Immunizations

The Immunization module is used to record shots given to clients. A client's shot history can be added to provide a complete background. The Immunization module is accessed through the Selected Client screen.

Objectives

After you complete this section, you will be able to:

Immunization Screens

The immunizations module is separated into six screens of immunization information. They include:

Field Descriptions

Immunization Master Screen

Client Information Bar

Field	Description
Client Name	Automatically filled in with the Client's full name displayed at the top of the screen.
DOB	Automatically filled in with the Client's date of birth displayed at the top of the screen.
Age	Automatically filled in with the Client's age displayed at the top of the screen in years, months, and days.
Client ID	Automatically filled in with the Client's TWICES ID. This number is used for troubleshooting purposes.

Immunization Master

The Immunization Master screen consists of two sections. The upper section contains information about the client, and the lower section displays an immunization record for the client. Following are the fields for the upper section of the Immunization Master.

Field	Description
Program Status	Status of the client. Select from a pull-down list. Default for the field is Active.
Date	Automatically filled in with the date the PROGRAM STATUS is entered or changed. Can be overwritten.
ImmTrac Consent	Client's agreement or denial to migrate their immunization information to ImmTrac. Defaults to “(Select)”. “(Select)” is not a valid entry, so you will not be able to save the immunization master record until you make another selection. If the selection is “No” or “Unknown”, it will appear in red letters. Select from a pull-down list.
Date	Automatically filled in with the date the IMMTRAC CONSENT is entered or changed.
VFC Category	*(Required Field)* Category for Vaccines for Children. Select from a pull-down list. Defaults to “(Select)” if the immunization master record has not yet been saved. “(Select)” is not a valid entry, so you will receive an error message if you try to save the master without changing the VFC category.
Contact Allowed	Recall approval. If NO is selected, the client will not be contacted when doing a recall for immunizations.
Recall Count	*(Required Field)* Number of times the client will be recalled. Value will default to 0. Can be overwritten but must be > 0. Count will be re-set to “0” if current service (DTP, OPV, Hep, HIB, MMR or Varicella only) given.
Pref. Language	(Read-Only) Automatically filled in with the client's preferred language.
Recall Phone	(Read-Only) Automatically filled in with the client's home phone number including prefix and area code. If Contact Allowed is “No”, then the phone will be left blank.
Recall Address	(Read-Only) Automatically filled in with the client's mailing address. If there is no mailing address, the residential address will be filled in. If no address exists, “No Address Entered” will appear.

The lower section of the Immunization Master displays the last ten immunizations for each vaccine or vaccine family that the client has received. They are listed by immunization family with the immunization dates and the next due date displayed. Historical shot records are also displayed on this screen. Double-click on a date, and a window pops up with more details about that immunization.

For non-historical shot records, double-clicking will bring up the following fields:

Field	Description
Vaccine	Name of the vaccine type.
Date	Date the vaccine was administered.
Mfg.	Abbreviation of the manufacturer of the vaccine.
Lot No.	Lot number from which the vaccine was administered.
Site	Abbreviation for the body site where vaccine was administered.
Given By	Name and provider number of the provider who administered the vaccine.
VIS Date	VIS date of the vaccine.
Reaction	Y or N or NR (not read)
Notes	Y or N

For historical shot records, double-clicking will bring up the following fields:

Field	Description
Vaccine	Name of the vaccine type.
Date	Date the vaccine was administered.
Given By	Name of the provider who administered the vaccine.
Reaction	Y or N or NR (not read)
Notes	Y or N

For PPD records, double-clicking will bring up the following fields:

Field	Description
PPD Date	Date the PPD test was given.
Mfg	The manufacturer of the PPD test.
Lot No	The lot number from which the PPD test was administered.
Given By	Name of the provider who administered the test.
Date Read	The date the PPD test was read.
Measure	The measurement (mm) of the reaction to the PPD test.
Result	Positive (POS), Negative (NEG), or Not Read (NR)

For the Next Due date, double-clicking will bring up the following fields:

Field	Description
Vaccine	Abbreviation for the vaccine type
Minimum Date	The earliest date recommended by the TDH Immunizations Division for the next vaccination.
Recommended Date	The optimal date recommended by the TDH Immunizations Division for the next vaccination.
Maximum Date	The latest date recommended by the TDH Immunizations Division for the next vaccination.

Next Due Field

The next due field calculates the next due (recommended date) based on the Recommended Childhood Immunization Schedule for each tracked family of vaccines. If the date of service is given before the minimum interval for the next dose, the service date will appear but there will be no change in the Next Due calculation. Once all doses for a vaccine regimen have been given, the Next Due field will disappear for that vaccine family.

Following are the buttons that can be accessed from the Immunization Master:

· Add Current (Hot Key = Alt + A)

· Change Current (Hot Key = Alt + C)

· History (Hot Key = Alt + H)

· Save (Hot Key = Alt + S)

· Notes (Hot Key = Alt + N)

· Report (Hot Key = Alt + R)

· Consent (Hot Key = Alt + O)

· Tracking Report (Hot Key = Alt + T)

· Exit (Hot Key = Alt + X)

Add Current

Brings you to the Immunizations – Add Current screen.

Change Current

Brings you to the Immunizations – Change Current screen. This button is disabled until the date of a current (non-history) immunization is highlighted.

History

Brings you to the Immunization History screen.

Save

Any changes made to the upper section of the Immunization Master will be saved.

Notes

Brings you to the Immunization Notes screen. If there are notes already existing for the client, the button will display in blue.

Report

Brings up the client’s Personal Immunization Record, which can be printed for signature.

Consent

Brings up the client’s Immunization Consent Form, which can be printed for signatures.

Tracking Report

Brings up the client’s Immunization Tracking Report, which lists immunizations and due dates for immunizations tracked by ImmTrac.

Exit

Brings you back to the Selected Client screen.

Personal Immunization Record

Body of Personal Immunization Record

The Personal Immunization Record lists all the vaccines that the client has received. The upper section of the report includes the client’s name, address, parent/guardian, date of birth, ImmTrac consent status, and chart number. The middle section is the vaccine list. If a client has had Varicella or has had a PPD test, this will also appear in the report beneath the vaccine list. In the bottom section, there is a space to fill in by hand any medical exemptions for the client. A signature line is there for the provider’s signature, date of signature, and phone number. The agency name and address is also displayed.

Immunization Consent Form

The Immunization Consent Form is for the client’s parent or legal guardian to sign to authorize the immunizations given on that day. The upper section of the form includes the client’s name, address, ID, date of birth, and age.

If the client has had immunizations for the current date (today), the above form will appear with the vaccine fields already filled in with today’s immunizations. The form is ready to be printed out and signed.

However, if the client has not had immunizations today, the dynamic form shown above will appear. Beneath the upper section is a blank row with the following fields: Vaccine (pull-down list), VIS Date, Lot No., Mfg., and Site. Once you fill in the information for one shot, press the Add button to create a new blank row to be filled in. You can enter as many shots as necessary and then print the form for the parent’s signature authorizing the shots and indicating whether the information can be included in the Immunization Registry.

If the client’s preferred language is Spanish, either form will be printed in Spanish.

Immunization Tracking Report

Body of Immunization Tracking Report

The Immunization Tracking Report shows the immunizations received by the client along with the recommended and minimum due dates. Only the immunizations tracked by ImmTrac are shown on this report.

Adding a Immunization Record

From the Selected Client screen, select IMMUNIZATIONS.
Enter in the immunization information into the upper portion of the Immunization Master screen.. Be sure to complete the required fields or you cannot save the record.
Click the Save command button to save the record.
Select either Add Current or History, depending on whether you are entering current or historical immunizations. If the master record has not yet been saved, it will be automatically saved when you press either of these buttons.
If a client has a reaction to a vaccine for any service date, all vaccinations given on that date will display the dates in red.
If more than 5 vaccinations are given for a vaccine family, a second row for that family (Doses 6-10) will display.