School User Manual

School User Manual
School 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
Resources ............................................................................................................................................5.4
Upcoming Events .................................................................................................................................5.5
Maintenance ..............................................................................................................................................6.1
Managing Users ...................................................................................................................................6.2
Adding Users .................................................................................................................................6.2
Editing Users .................................................................................................................................6.4
Inactivating Users ..........................................................................................................................6.5
Deleting Users ...............................................................................................................................6.5
Printing a User List ........................................................................................................................6.5
School Access ..........................................................................................................................................7.1
Finding Students ..................................................................................................................................7.2
Student Immunization History Information ...........................................................................................7.4
Student Information Header ..........................................................................................................7.4
Adding a Student to a List .............................................................................................................7.5
Reports Available for a Student.....................................................................................................7.5
Printing a Report............................................................................................................................7.6
Student Immunization History........................................................................................................7.7
Recommended Vaccinations.........................................................................................................7.8
Opt Out Clients ..............................................................................................................................7.9
Managing Student Lists......................................................................................................................7.10
Creating a List .............................................................................................................................7.10
Viewing a List...............................................................................................................................7.10
Deleting a List ..............................................................................................................................7.11
Report/Student List ............................................................................................................................7.11
Student List report .......................................................................................................................7.12
Student Immunization Status Reports (not currently available) ..................................................7.12
Periodic Immunization Status Reports (not currently available)..................................................7.13
Status Reports for selected students (not currently available)....................................................7.14
Removing a student from a List...................................................................................................7.14
Student List section .....................................................................................................................7.15
Viewing Student Immunization History........................................................................................7.15
Check School Report (not currently available) ..................................................................................7.16
School Report Job Status (not currently available) .....................................................................7.16
School Report Status (not currently available) ............................................................................7.16
Generating Group Reports (not currently available) ...................................................................7.17
Viewing Reports (not currently available)....................................................................................7.17
Upload List .........................................................................................................................................7.18
Uploading a List...........................................................................................................................7.18
Check Status......................................................................................................................................7.19
Viewing an Upload Request ........................................................................................................7.19
Organizations............................................................................................................................................8.1
Parent/Child Switch Org.......................................................................................................................8.2
Switch Organization.......................................................................................................................8.2
Appendix .................................................................................................................................................. A.1
Online Help ....................................................................................................................................... A.2
Screen-Specific Help .................................................................................................................... A.2
General Help................................................................................................................................. A.3
GRITS Help Desk................................................................................................................................ A.7
Glossary ...................................................................................................................................................G.1
Introduction
In this chapter:
What Are Immunization Registries?
Why We Need Immunization
Registries
The Georgia Registry of Immunization
Transactions and Services
The following sections are an overview of immunization registries
reproduced with the permission of All Kids Count, a nonprofit
organization dedicated to the improvement of immunization rates in
children.
What Are Immunization Registries?
Immunization registries are confidential, computerized state- or
community-based information systems. In the Healthy People 2010
program, the U.S. Department of Health and Human Services set a
goal of enrolling 95% of children from birth through age five in a fully
functioning immunization registry, noting “Population-based
immunization registries will be a cornerstone of the nation’s
immunization system by 2010.”
Registries enable public and private health care providers to
consolidate and maintain computerized immunization records on all
children within a given geographic area. They enable multiple
authorized health care professionals to access the consolidated
information on the immunizations that any child has received. They
help doctors remind parents when their children are due or overdue
for immunizations. They help health care professionals stay abreast of
the complex immunization schedule.
Why We Need Immunization Registries
The U.S. now enjoys the highest immunization rates and lowest
disease levels ever, but sustaining them is not easy. One of the
greatest challenges is the growing complexity and volume of
immunization information:
• Over 11,000 children are born each day, each needing 18-22 shots
by age six to protect them from debilitating, life-threatening
diseases.
• An increasingly complex childhood immunization schedule makes it
difficult for health professionals to keep up, even with the help of
books, charts, and training.
• Families are more mobile than ever before. They relocate, change
employers, change insurers, and change doctors with increasing
frequency.
• Research shows that many parents whose children are not up to
date with their immunizations mistakenly believe that they are.
Many doctors also overestimate the coverage of their patients.
• Because of increasing concerns about vaccine safety, some
parents, in the absence of disease, may not choose to immunize
their children. Better data about the immunizations given can help
address these concerns.
1.2
Georgia Registry of Immunization Transactions and Services
Introduction
Immunization registries help to avoid the “peaks and valleys” of
disease outbreaks by providing accurate, up-to-date information about
the immunizations that children receive.
The Georgia Registry of Immunization
Transactions and Services
The Georgia Registry of Immunization Transactions and Services
(GRITS) is a population-based Web application containing
consolidated demographic and immunization history information.
GRITS is able to perform a variety of functions for health care
providers, including:
• Recording immunizations, contraindications, and reactions.
• Validating immunization history and providing immunization
recommendations.
• Producing recall and reminder notices, vaccine usage and client
reports, and Clinic Assessment Software Application (CASA)
extracts.
• Managing vaccine inventory.
When a provider is entered into GRITS, immunization data from
existing electronic data systems can be loaded into the registry’s
database. In addition, GRITS receives weekly birth and death data
from the Georgia Vital Statistics database. New births are generally
loaded into GRITS within two to three weeks. GRITS also contains all
Georgia birth data from January 1, 1998, to the present.
GRITS is provided to health care providers in Georgia. To use the
registry, providers are required to attend a GRITS training session
and sign an enrollment agreement.
The State of Wisconsin developed the Immunization Registry in 1999.
The Georgia Department of Human Resources modified it to be
Georgia specific and is now the GRITS application we know today.
Introduction
Georgia Registry of Immunization Transactions and Services
1.3
1.4
Georgia Registry of Immunization Transactions and Services
Introduction
System
Requirements
In this chapter:
Internet Access
Hardware Requirements
Software Requirements
Internet Access
Since GRITS is a Web-based application, you will need reliable
Internet access, preferably with a dedicated connection, to access
GRITS.
A modem connection will also work, but will perform more slowly.
Using modem access with a cellular phone is not recommended. This
type of connection is expensive and too unreliable to support a Web
application.
Hardware Requirements
•
The following are minimum hardware requirements for accessing
GRITS:
•
Pentium 100 MHz computer (500 MHz or higher recommended).
•
32 MB RAM (64 MB or higher recommended).
•
500 MB free disk space.
•
Screen display set at a minimum of 800 x 600 resolution and 256
colors.
•
Mouse.
Software Requirements
•
2.2
Internet Browser software:
•
Microsoft® Internet Explorer, version 5.0 or higher, is strongly
recommended.
•
Netscape® version 4.7 is compatible with GRITS.
•
Windows® 95, 98, Millennium Edition, NT, 2000 or XP.
•
Adobe Acrobat Reader® 5.0 or higher.
•
For networked computers, port 443 of the network firewall must be
open for outgoing HTTPS (secure HTTP). To verify, try typing the
GRITS Web address on your Internet browser:
https://www.grits.state.ga.us. If you are unable to access the site,
contact your network administrator.
Georgia Registry of Immunization Transactions and Services
System Requirements
Accessing
GRITS
In this chapter:
Accessing the GRITS Web Site
Exiting GRITS
Time Outs in GRITS
Accessing the GRITS Web Site
To access the GRITS Web site, do the following:
1. Open your Internet browser. To open your browser, locate the
browser icon on your computer’s desktop (screen with program
icons). Your icon will either be for Microsoft® Internet Explorer or
Netscape®. Once you have located the icon, double click on it
with your left mouse button.
2. Click File and choose Open (Open Web Location in Netscape®). If
you are unable to see your browser’s menu bar, you may have it
set to Full Screen view. To switch this view, press F11 on your
keyboard. This key toggles the Full Screen view on and off.
3. Type in the full GRITS address: https://www.grits.state.ga.us.
(Internet Explorer) or
(Netscape®). If you
Press
do not reach the GRITS security/certificate warnings or the GRITS
Login screen after correctly typing in this address, port 443 of your
network’s firewall may be closed. Contact your network
administrator to open this port for outgoing HTTPS, which is
secure HTTP.
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. Both Netscape® and Internet Explorer will give you
the option of turning off these warnings for future use.
3.2
Georgia Registry of Immunization Transactions and Services
Accessing GRITS
5. At the GRITS login screen, enter your organization code,
username, and password. The information on this screen is case
sensitive; enter the information exactly as you received it.
The information on the
Login screen is case
sensitive; in other
words, you need to
enter the data in upperand/or lower-case,
exactly how you
received it.
6. Press the
button.
7. You will now be at the GRITS home page.
Refer to the Optimizing GRITS chapter in this manual to create a
favorite or shortcut for the GRITS Web site on your computer.
Exiting GRITS
To exit from the GRITS Web site, press the
button on the
GRITS menu bar at the top of the screen. GRITS may be closed this
way from any screen within the registry. Once you press the
button, you will be returned to the GRITS Login screen. You may
minimize your browser at this point by pressing
corner of your computer screen.
in the upper right
If you wish to close your browser completely, you may either press
in the upper right hand corner of your computer screen, or you may
click on File and then Close on the browser’s menu bar. If you do not
see the menu bar, your browser may be in Full Screen view; press
F11 on your keyboard.
Accessing GRITS
Georgia Registry of Immunization Transactions and Services
3.3
Time Outs in GRITS
For security reasons, your session with GRITS will time out after one
hour of inactivity. A message to that effect will be displayed briefly and
then the login screen will be displayed. To continue to use GRITS,
you will need to log in again.
3.4
Georgia Registry of Immunization Transactions and Services
Accessing GRITS
Optimizing
GRITS
In this chapter:
Creating Favorites and Shortcuts
Optimizing Browser Performance
Running Reports with Acrobat®
Reader
Efficient Screen Navigation
Creating Favorites and Shortcuts
To access GRITS quickly, we recommend you set up a shortcut icon
for GRITS, set GRITS as a favorite (also known as a bookmark), or
set GRITS as your browser’s home page.
Adding GRITS to Favorites (Internet Explorer):
1. Click File and choose Open.
2. Type in the GRITS Web address, https://www.grits.state.ga.us.
Press
.
3. Accept any security or certificate warnings.
4. Once at the login screen, prior to entering any information, click on
Favorites on your browser’s menu bar or press
5. Click Add to Favorites and press
.
.
6. The Georgia Registry of Immunization Transactions and Services
should now appear on your browser’s list of favorite sites.
Creating a GRITS Shortcut on Your Desktop (Internet
Explorer):
Once you add GRITS as a favorite, you may copy it as a shortcut to
your computer’s desktop. Once the shortcut is created, simply doubleclick on it to open your browser to the GRITS login screen. To create
a GRITS shortcut:
4.2
Georgia Registry of Immunization Transactions and Services
Optimizing GRITS
1. Click on Favorites and right-click on the Georgia Registry of
Immunization Transactions and Services favorite.
2. Click on Send To and then Desktop (create shortcut).
3. Press
.
If there is no Desktop option under the Send To pop-up menu, do the
following:
1. After right-clicking on the Georgia Registry of Immunization
Transactions and Services favorite, choose Copy.
2. Minimize the Internet Explorer screen.
3. Choose an open area on your desktop and right-click.
4. Choose Paste Shortcut.
Alternately, you may set a shortcut by doing the following:
1. At the GRITS login screen, before entering any data, choose File
from the menu bar.
2. Click on Send and Shortcut to Desktop.
Setting GRITS as Your Browser’s Home Page (Internet
Explorer):
1. At the GRITS login screen, before entering any data, choose
Tools from the menu bar.
2. Click on Internet Options.
Optimizing GRITS
Georgia Registry of Immunization Transactions and Services
4.3
3. In the Internet Options box, click on the General tab.
4. On the Home Page section of the box, press
5. Press
.
.
Adding a GRITS Bookmark (Netscape® 4.7):
1. Click File and choose Open Web Location.
2. Type in the GRITS Web address, https://www.grits.state.ga.us.
Press
.
3. Accept any security or certificate warnings.
4. Once at the login screen, click on Bookmarks on your browser’s
menu bar. Choose Add Current Page.
5. The Georgia Registry of Immunization Transactions and Services
should now appear on your browser’s list of bookmarks.
Setting GRITS as Your Browser’s Home Page (Netscape®
4.7):
1. At the GRITS login screen before entering any data, click Edit and
choose Preferences.
4.4
Georgia Registry of Immunization Transactions and Services
Optimizing GRITS
2. Click the Navigator category.
to make the
3. In the Home Page section, press
page currently displayed in the browser window your home page.
4. Press
.
Optimizing Browser Performance
Unless instructed to do otherwise, your browser will automatically
save a copy of each new Web page you visit to your computer’s hard
drive. Over time, these saved files can slow down your browser’s
performance. To avoid this problem, you may set your browser to
automatically delete the temporary Internet files each time the
browser is closed.
Deleting Temporary Internet Files (Internet Explorer 5.0)
To automatically delete all temporary Internet Files each time Internet
Explorer is closed, follow these steps:
1. Click on Tools on your browser’s menu bar.
2. Choose Internet Options.
3. Click on the Advanced tab.
Optimizing GRITS
Georgia Registry of Immunization Transactions and Services
4.5
4. Scroll down the list until you see the Security heading.
5. Put a check mark next to the command, “Empty Temporary
Internet Files folder when browser is closed.”
6. Press
.
Clearing History Files (Netscape® 4.7)
1. Click Edit and choose Preferences.
4.6
Georgia Registry of Immunization Transactions and Services
Optimizing GRITS
2. Under the Navigator category, choose History (if no options are
visible in this category, click the arrow to expand the list).
and/or
3. Press
previously visited Web pages from the lists.
to remove all
4. To limit how long pages remain in the History list, click the field
next to “Pages in history expire after:” and type in a number of
days.
5. Press
.
Operating in Full-Screen Mode (Internet Explorer)
To view most elements of GRITS with a minimal amount of scrolling,
set your browser to full screen mode by pressing F11 on your
keyboard. This mode gives you minimal browser commands and
maximum viewing area for GRITS screens. To return to normal
screen mode, press F11 again.
Running Reports with Adobe Acrobat Reader®
GRITS uses Adobe Acrobat Reader® 5.0 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. Choose “Run the file” and “Do not display this message again.”
Optimizing GRITS
Georgia Registry of Immunization Transactions and Services
4.7
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® 5.0, you get a small icon
resembling a segmented cube and the report does not display,
Acrobat Reader® needs to be opened in a separate window. To do
this, follow these steps:
1. Press the
screen.
button on the lower left corner of your computer
2. Click on Programs.
3. Click on Adobe Acrobat® 5.0.
4. Click on Acrobat Reader® 5.0.
5. On the Acrobat Reader® menu bar, click on File.
6. Choose Preferences.
7. Choose General.
8. Under Options, uncheck Web Browser Integration.
9. Press
.
Try running your report again. If you continue to have problems,
contact the GRITS Help Desk at (866) 483-2958.
File Transfer Protocol Server Access
When running reports and data downloads, GRITS queries a File
Transfer Protocol (FTP) server to read the file. If your network has
blocked FTP access for any reason or if FTP wasn’t installed with
your browser, you will be unable to run reports or download data.
Contact your information systems (IS) staff if you suspect your FTP
access is blocked.
Efficient Screen Navigation
Microsoft® Windows® often allows users several ways to accomplish
certain tasks. Because GRITS 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 GRITS, 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.
4.8
Georgia Registry of Immunization Transactions and Services
Optimizing GRITS
Keyboard Shortcuts in GRITS
Shortcuts below that are marked with an asterisk (*) behave differently
in Netscape® than they do in Internet Explorer. Read the explanation
for the shortcut in question for more information.
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 hit 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.
*In Netscape®, the Tab key moves the cursor from
left to right, top to bottom, regardless of the tab
order specified by the Web page.
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.
*In Netscape®, the cursor will go to the previous
field as defined by the order described above.
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.
*Netscape® does not recognize the Enter key.
←(Left Arrow):
Optimizing GRITS
The left arrow moves the cursor one character to
the left.
Georgia Registry of Immunization Transactions and Services
4.9
→ (Right Arrow): The right arrow moves the cursor one character to
the right.
4.10
Ctrl+←
←:
Holding down the Ctrl key and pressing the left
arrow key moves the cursor one word to the left.
Ctrl+→
→:
Holding down 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.
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:
This key deletes the character to the right of the
cursor. If the field is highlighted, all highlighted text
is deleted.
Backspace:
Backspace 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.
Georgia Registry of Immunization Transactions and Services
Optimizing GRITS
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.
Mouse Shortcuts in GRITS
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; Netscape® does not. 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, GRITS 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 options are as follows:
Undo:
Undo reverses your last action. Undo may be repeated
several times.
Cut:
Cut deletes all highlighted text in the current field and
places it on the clipboard.
Optimizing GRITS
Georgia Registry of Immunization Transactions and Services
4.11
Copy:
Copy duplicates all highlighted text in the current field
on to the clipboard without changing the highlighted
field.
Paste:
Paste inserts the contents of the clipboard into the
current field.
Delete:
Delete removes the highlighted text without placing it
on the clipboard.
Select All: Select All highlights all text in the current field.
4.12
Georgia Registry of Immunization Transactions and Services
Optimizing GRITS
Home Page
In this chapter:
Menu Bar
Menu Panel
Announcements
Release Notes
Resources/Upcoming Events
The home page of the GRITS Web site opens after you have provided
a valid organization code, username, and password. The home page
of GRITS is divided into several sections.
Menu Bar
At the top of the screen toward the right side, you have several menu
options. These menu options will appear on every screen within
GRITS. The options available are the following:
1. Home: Clicking this menu option will return you to the GRITS
home page from anywhere in the registry.
2. Change Password: You may change your password for GRITS at
any time. To do so, follow these steps:
5.2
•
Click on Change Password on the menu bar.
•
When the Change Password dialog box appears, type in a
new password (choose a password four to 16 characters in
length).
•
Tab to the Confirm New Password input box.
•
Retype your new password.
•
Press
.
Georgia Registry of Immunization Transactions and Services
Home Page
•
“Password Updated” will appear in red at the top of the
Change Password dialog box after your password has been
successfully saved.
3. Logout: Clicking on the Logout menu option will log the user out of
the current GRITS session and return you to the Login screen.
The user may logout from any screen within GRITS.
4. Help Desk: Clicking on the Help Desk menu option will give you a
screen with contact information for the GRITS Help Desk.
5. Online Help: Clicking on the light bulb in the right corner of the
screen brings up page-specific help. Refer to the Appendix of this
manual for more information on online help.
Directly below the menu bar is a row of information highlighted in
a different color. This row contains your organization’s name, your
first and last name, and your role within the organization. If any of
this information is incorrect, contact your organization
administrator.
Menu Panel
The menu panel is color-shaded and appears on the left of all screens
within GRITS.
Menu Selections
The menu panel contains links — options that, when clicked, take you
to the functions of the GRITS Web site. These links, which include
functions under Reports, Immunizations, Clients, Maintenance, and
others, are used to navigate the GRITS Web site. Your role will
determine your access to these functions.
Announcements
The right hand portion of the home page, which has a white
background, contains recent information on enhancements and
maintenance relating to GRITS. Recent announcements that have not
been viewed will have “New” highlighted in yellow alongside them.
Once you have viewed the announcement and returned to the home
page, the flag will disappear. To view a full announcement, do the
following:
1. Click on the underlined announcement title.
2. The GRITS Announcement screen will display, giving full details
and the posting date of the selected title.
3. Click on the Return to Main Page link to return to the home page.
Home Page
Georgia Registry of Immunization Transactions and Services
5.3
Release Notes
Release Notes are found under the Announcements section of the
home page. This section contains information regarding new releases
of GRITS and features included in the releases. Release notes may
be viewed in the same manner as announcements.
Resources on the Web
The bottom portion of the main screen contains Resources on the
Web, which are links to websites pertaining to immunizations.
Examples include:
The Adult ACIP Schedule link brings the user to a section of the
Centers for Disease Control and Prevention’s (CDC) website
pertaining to the Adult ACIP schedule.
The Child ACIP Schedule link brings the user to a section of the
Centers for Disease Control and Prevention’s (CDC) website
pertaining to the Child ACIP schedule.
The GRITS FAQs link brings the user to a section of the Georgia
Immunization Program website with answers to frequently asked
questions regarding GRITS and other immunization registry topics.
The Georgia Academy of Family Physicians link brings the user to the
official Web site for information on the Georgia Academy of Family
Physicians.
The Georgia Chapter of the American Academy of Pediatrics link
brings the user to the official Web site for information on the Georgia
Chapter of the American Academy of Pediatrics.
The Georgia Immunization Program link brings the user to the official
Web site for information on the Georgia Immunization Program.
The Georgia Public Health Publications and Forms link brings the
user to a site containing many forms such as Hearing and Vision
Screening Annual Reporting forms.
The Georgia Registry of Immunization Transactions and Services link
brings the user to the official Web site for information on the Georgia
Immunization Registry, and is the source for answers to frequently
asked questions.
The National Immunization Program link brings the user to the
Centers for Disease Control and Prevention’s (CDC) Web site for
immunization information.
5.4
Georgia Registry of Immunization Transactions and Services
Home Page
The State Electronic Notifiable Disease Surveillance System link
brings the user to the state of Georgia’s SendSS web site where the
user can report any instance of a required notifiable disease.
The Vaccine Adverse Event Reporting System link brings the user to
VAERS, an information and reporting system for vaccine safety.
Adverse events can be reviewed and reported on this site.
The Vaccine Information Sheets link brings the user to the
Immunization Action Coalition’s Web site, which provides downloads
of the CDC’s Vaccine Information Statements (VISs) in many
languages.
Upcoming Events
The Upcoming Events section of the main screen lists immunization
conferences and events that may be of interest to immunization
providers.
Home Page
Georgia Registry of Immunization Transactions and Services
5.5
5.6
Georgia Registry of Immunization Transactions and Services
Home Page
Maintenance
In this chapter:
Managing Users
Adding Users
Editing Users
Inactivating Users
Deleting Users
Printing a User List
The School
Administrator has
the ability to switch
from the “parent” or
a “vendor”
organization to their
“child” or “client”
organization without
having to log out and
log back into the
registry. To use this
function, a
parent/child or
vendor/client
relationship must be
requested by your
organization and
created at the state
level by DHR.
Managing Users
GRITS is set up to accommodate a variety of user types. Each user
will have access to certain features on the site based on the role
assigned to him or her. The roles, or levels of access, for GRITS are
hierarchical and defined as follows for School Access:
1. School Administrator: This is the main contact for GRITS within
the school organization. The School Administrator is responsible
for the maintenance of all organization-specific users. The School
Administrator can switch organizations and access the functions
available to the School Access role described below.
2. School Access: This is the primary school user of GRITS. The
School Access user may find students, manages school lists, and
prints immunization reports for students.
Adding Users
A person with School Administrator access may add, delete, or edit
users of GRITS. To add a user to the registry, follow these steps:
Adding users
Required fields are
shown in blue type.
For example, when
entering information
on the Add School
User screen, the
user’s first and last
name are required;
thus they are shown
in blue type. Input
fields not shown in
blue are optional.
1. Click on Manage School Users under Maintenance in the menu
panel.
2. To add a user, press the
information for the user:
button. Enter the following
• First name, last name, and middle initial (optional).
When choosing user
names for the
registry, be as
specific as possible,
this will avoid
confusion as users
are added over time.
6.2
Georgia Registry of Immunization Transactions and Services
Maintenance
• Username. The username must be a minimum of four
characters in length and may include mixed-case letters and
numbers.
• Password. The password must be a minimum of four
characters in length and may include mixed-case letters and
numbers.
3. Choose the user’s role from the pick list provided, according to the
level of access you desire for that user. See the role descriptions
on the previous page for more information.
4. Check the appropriate radio button to determine if a user is active
or inactive. See Inactivating Users in this chapter for more
information.
5. Enter additional information if desired, such as the user’s postal
and e-mail addresses.
6. Press
.
7. Once a user is successfully saved in the database, “User Added”
will appear at the top of the Edit School User screen.
8. Press
to return to the Manage School Users screen.
Adding Multiple Users
1. Click on Manage School Users under Maintenance in the menu
panel.
2. To add multiple users, press the
School Users screen.
button on the Manage
3. In the dialog box, enter the number of users you will be adding.
Press
.
4. On the Add School Users screen, enter the following information
for each user:
The username and
password fields are
generally entered
with lowercase
letters. However, if
they are entered in
mixed case (upperand lower- case), be
sure to enter them
the same way on the
GRITS login screen.
Since no password
verification exists on
the Add School User
screen, enter this
information carefully.
Once the Submit
button is pressed,
there is no way for
the School
Administrator to look
up the password. If
the password was
entered incorrectly
or the user forgets
the password, the
School Administrator
may go into the Edit
School User function
to reset the
password.
• Last name and first name.
• Username: The username must be a minimum of four
characters in length and may include mixed-case letters and
numbers.
• Password: The username must be a minimum of four
characters in length and may include mixed-case letters and
numbers.
Maintenance
Georgia Registry of Immunization Transactions and Services
6.3
• Role: Choose the user’s role from the pick list provided,
according to the level of access you desire for that user. See
the role descriptions listed previously for more information.
5. Press
when you have entered all data for each user.
6. Once all users are successfully saved in the database, “**<#>
Users Added**” will appear at the top of the Search Results box.
Editing Users
To view a list of ALL
existing users, leave
the First Name and
Last Name fields
blank on the User
Search screen.
Press
.
A person with School Administrator rights may look up or edit
information on any GRITS user in his or her organization. To find or
edit user information, follow these steps:
1. Click Manage School Users under Maintenance in the menu
panel.
2. To find existing users, do one of the following:
• To locate a particular user, enter the last and first name of the
user in the User Search box. Press
.
• To locate all existing users, leave the First Name and Last
Name fields blank on the User Search screen. Press
.
3. The Search Results box will list all users in your organization that
match the criteria you have entered.
4. To edit information on one of these users, click on the user’s last
name.
5. On the Edit School User screen, change information as
appropriate.
• If you decide not to make any changes to a user’s information,
press
. Then press
in the cancel
confirmation box. GRITS will return you to the Manage School
Users screen.
5. When your changes are complete, press
.
6. When the updated information is saved to the registry database,
the message “**User Updated**” will appear in the upper right
corner of the Edit School User screen.
6.4
Georgia Registry of Immunization Transactions and Services
Maintenance
7. To return to the Manage School Users screen, press
once.
Inactivating Users
A user is active by default until you indicate otherwise in the Edit
School User screen. By making a user inactive, you are denying that
user access to GRITS until he or she is made active again. For
example, if a user takes a leave of absence, you may wish to make
him or her inactive. To make a user inactive, follow these steps:
1. Follow Steps 1-3 under Editing User Information.
2. On the Edit School User screen, click the Inactive radio button
under Status.
.
3. Press
4. When the updated information is saved to the registry database,
the message “User Updated” will appear in the upper right corner
of the Edit School User screen.
5. To return to the Manage School Users screen, press
.
Deleting Users
To delete a user from your organization’s database, follow these
steps:
1. Follow Steps 1-3 under Editing User Information.
2. Press
3. Press
.
in the delete confirmation box.
4. When the information is deleted from the registry database, the
message “User Deleted” will appear in the upper right hand corner
of the Search Results box.
Printing a User List
To print out a list of your organization’s users, follow these steps:
1. Click Manage School Users under Maintenance on the menu
panel.
2. Press
Maintenance
in the User Search box.
Georgia Registry of Immunization Transactions and Services
6.5
3. Do one of the following:
• Choose File, then Print, from your browser’s menu bar. In the
Print dialog box, press
.
• Or, press the printer icon on your browser’s toolbar.
4.
If your printout is cut off, try setting your printer to landscape. To
do this:
• Choose File, then Print, from your browser’s menu bar.
• In the Print dialog box, press
or
.
• In the Preferences or Properties box, find the section where
you may specify orientation. Choose landscape.
• Press
• Press
6.6
.
in the Print dialog box.
Georgia Registry of Immunization Transactions and Services
Maintenance
School Access
In this chapter:
Finding Students
Student Immunization History
Managing Student Lists
Report/Student List
Check School Report
Upload List
Check Status
Finding Students
Student Search Tips
•
•
Typical search:
Type student’s
last name and
first name. Add
the birth date to
narrow results.
Uncommon
name search:
When a name is
somewhat
unique, type the
first three letters
of the last name
and the first two
or three letters of
the first name.
Add the birth
date to narrow
results.
The Find Student screen is used to search and locate any school
student existing in the GRITS system using predetermined sets of
search criteria.
1. Click on Find Student under the Student Access section of the
menu panel.
2. In the Student Search Criteria section, you have several options
for finding your student.
Last Name: Enter the student’s last name. You may also enter
the first three letters or more of the student’s last name to initiate a
search of all students matching those letters. Entering fewer than
three letters in the last name field will result in an exact name
search; for example, entering the letters “Li” will produce only last
names of “Li.”
First Name: Enter the student’s first name. You may also enter
the first two letters or more of the student’s first name to initiate a
search of all students matching those letters.
Middle Name: Enter the student’s middle name or initial.
Note: DO NOT search using a middle name or initial unless you
are sure the information is in GRITS.
Mother’s Maiden Last: Enter the mother’s maiden last name in
combination with the data entered for last name and first name to
narrow your search for a student with a common name.
Note: You may find all students associated with a mother by
entering only the mother’s first name and maiden last name.
Mother’s First Name: Enter the mother’s first name in
combination with the data entered for last name, first name, and/or
mother’s maiden last fields to narrow a search for a client with a
common last name.
Note: You may find all students associated with a mother by
entering only the mother’s maiden first and last names.
Birth Date: Enter the student’s birth date in the format
MM/DD/YYYY. It is recommended that the birth date be used in
7.2
Georgia Registry of Immunization Transactions and Service
School Access
combination with at least one other set or search criteria such as
last name and first name.
Gender: Select the gender of the student to narrow a search for a
common name, especially if the first name is androgynous. By
default, N/A is selected and a search is conducted using other
search criteria independent of the student’s gender in the system.
Phone: Enter the seven-digit phone number of a student’s
responsible person. You may also enter the Area Code, but it is
optional.
Note: This method is not recommended, as a phone number
relates to a responsible person, not directly to the student and
may change over time. The Phone search works independently of
other search criteria. All student’s whose corresponding
Responsible Person’s phone number is an exact match to the
Phone search will be returned, regardless of other search criteria
entered.
3. Press
.
4. If multiple records are found matching the information you
entered, a table listing up to 75 matches with detailed information
on each will be shown below the Find Student information box. To
choose a student from this list, click on the student’s last name,
underlined and in blue.
If the number of possible matches exceeds 75, a list of possible
matches will not be returned. Instead, the following message will
display:
XX students were found. Please refine your search criteria to limit your
(Where XX is the total number of possible matches
found in the search.)
student list.
5. If no students match your search, recheck the information you
entered for accuracy. Otherwise, the student may not have been
entered into the system.
6. If one student matches your search, the Student Immunization
History screen for that individual will display automatically.
Student Access Restricted
The GRITS system grants requesters the option of having their
demographic and immunization records available only to their primary
care physician. The client’s demographic and immunization
information is then locked from all other organizations in GRITS.
School Access
Georgia Registry of Immunization Transactions and Services
7.3
When you locate a client whose access has been restricted by
another organization, the following screen will appear:
Student Report Tips:
Form 3231 or Student
Immunization
History Report:
When the student has
met the requirements
for school attendance
or is up-to-date by age,
the applicable message
will appear in red text
after the screen name:
•
•
3231 Complete
3231 Up-To-Date
Both the 3231 and the
Immunization History
are available to view
or print.
Student
Immunization
History Report Only:
If the requirement for
school attendance is
not met or the 3231
expires within 30 days,
the applicable text
message will be:
•
•
3231 Expires
Within 30 Days.
Print Imm History.
3231 Expired. Print
Imm History
USG Form:
USG users will not see
a header message.
The USG Form button
will display the USG
Form with the student's
immunization history
without analysis
whether it meets USG
requirements.
7.4
You cannot add a restricted client to a student list.
Student Immunization History
For School Access Users, School Administrators, Day Care Users,
and USG Users the Student Immunization History screen displays
a student's immunization history and provides immunization
recommendations based on the assigned tracking schedule. From this
screen, you are also able to select and add the student to a specific
student list. This will allow you to run reports for that student.
Student Information Header
The Student Information section at the top of the Student
Immunization History screen displays student-specific information
fields including the student’s name, gender and birth date, and also
displays the student’s selected tracking schedule.
If the student, through age 6 years, has been assessed for lead
screening, the Lead Screening section will display with the Test Last
Completed information: either the date of the last completed test or
"No completed test on file." Lead test information will not appear on
the 3231 or the Student Immunization History Report.
A pick list is also provided for adding a student to available report lists.
For USG Users, there will be no status message in the Student
Information header, and the USG Form button will appear in place of
the Form 3231 button.
Georgia Registry of Immunization Transactions and Service
School Access
Adding Students to a List
To add a student to a student report list, follow these steps:
1. At the Student Immunization History screen, choose the desired
report list from the pick list provided.
. A message will display saying 'Student has been
2. Press
added to the selected list'.
Reports Available for a Student
One of two reports is available for a student on the Student
Immunization History screen. When a student has completed all
Georgia requirements for school attendance, both the Certificate of
Immunization (Form 3231) and the Student Immunization History
report are available to view or print. If the student has not completed
all requirements for school attendance or if the Form 3231 will expire
within 30 days, only the Student Immunization History report will be
available.
Form 3231 – Certificate of Immunization
The Certificate of Immunization is required for each child to attend any
school or childcare facility in Georgia. The form displays client and
guardian information, immunization history, immunity dates and
medical exemptions that pertain to Georgia requirements for
attendance and a pre-populated signature and date from the Georgia
Immunization Registry Manager. The Complete For School
Attendance box will be filled in, when a child has met all requirements
for school attendance.
If the child is up-to-date by age but not complete for school, the 3231
will display a future expiration date as long as the report will not expire
within 30 days.
Student Immunization History Report
The Student Immunization History report displays basic demographics,
immunization history, and immunizations recommended by date
according to the CDC/ACIP tracking schedule assigned to the client.
School Access
Georgia Registry of Immunization Transactions and Services
7.5
USG Form
The USG Form displays basic student demographic information and
applicable immunization history according to the CDC/ACIP tracking
schedule assigned to the student and USG requirements and
recommendations. Currently, no evaluation is applied to the form as
to whether USG requirements are met.
Printing a Report
To generate the Certificate of Immunization (Form 3231), follow these
steps:
1. From the Student Immunization History screen, click on the
button.
2. Once the report is generated, it will be displayed using Adobe
Acrobat Reader®. Refer to the Optimizing GRITS chapter in this
manual for more information on Acrobat Reader®.
3. To print the report, press the printer icon on the Adobe® toolbar.
in the Print dialog box.
Press
4. To return to the Student Immunization History screen, press
on your browser.
To generate the Student Immunization History report, follow these
steps:
1. From the Student Immunization History screen, click on the
button.
2. Once the report is generated, it will be displayed using Adobe
Acrobat Reader®. Refer to the Optimizing GRITS chapter in this
manual for more information on Acrobat Reader®.
3. To print the report, press the printer icon on the Adobe® toolbar.
in the Print dialog box.
Press
4. To return to the Student Immunization History screen, press
on your browser.
To generate the USG Form, follow these steps:
1. From the Student Immunization History screen, click on the
button.
2. Once the report is generated, it will be displayed using Adobe
Acrobat Reader®. Refer to the Optimizing GRITS chapter in this
manual for more information on Acrobat Reader®.
7.6
Georgia Registry of Immunization Transactions and Service
School Access
3. To print the report, press the printer icon on the Adobe® toolbar.
Press
in the Print dialog box.
4. To return to the Student Immunization History screen, press
on your browser.
Student Immunization History
The Immunization History table lists all the immunizations the client
has received to date. Immunizations are listed alphabetically by
vaccine group and ordered by “Date Administered.”
Vaccine Group: This is the vaccine group name.
Date Administered: This date is the actual day the client was
given the vaccine.
Series: The number in this column is created by validating the
immunization date against the client’s assigned tracking schedule.
The system then provides the number of the immunization within
the series or indicates that the vaccine was not valid.
Immunizations may be not valid because the client was too old or
too young to receive the vaccine or the time interval between
doses is too small.
Trade Name: This is the manufacturer’s trade name of the
vaccine.
Viewing Dose Status
To view an Explanation of Dose Status, click on the Date
Administered for the dose, which is underlined and in blue. If an
immunization is Not Valid the Explanation of Status will list the reason.
The rules for the current vaccine series are also displayed. The dose
number that GRITS attempted to validate is highlighted in yellow.
School Access
Georgia Registry of Immunization Transactions and Services
7.7
Viewing Student’s Current Age:
The student's age shows in a solid blue field between the student
immunization history and before the recommendations. Here is an
example of what it looks like:
Recommended Vaccinations
This table lists all vaccines recommended by the tracking schedule
associated with the client. Immunizations are listed alphabetically.
Vaccine Group: This column lists the vaccine group name.
Earliest Date: This date is the earliest date that the client may
receive the vaccine. An immunization will be deemed Not Valid if
given before this date. The Earliest Date will appear shaded in
yellow when today’s date is on or after the earliest date and is
before the recommended date.
Recommended Date: This date is the recommended date that
the client may receive the vaccine. For vaccines recommended
over a specific age range (i.e. 12-15 months) the recommended
date is the beginning of this time period. The Recommended Date
will appear shaded in green when today’s date is on or after the
recommended date and is before the overdue date.
7.8
Georgia Registry of Immunization Transactions and Service
School Access
Overdue Date: This date is the last date of the recommended
date range. After this date, the immunization is considered past
due for the client. This will also trigger the use of an accelerated
schedule for future immunizations. The Overdue Date will appear
shaded in blue when today’s date is on or after the overdue date.
Latest Date: This date is the latest date that the client may
receive the vaccine.
The pink shading will only be applied to an
immunization series that has been completed according to the
CDC/ACIP schedule. The pink shading will span across all
columns in the table.
Reflects whether a student has exceeded
the maximum age to receive a specific vaccine. For instance, if a
student has already reached the age of 5 and hasn't completed
the Pneumococcal series, then the recommendation for
Pneumococcal at the bottom of the student immunization history
will show "Maximum Age Exceeded".
Indicates the
maximum number of doses that can be administered for the
specified vaccine series.
Indicates a client comment has
been added that specifies a client is immune to a specific virus.
Indicates a client comment has been added that
contraindicates administration of a specific vaccine.
Indicates a combination
vaccine, such as
Comvax, has been
administered to a client
and the vaccine groups
for the combination vaccine have different recommendations for
the next dose. Each vaccine group's Earliest Date is surrounded
by a gray border as a warning to ensure the next combination
vaccine is administered correctly for both earliest dates.
Opt Out Clients
The Georgia Immunization Registry Law (OCGA sec. 31-12-3.1) as
interpreted by the Rules and Regulations, grants requesters the
option of having immunization records removed from the
immunization registry by submitting a written opt-out request. The
regulation further states that if an opt-out request is received prior to
School Access
Georgia Registry of Immunization Transactions and Services
7.9
enrollment of a child in the registry, then no immunization record shall
be created. If this request is received following enrollment of a child in
the registry, the Department shall remove all immunization records for
the child from the registry.
When a client has opted out of the registry, all immunization data is
removed from the client record. A client record is maintained with
enough demographic information to identify the client. The following
opt-out indicator appears on the Student Immunization History screen
when you find a student who has opted out of the registry:
Managing Student Lists
The Manage List screen is used to create new and manage existing
student list(s) to be used for reporting purposes by school users.
Creating a List
To create a new student list, follow these steps:
1. Click on Manage List under the Student Access section of the
menu panel.
2. In the Manage List section, Enter a name for your list in the 'New
List Name' text field.
3. Press
. The following message will appear at the top of the
screen, "The list has been created successfully."
Viewing a List
The Report section displays a table of all student lists that have been
created by school users.
List Name: This column displays the name given to the list by the
creator of the list. The List Name is a link, which you click on to
7.10
Georgia Registry of Immunization Transactions and Service
School Access
view a detailed display of your student list on the Report/Student
List screen.
Last Updated Date: This column displays the date the list was
last updated.
Student Count: This column denotes the number of students
within the particular list. The count is determined by how many
students you have assigned to that list.
Delete: This column displays a delete button for each student list,
which is used to delete a student list.
1. To view a student list, click on the List Name of the student list you
wish to view.
2. You will be taken to the ‘Report/Student List’ screen where you
can view a detailed display of the student list.
Note: If no students have been added to the student list (the Student
Count is 0), the list name will not act as a link to the ‘Report/Student
List’ screen.
Deleting a List
To delete a student report list, follow these steps:
1. Press
.
2. The following prompt will appear, "Are you sure you want to delete
this list?" Press
to delete the student list and remove
it from the Manage List screen. Press
wish to delete the report list.
if you do not
Note: Once you delete a list, there is no way to recover it!
Report/Student List
The Report/Student List screen is used to view student's added to
your student list and generate reports for the students on the list.
The Options Available for <Student List name> section provides
reports and maintenance options for your selected student list. The
reports and maintenance options are explained in detail below.
School Access
Georgia Registry of Immunization Transactions and Services
7.11
Student List Report
The Student List report displays the name and date of birth for each
student on the student list sorted alphabetically by last name. To
generate the report, follow these steps:
1. From the Report/Student List screen, press
.
2. Once the report is generated, it will be displayed using Adobe
Acrobat Reader®. Refer to the Optimizing GRITS chapter in this
manual for more information on Acrobat Reader®.
3. To print the report, press the printer icon on the Adobe® toolbar.
Press
in the Print dialog box.
4. To return to the Report/Student List screen, press
your browser.
on
Student Immunization Status Reports
[These reports are not currently available.]
The Student Immunization Status Reports are a group of three reports
that are generated for a student list:
Immunization Status Summary Report: Displays a list of
students who are “Complete” for school attendance and a list of
students who are “Incomplete” for school attendance.
Immunization Status Form 3231: Displays a Form 3231 for all
students who are “Complete” for school attendance.
Immunization Status Immunization History: Displays a Student
Immunization History report for all students who are “Not
Complete” for school attendance.
Generating the Report:
To generate the Student Immunization Status Reports, follow these
steps:
7.12
Georgia Registry of Immunization Transactions and Service
School Access
1. From the Report/Student List screen, press
.
2. The Check School Report screen will display indicating the
percentage of report completion. (See Check School Report
section for information regarding the Check School Report
screen.)
Note: When this group of reports is generated, students on the
student list whose Form 3231 is “Complete” for school attendance,
will have a date added to the Date 3231 Generated column on the
student list.
Periodic Immunization Status Reports
[These reports are not currently available.]
The Periodic Immunization Status Reports are a group of four reports
that are generated for a student list:
Periodic Report Summary: Displays a list of students who are
“Newly Complete” for school attendance, a list of students whose
Form 3231 will expire within 30 days, and a list of students whose
Form 3231 is currently expired.
Periodic Report Form 3231: Displays a Form 3231 for all
students who are ‘Newly Complete’ for school attendance.
Periodic Report Status Expired: Displays a Student
Immunization History report for all students whose Form 3231 is
currently expired.
Periodic Report Status Expire <= 30 Days: Displays a Student
Immunization History report for all students whose Form 3231 will
expire within 30 days.
Generating the Report:
To generate the Periodic Immunization Status Reports, follow these
steps:
5. From the Report/Student List screen, press
.
6. The Check School Report screen will display indicating the
percentage of report completion. (See Check School Report
section for information regarding the Check School Report
screen.)
Note: When this group of reports is generated, students on the
student list who are “Newly Complete” (i.e., Form 3231 is “Complete”
for school attendance, and Date 3231 Generated is blank) will have a
date added to the Date 3231 Generated column on the student list.
School Access
Georgia Registry of Immunization Transactions and Services
7.13
Status Reports for selected students
[These reports are not currently available.]
The Status Reports for Selected Students are the same group of three
reports as the Student Immunization Status reports, but the reports
are run only for selected students, not an entire student list:
Immunization Status Summary Report: Displays a list of
students who are “Complete” for school attendance and a list of
students who are “Incomplete” for school attendance.
Immunization Status Form 3231: Displays a Form 3231 for all
students who are “Complete” for school attendance.
Immunization Status Immunization History: Displays a Student
Immunization History report for all students who are “Not
Complete” for school attendance.
Generating the Report:
To generate the Status Reports for Selected Students, follow these
steps:
1. On the Report/Student List screen, select the students from your
student list for which you would like to generate reports by placing
a check mark in the “Select” column next to the student’s last
name.
2. Press
.
3. The Check School Report screen will display indicating the
percentage of report completion. (See Check School Report
section for information regarding the Check School Report
screen.)
Note: The Date 3231 Generated column on the student list will NOT
be updated when generating reports using the
button.
Removing Students from a List
1. Place a checkmark in the Select column next to the student you
wish to remove. You can select one or more clients at a time.
2. Press
.
3. You will be prompted with a confirmation to delete. Press
.
4. When the student has been removed from the list, a message will
appear: "The list has been updated successfully."
7.14
Georgia Registry of Immunization Transactions and Service
School Access
Return to Manage List screen:
1. Press
List screen.
. You will be returned to the Manage
Student List section
This Student List section provides a list of all students contained on a
single student list.
Last Name: The last name of the student. It is also used as a link
to the ‘Student Immunization History’ screen.
First Name: The first name of the student.
Middle Name: The middle name of the student.
Birth Date: The date of birth of the student.
Date 3231 Generated: This field displays the date a Form 3231
was generated for a student on the student list. The date only
applies to Form 3231’s generated using the buttons.
Selecting a student on your list:
1. Press
to select all students in your list.
2. Press
to unselect all students in your list.
Note - When students are selected, you can either use the Print
button to generate Immunization Status reports or the Delete button to
remove the students from the student list.
Index search:
Directly above the Student List, the letters of the alphabet from A to Z
are displayed, underlined and in blue. These letters are links that
allow you to jump through a large list of students to locate last names
that start with a selected letter.
Viewing Student Immunization History:
From the student list, you can review a student’s immunization history.
To view a student’s immunization history, follow these steps:
1. On the student list, click the last name for the student whose
immunization history you want to view.
School Access
Georgia Registry of Immunization Transactions and Services
7.15
2. The Student Immunization History screen will be displayed for the
selected student..
Note - When students are selected, you can either use the Print
button to generate Immunization Status reports or the Delete button to
remove the students from the student list.
Check School Report
[This functionality is not currently available.]
The Check School Report screen is used to display and/or
determine the status of a report request.
School Report Job Status
The School Report Job Status section contains information regarding
the status of the report(s) being generated, including, date/time the
job was started and completed, status of the job as a percentage, the
number of students on the report, and the target date range if one was
specified.
Explanation of Status:
QUEUE: The report job had been requested, but the report job
has not begun processing.
0 - 99%: The report job is currently being processed. This is the
percentage of completion.
100%: The report job has completed processing.
School Report Status
The School Report Status section displays report links for the reports
generated under your school. It contains the name of the report, type
of report, date/time the report was requested, started processing and
completed, and the status. Reports are listed in the order that they are
generated with the most recent report at the top.
7.16
Georgia Registry of Immunization Transactions and Service
School Access
Explanation of Status:
QUEUE: The report PDF file has been requested, but the report
PDF file has not begun to be built.
Processing: The report PDF file is currently being built.
Ready: The report PDF file has been built. It appears as a
hyperlink and is available to the user for downloading or viewing.
Generating Group Reports
Depending upon the number of students associated with your student
list, it may take several minutes to generate the data for the various
reports. While the data are being generated, the Check School Report
screen indicates the percentage of completion. Periodically press
to update the status. You may work in other areas of the
system while waiting for the report request to complete. You may
check the status of your request by clicking on Check School Report
under the School Access menu.
Viewing Reports
On the School Report Status table, when a report has completed
processing and is ready for downloading or viewing, the name of the
report appears as a hyperlink and the status displays 'Ready'. To
view a report, follow these steps:
1. From the Check School Report screen, click the Name of the
report.
2. Once the report is generated, it will be displayed using Adobe
Acrobat Reader®. Refer to the Optimizing GRITS chapter in this
manual for more information on Acrobat Reader®.
3. To print the report, press the printer icon on the Adobe® toolbar.
Press
in the Print dialog box.
4. To return to the Check School Report screen, press
your browser.
on
Return to previous screen:
1. Press
screen.
School Access
. You will be returned to the previous
Georgia Registry of Immunization Transactions and Services
7.17
Upload List
The Upload List screen is used to create a new student list or update
an existing student list using a file of students as input.
Uploading a list
To upload a list, follow these steps:
1. Click on Upload List under the Student Access section of the
menu panel.
2. In the Upload List section, options exist for uploading a student
list.
New List: This is the list name for a new list. If you are creating a
new list from the student list file type the desired list name here.
Update List: This is the list name of an existing list. If you are
updating an existing list, select the existing list to update from this
pick list.
List File Name: This is the list file name containing students that
will be used for the input file. Type the full path of the list file in
this field or use the Browse button to navigate to the list file.
3. If creating a new student list, type the desired list name in the New
List text box. If updating an existing student list, select the list to
updated from the Update List pick list that is provided.
4. Type the file path of the list file you wish to load, or press
to select the appropriate list file.
5. Press
6. Press
your list file
.
at the confirmation message to begin uploading
7. The Upload List Result screen will display, listing the list file that
was uploaded and will confirm the job name to the user.
7.18
Georgia Registry of Immunization Transactions and Service
School Access
8. Press
.
9. The Exchange Data Status screen will display. This screen will
contain the job name, user name, exchange data date, process
start and end date, and status of the current job.
Check Status
The Exchange Data Status screen is used to display and/or
determine the status of a list upload request. It contains the job name,
user name, exchange data date/time, process start and end date/time
of report, and the status.
Viewing an Upload Request
To view the status or results of an upload request, follow these steps:
1. Press
periodically to check the status of the job.
Depending upon the number of students associated with your
upload list, it may take several minutes to complete the upload
process. You may work in other areas of the system while waiting
for the upload to complete. You may check the status of your
request by clicking on Check Status under the School Access
menu.
2. When a job is completed, the job name will appear underlined and
in blue. Under the status column, one of three messages may
appear:
Complete: This message indicates the job has completed
processing.
Error: This message indicates the job could not be processed
because of formatting errors in the file.
Exception: This message indicates that the job could not be
processed because of an internal system error.
3. Click on the underlined job name. If the job completed
successfully, the Job Detail screen will display.
School Access
Georgia Registry of Immunization Transactions and Services
7.19
This screen contains three sections:
Download Files for: <Job Name>: This section contains all output
files available for you to download, including the Response File and
any Rejected File or No Match File which may have been generated
during processing. Click on the blue, underlined File name to view the
file.
Note: This section contains information regarding activity of the
download file, including file name, user name, and date/time of the
download.
Saving Files:
Rejected Files or No
Match Files, which
may be generated
during processing,
can be downloaded
to your computer,
updated with
additional/correct
information, and
resubmitted using
the Upload List
screen. To save
these files:
•
Right click on the
blue, underlined
file name and
select “Save As”
to save the
download the file
to your local
machine.
7.20
Summary Information for: <Job Name>: This section contains all
information pertinent to the list file received and processed.
Categories include:
Processed: The number of students who were processed during
the upload.
Added: The number of students that were added to a list during
the upload.
Already on list: This category represents the number of students
that were not added to an existing list during the upload because
they were already present on the list. This category only appears
for jobs that update existing lists.
Rejected: The number of students that were not accepted for
processing. The reason for the rejection can be viewed in the
Response File listed in the Download Files section.
Note: The rejected file can be saved to your computer, corrected
and resubmitted using the Upload List screen.
Pending: The number of students that were not added to a list
because they have multiple matches in the GRITS system.
Details on the multiple matches founds can be viewed in the
Response File listed in the Download Files section.
Georgia Registry of Immunization Transactions and Service
School Access
Note: To add a pending student to a list, use the Find Student
menu item and manually add the pending student to the a list on
the Student Immunization History screen.
No Match: The number of students that were not added to a list
because no match was located in the GRITS system. Details on
students who produced no match can be viewed in the Response
File listed in the Download Files section.
Note: Students that do not exist in the GRITS system cannot be
added to a student list.
School Access
Georgia Registry of Immunization Transactions and Services
7.21
7.22
Georgia Registry of Immunization Transactions and Service
School Access
Organizations
In this chapter:
Parent/Child Switch Org
A child/client
organization cannot
be setup as a
parent/vendor to its
parent/vendor
organization.
Parent/Child Switch Org
The “Parent/Child Switch Org” screen will allow school administrator
users who belong to a ‘parent’ organization or a ‘vendor’ organization
to switch to their ‘child’ or ‘client’ organizations without having to log
out and log back into the registry. In order to switch to your related
organizations, a parent/child or vendor/client relationship must be
requested by your organization and created at the state level by DHR.
The Parent/Child Switch Org screen displays the parent/vendor
organization followed in alphabetical order by the child/client
organizations associated to the parent in the Switch to Organization
pick list.
Users who belong to child/client organizations cannot switch to their
parent/vendor or peer organizations. When a child/client organization
is the parent/vendor of another organization, switching to the lowerlevel organization is allowed.
To switch to a child/client organization, follow these steps:
The Parent/Child
Switch Org switch is
only valid for the
current user session.
If the user logs out
of the registry before
switching back to its
home organization,
the user will be
returned to the home
organization at the
next login. The
home organization is
determine by the
organization code,
username and
password that are
entered on the login
screen,
To view another
child/client
organization or to
switch back to your
home organization,
repeat steps 1 – 3.
8.2
1. Click on Parent/Child Switch Org under the Organizations section
of the menu panel.
2. On the Parent/Child Switch Org screen, choose the child/client
organization from the Switch to Organization pick list.
3. Press
.
4. The user will be switched to the requested organization. After the
switch occurs, the ‘organization’ name on the yellow title bar at the
top of the screen and the ‘Current Organization’ listed on the
Parent/Child Switch Org screen will be changed to the
organization selected. The Switch to Organization pick list will
continue to display the parent/vendor organization followed by its
child/client organization(s).
5. The School Administrator user will have access to the same
features on that organization based on the role assigned to
him/her at the parent/vendor organization.
6. Press
to return to the home page.
Georgia Registry of Immunization Transactions and Services
Organizations
Appendix
In the Appendix:
Online Help
GRITS Help Desk
Online Help
GRITS’ online help function provides you with both screen-specific
help and a general help index. You may access online help from any
screen in GRITS by pressing the yellow light bulb on the menu bar in
the right corner of the screen.
Screen-Specific Help
To access screen-specific help, follow these steps:
1. Press the light bulb on the menu bar located at the top-right of the
screen on which you would like help.
2. A box with screen-specific help information will display. This help
box may have any or all of the following features:
A.2
•
Purpose. This section describes what the screen is meant to
do or what kind of information needs to be entered.
•
Required fields. This section lists the required fields on the
screen and describes the information needed for these fields.
•
Other fields. This section lists and describes non-required
fields.
Georgia Registry of Immunization Transactions and Services
Appendix
•
Information provided. This section lists the information that
may be found on the screen.
•
Functionality. This section gives step-by-step instructions on
how to enter information on the screen or features on the
screen and describes their function.
•
Results. This section describes the outcome of a search,
report, download, or other information entered into the
database.
•
User tips. This section has advice or further information on
how to use this screen.
3. To view these features, you may either click the links under the
Purpose section or scroll down the box.
4. To close the help box, press the
the box.
GRITS’ online help
function includes a
notes feature. Notes
appear underlined and
in red type; click on the
“*Note” link to view.
button in the top right corner of
General Help
General help contains information on screens throughout GRITS. 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. Press the light bulb on the menu bar.
2. Press the
box.
button in the top right corner of the help
3. A box will open asking if you want to display both secure and nonsecure items; press
.
Appendix
Georgia Registry of Immunization Transactions and Services
A.3
4. Press the “+” sign to the left of “GRITS” on the left side of the
Contents box. A list of index items will display, with a “+” sign to
the left of each item.
5. Press the “+” sign next to the index item you wish to view. A list of
help items will appear.
6. Click on the name of the help item to view it. You may also click
on the document icon next to the help item.
7. The help information you selected will display on the right side of
the help box.
8. Use the links at the top of the screen or scroll down to view the
information you need.
9. To return to a previous help screen or to skip ahead one screen,
use the box’s
and
buttons.
10. To collapse an index item, press the “-” sign next to the item.
11. To close out of the help box, press the
corner of the box.
button in the top right
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.
A.4
Georgia Registry of Immunization Transactions and Services
Appendix
2. Press the Index tab on the top left side of the help box.
3. To find an index topic, do one of the following:
•
Use the scroll bar to view index topics.
•
Enter a keyword in the field provided. As you type, the index
will display help items containing the letters you enter.
4. Click on one of the help items to view the item.
5. The help information you selected will display on the right side of
the help box.
6. To return to a previous help screen or to skip ahead one screen,
use the box’s
and
buttons.
7. To close out of the help box, press the
corner of the box.
button in the top right
Searching general help
To search general help using a keyword, follow these steps:
1. Follow Steps 1-3 under Contents of general help.
2. Press the Search tab on the top left side of the help box.
3. Type in a word to search for in the field provided.
4. Press Enter.
Appendix
Georgia Registry of Immunization Transactions and Services
A.5
5. Click on one of the help items in the box below the search field to
view the item.
6. The help information you selected will display on the right side of
the help box.
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 box’s
and
buttons.
9. To close out of the help box, press the
corner of the box.
A.6
Georgia Registry of Immunization Transactions and Services
button in the top right
Appendix
GRITS Help Desk
If you are experiencing difficulties or have questions regarding GRITS,
you may contact the GRITS Help Desk. Several individuals staff the
help desk. All calls are logged and tracked through to completion;
calls are put in a pending status until a remedy to the user’s problems
is found.
The GRITS Help Desk hours are 8:00 a.m. to 5:00 p.m. EST, Monday
through Friday.
Help Desk telephone number:
(866) 483-2958
Help Desk e-mail address:
[email protected]
Appendix
Georgia Registry of Immunization Transactions and Services
If you experience any
problems accessing or
dealing with the help desk,
please contact Lisa
Roberts, DHR
Immunization Registry
Manager at (888) 2238644 or email @
gaimmreg.dhr.state.ga.us.
A.7
A.8
Georgia Registry of Immunization Transactions and Services
Appendix
Glossary
3231 Report
see Certificate of Immunization
Access Restricted
Clients may have their primary care
physician restrict access to all
demographic and immunization
information in GRITS. When access is
restricted, only the PCP organization
can view the client’s information in
GRITS.
ACIP
Advisory Committee on Immunization
Practices. Along with the Centers for
Diseases 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 GRITS.
CDC/ACIP tracking schedule
Centers for Diseases Control and
Prevention (CDC) along with the
Advisory Committee on Immunization
Practices (ACIP), provide 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 GRITS.
Certificate of Immunization (Form
3231)
The official Georgia certificate required
for all children attending any school or
childcare facility, which displays the
immunization history for a child.
Client
Anyone who has an immunization
recorded in GRITS by a provider
organization. For School Users, a
GRITS client may be your student.
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 client matches to help ensure
that client records are not duplicated in
GRITS.
Browser
A software program you use to access
the Internet. The two most common
browsers are Netscape® and Internet
Explorer.
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.
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.
Glossary
Favorite
See Bookmark.
Georgia Registry of Immunization Transactions and Services
G.1
GRITS
Georgia Registry of Immunization
Transactions and Services. A
population-based Web application
containing consolidated demographic
and immunization history information.
Home Page
The opening page of a Web site.
GRITS’ home page is the page that
displays after you successfully log in. It
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 GRITS. When you
click on the underlined text, the Web
site, page, or document that is
described will be displayed. Also known
as a link.
Index Search
Letters from A to Z, which are hyperlinks
on the Report/Student List screen.
Each letter will jump through a list of
students to last names that start with the
letter selected.
Student Immunization History Report
A student report that displays basic
demographics, immunization history,
and immunizations recommended by
date according to the CDD/ACIP
tracking schedule.
Immunization Registry
Confidential, computerized information
system containing client demographics
and immunization histories. Registries
enable public and private health care
providers to maintain consolidated
immunization records.
Login
The first screen (aside from any
security/certificate warnings) that
appears after you access GRITS’ Web
address. The Login screen requires you
to enter your organization’s name, your
G.2
username, and your password to access
GRITS.
Logout
Button on GRITS’ menu bar that allows
you to exit GRITS and return to the
Login screen. You may logout from any
screen in GRITS.
Menu Bar
GRITS’ 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.
Menu Panel
GRITS’ 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 GRITS functions
available to the user.
Opt Out
A person who has elected, or whose
parent/guardian(s) have elected not to
have the child’s immunizations stored in
GRITS. Demographic information is
stored in GRITS but no immunizations.
Parent/Child Switch Org
A feature that allows a user that belongs
to a ‘parent’ or ‘vendor’ organization to
switch to an associated ‘child’ or ‘client’
organization without having to log out
and log back into the registry.
PDF
Portable document file. A file format that
allows you to view and print a document
online in its original format.
Queue
A report processing stage in which the
report request has been submitted by a
Georgia Registry of Immunization Transactions and Services
Glossary
school user, but the report job has not
begun processing.
as Back, Forward, Stop, Refresh, and
Home.
Radio Button
An input circle that, when clicked, fills
with a black dot to indicate a selection.
For example, on the Manage Clients
screen of GRITS, the client’s gender is
indicated by selecting the radio button
beside M, F, or N/A.
Trade Name
See vaccine trade name.
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, GRITS release version 3.0.
Sequence
Identifies which dose is being referred to
within a vaccine series. For example, a
number “2” sequence indicates the
second dose of the series.
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.
Shortcut
An icon located on your computer’s
desktop which, when double-clicked, will
open the program displayed by the icon.
Student
See client.
Student List
A list of students from which you can run
various student reports. A list is created
on the Manage List screen, and
students are added to the list from the
Student Immunization History screen..
Toolbar
Located near the top of your computer
screen, the toolbar on your Internet
browser contains several buttons, such
Glossary
Tracking Schedule
A schedule of recommended vaccines,
their dosage and periodicity information.
The tracking schedule is used to
validate a client’s immunization history
and makes recommendations for future
vaccinations based on that history.
Upload List
School users can create and/or maintain
a student list by uploading a .txt
document containing student names
and other identifying information into
GRITS.
User Roles
GRITS users are categorized into
hierarchical roles that determine their
level of access to the functions of
GRITS. The four School Access roles
are School Administrator, School
Access User, Daycare User, and USG
User.
Users
Individuals who access GRITS in some
way, whether it be for printing reports,
entering immunization information,
tracking inventory, or entering
organization-specific maintenance
information.
USG Form
The official University System of
Georgia (USG) form, required for
college students attending USG college
or university, which displays the
student's immunization history .
Vaccine Group
A category that describes one type of
vaccination. For example, the vaccine
trade names Engerix-B and Recombivax
fall under the Hepatitis B vaccine group;
whereas, Comvax falls under both the
Georgia Registry of Immunization Transactions and Services
G.3
Hepatitis B and Hib (Haemophilus
influenzae type b) vaccine groups.
Vaccine Trade Name
A unique, identifying name for a vaccine
series given by the manufacturer. For
example, Engerix-B is the trade name
for a Hepatitis B vaccine manufactured
by GlaxoSmithKline.
VFC
Vaccines For Children. A Federally
funding Program in which vaccines are
distributed for free to VFC-eligible
children.
G.4
Georgia Registry of Immunization Transactions and Services
Glossary
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