will appear if you exchange data via Flat
File format. HMO/MCOs are not required to send immunization data.
e. Comment File Name: This is an optional field that will appear if you exchange data via
Flat File format.
f. For HL7 File Submissions:
g. File Name: This field is required for users who are exchanging data using the HL7 file
format. Click on Browse to select the HL7 file you wish to upload.
h. For HMO Query Files:
i. This field is required for users who are running an HMO query. Click on Browse to
select the appropriate query file. For the format of the HMO query, please see the
HMO Query Specification.
Note: The Health Plan must first submit patient data into CAIR before a query will run successfully.
Only patients that are shown to be affiliated with an Health Plan will be returned to the Health Plan
via a data query.
Submit HMO Data Screen:
1. Browse to the Patient File and select. Dio this with the each file type you’d like to load.
2. When finished selecting files to load, click Upload.
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3. The Exchange Data Result screen will display, and list the files that were uploaded and
confirm the job name you entered or provide the date as a job name.
4. Click the Check Status button.
5. The Exchange Data Status screen will display, and contain the job name, user name,
exchange data date, process start and end date, and status of the current job.
6. Click Refresh periodically to check the status of the job.
7. When a job is complete, the job name will appear as a hyperlink.
Under the status column, one of three messages may appear:
a. Complete: has completed processing
b. Error: could not be processed because of formatting errors
c. Exception: could not be processed because of an internal system error
8. Click the job name hyperlink.
9. If the job completed successfully, the Job Detail screen will display. For jobs created from
the Submit HMO Data menu option, these sections will display:
a. Download Files for: <Job Name>: This section contains all output files available for
you to download, including the Response Files and any "CAIR to provider
organization" download files. Click on the download name hyperlink to download the
file.
b. Download Log for: <Job Name>: This section contains information regarding activity
of the download file(s), including file name, user name, and date and time of the
download(s).
c. Summary Information for: <Job Name>: This section contains all information
pertinent to the exchanged data file received and processed.
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Submit HMO Query Screen:
1. For jobs created using the Submit HMO Query menu option, the following sections will
display:
a. Download Files for: <Job Name>: Contains the Inbound Query
File, Outbound Demographic File, Outbound Immunization
File, and Exception File, if there was an error processing the Inbound Query File, all
available for download by clicking on the file name hyperlink.
b. Download Log for: <Job Name>: Contains information regarding activity of the
download files.
2. If the job did not complete successfully, the Job Error screen will display. This screen
contains an explanation of why the exchange data could not be processed, the original
uploaded file(s), and lists information regarding the activity of the downloaded file(s).
HMO Query Result File Formats
organization IR Physicians • user Chris Mattson • role CAIR Developer
Download Files for: CAIR_Query
Inbound Query File ( 1KB )
Outbound Demographic File ( 1KB )
Outbound Immunization File ( 1KB )
File
User Name
Download Date
Outbound Demographic File
Chris Mattson
08/07/2012 11:31:38
Chris Mattson
08/07/2012 11:31:47
Download Log for: CAIR-HMO_Query
Outbound Immunization File
Summary Information for: CAIR-HMO_Query
Description
Patient
Data Exchange
Immunization
CAIR
Comment
Event
133
No Summary Information
Use of the Check Status
Your clinic can monitor ongoing Data Exchange activity using the Check Status
functionality available to Power or DX Quality Assurance users.
1. Click Check Status.
2. Set the time period whether ‘Realtime?’ in the choices
3.
4. The Exchange Data Check Status screen will contain the job name, user name, exchange
data date, process start and end date and status of recent jobs.
5. Click Refresh periodically to check the status of the job, it will not automatically update.
6. When a job is complete, the job name will appear as a hyperlink. Under the status column,
one of three messages may appear.
a. Complete: the job has completed processing
b. Error: the job could not be processed because of formatting errors
c. Exception: the job could not be processed because of an internal system error
7. Click the job name hyperlink.
8. If the job completed successfully, the Job Detail screen will display. This screen contains
the following three sections:
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a. Download Files for: <Job Name>: This section contains all output files available for
you to download including the Response Files and any "CAIR IIS to provider
organization" download files. Click on the download name hyperlink to download the
file. Under the HL7 251 Response link, there is a link to the file that was uploaded
into Data Exchange, Inbound HL7 251 File. Similar links appear for jobs using HL7
2.4, flat file and CSV file formats.
b. Download Log for: <Job Name>: This section contains information regarding activity
of the download file(s) including file name, user name, date, and time of the
download(s).
c. Summary Information for: <Job Name>: This section contains a summary of all the
information pertinent to the exchanged data file received and processed.
9. Review the summary figures to ensure complete uploads. The response files can be
searched for record rejections.
10. Patients put into pending file are reviewed and merged (where a client already exists in the
system). Once merging is complete, data are viewable in the IIS.
If the job did not complete successfully, the Job Error screen will display. This screen will contain an
explanation of why the exchange data could not be processed the original uploaded file(s) and
information regarding the activity of the downloaded file(s).
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Check Status
Your clinic can monitor ongoing Data Exchange activity using the Check Status
functionality available to Power or DX Quality Assurance users.
11. Click Check Status.
12. Set the time period whether ‘realtime’ in the choices
13. The Exchange Data Check Status screen will contain the job name, user name, exchange
data date, process start and end date and status of recent jobs.
14. Click Refresh periodically to check the status of the job, it will not automatically update.
15. When a job is complete, the job name will appear as a hyperlink. Under the status column,
one of three messages may appear.
a. Complete: the job has completed processing
b. Error: the job could not be processed because of formatting errors
c. Exception: the job could not be processed because of an internal system error
16. Click the job name hyperlink.
17. If the job completed successfully, the Job Detail screen will display. This screen contains
the following three sections:
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a. Download Files for: <Job Name>: This section contains all output files available for
you to download including the Response Files and any "CAIR IIS to provider
organization" download files. Click on the download name hyperlink to download the
file. Under the HL7 251 Response link, there is a link to the file that was uploaded
into Data Exchange, Inbound HL7 251 File. Similar links appear for jobs using HL7
2.4, flat file and CSV file formats.
b. Download Log for: <Job Name>: This section contains information regarding activity
of the download file(s) including file name, user name, date, and time of the
download(s).
c. Summary Information for: <Job Name>: This section contains a summary of all the
information pertinent to the exchanged data file received and processed.
18. Review the summary figures to ensure complete uploads. The response files can be
searched for record rejections.
19. Patients put into pending file are reviewed and merged (where a client already exists in the
system). Once merging is complete, data are viewable in the IIS.
If the job did not complete successfully, the Job Error screen will display. This screen will contain an
explanation of why the exchange data could not be processed the original uploaded file(s) and
information regarding the activity of the downloaded file(s).
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Chapter 12 School User
In this chapter:
Finding Student
Student Immunization Record
Manage List
Reports/Client List
Check School Report
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Finding Student Screen
The Find Student screen is used to search and locate any student existing in the CAIR
application any two search fields in the search screen.
There are two main sections used in the Find Student screen:
 Enter Search Criteria for a Student
Search Criteria
1. Click Find Student under the School Access menu group on the left side of the screen.
2. In the Student Search Criteria box you search using any two fields unless you are using
Medical Record Number, CAIR ID or Legacy CAIR ID.
a. Last Name: Entering at least the first two letters of the student’s last name, along
with the birth date, will begin a search of all students whose last name begins with
those letters.
b. First Name: Entering at least the first two letters of the student’s first name, along
with the birth date, will begin a search of all students whose first name begins with
those letters. If a student’s first name is only one letter long, you may enter the
single letter, but only exact matches will be displayed.
c. Middle Name: Entering at least the first two letters of the student’s middle name,
along with the birth date, will begin a search of all students whose middle name
begins with those letters. If a student’s middle name is only one letter long, you may
enter the single letter, but only exact matches will be displayed.
d. Mother’s First Name: Entering at least the first two letters of the mother’s first
name, along with the birth date, will begin a search of all students whose mother’s
first name begins with those letters. If the mother’s first name is only one letter
long, you may enter the single letter, but only exact matches will be displayed.
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e. Phone: Entering the student’s main 7-digit phone number
(area code not required) and birth date will identify individuals
with the exact phone number in CAIR. However, this method is
not recommended, as a phone, number may not be entered for
a student, and phone numbers may change over time.
3. Click the Find button.
Entering Names
On all first and last names entered into CAIR for student searches, CAIR disregards spaces,
apostrophes, and hyphens entered.
Search Results
List of Possible Matches
A list of possible matches means the search returned more than one student match. All possible
student matches returned are then displayed in a table. The student result table is sorted
alphabetically by last name; first name, middle name, birth date, and gender are also included in
the table for each student. Using the information displayed for each of the students in the table,
the student can be selected by clicking on the Last Name. The Student Immunization Record
screen is then displayed containing the student immunization information.
No Match Found
Please try at least twice to be sure the student is not in the system. For example, you can search
once using the date of birth and last name, and once using date of birth and first name. Parents
may have immunization information but if the child was born in another state or received services
from a provider who did not report to CAIR, the information may not be in CAIR. A blank CIS form
is available from the forms list.
Threshold Limit
When searching in the database, if the number of students exceeds 75 matches, then no students
will be listed. Instead, the following message will display:
"XX students were found. Please refine your search criteria to limit your student list." (XX is the
total number of students found in the search.)
In the unlikely event you receive this message, clear your search criteria and try again with
information that is more detailed.
Student Immunization Record Screen
The Student Immunization Record screen displays a student's immunization history and provides
immunization recommendations. From this screen, you are able to select and add the student to a
specific student list. This will allow you to run reports that include the student.
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There are three main sections used in the Student Immunization Record screen:
• Student Information
• Immunization Record
• Vaccines Recommended
Student Information
The Student Immunization Record screen displays a student information header at the top of the
page. This section includes student name, date of birth (DOB), gender, and selected tracking
schedule. The information contained in this section can be used to confirm that you have located
the correct student.
Tracking Schedule
Select the appropriate tracking schedule from the drop down menu. This function allows users to
change the tracking schedule to evaluate the record according to school law requirements based on
the grade of the student. If a grade level tracking schedule is selected, the Earliest Date,
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Recommended Date and Past Due Date will be the same and identify vaccines for which the student
is incomplete according to school requirements. ACIP is the clinical schedule and is the default. The
ACIP schedule should be used when printing out a record for the parent so they know when they can
obtain immunizations for their child.
CSIR Blue Card Report
Clicking on the CSIR Blue Card button will allow users to print Blue Card Report
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Print Confidential
This button allows you to print the record showing on the screen. This record may
be helpful for parents when scheduling immunizations for their child.
Cancel
This button cancels the screen and takes you back to the previous screen.
Adding Students to a Report List
To add a student to a list, you must have first created specific student report
lists in the Manage Lists section of the application. See the Manage List
Screen section of this chapter for details.
1. Click the “Please pick a Report List” drop-down menu and select your list
from the available options.
2. Then click the “Add this Student to a Report List” hyperlink.
a. Students can be added to more than one list.
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Student Immunization Record
The Immunization Record table lists all vaccinations the student has received to date.
Immunizations listed in the table are ordered alphabetically first, then by 'Date Administered'. The
table columns are defined as follows:
•
•
•
•
•
Vaccine Group - Lists the vaccine group name for each immunization received.
Date Admin - Lists the date the student received the vaccine.
Series - Denotes the sequence number within the immunization series and contains
messages such as “Not Valid”, if the vaccine does not meet the requirements of the
selected tracking schedule.
Trade Name - Displays the trade name of the vaccination received.
Dose - Indicates whether full, half, or multiple doses were administered to the student. A
blank field is the default for a full dose.
Note:
Doses marked as Subpotent or Not Valid are counted for school/children’s facility immunization
law compliance. The exceptions are MMR, Varicella, and Hepatitis A doses given before the first
birthday. California accepts these dates for school attendance purposes because revaccination is
a clinical decision.
The student's age appears in a solid blue field between the student information and reports
sections.
Vaccines Recommended
Find the recommended vaccinations and corresponding dates for the student in the Vaccines
Recommended by Selected Tracking Schedule table. The vaccine group list shows all
vaccinations included in the tracking schedule assigned to this student. Note: the dates reflect
the ACIP schedule. The table columns are defined as follows:
Vaccine Group
Vaccine
Earliest Date
Displays the vaccine group name.
Displays the specific vaccine name.
Displays the earliest date the student could receive the immunization. If
the tracking schedule selected is for a certain grade range (not ACIP), the
Earliest Date will be when the student is incomplete for the vaccine
according to California school law requirements.
Recommended
Date
Displays the date that the student is recommended to receive the
immunization. If the tracking schedule selected is for a certain grade
range (not ACIP), the Recommended Date will be when the student is
incomplete for the vaccine according to California school law
requirements.
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Past Due Date
Displays the date that the student is past due for the immunization. If the
tracking schedule selected is for a certain grade range (not ACIP), the
Past Due Date will be when the student is incomplete for the vaccine
according to California school law requirements.
Note:
The Earliest Date, Recommended Date, and Past Due Date are the same if a school or children’s
facility grade level tracking schedule is selected. Students are incomplete for that vaccine starting on
this date. The Earliest Date is the recommended date for the student to receive the vaccine
The dates found in the Vaccines Recommended by Selected Tracking Schedule table are shaded
with color for emphasis. The colors applied to the dates within the columns are defined as follows:
Green: fills the background when the current date is on or after the recommended or past due
date.
Grey: fills the background when a vaccine cannot be given because that immunization series is
complete, contraindicated, maximum age exceeded, or the patient has immunity or medical
exemption.
Maximum Age Exceeded: reflects whether a student has exceeded the maximum age to receive
a specific vaccine. For example, if a student has already reached the age of five and has not
completed the Hib series, then the recommendation for Hib at the bottom of the student
immunization history will show Maximum Age Exceeded.
Maximum Doses Met or Exceeded for Vaccine Group: indicates that the maximum number of
doses recommended have been administered for the specified vaccine series according to the
tracking schedule.
Complete: indicates that an immunization series has been completed according to the tracking
schedule.
Immunity Recorded for Vaccine Group: indicates history of disease or vaccine history. If this
message appears for varicella, this should be treated as history of chickenpox disease. A
medical exemption is required if this message appears for any vaccine other than varicella.
Contraindicated: indicates history of disease, or the vaccine should not be given for medical
reasons. If this message appears for varicella, this should be treated as history of chickenpox
disease. A medical exemption is required if this message appears for any vaccine other than
varicella.
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Note:
Religious exemptions are not recorded in CAIR and are not displayed.
Printing a CSIR Blue Card Immunization Record Form
To print out a record in the format of CSIR Blue Card for your school files:
1. Click the School Record button
2. Click File and then click Print
To print out the Student Immunization Record screen:
1. Click the Print Confidential button.
2. Click File and then click Print.
This page can be used to look at dates when students will be due for vaccines.
Click the Back button on your browser to return to the student record.
Manage List Screen
The Manage List screen is used to create new and manage existing student lists to be used for
generating reports. A maximum of thirteen lists can be created by each school.
There are two main sections used in the Manage List screen:
• Manage List
• Report List
Manage List
Report Lists
School User
Creates new lists for your school or children’s facility organization in
CAIR.
Displays a table of all lists added to CAIR by your school or children’s
facility in alphabetical order.
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Report List Fields
List Name
Displays the name given to the list by your school. If you click the
name, you can view a detailed display of your students within the list.
Last Updated
Date
Student Count
Displays the date on which the list was last updated.
Delete
Displays a delete button for each list. If you click the delete button, the
list will be deleted.
Displays the number of students within the list. The count is determined
by how many students are assigned to the list.
Note:
Once you delete a list, you cannot retrieve it. Deleting a list removes all students
from the list.
Creating a New Student List
1. Click Manage Lists under the School Access menu group on the left side
of the screen.
2. Enter a list name in the New List Name text field.
3. Click the Save button to add the list name.
4. The message will appear at the top, “The list has been created
successfully”. An example of a list name may be: Class of 2015. You will
later add students to this list.
Note:
Once you create a list, you cannot edit the name of it. Make sure to choose a
list name that will not need to be revised (avoid generic names or current
references such as kindergarten). Instead, use titles such as Class of 2020,
Class of 2021, etc., using the year of high school graduation.
Removing a List
1. Click the Delete button to the right of the list.
2. When the Delete button is clicked, you will be given a prompt “Are you sure
you want to delete this list?” Your option is either OK or Cancel.
3. Clicking OK will delete the list and remove it from the Manage List screen.
Clicking on Cancel will cancel the delete and return you to the Manage List
screen.
Opening the Reports/Client List Screen
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1. Click a list name for the list you wish to view.
2. You will be taken to the Reports/Client List screen where you can view
your student list. Further explanation can be found on the
Reports/Client List Screen section, below.
Note:
You can only view details of a list that contains students. A list with zero count
will not link to the Reports/Client List screen.
Reports/Client List Screen
The Reports/Client List screen is used to view students added to your school
list and run reports for the students in the list. You can also view a student's
immunization record and remove a student from your list.
There are three main sections used in the Reports/Client List screen:
•
•
•
Reports Available: (List Name)
Select Tracking Schedule
Client List for: (List Name)
Reports Available for Schools
This section can generate three student reports within the selected list:
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Student List
Student Immunization
History
Immunization Due
Student Compliance
Report
Displays the name and date of birth for each
student on the list, sorted alphabetically by last
name.
Displays the name, date of birth, and
immunization history for each student on the list,
sorted alphabetically by last name.
Displays the name, date of birth, and all
immunizations due for each student on the list,
sorted alphabetically by last name.
Displays the student compliance based on the
school tracking schedules pick list
Select Tracking Schedule
Choose the appropriate tracking schedule from the drop down menu. This function allows users to
set the tracking schedule for each report in order to evaluate all of the records of all the students
listed based on the school law requirements for their grade level to identify those students who
are incomplete.
Generating the Student List Report
1. Click the Student List link.
2. The Student List report will open in a PDF document.
3. Click the Back button on your browser to return to the Reports/Client List screen.
Generating the Student Immunization History List Report
1. Click the Student Immunization History List link. You will be taken to the Check School
Report screen where you can view the status of the report you are running.
2. Click Refresh periodically until the status displays 100%. You can also click “Check
School Report” on the menu on the left side to see if the report is finished.
3. Once your report has finished generating, the report name will turn blue, and the report
status will display “ready”. You can now click the link and view the report.
4. The report displays the immunization history and the recommended vaccines for each
student on your list according to the Tracking Schedule selected on the Reports/Client List
screen.
5. Click the Back button on your browser to return to the Reports/Client List screen.
Generating the Immunizations Due List Report
When requesting the Immunization Due report you will be taken to a screen where you can enter
criteria used for the report. The criteria for this report are explained below.
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Selecting Vaccine Groups
The majority of the time, you will Click Use All Vaccine Groups. The immunization due dates will
be based on the tracking schedule you have selected for this report. If a student is past due for
any of the vaccines in the tracking schedule (for example, if he/she is past due for any vaccines
required for kindergarten and you have selected the Kindergarten tracking schedule), then he or
she will be included in the report outcome, given all other report criteria are met. If no students
are listed in the report, then all students on the list are complete or up-to-date for the selected
date range.
Choosing vaccine groups allows you to focus on a specific vaccine(s) within the selected tracking
schedule. If the student is past due for any of the selected vaccine groups, then he or she will be
included in the Immunizations Due List report, given all other report criteria are met. For example,
you can use this report if you want to see which students on the list are due for a specific vaccine
or if there is an outbreak of disease and you need to identify students on your list that may be
lacking that vaccine. This report could be used to produce a list of susceptible students at your
school or children’s facility if all of the students attending your school/facility have all of their
immunization dates in CAIR.
1. Within the Select the Vaccine Group(s) section, select either Use All Vaccine Groups or
Use Vaccine Groups Selected.
a. If the Use Vaccine Groups Selected option is selected, choose the vaccine groups to
be included.
2. Scroll though the vaccine group list and double-click the desired vaccine group name, or click
the vaccine group name and then click the Add button.
a. All selected vaccine groups will appear in green in the box to the right.
3. To remove any vaccine groups from the report criteria, either doubleclick the selected
vaccine group name in the right list box, or click the selected vaccine group name and then
click the Remove button.
When the report is generated, the only students that will appear on the list are those students who
are due for the vaccine group(s) selected in the report criteria, but the report will show all vaccines
included in the tracking schedule.
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Selecting Target Date Range
When dates are specified, the report will only return those students that were, are, or will be
overdue for the selected vaccine groups on a date falling within the target date range entered.
Note:
The To date in the target date range may be set to the day your report is due to the local health
department to identify students who will be due for a vaccine by this date.
4. Enter the Target Date Range in the From and To text boxes in the form MM/DD/YYYY, or
Click the calendar icon to set the date.
a. The From date, To date, or both dates can be left unspecified:
i. If the To date is unspecified for the Target Date Range, the report date
range will include the From date up to and including today's date.
ii. If the From date is unspecified for the Target Date Range, the report date
range will include all dates prior to and including the To date.
iii. If both dates are left unspecified for the Target Date Range, then today's
date will be entered for both From and To fields.
5. Click Generate.
a. You will be taken to the Check School report screen where you can view the status
of the report you are running.
6. Click Refresh periodically until the status displays 100%. You can also click “Check School
Report” on the menu on the left side to see if the report is finished.
a. Once your report has finished generating, the report name will turn blue, and the
report status will say “ready”.
7. Click the link and view the report, which displays the Immunizations Due for each student
on your list.
a. If you selected a future date, then all children on the list will require vaccines by the
date selected, but Due will only be displayed for those vaccines that are past due or
due now. You will have to manually evaluate the rest of the record to identify those
vaccines that are due before the future date selected.
8. Compare to see if all of the student’s immunizations are in the CAIR if you have information
from another source.
a. Parents may have additional information if the child was born in another state or
received services from a provider who did not report to CAIR.
b. Additional dates can be written on the printed CIS form but will not be reflected in
the Immunizations Due report for students.
c. The CAIR forecast does not consider any vaccines that the parent has selected as
a religious exemption.
Note:
There are two places in the CAIR where you can select a tracking schedule. If you want to run a
report for a group of students using a specific tracking schedule, such as Kindergarten, select the
tracking schedule on the Reports/Client List screen. If you want to see the immunizations due for
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one student only, find the student and then select the tracking schedule on the Student
Immunization Record screen.
Generating the Student Compliance Report
1. Select the appropriate Tracking Schedule from the Tracking Pick List
2. Click on the Student Compliance Report
3. Select the date range you wish to run against the student list and tracking schedule
3.1 The Date range will measure the student compliance for the students during
the range selected.
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Client List
This section is for viewing student immunization records and removing a student from your list.
Information contained within the student list table is described below.
Delete
If you wish to remove a student from your list, place a
checkmark in the box beside the student’s name in the
Delete column. Remove more than one student at a time by
checking multiple students. Next, Click the Delete button.
Once you have confirmed the delete, a message will display
"The list has been updated successfully" and your
student(s) will be removed.
Last Name
Displays the student’s last name and provides a link
back to the Student Immunization History screen.
First Name
Middle Name
Displays the student’s first name.
Displays the student’s middle name.
Birth Date
Displays the student’s birth date.
Check School Report Screen
The Check School Report screen is used to display and/or determine
the status of a report request. The screen is separated into two sections:
• School Report Job Status
• School Report Status
•
School Report Job Status
This section displays the date and time a report was started and completed, the overall status in
percentage, the number of students returned and the target date range if one was specified. Status
will update by clicking the Refresh button. You can only have one job listed in this section. Once you
run a new report, your previous job will be erased.
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School Report Status
This section displays reports generated from the Reports/Client List screen. It contains the name
of the report, the type of report, the date and time the report was requested, what time it started
and the status. Your reports will be sorted by time generated, with the latest report at the top.
To get the latest update on all the requests listed in the table, click the Refresh button. This will
show the most current status for each request from the CAIR database.
You do not have to remain on this screen while the reports are running. You can navigate away
from this screen and go somewhere else in the application while your report runs in the
background. To get back to the School Report Status screen, Click the Check School Report link
on the left menu panel.
As soon as the report name appears as a hyperlink and the Status displays ready, it has
completed processing and is ready for viewing. To view the report, Click the report name
hyperlink. This process can take some time depending on the size of the report. The selected
report will automatically display using the Adobe Acrobat Reader. If there is a problem viewing
your report, please contact the CAIR Help Desk. At any time, click the Cancel button to return to
the screen you were previously on.
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Appendix 1
In the Appendix:
Online Help
CAIR Help Desk
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Online Help
The CAIR online help function provides you with both screen-specific help and a general help
index. You may access online help from any screen in CAIR by pressing the yellow light bulb on
the menu bar in the top right corner of the screen.
Screen-Specific Help
To access screen-specific help, follow these steps:
When on any screen where you would like help, click on the light bulb on the menu bar located at
the top-right of the screen.
A box with screen-specific help information will display. This help box may have any or all of the
following features:
•
•
Purpose: describes what the screen is meant to do or what kind of information needs to
be entered.
Information provided: describes in detail the input and output fields that are found on the
screen.
•
Functionality: provides information about specific buttons on the screen and describes
their function.
•
Results: describes the outcome of a search, report, download, or other information
entered into the database.
• User tips: has advice or further information on how to use this screen.
To view these features, you may either click the links under the Purpose section or scroll down
the page. To close the help box, press the X button in the top right corner of the box.
General Help
General help contains information on screens throughout CAIR. You may access this information
by viewing the contents of general help, by viewing or searching the general help index, or by
searching general help using a keyword.
Contents of General Help
To access the contents of general help follow these steps:
1. Click the light bulb on the menu bar.
2. Click Help Contents in the top left corner of the help box.
3. A box may open asking if you want to display both secure and non-secure items; click the
Yes button.
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4. The General Help screen now displays. On the left side of the page, view a list of topics,
each with its own book-shaped icon.
5. Select a topic. A list of help items with question mark icons will display. You may also see
further subtopics, each with its own book-shaped icon.
6. The help information you selected will display on the right side of the General Help screen.
7. Use the links at the top of the screen or scroll down to view the information you need.
8. To return to a previous help screen or to skip ahead one screen, use the browser’s Back
and Forward buttons.
9. To collapse a topic, select it or click on the book icon next to it. You may toggle back and
forth between opening and closing a topic by clicking on the book icon.
10. To close out of the help box, click the X in the top right corner of the box.
Viewing/Searching the General Help Index
To view or search the general help index follow these steps:
1. Follow Steps 1-3 under Contents of General Help.
2. Click the Index button on the top left side of the General Help screen.
3. To find an index topic, use the scroll bar to view index topics.
4. Click one of the help items to view the item.
5. The help information you selected will display on the right side of the General Help screen.
6. To return to a previous help screen or to skip ahead one screen, use the browser’s Back
and Forward buttons.
7. To close out of the help box, click the X in the top right corner of the box.
CAIR Help Desk
If you are experiencing difficulties or have questions regarding CAIR, you may contact the CAIR
Help Desk.
The CAIR Help Desk hours are 8:00 a.m. to 5:00 p.m. Monday through Friday.
• Help Desk telephone number: 800-578-7889
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Appendix 2
In the Appendix:
Validation of Patient Entry Data
Disallowed Address Entries
Disallowed First Names
Disallowed Last Names
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Validation of Patient Entry Data
CAIR validates the information you enter on the patient screen when you attempt to save the
entries. If you have entered data that CAIR considers invalid, a message will appear asking you
to re-enter data in the field(s). Validation varies depending on the field. Refer to the chart below
for information on validation of data in various fields.
Field Name
Web Page/Section
Characters Allowed
First Name
Enter New Patient/Personal Information, Manage
Patient/ Personal Information
Allow only alpha characters, dashes, and apostrophes. Do
not save an entry that matches a disallowed name.
Middle Name
Enter New Patient/Personal Information, Manage
Patient/ Personal Information
Allow only alpha characters, dashes, apostrophes, and
periods.
Enter New Patient/Personal Information, Manage
Patient/ Personal Information
Allow only alpha characters, dashes, apostrophes, and
periods. Do not save an entry that matches a disallowed
name
Last Name
Enter New Patient/Personal Information, Manage
Patient/ Personal Information
Allow only alpha characters, dashes, and apostrophes.
Mother's Maiden Last Enter New Patient/Personal Information, Manage
Name
Patient/ Personal Information
Allow only alpha characters, dashes, and apostrophes.
Mother's First Name
Responsible Party
First
Name
Enter New Patient/Responsible Person(s), Manage
Allow only alpha characters, dashes, and apostrophes.
Patient/ Responsible Person(s)
Responsible Party
Middle Name
Enter New Patient/Responsible Person(s), Manage Allow only alpha characters, dashes, apostrophes, and
periods.
Patient/ Responsible Person(s)
Responsible Party
Last
Name
Enter New Patient/Responsible Person(s), Manage
Allow only alpha characters, dashes, and apostrophes.
Patient/ Responsible Person(s)
Street Address
Other Address
PO Box
Allow alpha or numeric characters, backslashes, number
Enter New Patient/Responsible Person(s), Manage symbols, dashes, periods, and apostrophes. Do not save
quotes. Do not save an entry that matches a disallowed
Patient/ Responsible Person(s)
address.
Allow alpha or numeric characters, backslashes, number
Enter New Patient/Responsible Person(s), Manage symbols, dashes, periods, and apostrophes. Do not save
quotes. Do not save an entry that matches a disallowed
Patient/ Responsible Person(s)
address.
Enter New Patient/Responsible Person(s), Manage Allow alpha or numeric characters, backslashes, number
symbols, dashes, and periods. Do not save an entry that
Patient/ Responsible Person(s)
matches a disallowed address. Do not save quotes.
E-mail Address
Enter New Patient/Responsible Person(s), Manage
Must contain "@" symbol and period. Do not save quotes.
Patient/ Responsible Person(s)
Phone Number
Enter New Patient/Responsible Person(s), Manage Allow only numeric characters and dashes. Do not save
quotes.
Patient/ Responsible Person(s)
City
Enter New Patient/Responsible Person(s), Manage Allow only alpha characters, dashes, and apostrophes. Do
not save quotes.
Patient/ Responsible Person(s)
Zip
Enter New Patient/Responsible Person(s), Manage Allow only numeric characters. Do not save quotes.
Patient/ Responsible Person(s)
Glossary
CAIR
159
Disallowed Address Entries
Disallowed Address Entries
DO NOT USE
NO CURRENT
UNKNOWN
MOVED
GENERAL DELIVERY
UPDATE
DECEASED
MAIL RETURNED
ADDRESS
COMMENT
FAMILY PLANNING
FAMILY PLANNING SERVICES
PLANN PARENTHOO
PLANNED PARENTHOOD
Disallowed First Name Entries
The following chart lists first name entries that will not be validated in CAIR.
Disallowed First Names
ADOPT
HBS
LSS
UNK
ADOPTIVE
HRH
LSS BABY
UNKN
AF BABY
I
LWG
UNKNOWN
BB
ILLEGIBLE
SIGNATURE
MALE
UNKNOEN
BABY
INFANT
MR
UNKOWN
BABY B
INFANT BO
MRS
UNNAMED
BABY BOY
INFANT BOY
MS
UNREADABLE
BABY G
INFANT FE
NEWBORN
V
BABY GIRL
INFANT FEM
NFN
WLCFS
BABYB
INFANT G
NTXHW
XWM
BABYBOY
INFANT Gl
PARENT
XXX
Appendix 2
CAIR
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Disallowed First Names
BABYGIRL
INFANT GIR
PARENTS
BG
INFANT GIRL
PENDING
BOY
INFANT GRL
PVN
BOY I
INFANT M
SIGNATURE
BOY II
INFANT MA
SLKDFSLKD
CHILD
INFANT MAL
SRM
CSS
INFANTBOY
THWJ
FEMALE
INFANTGIR
TOMORROW'S
CHILDREN
FIRE DEPT
INFANTGIRL
TSWJ
GIRL
INFANTMAL
TSWM
GIRL I
INFANTMALE
TSWV
GIRL II
LCFS
TXWM
UFA
Disallowed Last Name Entries
The following chart lists last name entries that will not be validated in CAIR.
Disallowed Last Names
ADOPT
CSS BABY
LSDKFSLDK
UNKNOEN
ADOPTIVE
CSSW
LSS
UNKOWN
A BABY
DSS
LSSFC
UNNAMED
A F BABY
DCS
LTJR
UNREADABLE
AF
DFS
MBABY
V
AF BABY
DSS
M BABY BOY
VBABY
AF BABY BO
E BABY
MALE
VLK
Glossary
CAIR
161
Disallowed Last Names
AF BABY Gl
F BABY
NEWBORN
WLCFS
AFBABY
FF
NLN
ZBABY
BCS
FIRE DEPT
OBABY
UFA
BSC
FWV
PBABY
BABY
G BABY
PCS
BABY BOY
GARCIA INF
PENDING
BABYBOY
GIRL
RBABY
BABY GIRL
GSST
SBA
BABYGIRL
H BABY BOY
SBABY
BCS
I
SCI
BCSW
INFANT
SB
BOY
INFANT BOY
SC
BRT
INFANT FEM
SIGNATURE
BSC
INFANT GIRL
SMRT
CAC
INFANTBOY
SRB
CS
INFANTGIRL
SRFC
CSS
INFANTMALE
SRP
CAC
LSS
SS
CBS
LCFD
TAO
CCS
LCFS
UN
CFCFS
LCSF
UNK
CS
LNAME
UNKN
CSS
LS
UNKNOWN
Appendix 2
CAIR
162
A person who provides a health care service
and for the purposes here would administer an
immunization; for example, a nurse.
Glossary
ACIP
Advisory Committee on Immunization
Practices. Along with the Centers for Disease
Control and Prevention (CDC), provides
written recommendations on the
administration of vaccines to adults and
children in the United States. These
recommendations include a schedule of
dosage, contraindication, and periodicity
information for each vaccine. This
"harmonized schedule" is the default schedule
within NYSIIS.
Consent
California authorizes medical care providers to
submit patient data to CAIR under the
condition that the patient or parents) are
disclosed and informed of their right to decline
to share their data with other CAIR users.
Custom Flat File Template
A customized layout, specifying fields and field
lengths, for performing data exchange.
Data exchange
The process of submitting or receiving
immunization data from CAIR electronically.
Bookmark
A browser tool used for accessing Web sites
quickly. After setting a bookmark at a Web
page, you may return to that page simply by
clicking on its bookmark, rather than entering
the entire Web address. Also known as a
favorite.
Deduplication
An automatic process that displays potential
patient matches to help ensure that patient
records are not duplicated in CAIR.
Desktop
The default screen on your computer that
displays when no programs are open. The
desktop contains shortcut icons that allow the
user to open the represented programs and
files from the desktop screen.
Browser
A software program you use to access the
Internet.
CoCASA
Comprehensive Clinic Assessment Software
Application. A tool developed by the Centers
for Disease Control and Prevention (CDC)
used for assessing immunization levels of
patients for an immunization provider.
Favorite
See Bookmark.
Grace period
The default period of time prior to and
following an immunization. This time period is
used to validate a patient's immunization
history; it does not affect immunization
recommendations.
CDC
Centers for Disease Control and Prevention.
The CDC is the lead federal agency for
protecting the health and safety of people,
providing information to enhance health
decisions.
Historical Doses
Doses that the patient received, but it is
unclear which organization in the registry, if
any, actually administered the dose. (See also
Clinician
Appendix 2
CAIR
163
Manage Access/Account Screen
The first screen in CAIR, which displays for
users who have access to multiple
organizations. The user chooses one of the
organizations to access.
CAIR Inventory Doses and Other Owned
Doses.)
HL7
Health Level 7. A method of categorizing data
so that it is uniform across all health reporting
systems. Allows for easier data transfer
among different systems.
Menu bar
The CAIR menu bar is dark blue and appears
at the top of every screen within the registry.
The menu bar has several menu options:
home, change password, logout, and help
(light bulb). The menu bar on your Internet
browser, on the other hand, is located near
the top of your computer screen and contains
words with drop-down lists such as File, Edit,
View, Tools, etc.
Home page
The first screen in CAIR that displays for users
who have access to a single organization.
This page contains announcements, release
notes, resources, and the menu.
Hyperlink
A word or group of words that is underlined
and appears in a colored font, usually blue, in
CAIR. When you click on the underlined text,
the Web site, page, or document that is
described will be displayed. Also known as a
link.
Menu panel
The CAIR menu panel is a medium blue color
and appears to the left of every screen within
the registry. The menu panel lists all of the
NYSIIS functions available to the user.
Immunization Information System
Confidential, computerized information system
containing patient demographics and
immunization histories. Immunization
Information Systems enable public and private
health care providers to maintain consolidated
immunization records.
Ordering authority
A person with the capability of ordering an
immunization for a patient; a person with
ordering authority is generally the patient's
pediatrician or primary care provider or, within
public health organizations, the medical
director.
Inventory Doses
Doses that are recorded in CAIR through the
user interface which subtract from an
inventory lot whose quantity is recorded and
maintained in CAIR. (See also Historical
Doses and Other Owned Doses.)
Other Owned Doses
Doses that the organization knows it has
administered, but not from any vaccine lots
maintained in the CAIR inventory module.
(See also
Historical Doses and Inventory Doses.)
Logout
Button on CAIR’ menu bar that allows you to
exit CAIR. You may logout from any screen in
CAIR.
Patient
Anyone who has an immunization recorded in
CAIR by a provider organization.
Lot number
The unique, identifying number given to each
vaccine by the manufacturer.
Patient Note
Some general, non-medical information
regarding the patient that is displayed to any
user viewing the patient’s record.
Glossary
CAIR
164
Shortcut
An icon located on your computer's desktop
which, when double-clicked, will open the
program displayed by the icon.
PDF
Portable document file. A file format that
allows you to view and print a document
online in its original format with Adobe
Reader.
Toolbar
Located near the top of your computer screen,
the toolbar on your Internet browser contains
several buttons, such as Back Forward, Stop,
Refresh, and Home.
Radio button
An input circle that, when clicked, fills with a
black dot to indicate a selection.
Tracking schedule
A schedule of recommended vaccines, their
dosage and periodicity information. The
tracking schedule is used to validate a
patient's immunization history and makes
recommendations for future vaccinations
based on that history.
Recall Notice
A card or letter that informs a responsible
person or patient of immunizations that are
overdue.
Reconstitution
The process of mixing a dry, powder form of a
vaccine with a diluents to produce doses that
may be administered to the patient. This term
applies to Smallpox vaccine.
Undeliverable Address
An indicator that the address currently on file
for the patient is incorrect.
Release
A new version of an application, which usually
includes enhancements and software fixes.
Each release of an application is indicated
with a number; for example, CAIR release
version 2.0.
User roles
CAIR users are categorized into hierarchical
roles that determine their level of access to
the functions of CAIR.
Reminder Notice
A card or letter that informs a responsible
person or patient of immunizations that are
due in the future.
Users
Individuals who access CAIR in some way,
whether it be for printing reports, entering
immunization information, tracking inventory,
or entering organization-specific maintenance
information.
Responsible person
A parent, relative, or guardian who is
associated with the patient and may act as a
contact. A patient may also act as the
responsible person for himself or herself.
Series
The compilation of doses for one vaccine that
provides immunity for a certain disease or
diseases. For example, the recommended
series for the DTP/aP vaccine contains five
doses.
Appendix 2
CAIR
165
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