User Manual

User Manual
User Manual
Production Build 6.7.0
D H R
GEORGIA
DEPARTMENT
OF
HUMAN
RESOURCES
Introduction...............................................................................................................................................1.1
What Are Immunization Registries?.....................................................................................................1.2
Why We Need Immunization Registries ..............................................................................................1.2
The Georgia Registry of Immunization Transactions and Services.....................................................1.3
System Requirements..............................................................................................................................2.1
Internet Access ....................................................................................................................................2.2
Hardware Requirements ......................................................................................................................2.2
Software Requirements........................................................................................................................2.2
Accessing GRITS......................................................................................................................................3.1
Accessing the GRITS Web Site ...........................................................................................................3.2
Exiting GRITS .....................................................................................................................................3.3
Time Outs in GRITS.............................................................................................................................3.3
Optimizing GRITS ....................................................................................................................................4.1
Creating Favorites and Shortcuts ........................................................................................................4.2
Adding GRITS to Favorites (Internet Explorer): ............................................................................4.2
Creating a GRITS Shortcut on Your Desktop (Internet Explorer): ................................................4.2
Setting GRITS as Your Browser’s Home Page (Internet Explorer):..............................................4.3
Adding a GRITS Bookmark (Netscape® 4.7):...............................................................................4.4
Setting GRITS as Your Browser’s Home Page (Netscape® 4.7):.................................................4.4
Optimizing Browser Performance ........................................................................................................4.4
Deleting Temporary Internet Files (Internet Explorer 5.0).............................................................4.5
Clearing History Files (Netscape® 4.7) .........................................................................................4.5
Operating in Full-Screen Mode (Internet Explorer) .......................................................................4.6
Running Reports with Adobe Acrobat Reader® ..................................................................................4.6
Running Acrobat Reader® Files....................................................................................................4.6
Problems Running Reports in Acrobat® .......................................................................................4.7
File Transfer Protocol Server Access............................................................................................4.7
Efficient Screen Navigation..................................................................................................................4.7
Keyboard Shortcuts in GRITS .......................................................................................................4.8
Mouse Shortcuts in GRITS..........................................................................................................4.10
Home Page ................................................................................................................................................5.1
Menu Bar..............................................................................................................................................5.2
Menu Panel ..........................................................................................................................................5.3
Menu Selections ............................................................................................................................5.3
Announcements ...................................................................................................................................5.3
Release Notes......................................................................................................................................5.4
Inventory Alerts ....................................................................................................................................5.4
Resources on the Web.........................................................................................................................5.5
Upcoming Events .................................................................................................................................5.6
Maintenance ..............................................................................................................................................6.1
Managing Users ...................................................................................................................................6.2
Adding Users .................................................................................................................................6.3
Editing User Information ................................................................................................................6.5
Inactivating Users ..........................................................................................................................6.5
Deleting Users ...............................................................................................................................6.6
Printing a User List ........................................................................................................................6.6
Managing Schools................................................................................................................................6.7
Adding Schools..............................................................................................................................6.7
Editing School Information.............................................................................................................6.7
Deleting Schools............................................................................................................................6.8
Listing All Schools .........................................................................................................................6.8
Printing All Schools........................................................................................................................6.8
Managing Physicians ...........................................................................................................................6.9
Adding Physicians .........................................................................................................................6.9
Editing Physician Information ......................................................................................................6.10
Deleting Physicians .....................................................................................................................6.10
Listing All Physicians ...................................................................................................................6.11
Printing All Physicians .................................................................................................................6.11
Managing Sites ..................................................................................................................................6.12
Adding Sites.................................................................................................................................6.12
Editing Site Information ...............................................................................................................6.13
Deleting Sites...............................................................................................................................6.13
Listing All Sites ............................................................................................................................6.14
Printing All Sites ..........................................................................................................................6.14
Managing Clinicians ...........................................................................................................................6.15
Adding Clinicians .........................................................................................................................6.15
Editing Clinician Information ........................................................................................................6.16
Deleting Clinicians .......................................................................................................................6.17
Listing All Clinicians.....................................................................................................................6.17
Printing All Clinicians ...................................................................................................................6.18
Managing Inventory..................................................................................................................................7.1
Inventory Alerts ....................................................................................................................................7.2
Viewing Inventory.................................................................................................................................7.3
Printing Inventory...........................................................................................................................7.4
Adding New Inventory ..........................................................................................................................7.5
Updating Inventory ...............................................................................................................................7.7
Modifying Quantities of Multiple Vaccines.....................................................................................7.9
Returning or Destroying Expired Vaccines ........................................................................................7.10
Returning Public Vaccine ............................................................................................................7.11
Returning Private Vaccine ...........................................................................................................7.12
Destroying Private Vaccine .........................................................................................................7.12
Selecting Inventory Transactions.......................................................................................................7.12
Viewing Transactions Reports ...........................................................................................................7.15
Inventory Transaction Report ......................................................................................................7.15
Immunization Transaction Report by Date Administered............................................................7.16
Immunization Transaction Report by Trade Name/Lot # Funding Source..................................7.17
Printing Transaction Reports .............................................................................................................7.18
Submitting Inventory Count................................................................................................................7.19
Physical Inventory Count Schedule.............................................................................................7.19
Submitting an Inventory Count ....................................................................................................7.20
Managing Inventory Transfers ................................................................................................................8.1
Viewing Transfer Information ...............................................................................................................8.2
Transfer Listing ..............................................................................................................................8.2
Outbound Pending Transfers Section ...........................................................................................8.3
Inbound Pending Transfers Section ..............................................................................................8.4
Historic Transfers Section .............................................................................................................8.4
Creating/Editing/Deleting a Transfer....................................................................................................8.5
Creating a Transfer........................................................................................................................8.5
Sending a Transfer to an External Organization ...........................................................................8.8
Editing Transfers ...........................................................................................................................8.9
Deleting a Transfer ........................................................................................................................8.9
Shipping Documents ..........................................................................................................................8.10
To print shipping documents for outbound transfers...................................................................8.10
To print shipping documents for a single pending outbound transfer .........................................8.11
To print shipping documents for a single pending inbound or completed transfer......................8.12
Packing Guide .............................................................................................................................8.12
Shipping Invoice ..........................................................................................................................8.12
Shipping Labels ...........................................................................................................................8.13
Accepting a Transfer ..........................................................................................................................8.13
Accepting a Transfer ...................................................................................................................8.13
Merging of Lots in Inventory ........................................................................................................8.16
Viewing Details of a Completed (Historic) Transfer ...........................................................................8.16
Viewing Transfer Details..............................................................................................................8.16
Managing Clients ......................................................................................................................................9.1
Finding Clients .....................................................................................................................................9.2
Use of Pick Lists in GRITS...................................................................................................................9.4
Editing/Entering Client Information ......................................................................................................9.4
Personal Information Header.........................................................................................................9.4
Available Buttons...........................................................................................................................9.6
Priority Groups Section..................................................................................................................9.6
Client Information Tab ...................................................................................................................9.7
Responsible Person(s) Tab ...........................................................................................................9.8
Client Comments Tab..................................................................................................................9.10
Deduplicating Client Records.............................................................................................................9.11
Opting Out/Opting In ..........................................................................................................................9.12
Printing Opt-Out and Opt-In Forms .............................................................................................9.12
Immunizations for clients that have Opted-Out ...........................................................................9.13
Opting In ......................................................................................................................................9.14
Managing Immunizations.......................................................................................................................10.1
Viewing Client Immunization Information...........................................................................................10.2
Client Information ........................................................................................................................10.2
History..........................................................................................................................................10.3
Vaccines Recommended by Selected Tracking Schedule..........................................................10.4
Features on the Immunization History Screen ............................................................................10.5
Entering Immunizations......................................................................................................................10.6
Selecting New Immunizations .....................................................................................................10.6
Selecting New and Historical Immunizations ..............................................................................10.7
Selecting Historical Immunizations..............................................................................................10.8
Selecting Priority Groups.............................................................................................................10.9
Entering New Immunizations.......................................................................................................10.9
Entering Historical Immunizations .............................................................................................10.10
Applying an Override Rule to a Client’s Immunization .............................................................10.10
Editing Immunizations ......................................................................................................................10.11
Editing New Immunizations .......................................................................................................10.11
Deleting New Immunizations .....................................................................................................10.12
Reviewing Data Exchange Immunizations ................................................................................10.13
Editing Historical Immunizations................................................................................................10.13
Deleting Historical Immunizations .............................................................................................10.14
Reviewing Data Exchange Immunizations ................................................................................10.14
Entering a Lead Test Action.............................................................................................................10.15
Entering a Lead Test Action .....................................................................................................10.15
Editing a Lead Test Action ...............................................................................................................10.16
Editing a Lead Test Action ........................................................................................................10.17
Entering Opt-Out Immunizations......................................................................................................10.17
Entering Opt-Out Immunizations ..............................................................................................10.17
Viewing Opt-Out Immunization History ............................................................................................10.20
Opt-Out Immunization Sorting Options .....................................................................................10.20
Opt-Out Immunization Transactions..........................................................................................10.21
Immunization Totals by Trade Name and Lot Number .............................................................10.22
Other Features on the Opt-Out Immunization History Screen ..................................................10.22
Editing Opt-Out Immunizations ........................................................................................................10.22
Editing Opt-Out Immunizations..................................................................................................10.22
Deleting Opt-Out Immunizations ...............................................................................................10.23
Reviewing Opt-Out Data Exchange Immunizations ..................................................................10.23
Reports and Forms.................................................................................................................................11.1
Client-Specific Reports.......................................................................................................................11.2
Vaccine Administration Record ...................................................................................................11.2
Complete Immunization Report...................................................................................................11.3
Immunizations Needed Report ....................................................................................................11.3
Form 3231 – Certificate of Immunization ....................................................................................11.4
USG Form – University System of Georgia Certificate of Immunization.....................................11.4
New Client Form ................................................................................................................................11.5
Opt Out Form / Opt In Form ...............................................................................................................11.6
Reminder/Recall Notices....................................................................................................................11.6
Reminder/Recall Requests..........................................................................................................11.6
Summary Screen.......................................................................................................................11.10
Last Notice Date Options...........................................................................................................11.10
Reminder/Recall Output Options...............................................................................................11.11
Vaccine Usage Report .....................................................................................................................11.15
Doses Administered by Eligibility Report .........................................................................................11.16
VFC/GIP Inventory Reports .............................................................................................................11.17
VFC Comprehensive Report .....................................................................................................11.17
Vaccine Accountability Statement .............................................................................................11.17
Viewing Vaccine Accountability Statements..............................................................................11.18
Viewing Ad-Hoc Vaccine Accountability Statements ................................................................11.20
Requesting a CASA Extract.............................................................................................................11.22
Request Extract Based on 'Age Range' ....................................................................................11.23
Request Extract Based on 'Birth Date Range'...........................................................................11.23
Select Organization County(ies)................................................................................................11.23
Importing a Text File into CASA ................................................................................................11.25
Tracking Schedule..................................................................................................................................12.1
Manage Schedules ............................................................................................................................12.2
Creating a Schedule ....................................................................................................................12.3
Setting up the Base Schedule ............................................................................................................. 12.3
View Schedule List ......................................................................................................................12.4
Deleting a Schedule ....................................................................................................................12.4
Modify Schedule.................................................................................................................................12.4
View Complete Schedule ............................................................................................................12.5
Saving a Schedule.......................................................................................................................12.5
Series Rules.......................................................................................................................................12.5
Add/Delete/Modify Series ............................................................................................................12.6
Creating a Series.........................................................................................................................12.6
Series Tabs ........................................................................................................................................12.7
Doses Rules.....................................................................................................................................12.16
Creating a Dose in a Series.......................................................................................................12.16
Add/Delete/Modify Dose............................................................................................................12.17
Doses Tabs ......................................................................................................................................12.17
Inter-group Conflict...........................................................................................................................12.22
Add/Delete Inter-group Conflict .................................................................................................12.23
Data Exchange ........................................................................................................................................13.1
Data Exchange Setup ........................................................................................................................13.2
Provider Organization Data Exchanges ......................................................................................13.2
Data Exchange Availability to User Roles ...................................................................................13.3
Flat File Data Exchange.....................................................................................................................13.3
Submitting a Flat File Upload ......................................................................................................13.3
HL7 Data Exchange ...........................................................................................................................13.5
Submitting a HL7 Upload.............................................................................................................13.5
HMO Data Exchange .........................................................................................................................13.7
Submitting a HMO Data Upload ..................................................................................................13.7
Submitting a HMO Query ............................................................................................................13.8
Organizational Extract........................................................................................................................13.9
Submitting an Organizational Extract Request............................................................................13.9
Exchange Data Status .....................................................................................................................13.12
Reviewing Job Status screen ....................................................................................................13.12
Reviewing Job Status field ........................................................................................................13.14
Exchange Data Details.....................................................................................................................13.15
Download Files section..............................................................................................................13.16
Upload Files section ..................................................................................................................13.17
Download Log section ...............................................................................................................13.17
Summary Information section....................................................................................................13.18
Flat File Response File ....................................................................................................................13.20
Summary section.......................................................................................................................13.20
Detail section .............................................................................................................................13.22
HL7 Response File...........................................................................................................................13.27
Organizations..........................................................................................................................................14.1
Parent/Child Switch Orgs ...................................................................................................................14.2
Appendix .................................................................................................................................................. A.1
Online Help ....................................................................................................................................... A.2
Screen-Specific Help .................................................................................................................... A.2
General Help................................................................................................................................. A.3
GRITS Help Desk................................................................................................................................ A.7
Glossary ...................................................................................................................................................G.1
Index ...........................................................................................................................................................I.1
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