A. To locate USIIS: Open your web browser, type https://apps.usiis

A. To locate USIIS: Open your web browser, type https://apps.usiis

A

B

A. To locate USIIS:

1.

Open your web browser, type

https://apps.usiis.org/webkids/

in the address bar and press the

Enter

key.

B. To login to USIIS:

1.

Enter the clinic number in the

Provider

field. If you don’t know your clinic number, you can find the name in the

drop-down box next to the provider field.

Note: Use the mouse or Tab key to move through the fields.

2. Enter your

Logon ID

. (These are case sensitive fields.)

3. Enter your

Password

. (These are case sensitive fields.)

4. Click on the

Login

button or press the

Enter

key.

If your login was successful, the

Patient Search

screen will appear.

If you have incorrectly logged in, reset the fields by clicking the

Reset

button and retry the login process.

If you continue to have problems, contact the USIIS Helpline at (801) 538-3440 or (800) 678-3440.

To locate USIIS forms & information:

1.

Open your web browser, type

http://www.usiis.org

in the address bar and press the

Enter

key.

B C

A

D

E

A. To Perform a Patient ID search:

1.

2.

Enter the

The

Patient ID

number in the red Patient ID field (this field is case sensitive) and press the

Patient Information

screen will automatically appear with the patient’s information.

Enter

key.

B. To Perform a Provider Search:

1.

2.

3.

Type the patient’s

Click on the

Last Name

Provider Search

and/or

First Name

and/or

Birth Date

(% is the wildcard you may use).

button, the patient’s name will appear in the

Provider Search Results

patient’s record is not found, go to C: To perform a USIIS Search.)

Click on the correct name to open the patient’s record. The

Patient Information

screen will appear.

section. (If the

C. To Perform a USIIS Search:

1.

2.

Enter ONLY the

Information

Last Name, First Name

next field and click on the

USIIS Search

and

Birth Date

button.

(mm/dd/yyyy), as it appears on the birth certificate. Tab to the

Click on the correct name to open the patient’s record. Read and click

YES

in the dialog box that appears. The

Patient

screen will appear. If the patient’s information is not found, check to see if the data was correctly entered. If it is correct, please continue to steps 2-6 in D: To Add a New Patient.

D. To Add a New Patient:

1.

Enter the

Last Name, First Name

and the

Birth Date

(mm/dd/yyyy). Make sure this information is correct, as it appears on the birth certificate.

Click on the

Add New Pat.

button.

Click

OK

in the dialog box that appears, and the

Patient Information

screen automatically appears.

2.

3.

4.

5.

6.

Assign and enter a

Patient ID

number (this is a unique number that identifies only this particular patient as your client).

Enter the Mother’s Maiden name (type “unknown” only if mother’s maiden name is absolutely not known), patient gender and all other information you have regarding the patient.

Click on the

Save

button to save this new patient entry.

E. To Clear the Fields:

1.

Click the

Reset

button to clear the search and begin again.

A B C D

A. To Make Edits and/or Additions:

1.

2.

Assign a Patient ID, if not already done.

Review, update and add any new information and click on the

Save

button to save the changes.

Note: Information fields identified in Red are required. Gender and Mother’s Maiden name should be entered in the yellow area.

B. To Delete a Patient’s Clinic Affiliation:

You may want to do this if a patient no longer attends your clinic.

1.

2.

3.

Click on the

Delete Clinic Affiliation

Note: The patient’s information will remain in the USIIS database, however, you will not be able to find the patient using a Provider or Patient ID search.

button in the upper part of the screen.

Follow the instructions that will appear in the dialog box(es).

After you complete the instructions in the dialog box(es), the

Patient Search

screen will appear.

C. To Delete a Patient’s Wed Record:

If there are multiple mistakes on a patient’s record that has been recently saved, you may want to delete the web record and start over. This may be done if the record was created and saved in the same business day. This will delete any patent or immunization information you have just saved.

1.

2.

Click on the

Delete Web Record

button in the upper part of the screen.

The

Patient Search

screen will appear and you can begin a new search.

D. To Clear the Fields:

1.

Click the

Reset

button to clear the search and begin again.

A

B

C

A. To Enter Patient Comments:

1.

2.

5.

Type the comments in the white section titled

Patient Comments

.

Choose Yes or No in the

Share

drop-down box:

If

Yes

is selected, the comment will be shared with all other clinics.

If

No

is selected, only the clinic that entered the information will be able to view the comment.

Click on the

Save Comment

button (in the upper part of the screen) to save the comment you entered.

Once the comment has been saved, it will appear in the gray cells below and in the

Patient Information

screen.

To view the entire comment, click in the comment cell and it will appear in the

Patient Comments

section.

B. To Delete a Comment:

1.

2.

3.

In the gray cells, below the

Patient Comments

section, click in the cell of the comment to be deleted.

Click the

Delete Comment

button in the upper part of the screen.

Click

OK

to finish the deletion.

C. T o Clear the Fields:

1.

Click the

Reset

button to clear the search and begin again.

A

E

B

C

D

A. To Enter a Vaccination:

1.

Enter all the information you have in the appropriate fields.

Note: The fields labeled in red must be completed in order to save. The E, C, R, I cells (Exemption,

2.

3.

4.

Contraindication, Reaction and Invalid) are for display only.

Use the drop-down boxes to choose from the lists or enter the appropriate codes.

You may enter notes for the particular vaccination in the following fields:

General Note: Any information relating to a particular immunization.

Reaction Note: If a reaction occurred after vaccination, document the reaction information.

Invalid Note: Explain why a particular immunization was invalid.

Click on the

Save

button to save.

B. To Make Changes to a Vaccination Already Saved in the Vaccination History:

1.

2.

3.

In the

Vaccination History

cells, click in the cell that has the vaccination you would like to alter.

The vaccination information will appear in the fields on the left.

Make the appropriate additions/changes.

Note: You cannot alter the information in the red fields. However, you may delete the vaccination record and start over.

Click the

Save

button to save the changes.

C. To Enter Varicella Immunity:

1.

2.

Check the

Click

OK

Varicella Immunity

box and enter an approximate date the patient had the disease.

to save the immunity.

D. To Clear the Fields:

1.

Click the

Reset

button to clear the search and begin again.

E. To Enter Several Vaccinations into the Historical Data Screen:

1.

Click on the

Historical Data Entry

button (in the top part of the Immun. screen) to enter previous vaccinations.

The screen will change to show new fields.

To Enter Several Vaccinations into the Historical Data Screen:

1.

2.

Enter the vaccine information by using the drop-down box to choose from the list of vaccines or by typing the appropriate code.

Note: The code must match the vaccine to the left. Otherwise, it may be entered in the empty cells at the bottom.

Enter the date (mm/dd/yyyy) the vaccine was given (the computer will put in the slashes when you tab to the next

3.

field: mm/dd/yyyy).

Repeat above process to enter all historical vaccinations and dates. After all the vaccination information is correctly entered, click on the

Save

button to save.

Note: Click on the Immun. tab to return to the Immunization screen.

C

D

E

A

B

F

A. To Enter a Contraindication:

1.

2.

3.

Enter the vaccine by using the drop-down box to pick from a list of vaccines or enter the vaccine code.

Enter the contraindication, by using the drop-down box to pick from a list of contraindications or enter the code.

After both the vaccine and contraindication have been chosen, click on

Save.

The vaccine and contraindication will appear in the summary form in the gray cells on the right.

B. To Delete a Contraindication:

1.

Click on the gray

Del

(delete) button beside the vaccination/contraindication that you want to delete.

C. To Enter an Exemption for All Vaccines:

1.

2.

Use the drop-down box to select from a list of exemptions.

Click on the

Save

button.

D. To Enter an Exemption for a Particular vaccine:

1.

2.

3.

Use the drop-down box to select from a list of vaccines or enter the vaccine code.

Use the drop-down box to select from a list of exemptions or enter the code.

Click on the

Save

button. The vaccine exemption will appear in the gray cells on the right.

E. To Enter an Exemption for a Series of Vaccines:

1.

2.

3.

Use the drop-down box to select from a list of vaccine series or enter the vaccine code.

Use the drop-down box to select form a list of exemptions or enter the code.

Click on the

Save

button. The vaccine exemption will appear in the gray cells on the right.

F. To Delete an Exemption:

1.

Click on the gray

Del

(Delete) Button beside the exemption that you want to delete.

A

A. To Print a Patient Forecast:

1.

2.

3.

In the

Forecast

screen, click on the

Forecast Report

button (located at the lower right side of the screen). The report will open in PDF format using the Adobe Acrobat software.

Once the forecast report downloads from Adobe Acrobat, click on the print icon in Adobe to print the forecast

Close Acrobat and go back to the Forecast screen when you are done.

Note: This screen is not for data entry.

Adobe Acrobat Reader software is needed to print a patient’s forecast. Please visit: www.adobe.com to download a free version of Acrobat Reader. If you have trouble with this download, please contact the USIIS HelpLine at (801) 538-3440 or (800) 678-3440.

Note: If a vaccination is invalid, the immunization date will not appear in the forecast. View the vaccination in the

Immunization

screen to see the reason the vaccine is invalid.

A

A

Patient Reports Available to Print:

1.

2.

3.

Detailed Immunization History (for the patient’s chart)

School Immunization Record (to take to the school for school entry) “pink card”

Personal Utah Immunization Record (for the patient’s record)

A. To Print a PDF Report:

Note: Your computer must have Acrobat Reader installed for this option to work. If you have trouble opening this report, please contact the USIIS HelpLine at (801) 538-3440 or (800) 678-3440.

1.

2.

3.

4.

Click on the button of the desired report.

Note: You may choose more than one report at a time, if needed.

Click

Run Report(s)

.

Once the report downloads from Adobe Acrobat, click on the print icon in Adobe to print the report.

Close the Acrobat window and go back to the Report screen when you are finished.

B. To find the Admin functions:

To access information regarding the clinic, click on the

Admin

button. This button will open a separate window with additional features (tabs) regarding the clinic. Admin features include:

Clinic Inventory

User Management

Batch List

Clinic History Report

Doses Administered Report

Reminder-Recall Summary Report

A B

A. To Change Your Login Password:

1.

2.

3.

4.

Type your current password in the

Old Password

field. (This is case sensitive.)

Type your new password in the

New Password

field. (This is case sensitive.)

Retype your new password in the

Retype New Password

field.

Click

Update

button to save your new password.

B. To Clear the Fields:

1.

Click the

Reset

button to clear the password fields and begin again.

B D

C

A

Access to this screen is only available to trained, authorized users.

A. To Add a New User:

1.

2.

3.

4.

5.

6.

7.

Type in the user’s chosen

Login Name

. (This is case sensitive.)

Type and retype the new user’s

password

. (This is case sensitive.)

Enter the user’s

First and Last Name

If the user is a vaccinator or physician, click

Click the

Save

button.

.

Type any other information concerning the new user.

Choose the access* level this user will need under the

Yes

under

Function Access

Clinical Roles

.

** drop-down box.

B. To Inactivate a User:

1.

2.

3.

Click on the user you want to inactivate from the drop-down list labeled

New User

.

When the user’s information is displayed in the left hand boxes, click on the

Inactivate

button.

Click the

Save

button.

C. To View Inactive Users:

1.

2.

Click the

Show Inactive

button.

Pull the drop-down list labeled

New User

.

D. To Reactivate an Inactive User:

1.

2.

3.

Click on the

Show Inactive

button.

Pull the drop-down list labeled

New User

and select the user’s name you would like to activate.

When the user’s information will be displayed in the left hand boxes, click the

Activate

button.

* The USIIS Administrator may choose what access the user has by clicking in the corresponding radio boxes.

** The Function Access drop-down list is pre-programmed for your convenience.

R/O - Read only R/D - Read and Delete R/W - Read and Write R/D/W - Read, Delete and Write

Note: Access will not be given until a User Confidentiality Agreement has been received by the Utah Immunization

Program. Please contact the Utah Immunization Program at (801) 538-9450 with any questions.

E

B

A

C

D

A. To View Current Inventory:

1.

Current Inventory should be displayed upon opening.

B. To View All Inventory:

1.

2.

Click the

All Inventory

button.

All inventory will be displayed.

C. To View Multiple Pages in Inventory:

1.

2.

3.

Click the

First

button to see the beginning of the clinic’s inventory.

Click the

Last

button to see the end of the clinic’s inventory.

Click

Prev

or

Next

to change pages as needed.

D. To Print the Inventory:

1.

2.

3.

4.

Click

Inventory Report

.

Select the parameters for the report.

Click the

Print or View

button.

Print the report by clicking the print icon in the Adobe Acrobat toolbar.

E. To View or Edit a Specific Vaccine:

1.

2.

Click on the lot number.

The

Inventory Adjustment

screen will appear with the vaccine information.

Note: Expiration dates shown in Blue indicate vaccine expiring within 90 days. Expiration dates shown in Red indicate vaccine has expired and should not be administered. Expired vaccines are automatically removed from the current inventory.

A

B

C

A. To Enter a Vaccine into the Clinic’s Inventory:

1.

2.

3.

4.

Click the

New

button to enter a new vaccine.

Enter inventory by filling in the Red (required) fields.

a. Lot Number of the vaccine.

b. Enter the Manufacturer by using the drop-down box or entering the manufacturer code.

c. Enter the Vaccine Type by using the drop-down box or entering the vaccine code.

d. Enter the number of doses received.

e. Enter the expiration date.

f. Enter the VIS Version Date. For a combination vaccine, enter all applicable VIS dates. (i.e. Comvax should have a VIS date for Hib and another for Hep B.) g. Enter the Funding Category: VFC, Private or Special Projects.

Click the

Save

button to save the information to your inventory.

Repeat steps to enter another vaccine.

B. To Clear the Fields:

1.

Click the

Reset

button to clear the vaccine information and begin again.

C. To Reconcile Inventories:

Click the

Inventory

tab to see a current inventory list.

Click on the vaccine lot number needing adjustment.

1.

2.

3.

4.

Note: The Inventory Adjustment screen will appear with vaccine information.

Enter the number of doses needing to be corrected: a. Use Extra Doses when your physical inventory has more than USIIS indicates.

b. Use Under Doses when your physical inventory has less than USIIS indicates.

c. Use Shared Doses when vaccine has been given to another provider.

d. Use Wasted Doses when a vaccine has been determined to be unusable (i.e. drawn up, then compromised).

e. Use other adjustment for any non-specific adjustment needing to be made.

When the Doses Left matches your inventory, click the Save button.

C

A

B

G

F

D

E

The Batch List can be used to create patient lists based on the criteria set by the user.

A. To Search for All Patients within a Specific Age Range:

1.

2.

3.

1.

2.

3.

4.

Enter either

Between Ages

(in months) or

Between DOB

for desired patients.

Click the

Search

button to run.

Patients meeting the criteria* selected will appear in the white boxes to the left.

B. To Search for a Select Number of Patients within a Specific Age Range:

Enter either

Click the

Between Ages

Random

C. To Save a List of Patients:

1.

2.

Enter a

List Name

.

Click the

Save List

button.

(in months) or

Enter the number of patients needed in

button to run.

Between DOB

Random #

.

for desired patients.

Patients meeting the criteria* selected will appear in the white boxes to the left.

D. To Pull Multiple Forecasts for Patients:

1.

2.

3.

4.

5.

Create a patient list and save.

Place a “√” next to all patient names that need a forecast.

Under Perform Action on List For, click the

Checked Patients

radio button.

Click the

Batch Forecast

button.

A forecast for each selected patient will appear in one Adobe Acrobat file.

E. To Remove Selected Patients from your clinic:

Note: In order to consider a patient no longer affiliated with your clinic, the patient should not have been seen in the last year and had 3 failed attempts to contact.

1.

2.

3.

4.

1.

2.

3.

4.

Create a patient list and save.

Place a “√” next to all patient names needing to be removed from the clinic.

Under Perform Action on List For, click the

Checked Patients

radio button.

Click the

End Clinic Affiliation

button.

F. To Create a Reminder-Recall Report:

Create a patient list and save.

Click the

RR Export

button.

G. To Export a Patient List for CoCASA (Clinical Assessment Software Application):

1.

2.

3.

A list of the reminder-recall parameters will appear.

Choose your desired parameters to run a Reminder-Recall Report.

Create a patient list and save.

Click the

CASA Export

button.

A text file will appear with patients’ information. CoCASA can be downloaded at http://www.cdc.gov/nip/cocasa/. Please contact the

Utah Immunization Program for more information.

* If more specific criteria is desired, last shot date, county and zip code may be selected.

The Clinic Reports Screen has five reports available*:

1.

2.

3.

4.

5.

Clinic History Report

Doses Administered Report

Reminder-recall summary Report

Batch Forecast Report

Unbilled Vaccines Report

*Adobe Acrobat Reader is required to view and print reports. If you do not have Acrobat Reader, please visit: www.adobe.com

to download a free version of Acrobat Reader.

To Run a Clinic History Report:

1.

2.

3.

4.

4.

5.

In the

From

field, enter the date you want to begin the search.

In the

To

field, enter the date you want the report to end.

If looking for information about a specific vaccine, enter the lot number in the “with lot number” box.

Select how you want the report sorted by clicking the appropriate radio button: a. Immunization Date b. Vaccine Type c. Patient Name

Click on the

Run Report

button.

Print the report by clicking the print icon in the Adobe Acrobat toolbar.

A B

A. To Run a Report by Date Range:

Note: Use of this report allows providers a method to evaluate doses administered activity for any combination of age groups over a selected time period.

1.

2.

3.

4.

In the

In the

From

To

field, enter the date you want to begin the search.

field, enter the date you want the report to end.

Select the age groups to be included in the report by checking the box beside the age group. (More than one can be selected.)

Click on the

Print or View

button.

B. To Run a Report by Quarter:*

Note: When you select dates by quarter, you will be electronically submitting your Doses Administered Report to the Utah

Immunization Program, in addition ALL the age groups will automatically be submitted.

1.

2.

3.

4.

5.

Select the Quarter you would like to view, submit, and print.

Click the Submit to State button to send the report to the state.

Enter the First & Last Name of the person submitting the report and a phone number.

Adobe Acrobat will open in a separate window. Print the report by clicking the print icon in the Adobe Acrobat toolbar.

Sign

the report and

fax

it to the Utah Immunization Program at (801) 538-9440.

Keep a record of the report for yourself.

To Review Information Submitted at a Later Date:

1.

2.

Select the Quarter you would like to review.

Click on the

Print or View

button.

*Quarterly Doses Administered Reports are required for the Utah Vaccines for Children (VFC) Program. In order to submit the report, follow the above instructions for To Run a Report by Quarter, print out the report and fax a signed copy to the

Utah Immunization Program at (801) 538-9440.

To Generate a Reminder-Recall Summary Report:

1.

Enter the age group by clicking in the appropriate radio button or by typing in the number of year(s) and month(s) old to select a custom age group.

Select the appropriate patient status radio button.

Select PDF (printer friendly) or CSV (text file).

4.

7.

Select All Required Types to run a report for all vaccines for which the child is due OR select a specific vaccine type to search for children who are due/overdue for a certain antigen.

Enter the date range by typing in the date to begin and end the report.

Click on

Run Report

button.

Adobe Acrobat will open in a separate window. Print the report by clicking the print icon in the Adobe Acrobat toolbar.

To Pull Forecasts for Multiple Patients:

5.

6.

1.

2.

3.

4.

Click on the first line and type the

Patient ID

number. (Patient ID is case sensitive.)

Tab or enter to go to the next line.

Enter the next

Patient ID

. Enter as many as needed.

Click the

Run Report

button.

Adobe Acrobat will open in a separate window with a page for each patient forecast.

Print the report by clicking the print icon in the Adobe Acrobat toolbar.

To Run an Unbilled Vaccines Report:

1.

2.

3.

4.

5.

In the

From

field, enter the date you want to begin the search.

In the

To

field, enter the date you want the report to end.

a. Billing System, but not in the Clinical System (USIIS) b. Clinical System (USIIS), but not in the Billing System.

Click on

Print or View

.

Print the report by clicking the print icon in the Adobe Acrobat toolbar.

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