Reports and Forms - Virginia Department of Health

Reports and Forms - Virginia Department of Health
Reports
and Forms
In this chapter:
Client-Specific Reports
Reminder/Recall Notices
New Client Form
CASA Extracts
Assessment Reports
Ad Hoc Reports
Vaccines for Children Reports
Callback Lists
The following are categories of reporting/exporting functions available
through VIIS:
• Client-specific.
• Multiple-client.
• Inventory-related.
Client-Specific Reports
Three reports are available for generation for a client. These reports
are the Vaccine Administration Record, the Official Immunization
report and the Immunizations Needed report.
Vaccine Administration Record
The Vaccine Administration Record (VAR or “signature form”) displays
demographics, contact information, immunization history, and
immunization inventory available for the selected clinic site. The
responsible person’s and clinician’s signatures are also gathered on
this form. To generate the report, follow these steps:
1. From a client’s Manage Client screen, Manage Immunizations
.
screen, or Reports Only User screen, press
2. At the Client Reports screen, choose a Site under the “Additional
Information” column for the Vaccine Administration report.
3. Click on Vaccine Administration, which is underlined and in blue
text.
4. Once the report is generated, it will be displayed using Adobe
Acrobat Reader®. Refer to the Optimizing VIIS chapter in this
manual for more information on Acrobat Reader®.
5. To print the report, press the printer icon on the Adobe® toolbar.
Press
in the Print dialog box.
6. To return to the Client Reports screen, press the
button on your browser.
Official Immunization Report
The Official Immunization report displays demographics, contact
information, and a detailed summary of the client’s immunization
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Reports and Forms
history. This report will typically be used as a physician’s chart copy.
To generate the report, follow these steps:
1. From a client’s Manage Client screen or Manage Immunizations
screen, press
.
2. At the Client Reports Client screen, click on Official
Immunization, which is underlined and in blue text.
3. Once the report is generated, it will be displayed using Adobe
Acrobat Reader®. Refer to the Optimizing VIIS chapter in this
manual for more information on Acrobat Reader®.
4. To print the report, press the printer icon on the Adobe® toolbar.
Press
in the Print dialog box.
5. To return to the Client Reports screen, press the
button on your browser.
Immunizations Needed Report
The Immunizations Needed report displays demographics, contact
information, immunization history, and immunizations recommended
by date according to the tracking schedule assigned to the client. To
generate the report, follow these steps:
1. From a client’s Manage Client screen or Manage Immunizations
screen, press
.
2. At the Client Reports screen, click on Immunizations Needed,
which is underlined and in blue text.
3. Once the report is generated, it will be displayed using Adobe
Acrobat Reader®. Refer to the Optimizing VIIS chapter in this
manual for more information on Acrobat Reader®.
4. To print the report, press the printer icon on the Adobe® toolbar.
Press
in the Print dialog box.
5. To return to the Client Reports screen, press the
button on your browser.
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12.3
Generation of
reminder and recall
notices
Reminder and recall
notices are generated
for every responsible
person associated with
a client, given that the
following conditions
are met:
•
•
•
•
The status “Active”
on the Client
Information tab is
checked for your
organization.
The “Allow Reminder and Recall
Contact?” indicator
on the Client
Information tab is
checked.
The responsible
person’s “Notices?”
indicator in the
Responsible
Person(s) tab is
checked.
The responsible
person has
sufficient name and
address
information listed in
the Responsible
Person(s) tab.
12.4
Reminder/Recall Notices
From the Reports menu option, you may generate reminder and recall
notices, which include letters, cards, address labels, client listings,
and downloadable text files.
Reminder/Recall Requests
To select and submit reminder/recall criteria for clients, you will need
to fill in the Reminder Request screen, an online form. Follow these
steps to generate reminder/recall requests:
1. Click Request Reminder under Reports on the menu panel.
2. Client Population: This section will only display for city
and/or county organizations.
• Indicate you wish this reminder to be for all clients associated
with your organization by clicking the top radio button.
• Indicate you wish this reminder to be for all clients within your
city or county by clicking the second radio button.
• Indicate you wish this reminder to be for all clients associated
with your organization and in your city or county by clicking the
third radio button.
• If you chose the second or third radio button, above, select
your city or county by double clicking a city or county name or by
highlighting the name and pressing
3. Tracking Schedule: In the top section of the
Reminder/Recall Request screen:
• Indicate whether you wish to use the tracking schedule
associated with each client or a uniform tracking schedule for
all clients by clicking the appropriate radio button.
4. Vaccine Groups: in the vaccine groups section of the screen:
• Indicate whether you wish to include all vaccine groups in the
Virginia Immunization Information Services
Reports and Forms
search criteria or if you wish to include only selected groups by
clicking the appropriate radio button.
• If you choose to include only selected vaccine groups, select
these groups by double clicking a group or highlighting a
chosen group and pressing ADD. Do this for each group
desired.
Note: This will limit the search to only those clients who will be
due/past-due for the selected immunizations. However, VIIS
will provide a list of all immunizations for which the selected
clients are due/past-due.
5. School/Primary Care Provider: Choosing a school or primary care
provider allows you to narrow your search to only the clients
assigned to a particular school or physician/clinic. If you do not
wish to specify a school and/or provider, leave these fields blank.
•
To choose a school, select a school name from the pick list
provided.
• To choose a primary care provider, select a physician or clinic
name from the pick list provided.
6. Additional Demographic Criteria: Entering a city and/or ZIP code
will narrow your search to only the clients associated with the
entered geographical area. However, by entering a county, you will
expand your search to all responsible persons who reside in the
selected county. Note: The county option is only available to
county public health organizations. If you do not wish to specify a
city, ZIP code, or county, leave these fields blank.
• To enter a city, type the city name within the first field.
• To enter a ZIP code, enter the five-digit number in the next
field.
• To enter a county, choose from the pick list in the third field.
7. Date Criteria
• Target Date Range: When a target date is specified, the report
will include those clients that are due/overdue for
immunizations within the date range. To choose a target date
range, enter the beginning date in the From text box and the
ending date in the To text box in MMDDYYYY format.
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12.5
Note: These dates can range from the past to the future; therefore,
you have the capability to run a recall, reminder, or a combination of
the two.
12.6
•
If the From date is unspecified for the Target Date Range, the
system will use the date that you run the report.
•
If the To date is unspecified for the Target Date Range, the
system will use the date that you run the report.
•
If both the From and To dates are left blank, the system will
find those clients who are due or overdue as of the date that
you run the report.
•
Birth Date Range: When a birth date range is specified, the
report will return those clients who have a birth date that falls
within the range entered. To choose a birth date range, enter
the beginning date in the From text box and the ending date in
the To text box in MMDDYYYY format.
•
If the From date is unspecified for the Birth Date Range, the
report will include the oldest clients in the system, some born
in the 1800s.
•
If the To date is unspecified for the Birth Date Range, VIIS will
use today’ date.
•
Weeks Since Last Notice: When a number is entered in this
field, the report will include only those clients who have not
received a reminder notice within the specified number of
weeks prior to the current date.
Virginia Immunization Information Services
Reports and Forms
Note: Clients are shared between organizations; therefore, another
organization may have recently generated a notice for the client.
• Exclude Clients More Than: To exclude clients who are overdue
and who may have received several reminders already, provide a
number of months for the pick list provided.
• Exclude from: If excluding clients overdue for a certain number of
months, indicate the date from which clients should be excluded;
choose either today’s date or the Target “From” Date (uses the
date from the field at the top of the section) by clicking the
appropriated radio button. If no target date information is entered,
clients will be excluded from today’s date.
8. Sorting Criteria: This section allows you to specify how the data
will be sorted. If a sort order is not specified, VIIS will sort the
report results first by the client’ last name in ascending order (A
to Z), then by the first name in ascending order.
• Sort 1st By: Choose a primary information field by
selecting from the pick list provided.
• Ascending/descending order: Choose how the primary
field is assorted; choose either ascending (A to Z) or
descending (Z to A) order from the pick list.
• Complete additional ordering sequences for the second
through fourth sorts.
9. Generate the report: Press the Generate button. Depending upon
the number of clients associated with your provider organization, it
may take five minutes or more to generate the date for the various
reports. While the data are being generated, the Request and
Output status page indicates the percentage of completion.
10. Periodically press Refresh to update the status. You may work in
other areas of the system while waiting for the reminder/recall
request to complete. You may check the status of your request by
clicking on Check Reminder Status under the Reports menu.
Summary Screen
When the report is complete, you may click on the blue underlined
date to go to the Reminder Request Process Summary screen. The
Summary screen lists the number of clients involved in the search
and the criteria that were used to define the search. From the
Summary screen, you may create various reminder output options.
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12.7
Last Notice Date Options
On the bottom of the Reminder Request Process
Summary screen, you have the option of resetting the last
notice date, which will affect future reminder/recall notices
generated using this information. Your options on the last
notice date table include:
1. Set the last notice date to today’ date. This is the
default option and is indicated by a check mark.
2. Set the last notice date to reflect the previous last notice date for
all clients eligible for this reminder by pressing Revert Eligible.
Use this option if you choose not to have the current report
generation reflected in the Last Notice Date option on the
Reminder Request screen for the recipients of this reminder.
3. Set the last notice date to reflect the previous last notice date for
all clients immunized by your organization by pressing Revert All.
Use this option if you choose not to have the current report
generation reflected in the Last Notice Date option on the
Reminder Request screen for all clients immunized by your
organization.
4. Return to the previous screen. Press Cancel to return to the
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Reports and Forms
Reminder Request Status screen.
Reminder/Recall Output Options
The Reminder Request Output Options table, found on the Reminder
Request Process Summary screen, allows you to choose how you
would like to use the data from your query.
Letters
The letter output option allows you to generate a standard form letter for
the responsible person(s) for each client returned on your query. The
letter allows room at the top for your organization’ letterhead. The body
of the letter includes the client’ immunization history, recommended
immunizations and due dates, and up to two lines of free text and/or a
telephone number. To generate letters, follow these steps:
1. Under the Additional Input column or the Letter section of the
table, enter:
•
A report name in the appropriate field, if desired.
•
Additional information in the Free Text field, if desired. You
may include a maximum of 400 characters in this field.
•
A telephone number in the appropriate field, if desired.
2. Click on Reminder Letter, which is underlined and in blue text.
3. Your report will be listed on the Reminder Request Status screen;
the bottom table shows the name of the request, the date and
time it was started, and the status of the request.
• You have the option of moving to other portions of VIIS or
using other functions of your computer while you are waiting
for your letters to process. To return to check the progress of
your request, press Check Reminder Status under Reports on
the menu panel.
• If you choose to stay at the Reminder Request Status screen
while your request is processing, press Refresh occasionally
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12.9
to check the status.
4. Once the report name is underlined and appears in blue, your
letters are ready. Click on the report name to view or print the
letters in Adobe Reader®.
5. To print the letters, press the printer icon on the Adobe® toolbar.
Press OK in the Print dialog box.
6. To print additional notices, press the BACK button on your
browser. At the Reminder Request Status screen, click on the
underlined reminder request (top box) to return to the Reminder
Request Process Summary screen.
Custom Letter
The custom letter output option allows you to generate a customized
form letter for the responsible person(s) for each client returned on
your query. To create a new custom letter, refer to the “Creating
Custom Letters” section of this chapter. To generate a custom letter
from the Reminder Request Process Summary screen, follow these
steps:
1. Enter a report name for the custom letter you wish to generate.
Click the link with the name of the custom letter. The letter and
mailing labels will begin generating immediately.
2. Your report will be listed on the Reminder Request Status screen;
the bottom table shows the name of the request, the date and time
it was started, and the status of the request.
•
You have the option of moving to other portions of VIIS or
using other functions of your computer while you are waiting
for your letters to process. To return to check the progress of
your request, press Check Reminder Status under Reports on
the menu panel.
•
If you choose to stay at the Reminder Request Status screen
while your request is processing, press occasionally to check
the status.
3. Once the report name is underlined and appears in blue, your
letters and mailing labels are ready. Click on the report name or
mailing labels link to view or print the letters in Adobe Reader®.
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Reports and Forms
4. To print the letters, press the printer icon on the Adobe® toolbar.
Press OK in the Print dialog box.
5. To print additional notices, press the Back button on your
browser. At the Reminder Request Status screen, click on the
underlined reminder request (top box) to return to the Reminder
Request Process Summary screen.
Cards
The card output option allows you to generate a standard (4x6 inch)
postcard, printed one card per page. The body of the card includes
the client’s recommended immunizations and due dates, up to two
lines of free text, and a telephone number. To generate reminder
cards, follow these steps:
1. Under the Additional Input column for the Cards section of the
table, enter:
•
A report name in the appropriate field, if desired.
Additional information in the Free Text filed, if desired. You
may include a maximum of 275 characters in this field.
• A telephone number in the appropriate field, if desired.
Click on Reminder card, which is underlined and in blue text.
Your request will be listed on the Reminder Request Status
screen; the bottom table shows the name of the request, the date
and time it was started, and the status of the request.
• You have the option of moving to other portions of VIIS or
using other functions of your computer while you are
waiting for your cards to process. To return to check the
progress of your request, press Check Reminder Status
under Reports on the menu panel.
• If you choose to stay at the Reminder Request Status
screen while your request is processing, press
occasionally to check the status.
Once the report name is underlined and appears in blue, your
cards are ready. Click on the report name to view or print the cards
in Adobe Reader®.
To print the cards, press the printer icon on the Adobe® toolbar.
Press OK in the Print dialog box.
To print additional notices, press the BACK button on your
browser. At the Reminder Request Status screen, click on the
•
2.
3.
4.
5.
6.
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Virginia Immunization Information System
12.11
underlined reminder request (top box) to return to the Reminder
Request Process Summary screen.
Labels
The labels output option produces 30 labels per page on Avery Mailing
Labels #5160. To generate mailing labels, follow these steps:
1. Under the Additional Input column for the Labels section of the
table, enter a report name, if desired.
2. Click on Mailing Labels, which is underlined and in blue text.
3. Your request will be listed on the Reminder Request Status
screen; the bottom table shows the name of the request, the date
and time it was started, and the status of the request.
• You have the option of moving to other portions of VIIS or
using other functions of your computer while you are waiting
for your labels to process. To return to check the progress of
your request, press Check Reminder Status under Reports on
the menu panel.
• If you choose to stay at the Reminder Request Status screen
while your request is processing, press occasionally to check
the status.
4. Once the report name is underlined and appears in blue, your
labels are ready. Click on the report name to view or print the
labels in Adobe Reader®.
5. To print the labels, press the printer icon on the Adobe®
toolbar. Press OK in the Print dialog box.
6. To print additional notices, press the button on your browser. At
the Reminder Request Status screen, click on the underlined
reminder request (top box) to return to the Reminder Request
Process Summary screen.
Client Query Listings
The Client Query Listing is produced for the provider organization
administrator’ records. This report lists every client that was returned
in the report query process, along with the phone number and
address of every responsible person associated with each client.
Insufficient addresses or telephone numbers on this report represent
missing information on a responsible person. To generate a Client
Query Listing, follow these steps:
1. Under the Additional Input column for the Client Query Listing
section of the table, enter a report name, if desired.
2. Click on Client Query Listing, which is underlined and in blue
text.
3. Your request will be listed on the Reminder Request Status
screen; the bottom table shows the name of the request, the
date and time it was started, and the status of the request.
12.12
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•
You have the option of moving to other portions of VIIS or
using other functions of your computer while you are
waiting for your report to process. To return to check the
progress of your request, press Check Reminder Status
under Reports on the menu panel.
• If you choose to stay at the Reminder Request Status
screen while your request is processing, press Refresh
occasionally to check the status.
4. Once the report name is underlined and appears in blue, your
report is ready. Click on the report name to view or print the
report in Adobe Reader®.
5. To print the report, press the printer icon on the Adobe®
toolbar. Press OK in the Print dialog box.
6. To print additional notices, press the Back button on your
browser. At the Reminder Request Status screen, click on the
underlined reminder request (top box) to return to the
Reminder Request Process Summary screen.
Creating a client query text file
This function is not yet available. When it becomes operational, new
VIIS User Manual pages will be sent to you with instructions on how to
use this function.
Creating Custom Letters
In addition to form letters, VIIS allows users to create and store up to
three custom letters to be used for recall/reminders. To create a new
custom letter, follow these steps.
1. Click on Manage Custom Letter under Reports on the menu
panel.
2. Click the underlined New Custom Letter link.
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12.13
3. At the Create New Custom Letter screen, enter the following:
12.14
•
Top Margin: Choose the number of blank lines
you would like at the top of the letter from the pick
list provided.
•
Primary Address: Check the radio button to
include the organization’s primary address at the
top of the letter.
•
Salutation: Enter a greeting, then choose a name option from
the pick list provided.
•
Paragraph 1: Enter text in this field. If you wish to include a
name within the paragraph, enter text up to the mention of the
name in the field marked “First part,” ending with a single
space. Next, choose the name you would like to appear within
the paragraph from the pick list (either parent or guardian,
client name, or no name). Continue to enter the rest of the text
following the name, preceded by a single space, in the field
marked “Second Part.” If you do not wish to include a name,
you may enter all of the first paragraph text in the field marked
“First Part” and select “no name” from the name pick list.
Virginia Immunization Information Services
Reports and Forms
•
Immunization History: Check the box to include the client’
immunization history in the letter.
•
Paragraph 2: Enter more text in this field, if desired.
•
Immunization recommendations: Check this box to include the
immunizations recommended for the client in the letter.
•
Paragraph 3: Enter text in this field, if desired.
•
Closing: Enter a closing word or statement in this field. If you
wish to include your provider organization’s name and/or
telephone number after the closing, check the appropriate
box(es).
•
Name and Save the Custom Letter: Enter a name for the letter
in the field provided. When the letter is complete, press Save.
Custom letters may now be generated using the process described in
“Reminder/Recall Output Options,” located in this chapter.
New Client Form
The New Client Form allows you to print a blank Vaccine
Administration Record, which includes a current inventory table for the
selected provider site. Use this form to collect information on a client
who does not yet exist in the VIIS database. The responsible person’
and clinician’ signatures are also gathered on this form. To print out a
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Virginia Immunization Information System
12.15
New Client Form, follow these steps:
1. Click on the Forms menu option at the top of the page.
2. At the New Client Form Request screen, pick the site at which the
client will be seen so that the appropriate inventory will appear on
the record.
3. Choose the language in which out would like the new client form
to display
4. Press Generate.
5. The form displays in Adobe Reader®
6. To print the report, press the printer icon on the Adobe® toolbar.
7. Press OK in the Print dialog box.
8. To return to the New Client Form request screen, press the Back
button on your browser.
Clinic Assessment Software Application Extracts
The Clinic Assessment Software Application (CASA) is a tool provided by
the Centers for Disease Control and Prevention for assessing
immunization practices within a clinic, private practice, or any other
environment where immunizations are provided. VIIS is able to extract
your organization’s immunization information and save it in a format
that may be used to import into CASA for analysis. To perform an extract
of information for CASA, follow these steps:
1. Click on Request CASA Extract under Reports on the menu panel.
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2. Enter a Common Review Date in the MMDDYYYY format or
click on the calendar icon to set the date.
3. Enter the minimum age the client must be on the common
review date by entering a number and choosing days,
months or years from the pick list. This field defaults to 0
months.
4. Enter the age the client must be under on the common
review date by entering a number and choosing days,
months, or years from the pick list. This field defaults to 36
months.
5. Press OK.
6. A screen will display instructing you to check the status of the
extract by going to the Check Request Status screen.
7. Click on Check Request Status under Reports on the menu panel.
You may click the Refresh button at any time to update the status
of the report. You have the option of moving to other portions of
VIIS or using other functions of your computer while you are
waiting for your download to process. To return to check the
progress of your download, click Check Request Status on the
menu panel.
8. When your extract is complete, it will appear in the status table
underlined and in blue text.
9. Double click the name of the underlined CASA file. In the File
Download box, press SAVE.
10. In the Save As box,, choose a location where you would like to
save the file. We recommend you create a CASA folder to
organize the extracts.
11. Press SAVE.
12. A Download Complete box will display. Press CLOSE.
13. Find the location of your saved extract file on your hard drive.
Double click on the file. Once this is done, the .exe file
automatically creates a new text file (ends in .txt) in the same
locations as your .exe file.
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Virginia Immunization Information System
12.17
Importing a Text File into CASA
To import your text file into the CASA program, follow these steps:
1. Open your CASA program.
2. Select Import from the Assessment Site menu, then select Import
Using an Existing Template
3. In the dialog box, choose “VIIS to CASA 2003
”from the scroll-down list. Press OK.
4. In the Open dialog box, locate your newly created
CASA text file. Click to highlight the appropriate file
(it will end in .txt), then press Import.
5. the Assessment Site Download box, fill in your site, assessment
range, common review date, and other information. Press OK.
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6. In the Importing Empty Records box, press NO.
7. In the Importing Combination Shots box, press NO.
8. Now that your VIIS data is successfully imported into CASA, you
will be returned to the main CASA screen.
Assessment Reports
The Assessment Report feature in VIIS compiles an organization’
immunization data into a useful format.
1. Click on Assessment Report under the Reports section of the
menu panel.
2. Select the client population to be assessed by clicking one of the
following:
•
•
All Clients Associated with Selected Site: Choose this option
to view immunization data on all clients associated with the
site selected from the pick list at the right of the dialog box.
All Clients Associated with <Organization Name>: Choose this
option to view immunization data on all clients associated with
your organization.
•
All Clients Residing in <City or County Name>: Choose this
option to view immunization data on all clients within a given
city or county. This option is only available for city or county
organizations.
•
All Clients Associated with <Organization Name> or Residing
in <City or County Name>: Choose this option to view
immunization data on both clients associated with your
organization and those residing within a given city or county.
This option is only available for city or county organizations.
3. Select the assessment report evaluation date by choosing the
month and year from the date criteria pick lists. The evaluation
date will always reflect immunization data on the first date of the
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Virginia Immunization Information System
12.19
selected month. No immunizations administered after the
evaluation date will be included in the report.
4. Press Generate.
5. The Assessment Report Status screen will display. Press
occasionally to check on the progress of the report. When the
report is ready, the job name will appear underlined and in blue.
6. Click the underlined job name. The assessment report will be
called: (Assessment Report)<Organization Name> - <Date>. A
report listing all clients who have missed a vaccination opportunity
will have a job name of: (Missed Opps Clients)<Organization
Name>-<Date>.
7. Press Generate Report.
8. The form displays in Adobe Reader®.
9. To print the report, press the printer icon on the Adobe® toolbar.
10. Press OK in the Print Dialog box
11. To return to the Assessment Report Status screen, press the
BACK button on your browser.
Understanding the Assessment Report
The following is brief overview of the data that is returned on each
table within the assessment report.
Age Group:
Records Meeting Criteria:
Inactive:
Records Analyzed:
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This column displays the age ranges
used for evaluation.
This column displays the count of
selected clients within the age group.
This column displays the count of
selected clients within the age group
that are included in this report.
This column displays the count of
selected clients within the age group
that are included in this report.
Reports and Forms
Age (Months):
This column displays the
age of the client on the
assessment date.
Up-to-Date (UTD):
This column displays the
percent of clients(out of the
total number of active
clients for that age group)
meeting the criteria on the
assessment date. The
criteria are given at the
bottom of the report page.
For example, a sevenmonth-old UTD client who
has met the criteria will
have had three DTaP, two
HepB, two HIB, and two
Polio vaccinations.
Late UTD @ Assessment: This column displays the
percent of clients (out of
the total number of active
clients for that age group)
meeting the criteria on the
date the report was run,
rather than on the
assessment date.
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12.21
The Age-Specific Immunization Benchmarks chart
shows how many doses of each vaccine a client should
have by the age listed at the left to be determined UTD.
This chart is used to create the Assessment of Clients
Meeting Age-Specific Benchmarks table.
UTD Age:
This column shows the maximum age
the client has attained by the
assessment date.
Vaccine Columns:
These seven columns display the count
of the clients who have met the
vaccination criteria by the UTD age.
This column gives a count of all the
clients who are at least the age listed
under UTD Age.
Total Meeting Age Criteria:
% Coverage:
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Virginia Immunization Information Services
This column displays the percentage of
clients meeting all UTD criteria, out of a
total of all clients at least the age listed
under UTD Age.
Reports and Forms
Column 1:
Column 2:
Column 3:
In the first row of column one, the age range of clients
examined in this table is displayed. In subsequent rows
within this column, the number of vaccines needed by
the client is displayed.
In the first row of column two, a count is displayed of all
clients for this age group who are behind schedule for
four or fewer vaccinations. Subsequent boxes display a
count of clients for this age group who need additional
vaccinations to be UTD.
In the first row of column three, a percent is displayed
of all clients for this age group who are behind
schedule for four or fewer vaccinations (out of the total
number of clients for this age group). Subsequent rows
within this column display a percentage of clients for
this age group who need additional vaccinations to be
UTD.
Late Start Rates:
Reports and Forms
A client who did not receive one full dose of
DTaP by 90 days of age is considered to have
gotten a late start. The values in column three
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of the late start row are the percentages of
clients (within the age groups listed in column
four) who have not received the first DTaP dose
by 3 months of age.
Drop Off Rates:
The drop off rate section of this chart shows the
percentage of clients (column three) in various
age groups (column two) who have not gone
beyond a12 or 24-month status (column four) in
their immunizations. Immunization status is
calculated using the formula outlined at the
bottom of the chart.
The Hep B chart gives the number and percentage of clients who did
not receive a birth dose of the Hep B vaccination and who did not
complete the three-dose series. Clients evaluated are between six
and 72 months old and have at least one immunization in VIIS.
No screen shot available at this time
Age Group on Eval Date:
Total Clients in Age Group:
Clients Not Up to Date:
Missed Op on Last Visit:
This column lists the age group of the
selected clients and the immunization
benchmark used for evaluation.
This column gives the total number of
clients within the age group listed in the
first column.
This column gives the count and
percentage of clients who are not up to
date for the benchmark listed in column
one.
This column gives the count and
percentage of clients who are not up to
date and who had a missed opportunity
for vaccination on the last visit on or
before the evaluation date.
The missed opportunities report lists all your organization’ clients who
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Virginia Immunization Information Services
Reports and Forms
have missed opportunities to be vaccinated. This report lists the client’
first and last names, birth date, and date of each missed opportunity
by vaccine group.
Ad Hoc Reports
The Ad Hoc Reports function in VIIS allows the user to create
customized reports. Filters within the Ad Hoc Reporting function help
to narrow a search by date, site, vaccine group, ethnicity, and other
factors. City and county public health departments may include in their
reports clients associated with their departments or those living within
the same city or county.
The Ad Hoc reporting function produces two types of reports; one type
produces lists with information about selected clients, the other type
produces counts, either of clients or of immunizations.
Note: Clients whose information is added or changed on the day the
report is run may not appear in the results until the following day.
Ad Hoc List Reports
To produce a list of information about selected clients, follow these
steps:
1. Click on Ad Hoc List Report under the Reports section of the
menu panel.
2. Select the items that you would like to display on the report by
double-clicking on the desired items from the left column (for
example, Client Last Name)or by highlighting the item and
pressing ADD. This will copy the item to the right column and add
it to your report.
Reports and Forms
Virginia Immunization Information System
Filters in VIIS are used
to narrow information
down so that it
answers a user’ query
or can be used else
where. An example of
a filter item would be
Birth Date Range (Item
to filter on) BETWEEN
(Comparison)01/01/200
4 (Value to compare to)
AND 12/31/2004 (And).
12.25
3. Select the single item by which you would like to have the report
sorted and click on the sort order (first-to-last or last-to-first). Note:
Sorting the report will increase the tie it takes to process it.
4. Under “Item to filter on,” select an item that you would like to add
as a filter using the pick list provided. For example, “Birth Date
Range” could be an item used as a filter.
5. Under Comparison,” select a word from the pick list that best
describes the type of comparison you wish to make. For example,
“Between” is one comparison operator.
6. Under “Value to compare to,” either choose a value from the pick
list in the left field or enter a beginning date in the right field.
7. Under “and,” select another value from the pick list in the left field
or enter the ending date in the right field, if applicable.
8. Press Add/Save. Repeat Steps 4-8 for each item you wish to
filter.
9. When finished adding filter items, you may do the following:
12.26
•
Group them together by highlighting two filter statements and
pressing Group.
•
Highlight an AND or OR statement and press And/Or to
change it to an OR or an AND.
•
Highlight a grouped statement and press Ungroup to
ungroup it.
•
Highlight a statement and press to remove it from the
selected filters.
•
Highlight a statement and press Edit to make changes to a
statement. Make the necessary changes to the statement in
Virginia Immunization Information Services
Reports and Forms
the filtering section of the screen and press Add/Save
10. Press Generate. The Ad Hoc Report Status page will display;
see the Ad Hoc Report Status section of this chapter for more
information.
Ad Hoc Count Report
To produce a count of selected clients or immunizations, follow these
steps:
1. Click Ad Hoc Count Report under the Reports section of the
menu panel.
2. Select whether Clients or Immunizations will be counted by
clicking the appropriate radio button at the top of the screen.
3. Select the factors you would like to use to group the counts on the
report by double-clicking on the desired item from the left column
(for example, Vaccine Group) or by highlighting the item and
pressing Add. This will copy the item to the right column so that it
can be used in your report.
4. Under “Item to filter on” select an item that you would like to add
as a filter using the pick list provided. For example, “Birth Date
Range” could be an item used as a filter.
5. Under “Comparison,” select a word from the pick list that best
describes the type of comparison you wish to make. For example,
“Between” is one comparison operator.
6. Under “Value to compare to,” either choose a value from the pick
Reports and Forms
Virginia Immunization Information System
12.27
list in the left field or enter a beginning date in the right field.
7. Under “and,” select another value from the pick list in the left field
or enter the ending date in the right field, if applicable.
8. Press Add/Save. Repeat Steps 4-8 for each item you wish to
filter.
9. When finished adding filter items, you may do the following:
•
Group them together by highlighting two filter statements and
pressing Group.
•
Highlight an AND or OR statement and press to change it to
an OR or AND.
•
Highlight a grouped statement and press Ungroup to ungroup
it.
•
Highlight a statement and press Remove to remove it from the
selected filters.
•
Highlight a statement and press Edit to make changes to a
statement. Make the necessary changes to the statement in
the filtering section of the screen and press Add/Save
10. Press Generate. The Ad Hoc Report Status page will display; see the
Ad Hoc Report Status section of this chapter for more information.
Ad Hoc Report Status
1. The Ad Hoc Report Status screen will display after you press
Generate on the Ad Hoc Count or Ad Hoc List Report screens, or you
may access the status screen by clicking Ad Hoc Report Status
under the Reports section of the menu panel.
2. Press Refresh occasionally to check the status of the report.
Once the underlined report number appears, click it. The report will
display directly on this screen
3. If you wish to export the file, select the appropriate link.
4. If you wish to print the report, press Print. The screen will
display without the VIIS menus, allowing you to use your
browser’ print function.
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Virginia Immunization Information Services
Reports and Forms
Vaccines for Children Reports
The Vaccines for Children (VFC) Report details the number of clients
that are vaccinated by your organization for each eligibility type for a
specified date range. To generate a VFC Report, follow these steps:
1. Click Request VFC Reports under the Reports section of the
menu panel.
2. Select the organization name from the pick list.
3. Enter a From date under the Report Date Range using the
MMDDYYYY format.
4. Enter a To date under the Report Date Range using the
MMDDYYYY format.
5. Press Generate Report.
6. The form displays in Adobe Reader®.
7. To print the report, press the printer icon on the Adobe® toolbar.
8. Press OK in the Print dialog box.
9. To return to the Vaccines for Children Report Criteria screen,
press the Back button on your browser.
Understanding the Vaccines for Children Report
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Virginia Immunization Information System
12.29
The following section explains the rows and columns within the VFC
report. The report only displays vaccines administered from the
organization’s inventory.
The rows on the report break down the immunizations and clients by
age in years. A client who receives a vaccination when he or she is
six years and 11 months old will be included in the 1-6 age group.
Row
Description
<1
This row includes doses given to clients who were
under one year of age at the time the dose was
administered.
1-6
This row includes doses given to clients who
were from one to six years of age at the time
the dose was administered.
7-18
This row includes doses given to clients who were from
seven to 18 years of age at the time the dose was
administered.
19+
This row includes doses given to clients who were 19
years of age or older at the time the dose was
administered.
Annualized
VIIS computes annualized estimates by using actual
immunization and client counts in each age group and
applying a multiplier to estimate a yearly amount. For
example, if a report was run for 01/01/2006 to
01/31/2006, the number in the annualized row will be
roughly 12 times the actual counts.
The columns on the report break down the immunizations and clients
by eligibility.
Column
Eligibility Not Det/
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Virginia Immunization Information Services
Description
The immunization is associated with a
Unknown client who does not have any
Reports and Forms
Insured, Vaccine
Covered
No Insurance
Native American/
Alaskan Native
Insurance, No Vaccine
Medicare
eligibilities at all or has Eligibility Not
Det/Unknown in his or her client record.
The immunization is associated with a
client who has Insured Vaccine
Covered in his or her client record.
The immunization is associated with
client who has No Insurance in his or
her client record.
The immunization is associated with a
client who has Native American/Alaskan
Native in his or her client record.
The immunization is associated with a
client who has Insurance, No Vaccine in
his or her client record.
The immunization is associated with a
client who has Medicare in his or
her client record.
Sub columns
Description
Imms
This sub column counts the number of
immunizations given to clients with this
eligibility within the date range specified.
This sub column counts the number of
distinct clients associated with the
immunizations given for this eligibility
within the date range specified. Note: A
single client who received three doses
would contribute +3 to the Imms column
but only +1 to the Distinct Clients
column.
Distinct Clients
Totals include counts by eligibility, age group, and grand total.
Total Field
Total by Eligibility
Sum of Immunizations
Sum of Distinct Clients
Reports and Forms
Description
The total cells in the bottom row of the
report represent the total count of
immunizations or distinct clients for the
given eligibility, regardless of the age at
which the dose was administered.
The second-to-last column of the report
shows a count of the number of
immunizations given in each age
category, regardless of eligibility.
The last column of the report shows a
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12.31
count of the number of distinct clients
who received immunizations within each
age category, regardless of eligibility.
A dose given to a client with multiple eligibilities will count in only one
column, according to rank. A rank of “1” is the highest, and a rank of
“7” is the lowest. For example, if a client has both Native American
and Medicare eligibility, all of that client’s immunizations will count in
the Native American column, because the Native American (ranked 2)
eligibility category has a higher rank than Medicare (ranked 5).
Eligibility
Insured, Vaccine Covered
Native American/Alaskan Native
Medical Assistance
Insured, No Vaccine
Medicare
No Insurance
Eligibility Not Det/Unknown
Rank
1
2
3
4
5
6
7
Callback Lists
To generate a take response reading callback list, follow these steps:
1. Click Request Callback under the Reports section of the menu
panel
2. Select the vaccine group using the pick list.
3. Select the site(s) for which you wish to generate callbacks by high
lighting each desired Available Site and pressing. To remove a
selected site, highlight the site under Selected Sites and press
Remove.
4. Enter the minimum number of days that must elapse following the
vaccination under Date Criteria.
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Virginia Immunization Information Services
Reports and Forms
5. Enter the number of days past which you wish to exclude clients
from the callback list.
6. Press Generate.
7. The callback list will display.
Reports and Forms
Virginia Immunization Information System
12.33
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