Virginia Immunization Information System

Virginia Immunization Information System
ImmuNet
Maryland’s Immunization Registry
User Manual
Version 1.6.0
Last Modified December 22, 2010
Table of Contents
Introduction .................................................................................................................1.1
What Are Immunization Registries? ..................................................................................................1.2
Why We Need Immunization Registries ............................................................................................1.2
Maryland’s Immunization Registry.....................................................................1.3
System Requirements ................................................................................................2.1
Internet Access ..................................................................................................................................2.2
Hardware Requirements ................................................................................................ .................. 2.2
Software Requirements .....................................................................................................................2.2
Accessing IMMUNET ....................................................................................................3.1
Opening IMMUNET ............................................................................................................................3.2
Post Login ...................................................................................................................................3.4
Exiting IMMUNET ...............................................................................................................................3.4
ImmuNet Security...............................................................................................................................3.4
Optimizing IMMUNET ....................................................................................................4.1
Optimizing Browser Performance .....................................................................................................4.2
Deleting Temporary Internet Files (Internet Explorer 6.0) ..........................................................4.2
Clearing History Files (Netscape® 6.0) ......................................................................................4.3
Operating in Full-Screen Mode (Internet Explorer) ....................................................................4.3
Running Reports with Adobe Reader® ............................................................................................4.4
Running Adobe Reader® Files ..................................................................................................4.4
Problems Running Reports in Adobe Reader® .........................................................................4.4
File Transfer Protocol Server Access ........................................................................................4.4
Efficient Screen Navigation ..............................................................................................................4.5
Keyboard Shortcuts in ImmuNet....................................................................................................4.5
Mouse Shortcuts in ImmuNet......................................................................................................4.7
Home Page ................................................................................................................5.1
Menu Bar ..........................................................................................................................................5.2
Menu Panel ......................................................................................................................................5.3
Menu Selections ........................................................................................................................5.3
Announcements ...............................................................................................................................5.4
Release Notes ..................................................................................................................................5.4
Inventory Alerts .................................................................................................................................5.4
Managing Users and Organizations ...........................................................................6.1
User Roles .......................................................................................................................................6.2
Adding Users ......................................................................................................................................6.3
Modifying Access .........................................................................................................................6.4
Adding Multiple Users .........................................................................................................................6.5
Maintaining Users ........................................................................................................................6.5
Finding Users ...............................................................................................................................6.5
Editing Users ..........................................................................................................6.6
Editing Organizations ..........................................................................................................................6.7
Managing My Account .................................................................................................7.1
Editing My User Account ....................................................................................................................7.2
Maintenance .................................................................................................................8.1
Managing Schools ..............................................................................................................................8.2
Adding Schools ............................................................................................................................8.2
Editing School Information ...........................................................................................................8.3
Deleting Schools ..........................................................................................................................8.3
Listing All Schools ........................................................................................................................8.3
Managing Physicians ....................................................................................................................8.4
Adding Physicians .....................................................................................................................8.4
Editing Physician Information .....................................................................................................8.5
Deleting Physicians ....................................................................................................................8.5
Listing All Physicians ..................................................................................................................8.6
Managing Clinicians .........................................................................................................................8.6
Adding Clinicians .......................................................................................................................8.6
Editing Clinician Information .....................................................................................................8.7
Merging Clinicians ....................................................................................................................8.8
Deleting Clinicians ....................................................................................................................8.8
Listing All Clinicians ..................................................................................................................8.9
Managing Inventory .....................................................................................................9.1
Adding New Inventory .........................................................................................................................9.2
Viewing Inventory ...............................................................................................................................9.3
Updating Inventory .........................................................................................................................9.4
Table 1: Reasons for Adding or Subtracting Inventory .................................................................9.5
Modifying Quantities of Multiple Vaccines ..............................................................................9.6
Inventory Alerts................................................................................................9.6
Updating Alert Preferences ..........................................................................................................9.6
Printing Inventory ........................................................................................ 9.8
Viewing Inventory Transactions ........................................................................................................9.9
Table 2: Transaction Types ..................................................................................................9.9
Table 3: Vaccine Transactions ...........................................................................................9.10
Table 4: Transaction Totals .......................................................................................................9.10
Printing Inventory Transactions ..................................................................................................9.11
Doses Administered Report ............................................................................................................9.11
Transaction Summary Reports .......................................................................................................9.12
Managing Patients .....................................................................................................10.1
Finding Patients ................................................................................................................................10.2
Examples of ImmuNet Search Criteria ......................................................................................10.4
Use of Drop Down Lists in ImmuNet ................................................................................................10.5
Editing/Entering Patient Information ..................................................................................................10.5
Personal Information Section .....................................................................................................10.6
Patient Information Section ........................................................................................................10.7
Address Information Section ......................................................................................................10.9
Responsible Persons Section………………………………………………………………………..10.10
Deleting an Existing Record………………………………………………………………………….10.11
Patient Comments Section .......................................................................................................10.11
Deleting an Existing Comment……………………………………………………………………….10.13
Patient Notes Section ...............................................................................................................10.13
Saving Patient Information ..............................................................................................................10.13
Deduplication of Patient Records ....................................................................................................10.14
Patient Consent ..............................................................................................................................10.14
Countermeasure and Response Administration Module…………………………………………...…10.15
CRA Event Information Section……………………………………………………………………....10.15
Managing Immunizations ..........................................................................................11.1
Viewing Patient Immunization Information .......................................................................................11.2
Patient Information ....................................................................................................................11.2
Immunization History ........................................................................................................11.3
Vaccines Recommended by Selected Tracking Schedule ........................................................11.5
Other Features on the Immunization History Screen ..............................................................11.6
Entering Immunizations ...................................................................................................................11.7
Immunization Detail Entry Screen …………..…………………....................................................11.8
Duplicate Immunizations……………………………………………………………………………...11.10
Applying a Prerequisite Override to a Patient’s Immunization ...................................................11.11
Editing Immunizations .....................................................................................................................11.11
Editing Historical Immunizations……………………………………………………………………11.11
Deleting Historical Immunizations ............................................................................................11.12
Editing Owned Immunizations From Inventory .........................................................................11.12
Deleting Owned Immunizations From Inventory .......................................................................11.13
Countermeasure and Response Administration………………………………………………………..11.14
Forms and Reports ....................................................................................................12.1
Forms ...............................................................................................................................................12.2
New Patient Form .......................................................................................................................12.2
Parent Notification Letter ............................................................................................................12.3
Parental Notification Labels ........................................................................................................12.4
Patient Consent Form ………………………………………………………………………….………12.4
Withdrawal of Consent Form ……………………………………………………………….…..……..12.5
Reports .............................................................................................................................................12.6
Ad Hoc Reports ..........................................................................................................................12.6
Ad Hoc List Reports ....................................................................................................................12.7
Ad Hoc Count Reports ................................................................................................................12.9
Ad Hoc Report Status ...............................................................................................................12.10
Assessment Reports………………………………………………………………………………….12.11
Understanding the Assessment Report……………………………………………………………..12.13
Benchmark Reports…………………………………………………………………………………12.18
Group Reports…………………………………………………………………………………………12.20
Patient Reports………………………………………………………………………………………12.21
Vaccine Administration Record.................................................................................................12.22
Immunization History Report…………………………………………………………………………12.23
Immunizations Needed Report……………………………………………………………………….12.24
Reminder/Recall……………………………………………………………………………………….12.26
Reminder/Recall Requests…………………………………………………………………………...12.26
Summary Screen………………………………………………………………………………………12.30
Last Notice Date Options……………………………………………………………………………12.31
Reminder/Recall Output Options…………………………………………………………………….12.31
Reminder Letters………………………………………………………………………………………12.31
Mailing Labels………………………………………………………………………………………….12.32
Patient Query Listings…………………………………………………………………………………12.33
Creating Custom Letters……………………………………………………………………………12.33
Generating Custom Letters…………………………………………………………………………..12.35
Vaccine for Children (VFC) Reports…………………………………………………………………12.36
Understanding the Vaccines for Children Report by Vaccine Group……………………………..12.37
Understanding the Vaccines for Children Report by Age Group………………………………….12.39
Comprehensive Clinic Assessment Software Application (CoCASA) Extracts…….……………12.41
Importing a Text File into CoCASA…………………………………………………………………..12.43
Data Exchange ...........................................................................................................13.1
Data Exchange Through ImmuNet .................................................................................................13.2
Provider Organization Data Exchange ...................................................................................13.2
Creating a test file for Data Exchange……………………………………. .................................13.2
Setting up your organization for Data Exchange. ........................................................................13.2
Uploading a file for Data Exchange.............................................................................................13.3
Data Collected via Data Exchange……………………………………………………………………13.4
Patient Information Table………………………………………………………………………………13.5
Immunization Information Table…………………….…………………………………………13.6
HMO Data Exchange………………………………………………………………………………...…13.7
School User….............................................................................................................14.1
Finding Student Screen ………..……….............................................................................................14.2
Search Criteria…………………………………………………………………………………………..14.2
Student Name Search………………………………………………………………………………….14.2
Mother’s Name Search…………………………………………………………………………………14.3
Birth Date Search……………………………………………………………………………………….14.3
Gender Search………………………………………………………………………………………….14.4
Search Results………………………………………………………………………………………….14.4
Student Immunization History Screen….….......................................................................................14.5
Student Information……………………………………………………………………………………..14.5
Student Immunization History………………………………………………………………………….14.6
Recommended Vaccinations…………………………………………………………………………14.7
Manage List Screen………...............................................................................................................14.8
Report Student List Screen..............................................................................................................14.10
Student List……………………………………………………………………………………………..14.11
Check School Report Screen...........................................................................................................14.13
Appendix 1 ..................................................................................................................A1.1
Online Help ......................................................................................................................................A1.2
Screen-Specific Help ................................................................................................................A1.2
General Help ............................................................................................................................A1.3
ImmuNet Help Desk ...................................................................................................................A1.4
Appendix 2 ..................................................................................................................A2.1
Validation of Patient Entry Data .......................................................................................................A2.2
Disallowed Address Entries ..............................................................................................................A2.3
Disallowed First Name Entries ..........................................................................................................A2.3
Disallowed Last Name Entries ..........................................................................................................A2.4
Glossary .......................................................................................................................G.1
Introduction
In this chapter:
What Are Immunization Registries?
Why We Need Immunization Registries
Maryland Immunization Registry
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 A re Immunization R egis tries ?
Immunization registries are confidential, computerized state- or community-based information
systems. In the Healthy P eople 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 R egis tries
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.
•
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.
1.2
Maryland Immunization Registry
Introduction
Maryland Immunization Registry
The Center for Immunization is proud to offer ImmuNet to Maryland Immunization Providers. To
date, ImmuNet contains over 1,000,000 patient records and 7,000,000 immunizations. Currently
used in 217 offices, ImmuNet is proving helpful in doing more than just tracking children in need
of vaccination.
ImmuNet:
•
Assists in vaccine management;
•
Prints a completed school immunization certificate;
•
Consolidates immunization records; and
•
Provides offices with the capability to print reminders.
Are you ready to sign up?
Contact our office via phone or email and we will promptly send you an enrollment packet.
Once the packet is complete and submitted, you will be contacted about training. During our
current enrollment period, trainings can be provided onsite at your office at a time that is
convenient to you.
Need a little more information?
If you are a Vaccine for Children (VFC) provider, your Consultant can provide you with some
basic information about ImmuNet. If you have access to the Internet, check us out at
www.mdimmunet.org.! Looking forward to working with you!
Center for Immunization
201 W. Preston Street
Suite 318
Baltimore, MD 21201
410-767-6794
[email protected]
Introduction
Maryland Immunization Registry
System
Requirements
In this chapter:
Internet Access
Hardware Requirements
Software Requirements
Internet Access
Since ImmuNet is a web-based application, you will need reliable internet access, preferably
with a dedicated high speed connection, to access ImmuNet System. A modem connection will
also work, but is not recommended.
Hardware Requirements
•
The following are minimum hardware requirements for accessing ImmuNet:
•
Pentium 500 MHz computer.
•
64 MB RAM.
•
500 MB free disk space.
•
Screen display set at a minimum of 800 x 600 resolution and 256 colors.
•
Mouse and keyboard.
Software Requirements
•
Internet Browser software:
•
Microsoft® Internet Explorer, version 7.0 or higher.
•
Netscape® version 7.x is compatible for use with ImmuNet.
•
Windows® 98 and all subsequent Windows® versions.
•
Adobe Acrobat Reader® 6.0 or higher.
•
For networked computers, TCP/IP Port 543 of the network firewall must be open for
outgoing HTTPS (secure HTTP) connections to access the ImmuNet production
application.
Notes: TCP/IP Port 743 of the network firewall must be open to access the ImmuNet training
application.
2.2
Maryland Immunization Registry
System Requirements
Accessing
ImmuNet
In this chapter:
Opening ImmuNet
Post Login
Exiting ImmuNet
Accessing ImmuNet
Maryland Immunization Registry
3.1
Opening ImmuNet
To access the ImmuNet 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). For example, the browser icon for
Microsoft® Internet Explorer looks like this:
click on it with your left mouse button.
Once you have located the icon, double
2. Type in the URL for the Maryland ImmuNet Site: https://167.102.229.85/prdIR/portalInfoManager.do in the address bar at the top of the browser, or you can select
File and Open.
The page that will initially show when logging into ImmuNet will be determined by how your
account is set up.
a. User accounts set up with access to one organization will be taken to the
ImmuNet Home page shown below.
3.2
Maryland Immunization Registry
Accessing ImmuNet
b. User accounts set up with access to more than one organization will be taken to the
Manage Access/Account Screen shown below.
Accessing ImmuNet
Maryland Immunization Registry
3.3
Post Login
Once in ImmuNet, you may access the Manage Access/Account Screen to switch
organizations, manage users, or manage your own account depending upon your specific role
that was assigned to you when your account was set up. To do this, simply click the Manage
Access/Account button at the top of the screen in ImmuNet. The Manage Access/Account
Screen will display. For more information on the functions available on the Manage
Access/Account Screen, refer to the Managing Users and Organizations and Managing My
Account chapters of this manual (i.e., Chapters 6 and 7 respectively).
Exiting ImmuNet
To exit from the ImmuNet application, press the
button on the ImmuNet menu bar at
the top of the screen. You may logout this way from any screen within ImmuNet.
3.4
Maryland Immunization Registry
Accessing ImmuNet
Optimizing
ImmuNet
In this chapter:
Optimizing Browser Performance
Running Reports with Adobe Acrobat® Reader
Efficient Screen Navigation
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 6.0)
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.
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
4.2
.
Maryland Immunization Registry
Optimizing ImmuNet
Clearing History Files (Netscape® 6.0)
1. Click Edit and choose Preferences.
2. Under the Navigator category, choose History (if no options are visible in this category, click
the arrow to expand the list).
3. Press
from the lists.
and/or
to remove all previously visited Web pages
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 ImmuNet 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 ImmuNet screens. To return to normal screen mode,
press F11 again.
Optimizing ImmuNet
Maryland Immunization Registry
4.3
Running Reports with Adobe Acrobat Reader®
ImmuNet uses at a minimum Adobe Acrobat Reader® 6.0 to display reports in portable
document file (PDF) format. This format allows you to print reports exactly as they appear
online.
Running Acrobat Reader® Files
The first time a report is displayed using Acrobat Reader®, a window may appear asking
whether you want to run the file or save the file to disk. Choose “Run the file” and “Do not
display this message again.”
If you try to print a report in Acrobat® and find that some of the text is illegible, choose File,
Preferences, and General on the Acrobat® menu bar. In the General Preferences dialog box,
make sure the “Smooth Text and Images” box is checked.
Problems Running Reports in Acrobat®
If, while using Adobe Acrobat Reader® 6.0, you get a small icon resembling a Rubik’s cube and
the report does not display, Acrobat Reader® needs to be opened in a separate window. To do
this, follow these steps:
1. Press the
button on the lower left corner of your computer screen.
2. Click on Programs.
3. Click on Adobe Acrobat® 6.0.
4. On the Acrobat Reader® menu bar, click on File.
5. Choose Preferences.
6. Choose General.
7. Under Options, uncheck Web Browser Integration.
8. Press
.
Try to run your report again. If you continue to have problems, contact the ImmuNet Help Desk
at (410) 767-6606.
File Transfer Protocol Server Access
When running reports and data downloads, ImmuNet 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 technology (IT) staff if you suspect your FTP access is blocked.
4.4
Maryland Immunization Registry
Optimizing ImmuNet
Efficient Screen Navigation
Microsoft® Windows® often allows users several ways to accomplish certain tasks. Because
ImmuNet 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
ImmuNet, 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.
Keyboard Shortcuts in ImmuNet
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):
The left arrow key moves the cursor one character to the left.
→ (Right Arrow): The right arrow key moves the cursor one character to the right.
Ctrl+←:
Holding 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.
Optimizing ImmuNet
Maryland Immunization Registry
4.5
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:
The Delete key deletes the character to the right of the cursor. If the field is
highlighted, all highlighted text is deleted.
Backspace:
The Backspace key deletes the character to the left of the cursor. If the field
is highlighted, all highlighted text is deleted.
Home:
The Home key positions the cursor to the left of the first character in the field.
End:
The End key positions the cursor to the right of the last character in the field.
Shift:
Using the Shift key in conjunction with any key affecting cursor position will
highlight all characters in the field between the starting cursor position and
the ending cursor position. For example, if the cursor is at the end of a field
and Shift+Home is typed, the cursor is repositioned to the left of the
beginning of the field and the entire field is highlighted.
Ctrl:
Using the Ctrl key in conjunction with any key affecting cursor position will
move the cursor all the way to either end of the field, or the next space in the
indicated direction. Using the Ctrl and Shift keys simultaneously not only
moves the cursor, but also highlights all text in the field between the starting
cursor position and the ending cursor position.
Space:
When the cursor is at a check box, the Space bar toggles the check mark on
and off.
4.6
Maryland Immunization Registry
Optimizing ImmuNet
Mouse Shortcuts in ImmuNet
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, ImmuNet displays a pop-up menu
with various options. If any items are grayed out, there is either no
text currently selected or no text is currently on the clipboard. The
pop-up menu, or toolbar options are as follows:
Undo:
Selecting the Undo option reverses your last action. Undo may be
repeated several times.
Cut:
Selecting the Cut option deletes all highlighted text in the current
field and places it on the clipboard.
Copy:
Selecting the Copy option duplicates all highlighted text in the
current field on to the clipboard without changing the highlighted
field.
Paste:
Selecting the Paste option inserts the contents of the clipboard into
the current field.
Delete:
Selecting the Delete option removes the highlighted text without
placing it on the clipboard.
Select All:
Selecting the Select All option highlights all text in the current field.
Optimizing ImmuNet
Maryland Immunization Registry
4.7
Home Page
In this chapter:
Menu Bar
Menu Panel
Announcements
Release Notes
Inventory Alerts
To access the ImmuNet home page, please follow the instructions outlined in the
“Opening ImmuNet” section of Chapter 3 of the ImmuNet User Manual.
The home page of ImmuNet is divided into several sections. It may be necessary to use
the vertical scroll bar to the right of the ImmuNet screen to view all sections of the home
page.
Menu Bar
At the top of the screen, you have several menu options. These menu options will
appear on every screen within ImmuNet. The options available are the following:
Home:
5.2
Clicking this menu option will return you to the ImmuNet
home page from anywhere in the application.
Maryland Immunization Registry
Home Page
Manage Access/Account: Clicking this menu option will bring you to the Manage
Access/Account page, where you may switch
organizations, manage your account, or manage access to
other accounts. Refer to the Managing Users and
Organizations and Managing My Account chapters of this
manual for more information on these functions (i.e.,
Chapters 6 and 7 respectively).
Forms:
Clicking on this menu option shows a list of hyperlinks for
printing blank forms and supporting documentation, such
as the user manual, data exchange specifications, consent
forms, and parent notification letter.
Related Links:
Clicking on this menu option displays links to other web
sites that contain information of interest to the
immunization community.
Logout:
Clicking on this menu option will log you out of your current
ImmuNet session. You may logout from any screen within
ImmuNet. The system then gives you the option of going to
the ImmuNet page or Immunization page.
Help Desk:
Clicking on the Help Desk menu option will give you a
screen with contact information for the Help Desk.
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 yellow. This row
contains your organization’s name, your first and last name, and your role within
ImmuNet for your organization. If any of this information is incorrect, contact your
organization’s ImmuNet administrative user. The Administrative User should refer to
Chapter 6, Managing Users and Organizations for instructions on revising organization
and user information.
Menu Panel
The menu panel is shaded in blue and appears on the left of all screens within ImmuNet.
Menu Selections
These links, which include functions under Patients, Immunizations, Reports,
Maintenance, and others, are used to navigate the ImmuNet application. To perform a
particular function in ImmuNet, click on the appropriate link under the Menu Panel. Your
role will determine your access to these functions.
Home Page
Maryland Immunization Registry
5.3
Announcements
The center portion of the home page, which has a white background, contains important
information on enhancements and maintenance relating to ImmuNet and immunization
related material. 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 “New” icon will disappear. To view a full announcement,
do the following:
1. Click on the underlined announcement title.
2. The ImmuNet 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.
Release Notes
Release Notes are found under the Announcements section of the home page. This
section contains information regarding new releases of ImmuNet and features included
in the releases. Release notes may be viewed in the same manner as Announcements.
Inventory Alerts
The inventory alerts section will appear on the ImmuNet home page under the Release
Notes section.
The inventory alerts section of the home page consists of four tables.
The top table “Vaccine Order/Transfer Notification” lists orders/transfers that have been
shipped, orders/transfers that are awaiting return shipment, and orders/transfers that
have been rejected. This table is not currently active in ImmuNet.
The next table, “Active Inventory That is Going to Expire or Expired Lots with a
Quantity”, lists vaccines that going to expire (within 30 days is the default setting) as well
as lots which have expired and still have a quantity.
The next table, “Inventory that is Running Low by Vaccine Group”, lists inventory that is
nearly depleted by vaccine group. This table indicates whether the vaccine is public
(VFC vaccine) inventory or Private inventory.
The bottom table “Inventory that is Running Low by Trade Name” lists inventory that is
nearly depleted by trade name. This table indicates whether the vaccine is public (VFC
vaccine) inventory or Private inventory
5.4
Maryland Immunization Registry
Home Page
Managing
Users and
Organizations
In this chapter:
User Roles
Adding Users
Adding Multiple Users
Maintaining Users
Editing Organizations
The Manage Access function allows Administrative Users to add and update information on
both users and their organization(s), which the administrative user has access.
Standard Users are able to update only their own user information using the Manage My
Account function. See Managing My Account, Chapter 7, of this manual for more information on
this function.
User Roles
ImmuNet is set up to accommodate a variety of user types. Each user will have access to
certain features in the application based on the role that is assigned. The roles or levels of
access for ImmuNet are hierarchical as follows:
1. Administrative User: This is the main contact for ImmuNet within the health care
organization. The administrative user is responsible for the maintenance of all organization
specific information, including users and clinicians. The administrative user is authorized to
set up and maintain the ImmuNet Inventory Module for their organization. They also can
access all the functions of the Standard User role described below.
2. Standard User: This is the primary user of ImmuNet. The standard user adds, edits, and
finds patients, manages immunizations information, and generates both patient specific and
organizational level reports. Examples of organizational level reports in ImmuNet include:
reminder/recall reports, Comprehensive Clinic Assessment Software Application (CoCASA)
extracts, Ad Hoc reports and immunization benchmark reports.
3. Pharmacist User: This role may be assigned to a pharmacist authorized to administer
immunizations. This role provides access to similar functionality as a Standard User in
ImmuNet.
4. School User: This role has read only access to view students in ImmuNet. For more
information on School Users, refer to Chapter 12: School Access.
5. Reports Only User: This role has read only access to view patient immunization histories
and includes the capability to run reports. The Reports Only role is appropriate for
individuals within an organization that do not need full access to ImmuNet.
Note: Required fields have asterisks and display in blue text. For example, when entering
information on the Add User screen, the user’s first and last name are required: thus
they have an asterisk and are shown in blue. Input fields not shown in blue are optional,
although we strongly recommend that email address be included in every ImmuNet user
account.
6.2
Maryland Immunization Registry
Managing Users and Organizations
Adding Users
The Administrative User can add both Administrative and Standard Users to their organization.
To add a user to ImmuNet, follow these steps:
1. Access the Manage Access/Account page by clicking the Manage Access/Account button
at the top of the ImmuNet Home Page.
2. Click on Add User under the Manage Access section of the menu panel.
3. You must enter the user’s First Name, Last Name, and Email.
4. Enter additional information if desired, such as the Street Address and work Telephone
Number. If the user has an administrative user role, you will be required to enter his or her
work address, Email, and Phone Number.
5. Press
.
Managing Users and Organizations
Maryland Immunization Registry
6.3
6. Once a user is successfully saved in the database, the following message will be displayed
at the top of the Edit User screen:
“User Added, please proceed to the Modify Access Tab. User does not have access until
you do“
Modifying Access
After adding a user, you must complete the Modify Access screen to assign the user access to
the appropriate organization. To give a user access, follow these steps:
1. At the Edit User screen, click the Modify Access tab.
2. Select the appropriate Organization for the user to access by selecting the name from the
Organization drop down list.
3. Select the appropriate Role for the new user.
4. Press
6.4
under Add Access to add the information entered for this user.
Maryland Immunization Registry
Managing Users and Organizations
5. Press
when you have finished entering access information for this user.
Note: If you give a user access to more than one organization, he or she will need to select a
specific organization to access upon logging in.
Adding Multiple Users
Administrative users also have the option of adding multiple standard users at once for their
organization. This is the quickest way to set-up standard user accounts. To add multiple
standard users, follow these steps:
1. Access the Manage Access/Account page by clicking the Manage Access/Account button
at the top of the ImmuNet Home Page.
2. Click on Add Multiple Users under the Manage Access section of the menu panel.
3. At the Add Multiple Users screen, select ImmuNet from Application drop down list and then
select your organization’s name from the Organization drop down list. If you do not see your
organization’s name in this field, please contact the ImmuNet Help Desk for assistance.
4. Next enter the last name, first name, and role for the user.
5. Press
6. Follow Steps 3 and 4 for each additional user;
7. When finished saving the last user, click on the ImmuNet link under the Application section
of the menu panel to return to the ImmuNet home page.
Maintaining Users
ImmuNet allows administrative users to edit user accounts for their organization(s).
Administrative users must find the individual’s user account in ImmuNet prior to editing their
account information.
Finding Users
To find a user account within your organization, follow these steps:
1.
Access the Manage Access/Account page by clicking the Manage Access/Account
button at the top of the ImmuNet Home page.
2.
Click on Edit User under the Manage Access section of the menu panel.
Managing Users and Organizations
Maryland Immunization Registry
6.5
3. At the Edit User –Search screen, select the user’s organization from the Organization
drop down list. If you are associated to only one organization, ImmuNet will default to your
organization’s name. If you are associated to multiple organizations, select the appropriate
organization before moving on to Step 5.
4. Select the Status of the end user you are searching for in ImmuNet. The Status field will
always default to Active. This means ImmuNet will only search and find active users for
your organization. If you are searching for Disabled and Terminated user accounts, select
the appropriate box before moving on to Step 6.
5.
Enter the last and first name of the user for whom you are searching, or leave both fields
blank to bring up a complete list of users associated to your organization.
6. Press
7. All names matching the search criteria will be listed under the Search Results portion of the
screen. To display the Edit User screen for a specific user, click the user’s last name.
Note: If a user has not accessed ImmuNet for 90 days or more, ImmuNet will automatically
inactivate that user. To search for a user who has been inactivated, be sure to check the
“Disabled” box on the search screen; this will bring up both disabled and inactivated
users. You may then change the user’s status to active on the Modify Access tab.
6.6
Maryland Immunization Registry
Managing Users and Organizations
Editing Users
The Edit User function allows you to change any previously entered information about a user,
including their status (active, disabled or terminated). To edit user information, follow these
steps:
1. After completing Steps 1-8 outlined above in Finding Users, click on the user’s last name to
access their Edit User screen.
2. To change a user’s status, proceed to step 6 in this section.
3. Press
when you are finished updating the user’s information.
4. Once a user is successfully saved in the database, “User Updated” will appear at the top of
the Edit User screen.
5. To modify the access of the user, click the Modify access tab
.
6. To edit current access, check the Select box for the access to be edited. Press
7. Update the user’s role and/or status for the selected access and press
.
.
8. Once a user’s access is updated, “User Access Updated” will appear at the top of the Modify
Access screen.
Editing Organizations
Administrative Users may also edit their organization information by following these steps:
1. Access the Manage Access/Account page by clicking the Manage Access/Account button
at the top of the ImmuNet Home page.
2. Click on Edit Organization under the Manage Access section of the menu panel.
3. Select the organization you wish to edit by clicking on the underlined organization name.
The organization with an asterisk before the name indicates the parent organization and will
only display if the administrative user has access to it.
4. Enter the updated organization Name, County, Address, Contact, Email, or Phone Number.
The Org ID, Org Classification, Type, and Medicaid ID can only be updated by contacting the
ImmuNet Helpdesk.
5. Press
. The message “Organization Updated” will display at the top of the screen. For
additional information regarding Editing Organizational Information, please contact the
ImmuNetN Help Desk.
Managing Users and Organizations
Maryland Immunization Registry
6.7
Managing My
Account
In this chapter:
Editing User Information
Editing My User Account
ImmuNet allows all users to manage their own user account information. To verify or edit your
user account information go to the Edit My User Account screen located on the Manage
Access/Account page. You can access this page from your ImmuNet home page by selecting
the Manage Access/Account button on the header.
1.
7.2
Under the Manage My Account section of the menu panel, click on Edit My User
Account. This will invoke the Edit User screen as shown on the next page.
Maryland Immunization Registry
Managing My Account
2. Edit your first or last name in the appropriate fields. You may also enter or edit any
additional fields as necessary. Be sure to provide a valid email address or business phone
number.
3. Press Save. If changes were made, the message “User Updated” appears on the screen.
Note: The first and last name fields on the Edit User screen are required fields, which is why
they show in blue. If you are an Administrative User, the Email, Street Address, and
Phone Number fields are also required. You may edit these fields, but do not remove the
information from them.
Managing My Account
Maryland Immunization Registry
7.3
Maintenance
In this chapter:
Managing Schools
Managing Physicians
Managing Clinicians
The Maintenance section on the menu panel allows ImmuNet Administrative Users to add and
update information on schools, physicians, and clinicians.
Managing Schools
ImmuNet Administrative Users may enter new and update existing schools and daycare centers
using the Manage Schools function. Schools entered using this function will be available for
selection from a drop down list on the Patient Demographic screen. Reports may then be
generated by school.
Adding Schools
1. On the ImmuNet Home page, click on “Manage Schools” under the “Maintenance section” of the
menu panel.
2. On the Manage Schools screen, press
.
3. Below the Add School box, fill in the name of the school in the appropriate text field. Enter any
additional information you wish to supply for the school in the appropriate fields.
4. Press
.
5. Once your school information is successfully saved, “School Added” will appear in the upper right
corner of the Edit School box.
6. Press List All to return to the Manage Schools screen.
Note: Required fields are shown in blue text. For example, when entering information on the
Add School screen, the School name is required; thus they are shown in blue type.
Input fields not shown in blue are optional.
8.2
Maryland Immunization Registry
Maintenance
Editing School Information
1. On the ImmuNet Home page, click on Manage Schools under the Maintenance section of
the menu panel.
2. On the Manage Schools screen, choose the school whose information you would like to edit
from the “Select a School to Edit” drop down list at the top of the screen. Or, click on the
school’s name in the School Listing at the bottom of the screen.
3. Add or change information in the Add School box.
4. Press
.
5. Once your changes are successfully saved, “School Updated” will appear in the upper right
corner of the box.
6. Press
twice, or the
button, to return to the Manage Schools screen.
Deleting Schools
1. On the ImmuNet Home page, click on Manage Schools under the Maintenance section of
the menu panel.
2. On the Manage Schools screen, choose the school whose information you would like to
delete from the Select a School to Edit drop down list at the top of the screen.
3. In the Edit School box, press
.
4. A box will open asking if you want to delete this school. Press
.
5. ImmuNet will return to the Manage Schools screen and the message “School deleted” will
appear at the upper right corner of the screen.
Listing All Schools
A list of all schools entered into an organization’s database may be viewed by choosing
on the Manage Schools screen.
Maintenance
Maryland Immunization Registry
8.3
Managing Physicians
Physicians are considered Primary Care Providers (PCP) in ImmuNet. Administrative users can
utilize the Add Physician/Edit Physician screens to enter new and update existing Primary Care
Providers. Health care organizations or clinic names may also be entered in the Add Physician
screen. Physicians or health care organizations entered on this screen will be available for
selection from the Provider (PCP) drop down list on the Patient Demographic screen. Reports
may then be generated from this data.
Adding Physicians
1. On the ImmuNet Home page, click on Manage Physicians under the Maintenance section
of the menu panel.
2. On the Manage Physicians screen, press
.
3. At the Add Physician box, fill in the required field, Last Name, plus any additional information
you wish to supply about the physician. The Prefix/Title field, for example, could be filled
with “Dr.” or the Suffix field would then be “M.D.” To add a clinic name, type the site name in
the Last Name field and the location in the First Name field.
4. Press
.
5. Once the physician is successfully saved, “Physician Added” will appear in the upper right
corner of the Edit Physician box.
6. Press List All button to return to the Manage Physicians screen.
8.4
Maryland Immunization Registry
Maintenance
Note: When entering a physician on the Add Physician screen, keep in mind that this is a
primary care provider, associated to the patient, not to a vaccination. Provider-PCP may
be used for filtering when running a Reminder/Recall report.
Editing Physician Information
1. On the ImmuNet Home page, click on Manage Physicians under the Maintenance section
of the menu panel.
2. On the Manage Physicians screen, choose the physician whose information you would like
to edit from the Physician Name drop down list at the top of the screen. Or, click on the
physician’s name in the Physician Listing at the bottom of the screen.
3. Add or change information in the Edit Physician box.
4. Press
.
5. Once your changes are successfully saved, “Physician Updated” will appear in the upper
right corner of the Edit Physician box.
6. Press
Maintenance
twice, or the
to return to the Manage Physicians screen.
Maryland Immunization Registry
8.5
Note: When adding Physicians and Clinicians into ImmuNet, this does not create a ImmuNet
User Account for them. Please refer to Chapter 6 Managing Users and Organizations,
for instructions on adding users into ImmuNet.
Deleting Physicians
1. On the ImmuNet Home page, click on Manage Physicians under the Maintenance section
of the menu panel.
2. On the Manage Physicians screen, choose the physician whose information you would like
to delete from the Physician Name drop down list at the top of the screen. Or, click on the
physician’s name in the Physician Listing at the bottom of the screen.
3. In the Edit Physician box, press
.
4. A box will open asking if you want to delete this physician. Press
.
5. Once your changes are successfully saved, “Physician Deleted” will appear in the upper
right corner of the Manage Physicians screen.
Listing All Physicians
A list of all physicians entered into an organization’s database may be viewed by pressing
on the Select a Physician to Edit screen.
Managing Clinicians
Clinicians are the individuals within the organization who administer vaccines to patients.
Ordering Authorities are the individuals that approve the administration of vaccines. A clinician
may be associated with one or more clinic sites. Examples of clinicians are physicians,
physician assistants, and nurses. ImmuNet Administrative Users will use the Manage Clinicians
function to enter new, and update existing clinicians within the organization. Clinicians added to
ImmuNet through this function will be available from drop down lists used for recording
immunizations.
Adding Clinicians
1. On the ImmuNet Home page, click on Manage Clinicians under the Maintenance section of
the menu panel.
2. Press
8.6
.
Maryland Immunization Registry
Maintenance
3. At the Add Clinician Information screen, choose a role for the clinician. Definitions of these
roles are as follows:
Clinician: The Clinician is the person who administers the vaccination.
Ordering Authority: The Ordering Authority is the individual that authorizes the
administration of a vaccine.
Ordering Authority/Clinician: Check this option if the person both authorizes and
administers vaccines, such as a pediatrician.
4. Fill in the required field, Last Name, and any other fields you wish to complete. The Prefix
field, for example, might be filled with “Dr.” and the Suffix field would then be “M.D.”
Maintenance
Maryland Immunization Registry
8.7
5. In the Complete Site Listing field at the bottom of the screen, highlight a site with which the
clinician will be associated and press
. Do this for each site at which the clinician may
practice. If the clinician is associated with all the sites in the Complete Site Listing, press
.
6. Press
.
7. After the clinician is successfully saved, the message “Record Updated” will appear at the
top of the screen.
8. Press
to return to the Manage Clinicians screen.
Notes: Required fields are shown in blue text. For example, when entering information on the
Managing Clinicians screen, the clinician last name is required; thus they are shown in
blue text. Input fields not shown in blue are optional.
Editing Clinician Information
1. On the ImmuNet Home page, click on “Manage Clinicians” under the Maintenance section of
the menu panel.
2. Press
or click on the appropriate clinician name on the table at the bottom of
the Manage Clinicians screen. If you choose this latter option, skip to
Step 4.
3. At the Clinician Search screen, enter the last and first names of the clinician and press
to bring up his or her information. Then click on his or her last name in the Search Results
to bring up a list of clinicians within the
table. Or, leave both fields blank and press
organization. You may then click on the last name of the clinician within the Search Results
table to bring up his or her information.
4. Make the desired changes or updates to the clinician’s information.
5. Press
.
6. Once the clinician’s information is successfully updated, the message “Updated clinician:
“<last name>, <first name>” will appear at the bottom of the screen.
7. To return to the Manage Clinicians screen, press
.
Merging Clinicians
8.8
Maryland Immunization Registry
Maintenance
Occasionally, clinicians are entered more than once in ImmuNet, creating duplicate records. To
eliminate extraneous records using ImmuNet merge clinician feature, follow these steps:
1. On the ImmuNet Home page, click on “Manage Clinicians” under Maintenance section of the menu
panel.
2. Press Find Clinician.
3. Enter the last and first names of the clinician. Press Find.
4. Select at least two clinicians from the search results table and press Merge.
Deleting Clinicians
1. On the ImmuNet Home page, click on “Manage Clinicians” under the Maintenance section of
the menu panel.
2. On the Manage Clinicians screen press
or click the appropriate clinician name
in the table at the bottom of the Manage Clinicians screen. If you choose the latter option,
skip to step 5.
3. At the Clinician Search screen, enter the first and last name of the clinician and press
to bring up his or her information. Then click on his or her last name in the Search Results
table. Or, leave both fields blank and press
to bring up a list of clinicians within the
organization. You may then click on the last name of the clinician within the Search Results
table to bring up his or her information.
4. At the Edit Clinician Information screen, press
.
5. A box will open asking if you want to delete this clinician. Press
.
6. ImmuNet will return you to the Manage Clinicians screen.
Listing All Clinicians
1. On the ImmuNet Home page, click on “Manage Clinicians” under the Maintenance section of
the menu panel.
2. On the Manage Clinicians screen, press
.
3. The Clinician Listing screen will open, showing all available clinicians, their organization
association(s), and their role(s).
4. Press
Maintenance
to return to the Manage Clinicians screen.
Maryland Immunization Registry
8.9
Managing
Inventory
In this chapter:
Adding New Inventory
Viewing Inventory
Updating Inventory
Inventory Alerts
Viewing Inventory Transactions
Doses Administered Report
Transaction Summary Report
The Inventory Module in ImmuNet is designed to be a complete tracking system for a provider’s
vaccine inventory. Administrative Users of ImmuNet have the ability to set up the inventory
module for their organization and regularly view, add, or update any vaccine in an organization’s
inventory.
Adding New Inventory
Use the Add Vaccine function only if you are adding a vaccine with a new lot number. If you are
adding vaccine to a lot number that already exists in your inventory, refer to Updating Inventory.
1.
Click on Manage Inventory under the Inventory section of the menu panel.
2.
At the Inventory Alerts screen, press
3.
Press
4.
At the Add Vaccine Inventory Information screen, do the following:
.
.
• Choose the vaccine’s trade name from the drop down list provided. Once you have
selected a Trade Name, the Manufacturer field will be populated.
• Enter the lot number of the vaccine in the Lot Number text box.
• Choose the dose from the Dose Size drop down list; choose .2,.25, .5, .65,1 ml, or 2 ml.
• Enter the vaccine lot’s expiration date. Fill in the field using the MM/DD/YYYY format or
use the pop-up calendar by clicking the calendar icon to the right of the field. Then
choose a month and year from the drop down lists at the top and choose a day by
clicking on the appropriate calendar day. Press
. If no day is specified on the
vaccine, enter the last day of the month.
• Choose from the drop down list the funding type (public or private) used for the purchase
of the vaccine.
9.2
Maryland Immunization Registry
Managing Inventory
• Choose Yes from the Lot Active drop down list. When adding new inventory, the lot may
only be entered as active. This controls whether the lot shows up on the drop down list
on the add immunization screen.
• Enter the number of vaccine doses received in the Quantity on Hand text box.
• Enter the cost per dose of the vaccine, if desired, in the Cost Per Dose Field.
5. Press
.
6. If the new vaccine was saved successfully, the message “Inventory was inserted
successfully” will appear at the bottom of the screen.
7. To add additional vaccines, press
and repeat Steps 4-6.
8. To return to the Show Inventory screen, press
.
Viewing Inventory
To view your organization’s vaccine inventory in ImmuNet, follow these steps:
1. Click on Manage Inventory under the Inventory section of the menu panel.
2. Press
.
3. The inventory table shown by default will include vaccines within your organization’s
ImmuNet Inventory Module. This list will include non-expired active and inactive vaccines.
The following is a description of all options available:
•
•
•
•
Active: Select the 'Active' option to view only those vaccine lots that have valid (nonexpired) doses remaining in the inventory module.
Inactive: Select the 'Inactive' option to view only those vaccine lots that have been set to
inactive by a user or automatically inactivated due to no doses remaining.
Non-Expired: Select the 'Non-Expired' option to view any active or inactive inventory
that has not yet expired.
Expired: Select the 'Expired' option to view any inventory that has expired.
Notes: The red text in the View Inventory screen indicates that a vaccine is inactive. A vaccine
may be inactive for a number of reasons: the inventory for that vaccine’s lot number may
be used up, the vaccines in that lot may be expired, or the vaccines in that lot may have
been recalled and set to inactive by a user.
Vaccines on the View Inventory screen that are highlighted in pink will expire within 30
days.
Manage Inventory
Maryland Immunization Registry
9. 3
The following is an explanation of the columns in the inventory table:
Select:
A mark in this checkbox allows you to modify the quantity of the selected
vaccine.
Trade Name:
This column lists the vaccine’s trade name.
Lot Number:
This column lists the lot number of the vaccine.
Doses On Hand: This column lists the number of doses remaining in the organization’s
inventory.
A “Y” in this column indicates the inventory is active (available for use). An
Active:
“N” indicates the vaccine is inactive (unavailable for use because the vaccine
lot does not have any doses remaining in inventory, the vaccine lot has
expired or the vaccine lot was set to inactive by a user). Inactive vaccines are
shown in red text.
Public:
A “Y” in this column indicates the vaccine was supplied by the State Vaccine
Program. An “N” indicates that the vaccine is private stock purchased by the
organization.
Exp Date:
This column gives the vaccine’s expiration date. Vaccines that will expire in
30 days or less are highlighted in pink.
Updating Inventory
To change information on existing vaccines, follow these steps:
1. Click on Manage Inventory under the Inventory section of the menu panel.
.
2. Press
3. The inventory table shown by default will include active vaccines within the
organization.
4. Select the vaccine lot you wish to update by clicking on the vaccine's trade name, which is
underlined and in blue.
5. On the next screen, make desired changes to any of the fields. Any changes made to a vaccine
after a dose has been administered will be updated in the patient’s record.
6. To modify the quantity of doses on hand, follow steps 1-4 above or check the box under the
Select column for the appropriate lot. Then select the Modify Quantity button located in the
9.4
Maryland Immunization Registry
Managing Inventory
upper right hand corner of the screen. Once on the Modify Quantity screen, enter the
following information:
• Under Action, choose whether you would like to add to or subtract from the inventory on
hand.
• Under Amount, enter the quantity of inventory to be added or subtracted.
• Choose a reason for changing the quantity of the vaccine lot by selecting from the
Reason drop down list. See below:
Table 1: Reasons for adding or subtracting inventory
Receipt of
inventory:
Error correction:
Doses returned:
Doses
transferred:
Doses wasted:
7. Press
Use this reason when you are adding new inventory to a
particular lot.
Use this reason when adding to or subtracting from inventory
doses that were incorrectly entered or when getting extra or fewer
doses from a vial.
Use this reason when adding inventory to a particular lot because
vaccines were returned from another site associated with your
organization.
Use this reason when subtracting inventory that has been
transferred to another site associated with your organization.
Use this reason when doses should be subtracted as a result of
broken vials, faulty injections, improper refrigeration, or public
doses returned to the Department of Health and Mental
Hygiene.
.
8. Once your updates are saved in ImmuNet, the message “Inventory was updated
successfully” will appear at the bottom of the screen.
9. Press
Manage Inventory
to return to the Show Inventory screen.
Maryland Immunization Registry
9. 5
Modifying Quantities of Multiple Vaccines
To change inventory quantities of multiple vaccine lots, follow these steps:
1. Follow Steps 1-3 under Updating Inventory.
2. Check the box under the Select column next to the vaccine lots whose quantities you want
to modify.
.
3. Press
4. On the Modify Doses on Hand screen, enter the following information:
•
Under Action, choose whether you would like to add to or subtract from the inventory on
hand.
•
Under Amount, enter the quantity of inventory to be added or subtracted.
•
Choose an explanation for changing the quantity of the vaccine lot by selecting from the
Reason drop down list. Refer to the list above for a description of the reasons for adding
or subtracting inventory.
•
Press
.
Inventory Alerts
Inventory alerts inform users of the status of their organization’s vaccine inventory. These lists
are displayed on the ImmuNet homepage. Alerts for vaccine that are going to expire, and
vaccines that are running low are initially generated by a system default setting. These alerts
can be customized.
Inventory alerts can also be viewed on the Inventory Alerts screen. Select Manage Inventory,
located under the Inventory heading on the menu panel. The first table under Inventory Alerts
entitled, Vaccine Order/Transfer Notification, is not active in the ImmuNet application. The next
table entitled, Active Inventory That is Going to Expire or Expired Lots with a Quantity, displays
a list of vaccines in the ImmuNet Inventory Module that will expire within a set amount of days
(30 days is the default), as well as vaccines that have expired but still have quantity in
inventory. The last two tables at the bottom of the screen display inventory that is running low by
either vaccine group and trade name (the default low level alerts is 5 doses).
Updating Inventory Alert Preferences
To update Inventory Alert Preferences for expiration and low inventory alerts, follow these steps:
1. Click on Manage Inventory under the Inventory section of the menu
panel.
2. Press
.
3. In the Inventory Expiration Alerts section, the system default is 30 days. To customize this alert
enter the number of days prior to the expiration of any vaccine lot that you would like to be notified.
9.6
Maryland Immunization Registry
Managing Inventory
4. For all low-level alerts the system default is 5 doses. To update these alerts enter the number of
doses that are preferred for low-level alerts for all vaccine groups and/or trade names. Select the
appropriate radio button for Vaccine Group or Trade Name in the Update Low-Level Alert Defaults
section and enter the number of doses.
5. Press
. If the new preferences were saved successfully, the message "Updated Alert
Preferences" will appear at the top of the screen.
To customize low-level alerts for each individual vaccine group or trade name follow these steps:
Vaccine Group:
1. Under Update Low-Level Alerts by Vaccine Group, enter the number of doses that will indicate the
inventory is running low for each vaccine group listed. You may enter a specific number of doses
for private and public vaccines separately or you can enter one combined number for doses of both
private and public inventory. (Public vaccines are received from the State Vaccine Program and
private vaccines are purchased by your organization).
2. Press
.
Manage Inventory
Maryland Immunization Registry
9. 7
Trade Name:
1. Under Update Low-Level Alerts by Vaccine Group, click on the underlined vaccine group to display
the trade names .
2. Enter the number of doses that will indicate the inventory is running low for the trade names listed.
You may enter a specific number of doses for private and public stock separately or you can enter
one combined number for doses of both private and public inventory.
3. Press
.
Notes: To restore all inventory alerts to ImmuNet system defaults, press Reset to
Default. Press
To return to the Manage Inventory screen, press Cancel.
Printing Inventory
To print out a list of inventory, follow these steps:
1. Click on Manage Inventory under the Inventory section of the menu panel.
2. Press
.
3. Click anywhere on the page.
4. 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.
5. 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
.
• In the Properties box, find the section where you may specify orientation. Choose
landscape.
9.8
•
Press
•
Press
.
in the Print dialog box.
Maryland Immunization Registry
Managing Inventory
Viewing Inventory Transactions
The Show Transactions screen is used to display vaccine lot track records for all quantitychanging events that occur within a provider organization's inventory. Read below to learn about
running an inventory transaction report.
1. Click on Manage Inventory under the Inventory section of the menu panel.
2. Press Show Transactions.
3. At the Vaccine Transactions screen, do the following:
•
Enter the “From” and “To” dates for when the immunizations were entered in ImmuNet.
•
Or, enter the “From” and “To” dates for when the immunizations were given to the patient(s).
•
Choose a specific user name or All User Names from the User Name drop down list.
•
Choose a specific transaction type or All Transaction Types. These transactions relate to the
Reason drop down list on the Edit Vaccine Inventory Information screen.
Select the inventory site whose transactions you wish to view or choose All Sites with
Inventory.
•
•
Choose the trade name, lot number, public/private, and site from the Trade Name/Lot
Number drop down list or choose All Lot Numbers from the list.
•
Enter the quantity of records you wish to view in the Display Last <#> Records field.
4. Press VIEW.
5. The Vaccine Transactions screen will then display.
Table 2: Transaction types
Receipt of Inventory (REC):
Immunization Given
(Immunize):
Immunization Deleted
(Delete):
Doses Transferred (TRA):
Doses Wasted (WAS):
Doses Returned (RET):
Error Correction (ERR):
Doses Reconstituted
(RECON):
Manage Inventory
This type indicates vaccines were added as new
inventory.
This type indicates vaccines were subtracted from
inventory because of immunizations given.
This type indicates vaccines were added to inventory
because they were deleted from a patient's record.
This type indicates vaccines were subtracted due to
transfer to another site associated with your
organization.
This type indicates vaccines were subtracted from
inventory because they were wasted through faulty
injections, broken vials, improper refrigeration, or
public doses returned to the Maryland Department
of Health.
This type indicates vaccines were added to inventory
after being returned from another site associated with
your organization.
This type indicates vaccines were added or
subtracted to correct a previous error or after getting
extra or fewer doses from a vial.
This type indicates that a number of doses were
subtracted from an un-reconstituted lot to form a new
reconstituted lot.
Maryland Immunization Registry
9. 9
Table 3: Vaccine transactions
The top chart on the Vaccine Transactions screen gives the following information:
Site Name:
Trans Date:
Lot/Trade
Name:
Type:
Qty:
Patient Name:
DOB:
Vaccines in the table are first sorted alphabetically by your
organization name.
Vaccines are next sorted numerically by transaction date; the most
recent transactions are shown first.
The lot number and trade name of the vaccine are listed in this
column.
Refer to Table 2 in this chapter for an explanation of the transaction
codes shown in this column.
The number in this column indicates the quantity added to or
subtracted from inventory due to the listed transaction type.
The patient name column indicates the patient associated with the
transaction, if applicable.
The date of birth of the patient is indicated in this column, if
applicable.
Table 4: Transaction Totals
The chart at the bottom of the Vaccine Transactions screen gives a breakdown of transactions
by transaction type.
Trans Code:
Trans
Description:
Trans Count:
Trans Value:
9.10
This column displays the abbreviated code that identifies the
transaction type.
This column displays the full transaction type.
This column represents the number of times a particular transaction
type was performed within the dates you specified. For example, if
your organization received two lots of vaccines within the one-week
period for time you specified, the Trans Count would show “2” in
the Receipt of Inventory row.
This column shows the quantity of doses added or subtracted by
transaction type. For example, if you received a combined 103
doses in the two vaccine lots you added to inventory, “103” would
show in the Trans Values column on the Receipt of Inventory row.
Maryland Immunization Registry
Managing Inventory
Printing Inventory Transactions
To print out a list of vaccine transactions, follow these steps:
1. Follow Steps 1 - 4 under Viewing Inventory Transactions.
2. Click anywhere on the page.
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 Properties.
•
In the Properties box, find the section where you may specify orientation. Choose landscape.
•
Press
•
Press
.
in the Print dialog box.
Doses Administered Report
The Doses Administered Report will give you information on how many doses of each vaccine have
been given, by age, within a specified date range. For ImmuNet, this report includes immunization
records from both ImmuNet Inventory and Other Inventory. To generate a Doses Administered report
for your organization, follow these steps:
1. Click on the Doses Administered menu item under the Inventory section of the menu panel.
2. At the Doses Administered screen, choose your organization from the Site drop down list.
3. In the “From” field under Report Date Range, choose a starting date for your report using the
MM/DD/YYYY format.
4. In the “To” field under Report Date Range, choose an ending date for
your report using the MM/DD/YYYY format.
5. Press Generate Report.
6. Press Refresh after a few moments to check the status of your report.
7. Click on the name of your report once it is underlined and displays in blue text.
8. The report displays in Adobe Acrobat 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 Doses Administered screen, press the Back button on your browser.
Manage Inventory
Maryland Immunization Registry
9. 11
.
Transaction Summary Report
The Transaction Summary Report will give you information on how many doses of each vaccine have
been given within a specified date range. The report also gives information on how many doses were
expired, transferred, received, restocked, wasted, or given in error. To generate a transaction summary
report for your organization, follow these steps:
1.
Click on Transaction Summary under the inventory section of the menu panel.
2.
At the Transaction Summary Report Criteria screen, choose a site from the drop down list
or choose All Sites Combined
3.
In the “From” field under Report Date Range, choose a starting date for your report using
the MM/DD/YYYY format.
4.
In the “To” field under Report Date Range, choose an ending date for your report using the
MM/DD/YYYY format.
5.
Press Generate Report.
6.
The report displays in Adobe Acrobat 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 Transaction Summary screen, press the BACK button on your browser.
9.12
Maryland Immunization Registry
Managing Inventory
Managing
Patients
In this chapter:
Finding Patients
Use of Drop Down Lists in ImmuNet
Editing/Entering Patient Information
Saving Patient Information
Deduplication of Patients
Countermeasure and Response Administration (CRA) Module
Because ImmuNet receives immunization information from multiple provider sources, including
birth record downloads, you should always attempt to find a patient in ImmuNet before entering
them as a new patient. However, ImmuNet will attempt to deduplicate (compare entered
information against information saved to the system for duplicate patients) patient records prior
to saving the information on the Enter New Patient screen.
Finding Patients
As mentioned above, it is extremely important that you always search for a patient in ImmuNet
before entering them as new. This will prevent duplicate patient records from being entered into
the system. There are many different combinations of search criteria that can be used to locate
patients in ImmuNet. Remember, when searching for patients in ImmuNet, you are searching on
a statewide level and not just within your organization. With this in mind, when searching for an
existing patient in ImmuNet, more information is not always better. By entering too much
information about a patient (mother’s maiden name, phone number, birth date, etc.) you will
increase your data entry time and decrease the odds of finding the patient due to typing and
interpretation errors. To review recommended search criteria examples, please review the
section “Examples of ImmuNet Search Criteria” later in this chapter.
1. Click on Manage Patient under the Patients menu group on the menu panel.
2. In the Patient Search Criteria box, you have several options for finding your patient.
• Last Name: Entering the first three letters of the patient’s last name, along with the first
two letters of the first name, will initiate a search of all patients 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.” If the patient’s
name is common, typing in the full name will narrow the search.
• First Name: Entering the first two letters of the patient’s first name, along with the first
three letters of the last name, will initiate a search of all patients matching those letters. If
the patient’s name is common, typing in the full name will narrow the search.
Maryland Immunization Registry
Managing Patients
10.2
Entering Names
On all first and last names entered into ImmuNet for patient searches, ImmuNet disregards
spaces, apostrophes, and hyphens entered.
• Middle Name: Entering the first two letters of the patient’s first name, along with the first
three letters of the last name, and the patient’s Middle Name will initiate a search of all
patients matching those letters. If the patient’s name is common, typing in the middle
name will narrow the search.
• Mother’s Maiden Last: Entering the mother’s maiden last name in combination with the
data entered in the Last Name and First Name fields, will narrow a search for a patient
with a common name. Alternately, you may find all patients associated with a mother by
entering only the mother’s first name and maiden last name.
• Mother’s First Name: Entering the mother’s first name, in combination with the data
entered in the above Last Name and First Name fields will narrow a search for a patient
with a common last name. Alternately, you may find all patients associated with a mother
by entering only the mother’s maiden last and first names.
• Birth Date: Entering the patient’s birth date in conjunction with his or her first and last
name will narrow a search for a common name.
• Gender: Indicating the gender of the patient will narrow a search for a common name,
especially if the first name is androgynous.
• Phone: Entering the patient’s phone number only will identify patients with the exact
phone number in ImmuNet. However, this method is not recommended, as a phone
number may not be entered for a patient and phone numbers may change over time.
• Patient ID: Entering the Patient ID only will produce a single name match, if the patient ID
is unique to the organization. To find a patient using this method, the Patient ID must have
been entered previously in the patient record.
3. Press
.
4. If multiple records are found matching the criteria you entered, a table listing up to 75
matches with detailed information on each patient will be shown below the Find Patient
Information box. To choose a patient from this list, click on the patient’s last name,
underlined in blue.
Managing Patients
Maryland Immunization Registry
10.3
5. If only one patient matches your search, ImmuNet will bring you directly to that patient’s
demographic screen in ImmuNet.
6. If no patients match your search, review the search criteria information you entered for
accuracy. If you suspect the patient has not been entered into ImmuNet, proceed to
“Entering A New Patient.”
7. If multiple records are found matching the criteria you entered, and there are over 75
matches, ImmuNet will give a warning that there are too many patients matching your
search criteria. Please refine your search criteria to limit your patient list.
Finding Patients with no First Name
To search for a patient with no first name, you may:
•
Search using only the last name with no other fields filled. Enter the full last name to return
patients whose last name matches what is entered and who do not have a first name.
•
Search using the last name and enter “No First Name” in the first name field. You may
narrow the search of patients with no first name by entering other criteria, such as middle
name, gender or birth date, etc.
Manage Patient vs. Manage Immunizations
Manage Patient and Manage Immunizations are the same query; in other words, they both
utilize the patient search function. The difference is that the Manage Patient query will display
the Demographic screen, while the Manage Immunizations query will display the patient’s
Immunization History screen.
Examples of ImmuNet Search Criteria
It is recommended that users utilize the “3-2” search when attempting to find patients in
ImmuNet. The 3-2 search includes the first three letters of the patient’s last name, followed by
the first two letters of the patient’s first name. However, the following alternative search options
can help refine or narrow search results:
Patient Last Name and Date of Birth (DOB)
Patient First Name and DOB
Patient DOB and Gender
Patient ID
Patient DOB
It is recommended that additional criteria are used when searching for patients with common
names. This will help narrow the list of possible matches in ImmuNet.
Maryland Immunization Registry
Managing Patients
10.4
Use of Drop Down Lists in ImmuNet
When entering information on new patients or editing patient information, you will use drop
down lists for many fields. ImmuNet uses drop down lists — fields that contain a list of options
from which you may choose — rather than free text fields for certain input data. The advantages
of drop down lists over free text fields include:
• Ease of use. Drop down lists allow users to quickly fill in a data field without typing in the
information.
• Health Level 7 (HL7) compliance. HL7 is a method of categorizing data so that it is
uniform across all health reporting systems. This standardization allows providers using
different systems to transfer data easily. With predefined drop down lists ImmuNet stays in
HL7 compliance.
• Uniformity of entered data. By choosing information from a drop down list, users do not
risk entering conflicting information that could decrease the accuracy of ImmuNet reports.
For example, one user using a free text field might enter a county name using an
abbreviation, while another user might spell out the entire name.
• Confidentiality. By using standard drop down lists, ImmuNet avoids confidentiality issues
associated with the typing of free text that could be construed as medical record
information.
Editing/Entering Patient Information
The demographic screen allows you to update or change specific, non-immunization information
relating to any patient in ImmuNet. The Enter New Patient screen, accessed by clicking this
option on the menu panel, allows you to input information for a new patient into ImmuNet. The
demographic and Enter New Patient screens are divided into the following sections: Personal
Information, Patient Information, Address Information, Responsible Persons, Patient Comments,
and Patient Notes.
Note: Organizations participating in a pandemic exercise or event will utilize the CRA Event
Information module located directly beneath the Patient Information section of the
demographic screen.
Managing Patients
Maryland Immunization Registry
10.5
Personal Information Section
The Personal Information Section at the top of the Demographic/Enter New Patient screens
contains patient-specific information used primarily to identify patients when conducting patient
searches. All fields shown in blue font are required. Refer to Appendix 2 of this manual for
information on allowable entry characters and names for these fields.
1.
Last Name: This is a required field.
2.
First name: This is a required field.
3.
Middle name: This is an optional field.
4.
Suffix: This is an optional field.
5.
Birth Date: This is a required field. Fill in the field using the MM/DD/YYYY format, or use
the pop-up calendar by clicking the calendar icon to the right of the field. Then choose a
month and year from the drop down lists at the top and choose a day by clicking on the
.
appropriate calendar day. Press
Children entered by the Maryland Vital Records program do not have editable birth dates.
The parent/guardian must contact the Maryland Vital Records program in the event an
incorrect birth date is in dispute. Contact the ImmuNet Help Desk to obtain the Vital
Records phone number.
6.
Mother’s Maiden Last Name: This is a required field. ImmuNet will allow you to save the
record without this field completed; however, it will request you gather this information for
future deduplication of patients.
7.
Mother’s First Name: This is a required field. ImmuNet will allow you to save the record
without this field completed; however, it will request you gather this information for future
deduplication of patients.
Note: It is critical that the information in the Mother’s Maiden Name fields is accurate. If you do
not have the correct information, leave these fields blank. Please do NOT use a fake
name, foster mother or type “unknown” in the fields.
Maryland Immunization Registry
Managing Patients
10.6
8.
Gender: This is a required field. Select the appropriate option from the drop down list to
choose male or female.
9.
Medicaid ID: This is an optional field. Medicaid ID of the patient.
10. Birth Order: This is an optional field that identifies the birth order of the patient. This field
should only be used for multiple births (e.g. twins, triplets).
11. Birth Country: This field defaults to “United States.” Use the drop down list to select a
different country of birth, if applicable.
12. Last Notice: This field shows the last date that a recall/reminder notice was created for the
patient.
13. Patient Consents to Share Immunization Data: This field indicates written consent has
been obtained for a patient 19 years of age or older.
Patient Information Section
The Patient Information Section gives additional information about the patient.
Click on the Patient Information Section.
1. Patient ID: Type in your organization’s patient ID for the patient. A patient may have
numerous patient IDs associated with him or her; each ID is organization dependent.
2. Ethnicity: Choose the patient’s ethnic background from the drop down list provided.
3. Race: Choose the patient’s race from the drop down list provided.
4. Provider-(PCP): Fill in the patient’s primary care physician (PCP) or health care
organization from the drop down list, if provided. This information is used only for reporting
and must be set up by the organization’s ImmuNet administrative user. For instructions on
how to set up the Provider (PCP) field, refer to “Managing Physicians” in Chapter 8.
5. School: Fill in the patient’s school from the drop down list, if provided. This information is
used only for reporting and must be set up by the organization’s ImmuNet administrative
user. For instructions on how to set up the School field, refer to “Managing Schools” in
Chapter 8.
6. Tracking Schedule: This required field defaults to the Advisory Committee on Immunization
Practices (ACIP) schedule.
Managing Patients
Maryland Immunization Registry
10.7
7. Status: Choose Active from the drop down list if you want this patient to be associated with
your organization, meaning he or she is receiving services from you. When you specify a
patient as Inactive, you make him or her inactive for your organization only.
This information affects recall and reminder notices and Comprehensive Clinic Assessment
Software Application (CoCASA) reporting. Choosing Permanently Inactive — Deceased will
inactivate the patient for all organizations using ImmuNet. Choose this option only if you
know the patient to be deceased.
Note: Once a status of Permanently Inactive – Deceased has been entered in the Status field,
the field can no longer be edited by the organization. To change a status of Permanently
Inactive – Deceased, contact the ImmuNet Help Desk.
8. Allow Reminder and Recall Contact?: Choosing Yes from the drop down list, you are
allowing reminder/recall notices to be sent to this patient when you run the reminder/recall
report. If the patient’s parent chooses not to have reminder/recall notices sent, choose No
from the drop down list to exclude the patient from the report.
9. Language Spoken: Choose the primary language spoken by the Patient.
10. Insurance Provider: Choosing an insurance provider from the drop down list selects an
Insurance Provider.
11. Policy Number: Fill in the policy number of the Insurance Provider.
12. VFC Eligibilities Verification Date: Fill in the field using the MM/DD/YYYY format, or use
the pop-up calendar by clicking the calendar icon to the right of the field. Then choose a
month and year from the drop down lists at the top and choose a day by clicking on the
appropriate calendar day. Press
to enter the VFC Eligibility Verification Date.
13. VFC Eligibility: By choosing a VFC eligibility from the drop down list selects the patient’s
eligibility to receive publicly funded vaccines from the Vaccines for Children (VFC) Program.
Generation of reminder and recall notices
When running the reminder/recall report, letters are generated for every patient, given that the
following conditions are met:
•
The patient’s status is not set to “Inactive” or “Permanently Inactive-Deceased on the Patient
Information tab.
•
The “Allow Reminder and Recall Contact? Indicator on the Patient Information tab is set to
“Yes.”
•
The patient has sufficient name and address information listed in the Address Information
Section.
Maryland Immunization Registry
Managing Patients
10.8
Address Information Section
The Address Information Section allows you to identify the current address of the patient. In the
future, it will also allow you to identify other siblings in the same household.
Click on the Address Information Section.
1. Undeliverable Address: Mark this checkbox if information was sent to the patient and the
information was returned as not deliverable.
2. Start Date: Fill in the start date of the address using the MM/DD/YYYY format, or use the
pop-up calendar by clicking the calendar icon to the right of the field. Then choose a month
and year from the drop down lists at the top and choose a day by clicking on the appropriate
to enter the Start Date. This is the Start Date of the Patient’s
calendar day. Press
New Address
3. Street Address: Street Address of the Patient.
4. Other Address: Additional address information, if any, for example, a suite number or
apartment number could be entered here.
5. Zip: Zip code of the patient.
6. +4: Extended Zip code numbers of the Patient, if available.
7. City: City (or town) of the patients address.
8. State: State of the patient’s address.
9. County: County where the patient resides.
10. Phone Number: Phone Number of the Patient.
11. Extension: Phone extension if applicable.
Managing Patients
Maryland Immunization Registry
10.9
12. Clicking the view Patient Address History link will present a window with the patient’s
address History.
13. Clicking the Find command button will take you to a search screen to search and add
patients that are at the same address of this patient. This feature will be available once the
Household function is added to ImmuNet.
Responsible Persons Section
The Responsible Persons Section allows you to identify patient emergency contact information.
The only required fields under this section are the Last Name, First Name and Relationship
fields.
Click on the Responsible Persons Section.
1. To edit an existing responsible person, do the following:
• Click on the Review radio button next to the name of the person you wish to edit.
• Press
• Change or add information for the fields listed.
• Press
.
• Press Save.
2.
To enter a new responsible person, do the following:
•
Click the Add New command button.
Maryland Immunization Registry
Managing Patients
10.10
•
Enter Information into the following fields:
•
Last Name: Enter the last name of the responsible person into this field. This is a
required field.
•
First Name: Enter the first name of the responsible person into this field. This is a
required field.
•
Middle Name: Enter the responsible person’s middle name in this field.
•
Relationship: Choose the relationship of the responsible person to the patient from the
drop down list provided. This is a required field.
•
Phone Number: Enter the responsible person’s telephone number, including the area
code, in this field.
•
Extension: Enter the responsible person’s extension to the above telephone number, if
any, into this field.
•
Email: Enter the responsible person’s Email address into this field.
•
Street Address: Enter the responsible person’s street address into this field.
•
Other Address: Enter the responsible person’s additional address information, if any,
into this field. For example, a suite number or apartment number could be entered here.
•
P.O. Box: Enter the responsible person’s post office box, or mailing address, if different
than the street address, into this field.
•
City: Enter the responsible person’s city (or town) into this field.
•
State: Choose the responsible person’s state from the drop down list provided.
•
ZIP: Enter the responsible person’s ZIP code in this field.
•
+4: Enter the responsible person’s +4 code in this field, if it is known.
3.
To enter a new responsible person and save the information you entered in the
Responsible Person Listing or view the next responsible person’s record click the Save
command button.
4.
To clear existing information and enter a new responsible person, press
.
Deleting an existing record
1.
Select the Remove check box next to the record you wish to delete on the Responsible
Person Listing table.
2.
Press
3.
Press the Save button
.
Patient Comments Section
The Patient Comments Section allows you to enter immunization-related comments, such as,
contraindication information for a patient. The patient comments list is derived from a preselected CDC-standardized list and is displayed in drop down list form.
Although the “Start Date” is not a required field, a start date must be entered with a
contraindication comment in order to properly interact with the immunization schedule for the
Managing Patients
Maryland Immunization Registry
10.11
specified vaccine group. If a start is not entered the vaccine group that is contraindicated will
still be recommended.
The patient comments are visible at the top of the Immunization History, Edit Immunization, PreSelect Immunization, and Record Immunization screens. Also, when using the Print button on
the immunization history page, the comments are displayed on separate lines in the Comments
box.
Click on the Patient Comments Section.
1. Enter the following information:
• Choose the appropriate comment/contraindication from the Patient Comment drop down
list.
•
Enter the date to which the comment refers in the Start Date field. Fill in the field using the
MM/DD/YYYY format, or use the pop-up calendar by clicking the calendar icon to the right
of the field. Then choose a month and year from the drop down lists at the top and choose
a day by clicking on the appropriate calendar day. Press
.
•
Enter the date to which the comment Ends in the End Date field. Fill in the field using the
MM/DD/YYYY format, or use the pop-up calendar by clicking the calendar icon to the right
of the field. Then choose a month and year from the drop down lists at the top and choose
a day by clicking on the appropriate calendar day. Press
.
2. To enter the comment into the Patient Comments Listing, press
.
3. Press the Save button
Restart Comments
If a physician decides to repeat a vaccine series and the appropriate comment and Start Date
are entered in ImmuNEt, then all vaccinations prior to that date are not evaluated as part of the
series. Any doses recorded on or after the Start Date will be evaluated as if they were the first
doses received for that vaccine group.
Immunity Comments
Immunity comments are linked to vaccine group recommendations. If a patient has an immunity
comment and a Start Date is specified, a recommendation for that vaccine group will not display
on the patient’s record.
Maryland Immunization Registry
Managing Patients
10.12
Patient Refusal of Vaccine Comments
ImmuNet users should enter refusal comments with appropriate start dates to document vaccine
refusal. This information will help other providers understand why a vaccine group might be
overdue for a particular patient in ImmuNet.
Deleting an existing comment
1. Select the Remove check box next to the comment you wish to delete on the Patient
Comment Listing table.
2. Press
.
3. Press the Save button
Patient Notes Section
The Patient Notes Section allows you to enter notes for a patient.
Click on the Patient Notes Section.
1. Enter Text of Note: Enter text up to 4,000 characters in the text box.
2. Press the Save button.
Saving Patient Information
There are several ways to save information on the Demographic/Enter New Patient screens:
Save:
Managing Patients
When pressed, the Save command button at the top of the screen will
save all information fields within the Personal Information Section,
Patient Information Section, Address Information Section, Responsible
Persons Section, Patient Comments Section and the Patients Notes
Section to the ImmuNet database. Once the patient data is saved, the
Maryland Immunization Registry
10.13
message “Patient record successfully saved” will appear at the top of
the Personal Information Header.
History/Recommend:
As with the SAVE command button, the History/Recommend
command button will save all information fields. Once the information is
saved, the patients Immunization History screen will display.
Record Immunization:
When the Record Immunization command button is pressed, all
information fields will be saved and the Pre-Select immunization
screen will display. This button allows you to bypass the history
screen for a patient and go directly to adding immunizations.
Reports:
As with the Save command button, the Reports command button will
save all information fields. Once the information is saved, the Reports
Available for Patient screen will display, so that a report may be
generated for the patient. Refer to the Reports and Forms chapter of
this manual for more information on reports.
Cancel:
When pressed, the Cancel command button clears all entered
information and does not save it to ImmuNet. The Find Patient or
Enter New Patient screen is displayed.
Deduplication of Patient Records
After you enter a new patient and press one of the command buttons that will save the data,
ImmuNet initiates a process that ensures that the patient information you entered does not
duplicate a patient that already exists in ImmuNet.
If, after attempting to save a new patient, you receive a message box titled “Patient Match
Detected,” ImmuNet has determined that the patient you are attempting to save already exists in
the database. A table below the message box will contain one or more names of potential
matches within ImmuNEt. Click on each last name to display his or her information. ImmuNet
will identify matching patients even if the patient has had a name change; therefore, if you do
receive a list of potential matches, click on the link(s) to determine whether one of the links
matches your patient’s record.
Maryland Immunization Registry
Managing Patients
10.14
If after reviewing all the names given in the table you do not find a match for your patient, press
button. A confirmation box will appear; press
. Be aware
the
that if you do override the listed matches and end up creating a duplicate record for a patient, it
will be difficult to manage the patient’s immunization and personal information and the registry
will lose its accuracy and efficiency. If you identify possible duplicate patient records, you
should call the ImmuNet Help Desk immediately.
Countermeasure and Response Administration Module (CRA)
Note: In the event of a public heath emergency, ImmuNet may be used to track the
administration of vaccine. In some instances specific groups may be identified as being
at higher risk than the general population and targeted as priority groups to receive the
vaccination first.
CRA Event Information Section
If your organization is selected for an event, the CRA Event Information section will be displayed
below the Patient Information section of the Demographic screen. The CRA Event Information
section is used to collect Public Health data during a pandemic response event or preparedness
exercise (such as the response event to a Pandemic Influenza outbreak.) During an ongoing
event the CRA Event Information section will be displayed on the Edit/Enter New Client screen.
Based on candidate screening, select the appropriate priority group category for each patient.
Managing Patients
Maryland Immunization Registry
10.15
1. Effective Events are displayed.
•
The Age Group is not required and will be calculated at the time of vaccination.
•
The Priority Group Value (Code) is displayed in the drop down list. When selected, a full
description of the selected priority group will be listed to the right of the priority group
drop down list.
Maryland Immunization Registry
Managing Patients
10.16
Managing
Immunizations
In this chapter:
Viewing Patient Immunization Information
Entering Immunizations
Editing Immunizations
Countermeasure and Response Administration (CRA)
ImmuNet allows you to view and manage historical immunization information and add new
immunizations for a patient. It also recommends immunizations based on the ACIP tracking
schedule.
Immunization information for a specific patient may be accessed one of two ways:
1.
Choose Manage Patient under the Patients section of the menu panel. This will bring up
the Find Patient screen. For information on finding patients, refer to Chapter 10, Managing
Patients. Once a patient is retrieved, select the History Recommend button to display the
patient’s Immunization History screen.
OR
2.
Choose Manage Immunizations under the Immunizations section of the menu panel. This
will bring up the Find Patient screen. For information on finding patients, refer to Chapter
10, Managing Patients. Once a patient is retrieved, you will be immediately brought to the
patient’s Immunization History screen.
Viewing Patient Immunization Information
The Immunization History screen holds a large amount of information on each patient in
ImmuNet. The screen has three sections: Patient Information, Immunization History, and
Vaccines Recommended by Selected Tracking Schedule.
Patient Information
The Patient Information section at the top of the Immunization History screen displays
information on the patient, such as name, DOB, Tracking Schedule, Address, Patient ID, and a
scrollable list of Comments. Use this information to verify that the patient indicated is the patient
for whom you were searching. To edit this information, press
and refer to the
Editing/Entering Patient Information section in Chapter 10, Managing Patients.
In the top right corner of the Patient Information section, the message “VFC Eligible” appears,
followed by “Yes” or “No.” This message indicates whether the patient is eligible for VFC
vaccine. The indicator defaults to the VFC eligibility for the last recorded immunization in
ImmuNet.
11.2
Maryland Immunization Registry
Managing Immunizations
Immunization History
This table lists all the immunizations the patient has received to date that have been entered
into ImmuNet. 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 patient was given the vaccine. To view the
tracking schedule information for the selected immunization, or an
explanation of why an immunization is not valid or appropriate, click on
this date.
Series:
This column denotes the sequence number within the immunization
series. A vaccine may show as invalid because the patient was not old
enough to receive it or not enough time has elapsed between doses.
”Partial Dose” will display if the shot is flagged as a partial dosage.
Trade Name:
This is the manufacturer’s trade name of the vaccine.
Dose:
This column indicates whether full, half or multiple doses were
administered to the patient.
Owned?:
If the value in the owned column is blank, the immunization data are
owned by your organization. This would be a result of either manual data
entry of this information or having sent it via data exchange. This is only
an indication of the organization submitting the data; it has nothing to do
with the organization that administered the shot to the child.
If the value in the owned column is “no,” the immunization data are not
owned by your organization. This indicates that your organization did not
enter the shot information into ImmuNet. Click on “no” to find out who
owns the shot information.
Managing Immunizations
Maryland Immunization Registry
11.3
Reaction:
If this column indicates “Yes” and appears in red, this means a reaction to
a vaccine was recorded. To view the patient’s reaction, click on the “Yes”
link in the Reaction column or click on the notepad icon in the “Edit”
column.
Hist?:
If this column indicates “Yes,” this record is historical, meaning the
immunization was administered by a provider at another organization, not
the organization that owns the data. If this column is blank, this indicates
the immunization was administered by the organization that owns the
data (i.e. entered the data into ImmuNet).
Edit:
When you click on the notepad icon in this column, you will be able to
edit some fields for the recorded immunization using the Edit
Immunization screen, as long as the immunization is owned by your
organization or is historical.
Note: Owned vs. Not Owned Immunizations
A single provider does not own any of the patients within ImmuNet, but an organization
does own the immunization data it enters into ImmuNet. If the “Owned” column on the
immunization History table shows a “No” for one or more vaccines, this indicates that
another organization entered the vaccine information and is attesting to the validity of the
information.
Any provider may edit a historical immunization, but “new” or non-historical shots may
only be edited by the organization that administered the vaccine and entered the data in
ImmuNet.
Validation of Combination vaccines
ImmuNet validates each vaccine group component separately when recording combination
vaccines. For example, if Comvax, which is a combination of Hib and Hep B was administered,
and only one component is valid, that component will be treated as if it were a single vaccine
and validated. The other component will be displayed as “Not Valid”. The component that is
not valid will not be counted in series.
Between the History section and the Recommended Tracking Schedule section, the patient’s
exact age is shown in a solid blue field. The age also displays on the printable version of this
page.
11.4
Maryland Immunization Registry
Managing Immunizations
Vaccines Recommended by Selected Tracking Schedule
This table lists all vaccines recommended by the ACIP tracking schedule associated with the
patient. Immunizations are listed alphabetically.
Select:
Vaccines that are equal to or past their recommended date are
automatically selected in the Vaccines Recommended section. You may
also manually check other vaccines for inclusion in the Vaccines
Recommended section. When the
button is pressed the
check marked selections will display on the next screen.
Vaccine Group:
This column lists the vaccine group name. To view the tracking
schedule information for the selected immunization, or an explanation of
why an immunization is not valid or appropriate, click on the vaccine
group name.
Earliest Date:
This date is the earliest date that the patient may receive the vaccine.
Recommended Date: This date is the recommended date that the patient should receive the
vaccine.
Overdue Date:
This date is the date at which the patient is past due for the
immunization. This will also trigger the use of an accelerated schedule
for future immunizations.
Latest Date:
This date is the latest date at which the patient may receive the vaccine.
Managing Immunizations
Maryland Immunization Registry
11.5
Immunization Color Coding
The dates found in the Vaccines Recommended by Selected Tracking Schedule table can be
shaded with color for emphasis. For a detailed listing of color definitions click on the online
on the Immunization History screen in ImmuNet. Some of the more common
help icon
colors applied to the dates within the columns are defined as follows:
Yellow: A date shaded yellow indicates that today’s date is equal to or past the earliest date and
before the recommended date for an immunization that has not yet been received.
Green: A date shaded green indicates that today’s date is equal to or past the recommended
date and before the overdue date for an immunization that has not yet been received.
Blue: A date shaded blue indicates that today’s date is equal to or past the overdue date and
before the latest date (if a maximum age exists) for an immunization that has not yet been
received.
Pink: A row shaded pink indicates the patient has completed the immunization series, has
completed the series early, or has exceeded the maximum age for the vaccine.
Other Features on the Immunization History Screen
The Immunization History screen contains links to other ImmuNet functions. These links are:
Edit Patient:
Pressing this button will return you to the Demographic screen for the
patient
Reports:
Pressing this button will bring you to the Reports Available for This
Patient screen. You may generate Patient-specific reports. Refer to
Forms and Reports, Chapter 12, of this manual for more information.
Print:
Pressing this button will display the patient’s immunization information
without the top or side ImmuNet menus. To print this screen, click on the
printer icon on your browser’s tool bar or click File, Print and press OK.
Press your browser’s Back button to return to the patient screen.
Print Confidential:
Pressing this button will display the patient’s immunization information
without top or side ImmuNet menus and without confidential patient
information. To print this window, click on the printer icon on your browser
or click File, Print, and press OK. Press your browser’s Back button to
return to the patient screen.
11.6
Maryland Immunization Registry
Managing Immunizations
Entering Immunizations
To add new and/or historical immunizations, follow these steps:
1.
To enter the pre-selected immunizations from the Vaccines Recommended Tracking
Schedule, Press
within the tracking schedule.
to display
2.
To enter immunizations other than those pre-selected, press
a list of immunizations on the ImmuNet, Other or Historical inventory screen.
3.
You may choose a default Organization Site, Ordering Authority, and Administered By
value for new immunizations by choosing from the drop down lists in the New
Immunizations section. You will be able to edit these fields for each immunization on the
Record Immunizations screen. These fields are set up and managed by the Administrative
user of ImmuNet for your organization. Refer to “Managing Clinicians” in Chapter 8 of the
ImmuNet User Manual.
4.
Choose a date for the Date Administered field using the MM/DD/YYYY format, or use the
to the right of the field. If using the
pop-up calendar by clicking the calendar icon
calendar icon, choose a month and year from the drop down lists provided and choose a
day by clicking on the appropriate calendar day. If you leave this field blank, ImmuNet will
default the date administered to the current day.
5.
Select the check boxes in either the From ImmuNet Inv or From Other Inv column for the
vaccines that were given by your organization.
Managing Immunizations
Maryland Immunization Registry
11.7
• From ImmuNet Inv means the provider is using the ImmuNet Inventory module and the
inventory will be automatically decremented accordingly.
• From Other Inv means the shot is coming from the provider’s inventory, which is being
maintained outside of ImmuNet.
11.8
-
You will only use one type of inventory or the other, depending on how your
organization decides to manage its’ inventory.
-
For combination vaccines, such as HepB-Hib, select only one vaccine component –
only HepB or Hib. On the next screen when you select the trade name ImmuNet
will recognize the combination vaccine and record all components.
Maryland Immunization Registry
Managing Immunizations
• The column called Hist# allows the user to enter the number of historical immunizations
being entered from another provider’s records.
-
6.
Select historical immunizations by typing the number of immunizations administered
for each vaccine into the text box in the Hist # column. For example, if a patient
received two historical DTaP vaccines, enter “2” in the Hist # box.
To advance to the Immunization Details screen screen, press OK.
Note: When you go to the Immunization Details screen to enter the “Trade Name – Lot” from
ImmuNet inventory, the vaccines displayed in the drop down list will reflect the inventory
of the current date, rather than the date the immunizations may have actually occurred.
To adjust the vaccine listing to reflect the inventory of a past date, follow these steps:
1. On the ImmuNet, Other or Historical inventory screen, enter the Date Administered.
2. Press the Activate Expired button to the right of the Date Administered fields.
For additional instruction on this feature, contact the ImmuNet Help Desk.
Immunization Detail Entry Screen
1.
After selecting OK from the ImmuNet, Other or Historical Inventory screen, the
Immunization Detail Entry Screen will display:
Managing Immunizations
Maryland Immunization Registry
11.9
11.10
Maryland Immunization Registry
Managing Immunizations
2.
New Immunizations - Verify or enter the Date Provided, VFC Eligibility and Ordering
Authority for the new immunization(s) listed in the New Immunizations table.
3.
Place a check in the Remove check box only if this immunization should not be entered into
the ImmuNet database. For example, if ImmuNet informs you that the immunization is a
duplicate, you should remove or modify the entry.
4.
Choose a Trade Name-Lot and Funding Type from the drop down list for the first listed
vaccine.
 If using the ImmuNet Inventory module, choosing the “Trade Name – Lot” populates the
Trade Name and Lot Number, and whether the vaccine funding was private or public.
 If using Other Inventory, providers must record Trade Name, Lot Number, and the
Funding Type (Public or Private) separately.
 Providers are not required to enter lot numbers for historical immunization records.
5.
Enter additional drop down list information for the following fields for each vaccine:
 Dose: This field should be filled with the dosage given to the patient. Use the drop down
list to select full, half, or multiple doses
 Administered By: This field should be filled with the name of the clinician that
administered the immunization.
 Body Site: This field should be filled with the area of the body where the immunization
was given.
 Route: This field should be filled with the method of administration; for example,
intramuscular, oral, etc. This field will display default data.
 Under Historical Immunizations, enter a “Date Provided” and “Source of Immunization”
for each immunization listed.
6. Under Patient Comments, select a comment or refusal from the drop down list, if applicable.
Enter an applies-to date for each comment, then press Add to enter a new comment. You
may also click the radio button next to an existing comment and press Delete to remove it.
Managing Immunizations
Maryland Immunization Registry
11.11
7. When immunization details are complete, press OK.
8. ImmuNet will take you back to the Immunization History screen and display the newly
entered vaccines with dates and validation, in addition to updated vaccine
recommendations.
Note: At the bottom of the Immunization Details Entry screen, default VIS dates will be
displayed for each new immunization entered. To change the default VIS date, follow the
instructions under the “Editing Owned Immunizations from Inventory” section of this
chapter.
Duplicate Immunizations
ImmuNet does not allow duplicate immunizations to be entered for a patient. If you attempt to
enter an immunization for a patient given within two days before or after an existing
immunization with the same trade name, you will receive the message, “Possible duplicate
immunizations exist. Modify or delete your entries.” ImmuNet will then allow you to change or
delete the entry(s) in question.
If you receive a duplicate immunization override warning, follow these steps:
1.
In the duplicate immunization override warning dialog box, review all immunizations to
determine whether there are any duplicates. If the immunization(s) you entered need to be
removed or edited, press “Make Edits”. At the Record Immunization screen, make changes
or remove immunizations as needed. Press OK.
2.
If an Immunization(s) listed in the warning dialog box is not a duplicate, select the
checkbox(es) next to the immunization(s) to enter it as a separate vaccine event and press
Save Selected.
11.12
Maryland Immunization Registry
Managing Immunizations
Note: The following scenarios explain how ImmuNet overrides duplicate immunization records:
•
If there is a historical immunization on file and the same immunization is entered
from ImmuNet inventory, no warning message will appear; instead it processes the
new immunization and removes the historical immunization.
•
If there is a historical immunization on file and a matching immunization is entered
from Other Inventory, a warning message will appear. The user then has the choice
to cancel the new immunization or save it anyway (adding a duplicate
immunization). The user would need to explicitly delete the historical immunization
to remove the duplicate records.
Applying a Prerequisite Override to a Patient’s Immunization
A prerequisite override is a command within a tracking schedule that allows users to override a
prerequisite vaccine once a patient reaches a certain age. A prerequisite override is not
automatically applied to an individual patient’s immunization record. To apply a prerequisite
override to an immunization, follow these steps:
1.
Enter the immunization as described in the Entering Immunizations section of this chapter.
You may notice that, as in the case of Td, the immunization will appear on the immunization
history as one of a series, when in fact it is a booster immunization. The next two steps will
correct this.
2.
Follow Steps 1-3 in the Editing Owned Immunization from Inventory section of this chapter.
3.
In the field marked Disregard Primary Series, choose yes. Note: this field will only appear
open if the conditions (the chosen tracking schedule has an override on the vaccine and the
age of the patient is greater than or equal to the override age) meet those of the
prerequisite override.
4.
Press Save.
Editing Immunizations
Editing Historical Immunizations
To edit a historical immunization, use the following steps:
1.
On the Immunization History table, select the historical vaccine record you wish to edit by
in the “Edit” column.
clicking on the vaccine’s notepad icon
Managing Immunizations
Maryland Immunization Registry
11.13
2.
In the Edit Historical Immunization screen, you may edit information for the Vaccine Lot
Number, Date provided, Provider Organization Name and Source of Immunization Fields.
3.
To record a reaction to a vaccine, check the box to the left of the reaction in the Reactions
to Immunization section.
4.
Press
.
Deleting Historical Immunizations
To delete a historical immunization, follow these steps:
1.
On the Immunization History table, select the historical vaccine record you wish
in the “Edit” column.
to delete by clicking on the vaccine’s notepad icon
2.
At the Edit Historical Immunization screen, press
3.
Press
.
in the confirmation box.
Editing Owned Immunizations from Inventory
An immunization that is not historical is one that was given out of an organization’s inventory.
You will not be able to edit non-historical immunizations that are owned by another organization.
To edit an immunization record that is an owned immunization, administered by your
organization, follow these steps:
1.
11.14
On the Immunization History table, select the vaccine record you wish to edit by clicking on
in the “Edit” column.
the vaccine’s notepad icon
Maryland Immunization Registry
Managing Immunizations
2.
To indicate a partial dosage, check the Partial Dose checkbox. For example, check this box
if a partial dosage was administered because the needle broke or was removed too soon.
3.
Update information in the Date Provided, VFC Eligibility, Ordering Authority, Administered
By, Body Site and/or Administered Route fields on the Edit Immunization screen.
4.
To indicate a Vaccine Information Statement (VIS) date other than the most current
(default) date, choose an alternate date from the drop down list.
5.
To record a reaction to the immunization, check the box next to the applicable reaction.
6.
Press
.
Deleting Owned Immunizations from Inventory
Note that you will not be able to delete non-historical immunizations that are owned by another
organization.
1.
On the Immunization History table, select the vaccine you wish to delete by clicking on the
in the “Edit” column.
vaccine’s notebook icon
2.
At the Edit Immunization screen, press
3.
Press
Managing Immunizations
.
in the delete confirmation box.
Maryland Immunization Registry
11.15
Countermeasure and Response Administration (CRA)
In the event of a public health emergency, ImmuNet may be used to track the administration of
vaccine. In some cases, specific patient groups may be identified as being at higher risk than
the general population and targeted to receive the vaccination first. These groups are called
priority groups.
The CRA Event Information section is used to collect Public Health data during a pandemic
event or preparedness exercise (such as the response event to a Pandemic Influenza
outbreak.) If your organization is selected for an event, then the CRA Event Information section
will be displayed on the Record Immunizations screen. Based on candidate screening, select
the appropriate priority group category for each patient.
11.16
Maryland Immunization Registry
Managing Immunizations
Forms and
Reports
In this chapter:
New Patient Form
Opt-Out Form
Release for Medical Information on
Opt-Out Patient Form
Provider Site Enrollment Form
Password Request Form
Ad Hoc List Report
Ad Hoc Count Report
Assessment Report
Benchmark Report
Group Reports
Vaccine Administration Record
Immunization History Report
Immunizations Needed Report
Reminder/Recall
Vaccines for Children Report
CoCASA Extract
Forms
The following forms are available:
• New Patient Form
• Opt-Out Form
• Release for Medical Information on Opt-Out Patient Form
• Provider Site Enrollment Form
• Password Request Form
New Patient Form
The New Patient Form allows you to print a blank Vaccine Administration Record, which
includes a current inventory table for the selected provider organization. Use this form to collect
information on a patient who does not yet exist in the ImmuNet database. The responsible
person’s and clinician’s signatures are also gathered on this form. To print out a New Patient
Form, follow these steps:
1. Click on the Forms menu option at the top of the page.
2. At the New Patient Form Request screen, pick the organization where the patient will be
seen so that the appropriate inventory will appear on the record.
3. Choose the language in which you would like the new patient 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 Forms screen, press the Back button on your browser.
Opt-Out Form
The Opt-Out Form is the form the patient may sign if they wish to not have their record available
to registry users. To generate the form, follow these steps:
12.2
Maryland Immunization Registry
Reports and Forms
1. From anywhere in the ImmuNet application, click on the Forms button located at the top of
the screen.
2. On the Forms page, click on Opt-Out Form, 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 ImmuNet chapter in this manual for more information on Acrobat Reader®.
4. To print the report, press the printer icon on the Adobe® toolbar. Press
Print dialog box.
Reports and Forms
Maryland Immunization Registry
in the
12.3
5. To return to the Forms screen, you may close the Acrobat Reader® by clicking the X in the
upper right corner of the Withdrawal of Consent Form window.
Release for Medical Information on Opt-Out Patient Form
To obtain release for Medical information, generate the request form by following these steps:
1. From anywhere in the ImmuNet application, click on the Forms button located at the top of
the screen.
2. On the Forms page, click on Release for Medical Information Form, 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 ImmuNet chapter in this manual for more information on Acrobat Reader®.
12.4
Maryland Immunization Registry
Reports and Forms
Provider Site Enrollment Form
To begin the enrollment process, generate the Provider Site Enrollment form by following these
steps:
1. From anywhere in the ImmuNet application, click on the Forms button located at the top of
the screen.
2. On the Forms page, click on Provider Site Enrollment, 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 ImmuNet chapter in this manual for more information on Acrobat Reader®.
Reports and Forms
Maryland Immunization Registry
12.5
Password Request Form
To request a password, generate the password request form by following these steps:
1. From anywhere in the ImmuNet application, click on the Forms button located at the top of
the screen.
2. On the Forms page, click on Password Request Form, 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 ImmuNet chapter in this manual for more information on Acrobat Reader®.
12.6
Maryland Immunization Registry
Reports and Forms
Reports
Ad Hoc Reports
The Ad Hoc Reports function in ImmuNet 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 patients 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 patients, the other type produces counts, either of patients or of
immunizations.
Note: Patients 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 patients, 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, Patient 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.
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 time it takes to
process it.
Reports and Forms
Maryland Immunization Registry
12.7
3. Under “Item to filter on,” select an item that you would like to add as a filter using the drop
down list provided. For example, “Birth Date Range” could be an item used as a filter.
Filters in ImmuNet are used to narrow information down so that it answers a user’s query.
An example of a filter item would be Birth Date Range (Item to filter on) BETWEEN
(Comparison) 01/01/2004 (Value to compare to) AND 12/31/2004 (And).
4. Under Comparison,” select a word from the drop down list that best describes the type of
comparison you wish to make. For example, “Between” is one comparison operator.
5. Under “Value to compare to,” either choose a value from the drop down list in the left field or
enter a beginning date in the right field.
6. Under “and,” select another value from the drop down list in the left field or enter the ending
date in the right field, if applicable.
7. Press Add/Save. Repeat Steps 4-8 for each item you wish to filter.
8. When finished adding filter items, you may do the following:
12.8
•
Group them together by highlighting two filter statements and
pressing Group.
•
Change “AND” to “OR” by highlighting “AND” and clicking on the And/Or button. “OR”
can also be switched to “AND” by following the same process.
Maryland Immunization Registry
Reports and Forms
•
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 Count Report
To produce a count of selected patients or immunizations, follow these steps:
1. Click Ad Hoc Count Report under the Reports section of the menu panel.
2. Select whether Patients or Immunizations will be counted by clicking the appropriate radio
button at the top of the screen.
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.
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12.9
4. Under “Item to filter on” select an item that you would like to add as a filter using the drop
down list provided. For example, “Birth Date Range” could be an item used as a filter.
5. Under “Comparison,” select a word from the drop down list that best describes the type of
comparison you wish to make. For example, “Between” is one comparison operator.
6. Under “Value to compare to,” either choose a value from the drop down list in the left field or
enter a beginning date in the right field.
7. Under “and,” select another value from the drop down list in the left field or enter the ending
date in the right field, if applicable.
8. 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.
•
Change “AND” to “OR” by highlighting “AND” and clicking on the And/Or button. “OR”
can also be switched to “AND” by following the same process.
•
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 type
appears in blue, click it. The report will display directly on this screen.
3. If you wish to export the data as a text file, spreadsheet or PDF, select the appropriate link.
Exporting an ad hoc report in a PDF file will allow you to print the report as a whole, rather
than one page at a time.
4. If you wish to print the report, press Print under the File menu within the application (text
file, spreadsheet or Adobe® Reader). In the print dialog box, adjust the print options as
necessary, then press either Print or Ok, depending on the application.
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Note: Ad hoc reports are retained for 72 hours; ImmuNet will retain one count report and one
list report for that period of time. If a new report of the same type is generated, the new
report will replace the existing report.
Assessment Reports
The Assessment Report feature in ImmuNet provides a comprehensive analysis of
an organization’s immunization status. The following is a brief overview of the
data that are returned on each table within the Assessment Report. These reports
can be helpful when preparing for an AFIX visit or assessing your own organization’s data for
quality assurance purposes.
1. Click on Assessment Report under the Reports section of the menu panel.
2. Select the patient population to be assessed by clicking one of the following:
•
Patients Associated with Selected Site: Choose this option to view immunization data on
all patients associated with the site selected from the drop down list at the right of the
dialog box.
•
All Patients Associated with <Organization Name>: Choose this option to view
immunization data on all patients associated with your organization.
•
All Patients Residing in <City or County Name>: Choose this option to view immunization
data on all patients within a given city or county. This option is only available for city or
county organizations.
•
All Patients Associated with <Organization Name> or Residing in <City or County
Name>: Choose this option to view immunization data on both patients 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 age, birth date range, or age range of the patients by choosing one of the
following:
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12.11
•
Less than or equal to 72 months old: Choose this option to return all patients who are 72
months or younger.
•
Birth date range: Choose this option to enter a range of birth dates. Enter the earliest
birth date in the first field and the latest birth date in the second field. Or, use the
calendar icons beside each field to enter the dates.
•
Age range: Choose this option to enter an age range. Enter the youngest age range in
the first field; use the drop down list next to it to choose days, months or years. In the
Oldest Age field, enter an age and use the drop down list to choose days, months or
years.
4. Select either the Standard Assessment or the Assess Patients with Sufficient Refusal history
as Covered option for the report by choosing the appropriate radio button. Selecting the
second option will return an assessment report that counts
patients with sufficient refusal comments as being up-to-date.
5. Select the assessment report evaluation date by entering the date in the field provided or by
using the calendar icon to enter the date. No immunizations administered after the
evaluation date will be included in the report.
6. Press Generate.
7. The Assessment Report Status screen will display. Press Refresh occasionally to check on
the progress of the report. When the report is ready, the job name will appear underlined
and in blue text. At this screen you may do the following:
•
Select an age from the drop down list provided and press Generate (to the right of the
age drop down list) if you wish to create an assessment report listing patients for an agespecific benchmark. This report lists the patient’s name, address, telephone number,
and the vaccinations that they did or did not complete or refused by the benchmark age.
A patient will show on the report if they missed at least one age-specific benchmark.
•
Click the underlined job name.
•
o
The report listing patients by benchmark age will have a job name of: (Benchmark
Patient Listing) <Organization Name> - <Benchmark Age>.
o
The assessment report will be called: (Assessment Report)<Organization Name> <Date>.
o
A report listing all patients who have missed a vaccination opportunity will have a job
name of: (Missed Opps Patients)<Organization Name>-<Date>.
Click an underlined age range to view a listing of patients returned that fall within the
specified range. This list will give the name, address, and telephone number for all
patients meeting the record criteria. To view patients for all age ranges that meet the
criteria, click on the All Age Ranges link.
8. The report displays in Adobe Reader® if you clicked one of the report or age range links. To
print one of the reports, press the printer icon on the Adobe® toolbar.
9. Press OK in the Print Dialog box
10. To return to the Assessment Report Status screen, press the BACK button on your browser.
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Note: Patients with Refusals
If the option to Assess Patients with Sufficient Refusal History as Covered is selected
when the assessment report is run, patients who fall short of needed, valid doses but
have sufficient refusals to meet the benchmark are included within the count as if they
received the needed doses.
Understanding the Assessment Report
The following is a brief overview of the data that is returned on each table within the assessment
report.
Table 1
Age Group:
This column displays the age ranges used for evaluation.
Records Analyzed:
This column displays the count of selected patients within the age
group that are included in this report.
Inactive:
This column displays the count of selected patients within the age
group that are not active.
Records Meeting Criteria:
This column displays the count of selected patients within the age
group.
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Table 2
Age (Months):
This column displays the age of the patient on the assessment date.
Up-to-Date (UTD):
This column displays the percent of patients (out of the total number
of active patients for that age group) meeting the criteria on the
assessment date. The criteria are given at the bottom of the report
page. For example, a seven-month-old UTD patient 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 patients (out of the total number
of active patients for that age group) meeting the criteria on the date
the report was run, rather than on the assessment date.
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Table 3
The Age-Specific Immunization Benchmarks chart shows how many doses of each vaccine a
patient should have by the age listed at the left to be determined UTD. This chart is used to
create the Assessment of Patients Meeting Age-Specific Benchmarks table.
Table 4
UTD Age:
This column shows the maximum age the patient has attained by
the assessment date.
Vaccine Columns:
These seven columns display the count of the patients who have
met the vaccination criteria by the UTD age.
Total Meeting Age Criteria:
This column gives a count of all the patients who are at least the
age listed under UTD Age. However, the 72 Months UTD Age
category includes patients from 48 to 72 months of age.
% Coverage:
This column displays the percentage of patients meeting all UTD
criteria, out of a total of all patients at least the age listed under
UTD Age.
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Table 5
Column 1:
In the first row of column one, the age range of patients examined in this table is
displayed. In subsequent rows within this column, the number of vaccines needed
by the patient is displayed.
Column 2:
In the first row of column two, a count is displayed of all patients for this age group
who are behind schedule for four or fewer vaccinations. Subsequent boxes
display a count of patients for this age group who need additional vaccinations to
be UTD.
Column 3:
In the first row of column three, a percent is displayed of all patients for this age
group who are behind schedule for four or fewer vaccinations (out of the total
number of patients for this age group). Subsequent rows within this column
display a percentage of patients for this age group who need additional
vaccinations to be UTD.
Table 6
Late Start Rates:
A patient who did not receive one full dose of DTaP by 90 days of age is
considered to have gotten a late start. The values in column three of the late
start row are the percentages of patients (within the age groups listed in
column four) who have not received the first DTaP dose by 3 months of
age.
Drop Off Rates:
The drop off rate section of this chart shows the percentage of patients
(column three) in various age groups (column two) who have not gone
beyond 12 or 24-month status (column four) in their immunizations.
Immunization status is calculated using the formula outlined at the bottom of
the chart.
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Table 7
The Hep B chart gives the number and percentage of patients who did not receive a birth dose
of the Hep B vaccination and who did not complete the three-dose series. Patients evaluated
are between six and 72 months old and have at least one immunization in ImmuNet.
Table 8
Age Group on Eval Date:
This column lists the age group of the selected patients and the
immunization benchmark used for evaluation.
Total Patients in Age Group: This column gives the total number of patients within the age
group listed in the first column.
Patients Not Up to Date:
This column gives the count and percentage of patients who are
not up to date for the benchmark listed in column one.
Missed Op on Last Visit:
This column gives the count and percentage of patients who are
not up to date and who had a missed opportunity for vaccination
on the last visit on or before the evaluation date.
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12.17
The missed opportunities report lists all your organization’s patients who have missed
opportunities to be vaccinated. This report lists the patient’s first and last names, birth date, and
date of each missed opportunity by vaccine group.
Note: Missed Opportunities Assessment
Keep in mind, since ImmuNet is used for reporting immunization records, it only
identifies patients that had at least one immunization at their last visit, but missed an
opportunity to receive additional immunizations. The Missed Opportunities Assessment
in ImmuNet will not include any patients that were treated at your organization for any
other reason except vaccination purposes.
Benchmark Reports
Benchmark reports allow ImmuNet users to retrieve a list and count of patients who have met
an immunization benchmark or predefined series of benchmarks. The resulting report may be
viewed in ImmuNet, exported as a text file, exported as a spreadsheet or exported as a Portable
Document Format (PDF) file.
To generate a benchmark report, follow these steps:
1. Click on Benchmark Report under the Reports section of the menu panel.
2. Select the patient population to be assessed by clicking on one of the following:
•
Patients Associated with Selected Site: Choose this option to view immunization data
on all patients associated with the site selected from the drop down list at the right of the
dialog box.
•
Patients Residing in <City or County Name>: Choose this option to view immunization
data on all patients within a given city or county. This option is only available for city or
county organizations.
•
Patients Associated with <Organization Name> OR Patients Residing in <City or County
Name>: Choose this option to view immunization data on patients associated with your
organization and those residing within a given county or city. This option is only
available for city or county organizations.
•
All Patients Associated with <Organization Name>: Choose this option to view
immunization data on all patients associated with your organization.
3. Click one of the following to specify the patients to return on the report:
12.18
•
Patients who did NOT meet the benchmark: Choose this option to return a list of
patients who did not meet the benchmark(s) defined in the table.
•
Patients who DID meet the benchmark: Choose this option to return a list of patients
who met the benchmark(s) defined in the table.
•
All patients, regardless of whether they met the benchmark or not: Choose this option to
return a list of all patients meeting the criteria defined on the screen.
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4. Select the age, birth date range, or age range of the patients by choosing one of the
following:
•
Less than or equal to 72 months old: Choose this option to return all patients who are 72
months old or younger.
•
Birth date range: Choose this option to enter a range of birth dates. Enter the earliest
birth date in the first field and the latest birth date in the second field that you wish
included on the report, or use the calendar icons beside each field to enter the dates.
•
Age range: Choose this option to enter an age range. Enter the youngest age in the
first field, then use the drop down list next to it to choose days, months, or years. In the
Oldest Age field, enter an age and use the pick list to choose days, months, or years.
5. Select either the Standard Assessment or the Assess Patients with Sufficient Refusal
History as Covered option for the report by choosing the appropriate radio button. Selecting
the second option will return a benchmark report that counts patients with sufficient refusal
comments as being up-to-date.
Refusals of Vaccine
In order for patient refusals of vaccine to be calculated correctly on assessment and benchmark
reports, an appropriate Applies-to-Date must be entered for refusal comments on the Patient
Comments tab. Refer to the Manage Patients chapter of this manual for more information.
6. Select the report evaluation date by entering the date in the field provided or by using the
calendar icon to enter the date. No immunizations administered after the evaluation date will
be included in the report.
7. Select the benchmark(s) to be used on the report:
•
To select one or more single vaccine benchmarks within a single row, click the box
where the vaccine and the number of months intersect. For example, clicking the box
with “4” in it where “DTaP” and “@ 19 months” intersect will result in a report with this
benchmark included.
•
To select all benchmarks in a row, you may click on the first box in the row that indicates
“@ X months.”
•
To select benchmarks in a predefined series, select one of the 431, 43133, or 431331
combinations at the bottom of the table.
8. Press Generate.
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9. The Benchmark Report Status screen will display. Press Refresh occasionally to check on
the progress of the report. When the report is ready, click Benchmark, which will appear
underlined and in blue. Once this link is clicked, ImmuNet will display the benchmark report
at the bottom of the Benchmark Report Status screen. In addition, you may do one of the
following:
•
Click the Export as Text link to display the report in text file format.
•
Click the Export as a Spreadsheet link to display the report in a spreadsheet format.
•
Click the Display as a PDF link to display the report in Adobe® Reader.
Note: The size of your file is not limited when you choose to export the benchmark report as
text. However, to export as a spreadsheet, there is a limit of 65,535 lines. The information
message “file not loaded completely” will display to indicate that part of the report was
truncated. When the report is displayed as a PDF, the report will be limited to about 5,000 lines
(119 pages); if the report is more than 5,000 lines, a red error report banner will display.
Group Reports
The purpose of Group Reports is to run either the Immunization History Report or Health
Appraisal Form for a group of selected patients. To run one of these reports, complete the
following steps:
1. Click on Group Patients under the Reports section of the menu panel.
2. To run for patients in a specific birth date range, click on the check box on the first line.
Enter a from birth date and to birth date in MM/DD/YYYY format.
3. To run for patients who have immunizations administered by one of your sites, click the
check box on the second line. Choose a site from the drop down list.
4. To run for patients who have an immunization in a specific date range, click the check box
12.20
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on the third line. Enter a From and To date in MM/DD/YYYY format.
5. To run for patients who have a particular insurer, click the check box on the fourth line.
Choose an insurer from the drop down list.
Note: You may combine any of the criteria in the above steps. The system selects patients who
fulfill all the criteria you specify.
6. Additionally, you may choose a sort order. Your two options are either by Last Name then
Age or by Age, then Last Name.
7. If you wish to start over, click the Reset button. The system erases all the criteria you
entered and starts with a fresh page. You may proceed to enter your criteria again.
8. When criteria are completed, click the Generate button. The system starts to generate the
report and takes you to the Check Group Status screen.
9. After the report finishes generating, the top line on the Check Group Status screen becomes
a hyperlink. Click on the hyperlink.
10. The system displays the report output in PDF format.
Patient Reports
For all patients in ImmuNet, you may generate the following reports from the Patient Reports
Screen:
• Vaccine Administration Record
• Immunization History Report
• Immunizations Needed
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Vaccine Administration Record
The Vaccine Administration Record displays demographics, contact information, and
immunization history for the selected patient. The responsible person’s and clinician’s
signatures can also be collected on this form. To generate the report, follow these steps:
1. From a patient’s Manage Patient screen or Manage Immunizations screen, press
2. At the Patient Reports screen, choose your org name 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 ImmuNet chapter in this manual for more information on Acrobat Reader®.
12.22
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.
5. To print the report, press the printer icon on the Adobe® toolbar. Press
Print dialog box.
6. To return to the Patient Reports screen, press the
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in the
button on your browser.
12.23
Immunization History Report
The Immunization History Report displays demographics, contact information, and a detailed
summary of the patient’s immunization history. This report will typically be used as an official
school record. This report should be provided to parents and guardians, as requested. To
generate the report, follow these steps:
1.
From a patient’s Manage Patient screen or Manage Immunizations screen, press
2.
At the Patient Reports Patient screen, click on Immunization History Report, 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 ImmuNet chapter in this manual for more information on Acrobat Reader®.
12.24
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.
4.
To print the report, press the printer icon on the Adobe® toolbar. Press
Print dialog box.
in the
5.
To return to the Patient Reports screen, you may close the Acrobat Reader® by clicking the
X in the upper right corner of the Immunization History Report window.
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 patient. This report can be provided to parents and guardians for their records and helps
to identify upcoming immunizations for their children. In addition, it provides a place for the next
appointment date and organization phone number. To generate the report, follow these steps:
1. From a patient’s Manage Patient screen or Manage Immunizations screen, press
2. At the Patient 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 ImmuNet chapter in this manual for more information on Acrobat Reader®.
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12.25
.
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4. To print the report, press the printer icon on the Adobe® toolbar. Press
Print dialog box.
in the
5. To return to the Patient Reports screen, you may close the Acrobat Reader® by clicking the
Back Button in the upper right corner of the Immunizations Needed Report window.
Reminder/Recall
From the Reports menu option, you may generate reminder and recall notices, which include
letters, mailing labels, and patient listings.
Note: Generation of reminder and recall notices
Reminder and recall notices can be generated for each patient, provided that the following
conditions are met:
•
•
•
The status is “Active” in the Patient Information Section for your organization.
The “Allow Reminder and Recall Contact?” indicator in the Patient Information Section is
“Yes.”
The patient has complete address information listed in the Address Information Section.
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12.27
Reminder/Recall Requests
To select and submit reminder/recall criteria for patients, you will need to fill in the criteria on the
Reminder Request screen. Follow these steps to generate reminder/recall requests:
1. Click Reminder/Recall under Reports on the menu panel.
2. Patient Population: This section is available only to State and Local County Public Health
organizations. Users associated with these organizations can select patients based on their
specific organization or that are residing in a specific county by selecting one of the following
options:
12.28
•
To generate a reminder for all patients associated with your organization select the top
radio button.
•
To generate a reminder for all patients within your county, select the second radio
button. By default, inactive patients and patients not allowing reminders will be included
in this report.
•
You can click on the check the boxes to that appear on the right to exclude inactive
patients and/or patients who have requested that reminders not be sent to them.
•
To generate a reminder for both patients associated with your organization or residing in
your county, select the third radio button. By default, inactive patients and patients not
allowing reminders will be included in this report.
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•
You can check the boxes that appear on the right to exclude inactive patients and/or
patients who have requested that reminders not be sent to them.
3. Tracking Schedule: ImmuNet only uses the tracking schedule recommended by the Advisory
Committee on Immunizations Practices (ACIP). Therefore, selecting to use the tracking schedule
associated with each patient or a uniform tracking schedule for all patients will be based on
ACIP recommendations.
4. Vaccine Groups: in the vaccine groups section of the screen:
•
Indicate whether you wish to include all vaccine groups in the
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.
•
By selecting specific vaccine groups, you will limit the search to only those patients who
will be due/past-due for the selected immunizations. However, ImmuNet will provide a
list of all immunizations for which the selected patients 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 patients assigned to a particular school or physician/clinic. If
you do not wish to specify a school and/or provider, leave these fields blank. These fields
can only be utilized if the organization created a list of schools and physicians to populate
the drop down boxes on the patient demographic screen and has selected data from these
fields in each of the patient’s records.
•
To choose a school, select a school name from the drop down list provided. Note that
these schools are maintained for each provider through the User Interface, using the
‘manage schools’ menu item.
•
To choose a primary care provider, select a physician or clinic name from the drop down
list provided.
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6. Additional Demographic Criteria: Entering a city and/or ZIP code will narrow your search to
only the patients associated with the entered geographical area. However, by entering a
county, you will expand your search to all patients who reside in the selected county. 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 drop down list in the third field.
7. Date Criteria
12.30
•
Target Date Range: When a target date is specified, the report will include those patients
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 MM/DD/YYYY format, or use the calendar icon to select the desired dates.
•
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.
•
If either the “From” date or “To” date is unspecified for the Target Date Range, the
system will use the date that you run the report for that field.
•
If both the “From” and “To” dates are left blank, the system will find those patients 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
patients 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 MM/DD/YYYY format, or use the calendar icons to select the desired dates.
•
If the “From” date is unspecified for the Birth Date Range, the report will include the
oldest patients in the system.
•
If the “To” date is unspecified for the Birth Date Range, the system will use the date that
you run the report for that field.
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•
Weeks Since Last Notice: When a number is entered in this field, the report will include
only those patients who have not received a reminder notice within the specified number
of weeks prior to the current date.
Note: Patients are shared between organizations; therefore, another organization may have
recently generated a notice for the patient.
•
Exclude Patients More Than: To exclude patients who are overdue and who may have
received several reminders already, provide a number of months from the drop down list
provided.
•
Exclude from: If excluding patients overdue for a certain number of months, indicate the
date from which patients should be excluded; choose either the current date or the
Target “From” Date (uses the date from the field at the top of the section) by clicking the
appropriate radio button. If no target date information is entered, patients will be
excluded from the date the report was run.
8. Sorting Criteria: This section allows you to specify how the data will be sorted. If a sort order
is not specified, ImmuNet will sort the report results first by the patient’s 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 drop down list
provided.
Ascending/descending order: Choose how the primary field is sorted; choose either
ascending (A to Z) or descending (Z to A) order from the drop down list.
You may, if desired, complete additional ordering sequences for the second through
fourth sorts.
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12.31
9. Generate the report: Press the Generate button. Depending upon the number of patients
associated with your provider organization, it may take five minutes or more to generate the
data for the various reports. While the data is being generated, the Request and Output
status page indicates the percentage of completion. Periodically press Refresh to update
the status.
Note: Waiting for reminder requests
Once you reach the Reminder Request Status screen, it is not necessary to stay at this
screen while your report is being created. You may go anywhere in ImmuNet while the
report is generating and may return to the status screen by clicking on the Check
Reminder Status link under Reports on the menu panel. Likewise, you may close out of
ImmuNet and return to the status screen by clicking on the Check Reminder Status link
after logging in again.
Summary Screen
When the report is complete, you may click on the blue underlined date to go to the Reminder
Request Process Summary screen. The Summary screen lists the number of patients involved
in the search and the criteria that were used to define the search. From the Summary screen,
you may create various reminder output options.
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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’s 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 patients 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 patients 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 patients immunized by your organization.
4. Press Cancel to return to the Reminder Request Status screen.
Reminder/Recall Output Options
The Reminder Request Output Options table, found on the Reminder Request Process
Summary screen, allows you to choose how you would like to use the data from your query.
Reminder Letters
The letter output option allows you to generate a standard form letter for the parent/guardian for
each patient returned on your query. The letter allows room at the top for your organization’s
letterhead. The body of the letter includes the patient’s immunization history, recommended
immunizations and due dates. There are up to two lines for free text and/or a telephone number.
To generate Reminder Letters, follow these steps:
1. Under the Additional Input column or the Letter section of the table, enter:
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12.33
•
A report name in the appropriate field, if desired. If a report name is not indicated, the
report will simply be named “Reminder Letter” on the Reminder Report Status screen
•
Additional information in the Free Text field, if desired. You may include a maximum of
400 characters in this field. Any information entered in this text box will be presented as
the closing for each of the letters generated in your report.
•
A telephone number in the appropriate field, if desired. If a telephone number is entered
in this text box, then the number will be presented in the closing for each of the letters
generated in your report.
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 ImmuNet 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 to check the status.
4. Once the status says Ready and the report name is underlined and appears in blue, your
letters are ready to be viewed. 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 output, press the BACK button on your browser. At the Reminder
Request Status screen, click on the underlined reminder request (top table) to return
to the Reminder Request Process Summary screen.
Mailing Labels
The labels output option produces 30 labels per page on Avery Mailing Labels #5160. To
generate mailing labels, follow these steps:
1.
2.
12.34
Click on Mailing Labels, 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 ImmuNet 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 Refresh occasionally to check the status.
Maryland Immunization Registry
Reports and Forms
3.
Once the report name is underlined and appears in blue text, your labels are ready. Click on
the report name to view or print the labels in Adobe Reader®.
4.
To print the labels, press the printer icon on the Adobe® toolbar. Press OK in the Print
dialog box.
5.
To print additional output, press the Back button on your browser. At the Reminder
Request Status screen, click on the underlined reminder request (top table) to return to the
Reminder Request Process Summary screen.
Patient Query Listings
The Patient Query Listing displays contact information for those patients identified as being
due/overdue in the Reminder/Recall output in a report format. This report lists every patient that
was returned in the report query process. To generate a Patient Query Listing, complete the
following steps:
1. Click on Patient Query Listing, which is underlined and in blue text.
2. Your request will be listed on the Reminder Request Status screen; the bottom table shows
the name of the request, the date and time it was started, and the status of the request.
•
You have the option of moving to other portions of ImmuNet 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.
3. Once the report name is underlined and appears in blue text, your report is ready. Click on
the report name to view or print the report in Adobe Reader®.
4. To print the report, press the printer icon on the Adobe® toolbar. Press OK in the Print dialog
box.
5. To print additional output, press the Back button on your browser. At the Reminder Request
Status screen, click on the underlined reminder request (top table) to return to the Reminder
Request Process Summary screen.
Creating Custom Letters
In addition to the standard letter, ImmuNet allows users to create and store up to three custom
letters to be used for reminder/recall. To create a new custom letter, follow these steps.
1. Click on Manage Custom Letter under Reports on the menu panel.
2. Click the underlined New Custom Letter link.
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3. At the Create New Custom Letter screen, enter the following:
•
Top Margin: Choose the number of blank lines you would like at the top of the letter
from the drop down list provided. These blank spaces will leave room for your office
letterhead to show up on each letter generated from the report.
•
Include Patient Address: Check the box to include the patient’s address at the top of
the letter.
•
Salutation: Enter a greeting, then choose a name option from the drop down list
provided.
•
12.36
a.
If name is chosen, the name of the patient will show up after the salutation.
b.
If responsible person is chosen, the letter will read <salutation> Parent/Guardian of
<patient name>.
Paragraph 1: In the field marked “First Part”, enter desired text. If you wish to include a
name within the paragraph, enter text up to the mention of the name ending with a single
space. Next, choose the name you would like to appear within the paragraph from the
drop down list (either parent/guardian, patient name, or no name). In the field marked
“Second Part”, continue to enter the rest of the text. If you do not wish to include a name,
you may enter all of the first paragraph text in the field marked “First Part” and select “no
name” from the name drop down list.
Maryland Immunization Registry
Reports and Forms
•
•
Immunization History: Check the box to include the patient’s 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 patient 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.
Generating Custom Letters
The custom letter output option allows you to generate a customized letter for each patient
returned on your query. To create a new custom letter, refer to the “Creating Custom Letters”
section of this chapter. To generate a custom letter from the Reminder Request Process
Summary screen, follow these steps:
1.
Click the link with the name of the custom letter. The letter 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 ImmuNet 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.
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12.37
•
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 are ready. Click on the
report name to view or print the letters in Adobe Reader®.
4. To print the letters, press the printer icon on the Adobe® toolbar. Press OK in the Print dialog
box.
5. To print additional output, press the Back button on your browser. At the Reminder Request
Status screen, click on the underlined reminder request (top table) to return to the Reminder
Request Process Summary screen.
Vaccines for Children (VFC) Reports
The VFC Report details the number of patients that are vaccinated by your organization for
each VFC 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 drop down list.
3.
Enter a From date under the Report Date Range using the MM/DD/YYYY format.
4.
Enter a To date under the Report Date Range using the MM/DD/YYYY format.
5.
Choose a type of VFC Report to run. You have two choices:
• The Age Group report displays a summary of doses by VFC eligibility and four specific
age ranges: < 1 year of age, 1-6 years of age, 7-18 years of age, and older than 19
years.
• The Vaccine Group report displays a summary of doses by VFC eligibility and vaccine
groups.
6.
Press Generate Report.
7.
The form displays in Adobe® Reader.
8.
To print the report, press the printer icon on the Adobe® toolbar.
9.
Press OK in the Print dialog box.
10. To return to the Vaccines for Children Report Criteria screen, press the Back button on
your browser.
12.38
Maryland Immunization Registry
Reports and Forms
Understanding the Vaccines for Children Report by Vaccine Group
The following section explains the rows and columns within the VFC report. The report only
displays vaccines administered by your organization.
The VFC Report by Vaccine Group in IMMUNET is a required monthly report (Doses
Administered) for the VFC Program.
The columns on the report break down the vaccines administered by VFC eligibility.
Column
Vaccine
Description
Lists the vaccines that were used by your organization during the
date range entered for the report.
Medicaid/Medicare
The immunization is associated with a patient whose record
indicates “Medicaid/Medicare Managed Care”.
Uninsured
The immunization is associated with a patient whose record
indicates “Uninsured”.
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American Indian
The immunization is associated with a patient whose record
indicates “American Indian/ Alaskan Native”.
Underinsured
The immunization is associated with a patient whose record
indicates “Underinsured”.
Total # of VFC Eligible
The total count of immunizations provided to VFC Eligible Doses
Administered patients at your organization.
Total # of Non-VFC Eligible The total count of immunizations given to Non-VFC Eligible Doses
Administered patients at your organization.
Total # of CHP B Doses
The total number of immunizations administered to Administered
patients participating in Child Health Plus program.
VFC Eligibility Unknown
The immunization is associated with a patient whose patient
record indicates “VFC Eligibility Unknown”.
Not VFC Eligible
The immunization is associated with a patient whose record
indicates “Not VFC Eligible”.
Child Health Plus B
The immunization is associated with a patient whose record
indicates “Child Health Plus B”.
Sub column
Total by VFC Eligibility
Description
The total cells in the bottom row of the report represent the total
count of immunizations for the given VFC eligibility.
12.40
Maryland Immunization Registry
Reports and Forms
Understanding the Vaccines for Children Report by Age Group
The following section explains the rows and columns within the VFC report. The report only
displays vaccines administered by your organization.
The rows on the report break down the immunizations and patients by age in years. A patient
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
<1
Description
This row includes doses given to patients who were under one year of age at the
time the dose was administered.
1-6
This row includes doses given to patients who were from one to six years of age
at the time the dose was administered.
7-18
This row includes doses given to patients who were from seven to 18 years of
age at the time the dose was administered.
19+
This row includes doses given to patients who were 19 years of age or older at
the time the dose was administered.
Annualized
ImmuNet computes annualized estimates by using actual immunization and
patient counts in each age group, 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.
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The columns on the report break down the immunizations and patients by VFC eligibility.
Column
VFC Eligibility Unknown
Description
The immunization is associated with a patient whose patient
record indicates “VFC Eligibility Unknown”.
Not VFC Eligible
The immunization is associated with a patient whose record
indicates “Not VFC Eligible”.
Medicaid/Medicare
The immunization is associated with a patient whose record
indicates “Medicaid/Medicare Managed Care”.
Uninsured
The immunization is associated with a patient whose record
indicates “Uninsured”.
American Indian
The immunization is associated with a patient whose record
indicates “American Indian/ Alaskan Native”.
Underinsured
The immunization is associated with a patient whose record
indicates “Underinsured”.
Child Health Plus B
The immunization is associated with a patient whose record
indicates “Child Health Plus B”.
Sub columns
Imms
Description
This sub-column counts the number of immunizations given to
patients within each VFC eligibility category for the specified date
range.
Distinct Patients
This sub-column counts the number of distinct patients associated
with the immunizations given within each VFC eligibility category
for the specified date range. (e.x.,A single patient who received
three doses would contribute +3 to the Imms column but only +1
to the Distinct Patients column.)
Totals include counts by VFC eligibility, age group, and grand total.
Total Field
Total by VFC Eligibility
Sum of Immunizations
12.42
Description
The total cells in the bottom row of the report represent the total
count of immunizations or distinct patients for the given VFC
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 VFC eligibility.
Maryland Immunization Registry
Reports and Forms
Comprehensive Clinic Assessment Software Application (CoCASA) Extracts
Note: This section of the user manual is only for users with role of Administrative User (Public
Health) in ImmuNet.
The Comprehensive Clinic Assessment Software Application (CoCASA) is a tool provided by
the Centers for Disease Control and Prevention (CDC) for assessing immunization practices
within a clinic, private practice, or any other environment where immunizations are provided.
IMMUNET is able to extract your organization’s immunization information and save it in a format
that may be used to import into CoCASA for analysis. Administrative (Public Health) users must
gain Soft-access to the specific organization prior to running the CoCASA extract. For
instructions on gaining Soft-access, please refer to the AFIX/CoCASA Training Handout. To
perform an extract of information for CoCASA, follow these steps:
1. Click on the CoCASA Extract menu item under Reports on the menu panel.
2. Enter a Common Review Date in the MM/DD/YYYY format or click on the calendar icon to set
the date. This date is known as the “as of” date in CoCASA.
3. Enter the minimum age the patient must be on the common review date by entering a
number and choosing days, months or years from the drop down list. This field defaults to 0
months.
4. Enter the age the patient must be under on the common review date by entering a number
and choosing days, months, or years from the drop down list. This field defaults to 36
months.
5. If a city or county organization, choose the appropriate radio button to report on (this section
is not available for private organizations):
•
Only those patients associated with your organization.
•
Only the patients within your city or county.
•
Both patients within your organization and in your city or county.
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12.43
If you choose the second or third radio button, select the desired city or county(s) by double
clicking a county name or by highlighting a chosen county and pressing Add. Do this for
each city or county desired.
Note: Only county organizations running an extract on themselves would have the county
option. Otherwise, Administrative (Public Health) users can only run the extract on the
active patients for the organization that they are soft accessing.
6. Press OK.
7. A screen will display instructing you to check the status of the extract by going to the Check
Request Status screen.
8. 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 IMMUNET 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.
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 CoCASA file. In the File Download box, press RUN.
You may get a security warning from Internet Explorer. If the security window pops up, press
RUN again. Your extract file will save on your computer’s desk top. It will be named cocasa
###.txt and stored as a text document.
12.44
Maryland Immunization Registry
Reports and Forms
Importing a Text File into CoCASA
To import your text file into the CoCASA program, follow these steps:
1. Open your CoCASA program.
2. Select Import from the File menu, then select Import Using Template.
3. In the template window, choose “Maryland” from the scroll-down list. Press OK. Your import
fields will automatically populate on the template screen.
4. In the Age Range section of the import window, enter the same age range that you used in
ImmuNet when creating your extract. Make sure to click the correct radio button for months
or years. Also, be sure to enter the correct date in the “as of” field. This date will be the
Common Review Date you entered into ImmuNet when you created your extract.
5.
Next, at the File Name field, click Browse to locate your newly created CoCASA text file
(.txt)
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6.
Lastly, name the assessment in the assessment field at the bottom of the screen, then click
the Import button
a. LHD’s should name the assessment the same way you would normally name any
other assessment in CoCASA: county# - last 2 #s for the year-org name (e.g.,
(21-09-Healthy Peds)
b. Some records may not be able to import into CoCASA because of errors in
IMMUNET data entry or because CoCASA does not accept it (ex. Synagis). If
there are any errors during importing, an error report will generate for your
viewing in text file format. To identify the vaccines rejected, refer to the CVX
code list maintained by the National Center for Immunization and Respiratory
Diseases (NCIRD).
http://www.cdc.gov/vaccines/programs/iis/stds/cvx.htm
7. Click the Close button to exit the import window. You now are able to select the
assessment you have uploaded from ImmuNet and run CoCASA reports as you normally
would.
Note: CoCASA extracts may take more than 20 minutes to download, depending on the size of
your organization. Instead of waiting on the status screen for the download to complete,
you may work with other features in ImmuNet and even log out while the file is
downloading. To return to the status screen, press Check Request Status.
12.46
Maryland Immunization Registry
Reports and Forms
Data
Exchange
In this chapter:
Data Exchange through ImmuNet
HMO Data Exchange
Data Exchange through ImmuNet
The data exchange feature of ImmuNet gives you the capability to exchange immunization data
files. Only ImmuNet users with the role of "MCO Data Exchange," or "”Admin User" will be able
to perform data exchange. HMO/MCO users will need to follow the steps in the "HMO Data
Exchange" section of this chapter.
Provider Organization Data Exchange
Prior to establishing data exchange, the ImmuNet staff must be contacted to arrange for testing
either a Health Level 7 (HL7) or a Flat File that your organization will be sending. ImmuNet
prefers to work with the vendor or technical contact to test the file format first. Once that testing
is complete, ImmuNet will run a test with each provider organization to ensure the provider
organization itself is set up correctly in ImmuNet and is able to upload data into the system.
Creating a test file for Data Exchange
1.
Contact ImmuNet Help Desk (410-767-6606) to receive the most up to date version of the
file specifications for both HL7 and Flat File.
2.
Send ImmuNet staff a hypothetical sample file of at least 5-10 patient records. Include in
this file a range of sample of immunizations per "patient". ImmuNet will check the file and
run it in test mode.
• All combination vaccines and single vaccines should ultimately be tested.
• Provide at least 3 records where all patient information that you are allowing your
clients to provide is entered (e.g., mother's maiden name responsible person, patient
status, etc).
• If you are only collecting the required fields, please let ImmuNet staff know that as
well.
• Review code tables carefully, paying careful attention to spelling and to codes that are
only valid during specific time periods.
3.
Send screen shots of your data entry screen so a comparison can be made between how
the data is being entered into your system and how it looks in the test data file.
4.
Once the file format has been tested and found to be correct, request that your provider
organization contact the ImmuNet Help Desk (410-767-6606) to set up data exchange. The
Help Desk will walk the data exchange representative from your office through the steps for
data upload and explain the response files that are created.
Setting up your organization for Data Exchange
In order to set up your organization for Data Exchange you must call the ImmuNet Help Desk
(410-767-6606) and provide them with the following information:
13.2
•
The name of your provider organization.
•
The name of your vendor (EMR, Billing, Third Party)
•
File format type: Indicate Health Level 7 (HL7), Flat File, or Custom Flat File.
Maryland Immunization Registry
Data Exchange
Note: Files have a size limit of 150 MB combined of the patient, immunization and comment
files that can be uploaded via the user interface. If files are larger than 150 MB, they will
need to be split into smaller files for loading.
Uploading a file for Data Exchange
The ImmuNet Help Desk (410-767-6606) will assist you with your first data exchange. This file
will be sent into ImmuNet in test mode. They will walk you through the data exchange process
and explain the response file to you. Once your first file has been accepted in ImmuNet, it will
be reviewed by your organization and the ImmuNet Help Desk. If both parties agree that the
Data Exchange was successful, then your organization will continue sending data into the
ImmuNet Application.
To perform a data exchange, follow these steps:
1.
2.
Click on Exchange Data under Data Exchange on the menu panel. Depending upon the
type of file format and direction of data you will be using, one or more of the following fields
will display:
•
Job Name: Fill in a name for the data exchange, if desired. If left blank, ImmuNet will use
the current date for a job name.
•
HL7 File Name: This field is required for users who are exchanging data using the HL7
file format. Press Browse to select the HL7 file you wish to upload.
•
Patient File Name: This field is required if you have chosen "bidirectional" or "provider
organization to ImmuNet" as a data direction, and your file format is Flat File, or your file
format is a Custom Flat File. Press Browse; to select the appropriate Patient File Name.
•
Immunization File Name: This field is required if you have chosen "bidirectional" or
"provider organization to ImmuNet" as a data direction, and your file format is Flat File,
or your file format is a Custom Flat File. Press Browse to select the appropriate
Immunization File Name.
•
Comment File Name: This optional field will appear if you exchange
data via Flat File format and have chosen "bidirectional" or "provider
organization to ImmuNet" as a data direction, or if you exchange data via Custom Flat
File format. Press Browse to select the appropriate Immunization File Name.
Press the Upload or Request Download button on your screen, whichever is displayed.
Note: Do not close the browser, click on any other buttons, or navigate away from this page
during the upload of the file.
Data Exchange
Maryland Immunization Registry
13.3
3.
The Exchange Data Result screen will display. This screen will list the files that were
uploaded using "bidirectional" or "provider organization to ImmuNet" data directions and will
confirm or provide the job name to the user.
4.
Press Check Status.
5.
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.
6.
Press Refresh periodically to check the status of the job, it will not automatically update.
7.
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.
•
Exception: This message indicates that the job could not be processed because of an
internal system error.
8.
Click on the blue underlined job name.
9.
If the job completed successfully, the Job Detail screen will display. This screen contains
the following three sections:
•
Download Files for: <Job Name>: This section contains all output files available for you
to download, including the Response Files and any "ImmuNet to provider organization"
download files. Click on the blue, underlined download name to download the file.
•
Download Log for: <Job Name>: This section contains information regarding activity of
the download file(s), including file name, user name, date, and time of the download(s).
•
Summary Information for: <Job Name>: This section contains a summary of all the
information pertinent to the exchanged data file received and processed.
10. If the job did not complete successfully, the Job Error screen will display. This screen will
contain an explanation of why the exchange data could not be processed, contains the
original uploaded file(s), and lists information regarding the activity of the downloaded
file(s).
Data Collected via Data Exchange
Submit as much data as possible of the listed elements for completeness. At a minimum, fields
in blue must be submitted for ImmuNet to process the file.
13.4
Maryland Immunization Registry
Data Exchange
Patient Information
Record Identifier:
Patient Status:
First Name:
Middle Name:
Last Name:
Name Suffix:
Birth Date MMDDYYYY:
Death Date MMDDYYYY:
Mothers First Name:
Mothers Maiden Last Name:
Sex (Gender):
Race:
Ethnicity:
Contact Allowed:
Consent to Share:
Patient ID:
Responsible Party First Name:
Responsible Party Middle Name:
Responsible Party Last Name:
Responsible Party Relationship:
Street Address:
PO Box Route Line:
Other Address Line:
City:
State:
Zip:
County:
Phone:
Sending Organization (this is your ImmuNet organization ID): This field is
REQUIRED if an organization other than the organization that owns the
record(s) is transmitting the data.
Data Exchange
Maryland Immunization Registry
13.5
Immunization Information
Record Identifier:
Vaccine Group*: Either Vaccine group or CPT Code is required
CPT Code*: Either Vaccine Group or CPT Code is required
CVX Code*: Either Vaccine Group or CPT Code is required - - HL7 FILE
ONLY
Trade Name:
Vaccination Date MMDDYYYY:
Administration Route Code:
Body Site Code:
Reaction Code:
Manufacturer Code:
Immunization Information Source: NOTE: if this field is left blank, the
immunization will be listed as historic or not owned by sending organization.
To indicate that an immunization was administered by your provider office
and to ensure that immunization is properly associated with your office, fill
this field with “00”.
Lot Number:
Provider Name:
Administered By Name:
Site Name:
Sending Organization: (this is your ImmuNet organization ID): This field is
REQUIRED if an organization other than the organization that owns the
record(s) is transmitting the data
Financial Status (VFC Eligibility):
Vaccine Purchased With (Funding Type):
Comment Information
Record Identifier:
Comment Code:
Applies to Date MMDDYYYY:
13.6
Maryland Immunization Registry
Data Exchange
HMO Data Exchange
All HMO/MCOs will need to complete the same testing of their data file format as outlined above
for provider organizations and EMRs. Prior to performing an HMO data exchange, your HMO
will need to contact the ImmuNet Help Desk and arrange for your organization to be set up to
perform data exchange.
You will need to provide the following information regarding the exchange:
•
File format: Indicate HL7 or Flat File.
•
Type of transmission: Indicate whether the exchange will be a test or an actual
production transfer.
To perform an HMO Data Exchange, follow these steps:
1. Click on Submit HMO Data or Submit HMO Query under the Data Exchange menu option.
Depending upon the selection made and the type of file format you are set up to use, one or
more of the following fields will display:
•
Job Name: Fill in a name for the data exchange, if desired. If left blank, ImmuNet will use
the current date for a job name.
•
For Flat File Submissions:
•
-
Patient File Name: This field is required if your file format is Flat File. Press
Browse to select the appropriate Patient File Name.
-
Immunization File Name: This optional field will appear if you exchange data via
Flat File format. HMO/MCOs are not required to send immunization data.
-
Comment File Name: This is an optional file which will appear if you exchange
data via Flat File format.
For HL7 File Submissions
-
•
File Name. This field is required for users who are exchanging data using the
HL7 file format. Press Browse to select the HL7 file you wish to upload.
For HMO Query Files
-
This field is required for users who are running an HMO query. Press Browse to
select the appropriate query file. For the format of the HMO query, please see
the HMO Query Specification.
Note: A query may not be successfully run until the HMO/MCO has submitted patient data into
ImmuNet. Only patients that are shown to be affiliated to an HMO/MCO will be returned
to the HMO via a data query.
Data Exchange
Maryland Immunization Registry
13.7
2. Press Upload.
3. The Exchange Data Result screen will display. This screen will list the files that were
uploaded and will confirm or provide the job name to the user.
4. Press the Check Status button.
5. 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.
6. Press Refresh periodically to check the status of the job.
7. 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.
•
Exception: This message indicates that the job could not be processed because of an
internal system error.
8. Click on the underlined job name.
9. If the job completed successfully, the Job Detail screen will display. For jobs created from
the Submit HMO Data menu option, these sections will display:
•
Download Files for: <Job Name>: This section contains all output files available for you
to download, including the Response Files and any "ImmuNet to provider organization"
download files. Click on the blue, underlined download name to download the file.
•
Download Log for: <Job Name>: This section contains information regarding activity of
the download file(s), including file name, user name, and date and time of the
download(s).
•
Summary Information for: <Job Name>: This section contains all information pertinent to
the exchanged data file received and processed.
For jobs created using the Submit HMO Query menu option, the following sections display:
•
Download Files for: <Job Name>: Contains the Demographic File, Immunization File,
and Exception File, all available for download by clicking on the underlined file name.
•
Download Log for: <Job Name>: Contains information regarding activity of the download
files.
10. If the job did not complete successfully, the Job Error screen will display. This screen
contains an explanation of why the exchange data could not be processed contains the
original uploaded file(s), and lists information regarding the activity of the downloaded file(s).
13.8
Maryland Immunization Registry
Data Exchange
HMO Query Format
Record Type
Record Identifier
First Name
Middle Name
Last Name
Birth Date
HMO Query Result File Formats
Demographic
Chart Number
First Name
Middle Name
Last Name
Birth Date
Immunization
Chart Number
CPT
Vaccine Group
Administered Date
Filler
Exception
Chart Number
Record Type
Error Message
Data Exchange
Maryland Immunization Registry
13.9
School User
In this chapter:
Finding Student Screen
Student Immunization History Screen
Manage List Screen
Report Student List Screen
Check School Report
Finding Student Screen
The F ind S tudent screen is used to search and locate any school student existing in the
ImmuNet application using predetermined sets of search criteria.
There are two main sections used in the F ind S tudent screen.
• Enter Search Criteria for a Student
• Search Results
Search Criteria
Listed below are the main items used to search for a student in ImmuNet.
• Student Name
• Mother's Name
• Birth Date
•
Gender
•
Phone Number
•
The ImmuNet ID is an ID assigned by ImmuNet and only displays for power users.
Student Name Search
In order to locate a student in ImmuNet using his or her name, a certain portion of each of the
student's Last Name and First Name must be entered into the respective information fields as
described below.
L as t Name - At a minimum, the first three characters of the student's last name must be
entered.
A search can be executed using less than three characters for the Last Name. In this case, the
system will search the database for a student whose Last Name exactly matches the search.
14.2
Maryland Immunization Registry
School User
F irs t Name -
At a minimum, the first two characters of the student's first name must be
entered.
Middle Name - There is no minimum character entry for the middle name field. The middle
name is only functional when used in conjunction with the student's last or first
name or both. If the patient does not have a middle initial recorded in ImmuNet,
using it in your search will not produce a match.
Note: For quicker, more precise searches, entire Last Names and First Names should be used
whenever available. The middle name will not function if used with any criteria other than
first and last name.
Mother’s Name Search
In order to locate a student in ImmuNet using his or her Mother's Maiden Name, a certain
portion of each of the Mother's Maiden Last Name and Mother's First Name must be entered
into the respective information fields as described below. The Mother's Name Search can be
used independently or in conjunction with the Student Name Search.
Mother’s Maiden L as t - At a minimum, the first three characters of the Mother's Maiden Last
name must be entered.
Mother’s F irs t Name -
At a minimum, the first two characters of the Mother's First Name
must be entered.
Birth Date Search
In order to locate a student in ImmuNet using his or her Birth Date, the criteria must be entered
as described below.
B irth Date -
Can be a valid date between 01/01/1880 and the current date and it must be
entered in the following format MM/DD/YYYY.
The search will return all students whose corresponding birth dates exactly match the dates
entered. The Birth Date Search can be used independently, but is recommended that it only be
used in conjunction with at least one other set of search criteria, such as Last Name. Typically
there may be hundreds of students born on that particular day which will cause ImmuNet to hit
the threshold limit.
School User
Maryland Immunization Registry
14.3
Gender Search
The Gender Search can only be used in helping to locate a student in ImmuNet when used in
conjunction with one or more other set(s) of search criteria.
G ender -
Select one of the three options, Male, Female, or Unknown.
Phone Number Search
In order to locate a student in ImmuNet using his or her Phone Number, the criteria must be
entered as described below.
P hone Number -
A valid seven-digit Phone Number must be entered.
The search will only return students whose corresponding Phone Number exactly matches the
Phone Number entered. An Area Code can be entered in the first information field after Phone
as an additional means to narrow the search, but is never required. The Phone Number Search
can be used independently or in conjunction with other search criteria.
Once you have entered all your criteria for the search, click on the button to execute the search.
Results are described below.
Search Results
Exact Student Match - An Exact Student Match means ImmuNet returned only one student.
When this occurs, the S tudent Immunization His tory screen is displayed containing all of the
relevant information regarding the student. An Exact Student Match will usually occur when the
search criteria entered contains information inherently specific to a particular student.
List of Possible Matches
A List of Possible Matches means the search returned more than one and less than or equal to
75 possible student matches. All possible student matches returned are then displayed in a
table. The student result table is sorted alphabetically by Last Name. Middle name, birth date
and gender are also included in the table for each student. Using the information displayed for
each of the students in the table, the student can be selected by clicking on the Last Name. The
S tudent Immunization His tory screen is then displayed containing all relevant information
regarding the student selected.
Threshold Limit
When executing a search in the database, ImmuNet may find multiple possible matches from
the search criteria entered. If the number of students exceeds 75 available matches, then no
students will be listed for further selection. Instead, the following message will display:
" XX s tudents were found. P leas e refine your s earc h c riteria to limit your s tudent lis t."
(Where XX is the total number of students found in the search.)
This threshold limit occurs to restrict the extremely long lists of possible students.
14.4
Maryland Immunization Registry
School User
In the event a threshold limit is encountered while executing a student search, the scope of the
search must be narrowed. Revisit the search criterion that was previously used, and add
additional information available for the student. Be sure to observe the search criteria
restrictions listed above in the Student Search Criteria section.
Student Immunization History Screen
The Student Immunization History screen displays a student's immunization history and
provides immunization recommendations based on the ACIP 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.
There are three main sections used in the Student Immunization History screen.
• Student Information
• Student Immunization History
• Recommended Vaccinations
School User
Maryland Immunization Registry
14.5
Student Information
The Student Immunization History screen displays a student information header at the top of
the page. This header includes student name, selected tracking schedule, as well as other
student-distinct information.
The information contained in the header (ex., name , date of birth and gender) can be used to
confirm that you have located the correct student, especially if you have made an exact match
and were directed to the Student Immunization History screen following a student search.
14.6
Maryland Immunization Registry
School User
Adding Students to Report List
To add a student to a list, you must have first created specific student lists in the Manage Lists
section of the application.
•
Click on the drop down box and select your list from the available options.
•
Then click the “Add this student to a Report List” hyperlink.
•
Once a student has been added to a list, the student cannot be added to the same list
again until removed from that list. The student can however be added to more than one
list.
Student Immunization History
The Student Immunization History table lists all vaccinations the selected student has
received to date. Immunizations listed in the table are ordered alphabetically first, then by 'Date
Administered'. The table columns are defined as follows:
Vaccine Group:
This column lists the vaccine group name for each immunization
received.
Date Administered: This column gives the actual day the student was given the vaccine.
Series:
Validates vaccine administration per the ACIP schedule and denotes the
sequence number within the immunization series.
Trade Name:
This column displays the trade name of the vaccination received.
Dose:
This column indicates whether full, half or multiple doses were
administered to the student.
Reaction:
If this column indicates “Yes” and appears in red, it means a reaction to a
vaccine was recorded. To view the student’s reaction, click on the “Yes”
link in the Reaction column.
Note: The student's age shows in a solid blue field between the student immunization history
and before the recommendations.
School User
Maryland Immunization Registry
14.7
Recommended Vaccinations
The recommended vaccinations and corresponding dates for the selected student reside in a
table titled ‘Vaccines Recommended By Selected Tracking Schedule’. The vaccine group list
appearing in this table represents all vaccinations included in the tracking schedule assigned to
this student. The table columns are defined as follows:
Vaccine Group:
This column gives the vaccine group name.
Earliest Date:
This column displays dates which note the earliest date the
student could receive the corresponding immunization.
Recommended Date:
This column displays dates which note the date that the student is
recommended to receive the corresponding immunization.
Overdue Date:
This column displays dates which note the date that the student is
past due for the corresponding immunization.
The dates found in the Vaccines Recommended by Selected Tracking Schedule table can
be shaded with color for emphasis. The colors applied to the dates within the columns are
defined as follows:
Yellow will only be applied to those dates in the Earliest Date column. Yellow shading indicates
that today’s date is equal to or past the earliest date, and is before the recommended date.
Therefore, the student could receive the immunization now.
Green will only be applied to those dates in the Recommended Date column. Green shading
indicates that today’s date is equal to or past the recommended date, and is before the overdue
date. Therefore the immunization is recommended to be administered now.
Blue will only be applied to those dates in the Overdue Date column. Blue shading indicates
that today’s date is equal to or past the overdue date and before the latest date. Therefore the
patient is overdue for the immunization and should receive it as soon as possible.
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 that an immunization series has been completed according to the ACIP
schedule.
14.8
Maryland Immunization Registry
School User
Information about printing an immunization record
The Student Immunization History screen displays the information held in the ImmuNet
database for the selected student. It is possible to print this screen, but if you do print screens,
please note the following:
The Printer Icon or File>Print in the browser isn't a ImmuNet system function, but rather a
function of Internet Explorer and Netscape.
Due to security issues, to correctly print the screen simply follow the steps below:
1. Click on File>Page Setup
2. Look at the ‘Footer’ section of ‘Headers and Footers’, remove any entry or “code” in the
‘Footer’ field.
3. In Netscape look at the Header section, remove the checkmarks for “Document Title” and
“Document Location (URL)”.
4. Click Ok. Now you are ready to print.
5. Open up the Student record you want to print, click on the Print button in ImmuNet (under
the Add button).
6. Once the record comes up in the print window, click on the print icon or File>Print in your
browser.
Note: This setting should remain on your computer but you may have to change it on others.
Manage List Screen
The Manage L is t screen is used to create new and manage existing student lists to be used for
reporting purposes. A maximum of ten lists can be created by each school. This is noted at the
top of the screen.
There are two main sections used in the Manage List screen.
•
Manage List
•
Report List
School User
Maryland Immunization Registry
14.9
Manage L is t:
This section is used to add new lists to your school organization in
ImmuNet. The 'New List Name' text field is displayed. You can enter in a
new name and save it as a new list.
R eport L is t:
This section displays a table of all lists added to ImmuNet by the school
in alphabetical order. Information contained within the table is described
below.
List Name:
This column displays the name given to the list by the creator of the list.
If you click on the name you can view a detailed display of your students
within the list on the Detail List screen.
Last Updated Date:
This column displays the date the list was last updated.
Student Count:
This column denotes the count 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 list. If you click on the
delete button you can delete the desired list.
Note: Once you delete a list you cannot retrieve it. Deleting a list removes all students from the
list.
Creating a New Student List
1. Enter a name in the ‘New List Name’ text field.
2. Next click the Save button and the list name will be added.
3. The message will appear at the top, “The list has been created successfully.” An example of
a list name may be: Class of 2015. You will later add students to this list.
Note: Once you create a list, you cannot edit the name of it. Make sure to choose a list name
that will not need to be revised (avoid generic names or current references).
Opening the Report/Student List Screen
1. Click on a list name for the list you wish to view.
2. You will be taken to the Report/Student List screen where you can view your student list.
Further explanation can be found on the Report/Student List section.
14.10
Maryland Immunization Registry
School User
Removing a list
1. Click on the Delete button to the right of the list.
2. When the Delete button is clicked you will be given a prompt “Are you sure you want to
delete this list?” Your option is either Ok or Cancel.
3. Clicking on Ok will delete the list and remove it from the Manage List screen. Clicking
Cancel will cancel the delete and return you to the Manage List screen.
Report Student List Screen
The R eport/S tudent L is t screen is used to view students added to your school list, and run
reports for the students in the list. You can also view a student's history and remove a student from
your list.
There are two main sections used in the Report/Student List screen.
•
Student List
•
Reports Available for School
School User
Maryland Immunization Registry
14.11
Student List
This section is for viewing student immunization history, and to remove a student from your list.
Information contained within the student list table is described below.
Delete:
If you wish to remove a student from your list, place a checkmark in the box beside the
student’s name in the Delete column. You can remove as many students as you
like at one time by checking multiple students. Next, click on the Delete button. Once
you have confirmed the delete, a message will display: "The list has been updated
successfully" and your student(s) will be removed.
Last Name:
This displays the student’s last name and provides a link back to the Student
Immunization History screen.
First Name:
This field displays the student’s first name.
Middle Name: This field displays the student’s middle name.
Birth Date:
This field displays the student’s date of birth.
Reports Available for Schools
This section provides three student reports within the list:
Student List: This report displays the name and date of birth for each student on the list sorted
alphabetically by last name.
Student Immunization History List: This report displays the name, date of birth and
immunization history for each student on the list sorted alphabetically by last name.
Immunization Due: This report displays the name, date of birth and all immunization information
for immunizations due for each student on the list sorted alphabetically by last name. See
Immunization Due Report notes below.
Generating the Student List Report
1.
Click on the Student List link.
2.
The student list report will open in a pdf document.
Generating the Student Immunization History List Report
1.
Click on the Student Immunization History List link. You will be taken to the Check School
Report screen where you can view the status of the report you are running.
2.
Once your report has finished generating, the report name will turn blue, and the report
status will say “ready.” You can now click the link and view the report.
3.
The report displays the Immunization History and the Recommended Vaccines for each
student on your list.
14.12
Maryland Immunization Registry
School User
Generating the Immunizations Due List Report
When requesting the Immunization Due report you will be taken to a screen where you can
enter criteria used for the report. The criteria for this report are explained below.
Selecting Vaccine Groups
Choosing vaccine groups allows you to single out any given vaccines within the selected
tracking schedule. If the student is overdue for any of the selected vaccine groups, then he or
she will be included in the school report outcome, given all other report criteria are met.
1. Within the 'Select the Vaccine Group(s)’ section, select the 'Use All Vaccine Groups’ option,
or select the ‘Use Vaccine Groups Selected’ option. If the 'Use vaccine Groups Selected’
option is selected, choose the vaccine groups to include.
•
Scroll though the vaccine group list and either double-click on the desired vaccine group
name, or click on the vaccine group name and then click the Add button. All selected
vaccine groups will appear in the right list box in green font.
•
To remove any vaccine groups from the report criteria, either double-click the selected
vaccine group name in the right list box, or click on the selected vaccine selected
vaccine group name from the right list box and then click the Remove button.
Selecting Dates
Date criteria can be entered as a Target Date Range as described below.
Target Date Range
When these dates are specified, the report will only return those students that were, are, or will
be overdue for the selected vaccine groups on a date falling within the target date range
entered.
2. Enter the Target Date Range in the “From” and “To” text boxes in the form MM/DD/YYYY, or
click on the calendar icon to set the date.
School User
Maryland Immunization Registry
14.13
•
For either date range, the “From” date, “To” date, or both dates can be left unspecified,
described as follows:
•
If the “To” date is unspecified for the Target Date Range, the report date range will
include the “From” date up to and including today's date. If both dates are left
unspecified for the Target Date Range, then today's date will be entered for both “From”
and “To” fields.
3. Click on Generate
4. You will be taken to the Check School Report screen where you can view the status of the
report you are running. Once your report has finished generating, the report name will turn
blue, and the report status say “ready.” You can now click the link and view the report. The
report displays the Immunizations Due for each student on your list.
Check School Report Screen
The C hec k S c hool R eport screen is used to display and/or determine the status of a report
request. The screen is separated into two sections.
•
School Report Job Status
•
School Report Status
School Report Job Status
This section displays date and time a report was started and completed, the overall status in
percentage, the number of students returned, and the target date range if one was specified.
You can only have one job listed in this section. Once you run a new report your previous job
will be erased.
14.14
Maryland Immunization Registry
School User
School Report Status
This section displays reports generated from the Report/Student List screen. It contains the
name of the report (i.e. History Report 06-27-2002 09:42:55), the type of report, the date and
time the report was requested, what time it started, and the status. Your reports will be sorted
by time generated, with the latest report at the top. Based upon your report selection (student
immunization history list or immunization due), you will see the status for that report in the top
section. If the report returned with at least one student, it will then place a link below
corresponding to the report you selected.
To get the latest update on all the requests listed in the table, click on the REFRESH button.
This will show the most current status for each request from the ImmuNet database.
You do not have to remain on this screen while the reports are running. You can navigate away
from this screen and go somewhere else in the application while your report runs in the
background. To get back to the 'check status’ screen, click on the ‘school report' link in the
menu panel on your left.
As soon as the report name appears as a hyperlink or the 'Status' displays 'Ready', it has
completed processing and is ready for viewing. To view the report, simply click on the desired
report name hyperlink. (This process can take some time depending on the size of the report)
The selected report will automatically be displayed using the Adobe Acrobat Reader. If there is
a problem viewing your report please contact the ImmuNet Help Desk.
At any time, click the CANCEL button to return to the screen you were previously on.
School User
Maryland Immunization Registry
14.15
Appendix 1
In the Appendix:
Online Help
ImmuNet Help Desk
Online Help
The ImmuNet online help function provides you with both screen-specific help and a general
help index. You may access online help from any screen in ImmuNet by pressing the yellow
light bulb on the menu bar in the top right corner of the screen.
Screen-Specific Help
To access screen-specific help, follow these steps:
1. When on any screen where you would like help, press the light bulb on the menu bar
located at the top-right of the screen.
2. A box with screen-specific help information will display. This help box may have any or all of
the following features:
•
Purpose: This section describes what the screen is meant to do or what kind of
information needs to be entered.
•
Information provided: This section describes in detail the input and output fields that
are found on the screen.
•
Functionality: This section provides information about specific buttons 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 page.
4. To close the help box, press the
button in the top right corner of the box.
General Help
General help contains information on screens throughout ImmuNet. 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
button in the top left corner of the help box.
3. A box may open asking if you want to display both secure and non-secure items; press
A.2
Maryland Immunization Registry
Appendix 1
.
4. The General Help screen now displays. View the left side of the page. A list of topics
displays, each with its own book-shaped icon.
5. Select a topic, and a list of help items for that topic displays. Each help item displays with a
question mark icon. You may also see further subtopics, each with its own book-shaped
icon.
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 General Help screen.
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 browser’s
buttons.
and
10. To collapse a topic, select it or click on the book icon next to it. You may toggle back and
forth between opening and closing a topic by clicking on the book icon.
11. To close out of the help box, press the
button in the top right corner of the box.
Viewing/Searching the General Help Index
To view or search the general help index, follow these steps:
1. Follow Steps 1-3 under Contents of General Help.
2. Press the Index button on the top left side of the General Help screen.
3. To find an index topic, use the scroll bar to view index topics.
4. Click on one of the help items to view the item.
5. The help information you selected will display on the right side of the General Help screen.
6. To return to a previous help screen or to skip ahead one screen, use the browser’s
and
buttons.
7. To close out of the help box, press the
button in the top right corner of the box.
ImmuNet Help Desk
If you are experiencing difficulties or have questions regarding ImmuNet, you may contact the
ImmuNet 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 ImmuNet Help Desk hours are 9:00 a.m. to 5:00 p.m. Monday through Friday.
Appendix 1
A.3
Help Desk telephone number:
410.767.6606
Help Desk e-mail address: [email protected]
A.4
Maryland Immunization Registry
Appendix 1
Appendix 2
In the Appendix:
Validation of Patient Entry Data
Disallowed Address Entries
Disallowed First Name Entries
Disallowed Last Name Entries
Validation of Patient Entry Data
ImmuNet validates the information you enter on the patient screen when you attempt to
save the entries. If you have entered data that ImmuNet considers invalid, a message
will appear asking you to re-enter data in the field(s). Validation varies depending on the
field. Refer to the chart below for information on validation of data in various fields.
Field Name
First Name
Middle Name
Last Name
Mother's First
Name
Mother's Maiden
Last Name
Web Page/Section
Characters Allowed
Enter New Patient/Personal
Information, Manage Patient/
Personal Information
Enter New Patient/Personal
Information, Manage Patient/
Personal Information
Enter New Patient/Personal
Information, Manage Patient/
Personal Information
Enter New Patient/Personal
Information, Manage Patient/
Personal Information
Allow only alpha characters, dashes, and
apostrophes. Do not save an entry that
matches a disallowed name.
Enter New Patient/Personal
Information, Manage Patient/
Personal Information
Allow only alpha characters, dashes,
apostrophes, and periods.
Allow only alpha characters, dashes,
apostrophes, and periods. Do not save an
entry that matches a disallowed name.
Allow only alpha characters, dashes, and
apostrophes.
Allow only alpha characters, dashes, and
apostrophes.
Enter New Patient/Responsible
Allow only alpha characters, dashes, and
Responsible Party
Person(s), Manage Patient/
apostrophes.
First Name
Responsible Person(s)
Enter New Patient/Responsible
Responsible Party
Allow only alpha characters, dashes,
Person(s), Manage Patient/
apostrophes, and periods.
Middle Name
Responsible Person(s)
Enter New Patient/Responsible
Responsible Party
Allow only alpha characters, dashes, and
Person(s), Manage Patient/
apostrophes.
Last Name
Responsible Person(s)
Street Address
Other Address
PO Box
E-mail Address
Phone Number
City
Zip
A.2
Allow alpha or numeric characters,
Enter New Patient/Responsible backslashes, number symbols, dashes,
Person(s), Manage Patient/
periods, and apostrophes. Do not save
Responsible Person(s)
quotes. Do not save an entry that matches
a disallowed address.
Allow alpha or numeric characters,
Enter New Patient/Responsible backslashes, number symbols, dashes,
Person(s), Manage Patient/
periods, and apostrophes. Do not save
Responsible Person(s)
quotes. Do not save an entry that matches
a disallowed address.
Enter New Patient/Responsible Allow alpha or numeric characters,
Person(s), Manage Patient/
backslashes, number symbols, dashes,
Responsible Person(s)
and periods. Do not save an entry that
matches a disallowed address. Do not
save quotes.
Enter New Patient/Responsible
Must contain "@" symbol and period. Do
Person(s), Manage Patient/
not save quotes.
Responsible Person(s)
Enter New Patient/Responsible
Allow only numeric characters and
Person(s), Manage Patient/
dashes. Do not save quotes.
Responsible Person(s)
Enter New Patient/Responsible Allow only alpha characters, dashes, and
Person(s), Manage Patient/
apostrophes. Do not save quotes.
Responsible Person(s)
Enter New Patient/Responsible Allow only numeric characters. Do not
Person(s), Manage Patient/
save quotes.
Responsible Person(s)
Maryland Immunization Registry
Appendix 2
Disallowed Address Entries
Disallowed Address Entries
DO NOT USE
UNKNOWN
GENERAL DELIVERY
DECEASED
ADDRESS
FAMILY PLANNING
PLANN PARENTHOO
NO CURRENT
MOVED
UPDATE
MAIL RETURNED
COMMENT
FAMILY PLANNING SERVICES
PLANNED PARENTHOOD
Disallowed First Name Entries
The following chart lists first name entries that will not be validated in ImmuNet.
Disallowed First Names
ADOPT
HBS
LSS
UNK
ADOPTIVE
HRH
LSS BABY
UNKN
AF BABY
LWG
UNKNOWN
MALE
UNKNOEN
BABY
I
ILLEGIBLE
SIGNATURE
INFANT
MR
UNKOWN
BABY B
INFANT BO
MRS
UNNAMED
BABY BOY
INFANT BOY
MS
UNREADABLE
BABY G
INFANT FE
NEWBORN
V
BABY GIRL
INFANT FEM
NFN
WLCFS
BABYB
INFANT G
NTXHW
XWM
BABYBOY
INFANT Gl
PARENT
XXX
BABYGIRL
INFANT GIR
PARENTS
UFA
BG
INFANT GIRL
PENDING
BOY
INFANT GRL
PVN
BOY I
INFANT M
SIGNATURE
BOY II
INFANT MA
SLKDFSLKD
CHILD
INFANT MAL
SRM
CSS
INFANTBOY
THWJ
FEMALE
INFANTGIR
TOMORROW'S
CHILDREN
FIRE DEPT
INFANTGIRL
TSWJ
GIRL
INFANTMAL
TSWM
GIRL I
INFANTMALE
TSWV
GIRL II
LCFS
TXWM
BB
Appendix 2
Maryland Immunization Registry
A.3
Disallowed Last Name Entries
The following chart lists last name entries that will not be validated in ImmuNet.
Disallowed Last Names
A.4
ADOPT
CSS BABY
LSDKFSLDK
UNKNOEN
ADOPTIVE
CSSW
LSS
UNKOWN
A BABY
DSS
LSSFC
UNNAMED
A F BABY
DCS
LTJR
UNREADABLE
AF
DFS
MBABY
V
AF BABY
DSS
M BABY BOY
VBABY
AF BABY BO
E BABY
MALE
VLK
AF BABY Gl
F BABY
NEWBORN
WLCFS
AFBABY
FF
NLN
ZBABY
BCS
FIRE DEPT
OBABY
UFA
BSC
FWV
PBABY
BABY
G BABY
PCS
BABY BOY
GARCIA INF
PENDING
BABYBOY
GIRL
RBABY
BABY GIRL
GSST
SBA
BABYGIRL
H BABY BOY
SBABY
BCS
I
SCI
BCSW
INFANT
SB
BOY
INFANT BOY
SC
BRT
INFANT FEM
SIGNATURE
BSC
INFANT GIRL
SMRT
CAC
INFANTBOY
SRB
CS
INFANTGIRL
SRFC
CSS
INFANTMALE
SRP
CAC
LSS
SS
CBS
LCFD
TAO
CCS
LCFS
UN
CFCFS
LCSF
UNK
CS
LNAME
UNKN
CSS
LS
UNKNOWN
Maryland Immunization Registry
Appendix 2
Glossary
ACIP
Advisory Committee on Immunization Practices. Along with the Centers for Disease Control
and Prevention (CDC), provides written recommendations on the administration of vaccines
to adults and children in the United States. These recommendations include a schedule of
dosage, contraindication, and periodicity information for each vaccine. This "harmonized
schedule" is the default schedule within ImmuNet.
Blood Lead Test Result
A lab result showing the concentration of lead in the patient’s blood. Typically, the result is
measured in micrograms per deciliter.
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.
Browser
A software program you use to access the Internet. The two most common browsers are
Netscape® and Internet Explorer.
CoCASA
Comprehensive Clinic Assessment Software Application. A tool developed by the Centers for
Disease Control and Prevention (CDC) used for assessing immunization levels of patients
for an immunization provider.
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.
Clinician
A person who provides a health care service and for the purposes here would administer an
immunization; for example, a nurse.
Consent
Written permission obtained from a patient 19 years of age or older to permit future
modification and edit of demographic and immunization information housed in the registry.
Custom Flat File Template
A customized layout, specifying fields and field lengths, for performing data exchange.
Data exchange
A feature that allows you to automatically exchange immunization batch files with ImmuNet.
Deduplication
An automatic process that displays potential patient matches to help ensure that patient
records are not duplicated in ImmuNet.
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.
Favorite
See Bookmark.
Grace period
The default period of time prior to and following an immunization. This time period is used to
validate a patient's immunization history; it does not affect immunization recommendations.
Historical Doses
Doses which the patient received, but it is unclear which organization in the registry, if any,
actually administered the dose. (See also ImmuNet Inventory Doses and Other Owned
Doses.)
HL7
Health Level 7. A method of categorizing data so that it is uniform across all health reporting
systems. Allows for easier data transfer among different systems.
Home page
The first screen in ImmuNet which displays for users who have access to a single
organization. This page contains announcements, release notes, resources, and the menu.
Hyperlink
A word or groups of words that are underlined and appear in a colored font, usually blue, in
ImmuNet. When you click on the underlined text, the Web site, page, or document that is
described will be displayed. Also known as a link.
ImmuNet
Maryland’s Immunization Registry. A population-based Web application containing
consolidated demographic and immunization history information.
Immunization registry
Confidential, computerized information system containing patient demographics and
immunization histories. Registries enable public and private health care providers to maintain
consolidated immunization records.
Logout
Button on ImmuNet’s menu bar that allows you to exit ImmuNet. You may logout from any
screen in ImmuNet.
Lot number
A unique identifying number given to each vaccine by the manufacturer.
Manage Access/Account Screen
The first screen in ImmuNet which displays for users who have access to multiple
organizations. The user chooses one of the organizations to access.
Menu bar
ImmuNet's 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
The ImmuNet 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 ImmuNet functions available to the user.
ImmuNet Inventory Doses
Doses that are recorded in ImmuNet through the user interface which subtract from an
inventory lot whose quantity is recorded and maintained in ImmuNet. (See also Historical
Doses and Other Owned Doses.)
Ordering authority
A person with the capability of ordering an immunization for a patient; a person with ordering
authority is generally the patient's pediatrician or primary care provider or, within public
health organizations, the medical director.
Other Owned Doses
Doses that the organization knows it has administered, but not from any vaccine lots
maintained in the ImmuNet inventory module. (See also Historical Doses and ImmuNet
Inventory Doses.)
Patient
Anyone who has an immunization recorded in ImmuNet by a provider organization.
Patient Note
Some general, non-medical information regarding the patient that is displayed to any user
viewing the patient’s record.
PDF
Portable document file. A file format that allows you to view and print a document online in its
original format with Adobe.
PFI
Permanent Facility Identifier, assigned by Department of Health and Mental Hygiene, in
order to uniquely identify hospitals and other entities delivering health care.
Radio button
An input circle that, when clicked, fills with a black dot to indicate a selection.
Recall Notice
A card or letter that informs a responsible person or patient of immunizations that are
overdue.
Reconstitution
The process of mixing a dry, powder form of a vaccine with a diluent to produce doses that
may be administered to the patient. This term applies to Smallpox vaccine.
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, ImmuNet release
version 6.0.
Reminder Notice
A card or letter that informs a responsible person or patient of immunizations that are due in
the future.
Responsible person
A parent, relative, or guardian who is associated with the patient and may act as a contact. A
patient may also act as the responsible person for himself or herself.
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.
Toolbar
Located near the top of your computer screen, the toolbar on your Internet browser contains
several buttons, such as Back Forward, Stop, Refresh, and Home.
Tracking schedule
A schedule of recommended vaccines, their dosage and periodicity information. The tracking
schedule is used to validate a patient's immunization history and makes recommendations
for future vaccinations based on that history.
Undeliverable Address
An indicator that the address currently on file for the patient is incorrect.
User roles
ImmuNet users are categorized into hierarchical roles that determine their level of access to
the functions of ImmuNet.
Users
Individuals who access ImmuNet in some way, whether it be for printing reports, entering
immunization information, tracking inventory, or entering organization-specific maintenance
information.
Vaccine group
A category that describes one type of vaccination. For example, the vaccine trade names
Engerix-B, Comvax, and Recombivax all fall under the Hepatitis B vaccine group.
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.
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