View/Add/Edit Vaccinations

Name

The name of the patient whose vaccinations appear on this page.

Date of Birth

The patient's birthdate.

Guardian

The name of the patient's guardian.

SIIS Patient ID

The SIIS patient ID number.

Age

The patient's age in weeks, months, and years.

Status

The patient's status: Active, Inactive, etc.

Print Page

Click this link to open the patient information in a separate browser tab/window. Use the browser's print function to print the page.

Special Considerations on Record for Patient, Please Review Notes Below

This red Special Considerations message appears when one or more fields contain information related to contraindications, exemptions, precautions, allergies, or comments. If chickenpox history was added for the patient, the message The patient was reported to have had the chickenpox disease appears.

Vaccination Notification Symbols

Special symbols representing specific information may appear next to vaccination dates. The symbols and their meanings are:

• X - Indicates a vaccination outside of the ACIP schedule where revaccination is required.

• * - Historicals

• # - Adverse Reaction

• !1 - Warning (setting configured in Administration > Properties > Vaccination Settings > Warning Group 1 Indicator and Warning Group 1 Indicator Description)

• !2 - Warning (setting configured in Administration > Properties > Vaccination Settings > Warning Group 2 Indicator and Warning Group 2 Indicator Description)

• !3 - Warning (setting configured in Administration > Properties > Vaccination Settings > Warning Group 3 Indicator and Warning Group 3 Indicator Description)

• + - Unverified Historicals (information about the vaccination was provided, but not verified) Note that this symbol is set in the Administration > Properties > Vaccination Settings.

• ^ - Compromised Vaccination

• C - Confidential Services (vaccine was given as part of confidential services for a teen patient and should not be disclosed to parent without patient consent)

• Blue text indicates the vaccination was administered or recorded in the user's facility.

Documented By

Select the name of the facility where the shot was administered.

Barcode Scanner

Displays depending on configuration settings. If a barcode scanner is installed and the Administration > Settings > Properties > Registry Settings > Enable Barcode Tools option is enabled (selected), this field will display Ready in green if the barcode is ready to be used.

Service Type (Louisiana)

A state-configurable option representing the vaccination service type. This is a setting entered by the administrator that appears on the Vaccination View/Add, Edit, and Detail pages. Select a valid choice from the drop-down list. The selection remains valid for the duration of the session. To use it as a default, configure the setting as a User Default .

(enter default date for vaccination)

Double-click in any date field next to a vaccine name to enter the default date. The date can be changed.

Vaccine Name

The name of the vaccine. The vaccines listed on this page are known as vaccine shortcuts. If the vaccine you need is not listed on the page, select it from the drop-down list at the bottom of the list of vaccines.

Date/Dose Administered

Dates and dose number of the shot given (e.g., 1-6). Note that depending on state configuration, you may not be able to enter more than one vaccination from the same vaccine family. Click on a date previously entered to view the details about that vaccination. Click on the field for the vaccine and dose (column number) to enter the default date; change it if necessary. Click Add Administered to open the Vaccination/Medical Detail page. See the Vaccination/Medication Detail section for more information about this page.

History to the right of the Varicella vaccine indicates the patient has a history of varicella.

School Nurse users with the Vaccine Administrator permission are able to administer vaccines and record historical vaccinations from their School Nurse login. They also have full edit/delete permissions on vaccines entered by their Organization (IRMS) and vaccinations they enter do not appear as unverified.

Do not take ownership when adding vaccinations

By default, the facility takes ownership of the patient record when they administer a vaccination. Select this option to prevent the Organization (IRMS) from taking ownership if the record. Instead, ownership remains with the previous owning IRMS. Note that this option does not appear on the patient if the user does not have permission to make changes to records, if the IRMS is blocked from ownership, or if the logged-in user already owns the patient record.

Add Administered

After entering the date for a vaccine, click this button to open the Vaccination Detail Add page. See the Vaccination Detail Add Page section for more information about the fields on this page.

Add Historicals

After entering the date for a vaccine, click this button to add the vaccination as a historical one (previously administered).

Clear

Click this button to clear the selections made and dates entered you entered, to start over.

Add Smallpox History

If available, click this button to mark this patient as having had smallpox.

Add Chickenpox History

Click this button to mark the patient as having had chickenpox. The message, The patient was reported to have had the Chickenpox disease, appears on the page to indicate the patient's history of chickenpox. If you need to remove the chickenpox history for the patient (for example, if it was entered in error), click the Remove Chickenpox History button. Note that whether or not this button appears is state-configurable, as is the option of having the information be public or private.

Special Considerations

Click this button to add vaccination contraindications, exemptions, and precautions. The button turns red if the patient has any previously entered contraindications. See the Contraindications section below for more information about the fields on this page. To remove a contraindication from this section, click the Delete button for the specific contraindication in the list.

Contraindications

If the patient has any contraindications, they are listed in this section and the Special Considerations button turns red. To view the specifics of or add a new contraindication, click the Special Considerations button. In the Add Special Consideration section on the page that opens, select either Contraindication, Exemption or Precautions, then select a vaccine and the contraindication/exemption/precaution from the drop-down lists. Optionally, select the facility where the special consideration was documented, select the Permanent option if the contraindication is a permanent one, enter the date the contraindication was noted, and/or add the patient's age when the contraindication first occurred. Click Save to save the information, then click Back to return to the Vaccination View/Add page. The new contraindication appears in the list. To remove a contraindication from the list, click the Delete button for that contraindication, either on the Vaccination View/Add page or on the page where contraindications are entered.

Exemptions

If the patient has any exemptions, they are listed in this section.

Precautions

If the patient has any precautions, they are listed in this section.

Allergies

If the patient has any allergies, they are listed in this section.

Comments

If there is any other relevant information about the patient or vaccinations, they are listed in this section. For example, if a campaign is incorrectly configured in MISA and the MISA data is imported via HL7 into IWeb, the campaign and tier information is appended to the Vaccination Comments in IWeb if they were not previously defined in IWeb.

Vaccine

The administered vaccine.

Smallpox is included only for historical use. Forecasting does not display the smallpox vaccine until a historical vaccination has been given to the patient. The smallpox vaccination appears on the Patient Detail report.

Date Administered

The date the vaccination was administered at the facility.

Invalid Vaccination

If an entered vaccination is invalid, the invalid reason message appears here.

Historical

Indicates the shot was recorded by a facility or vaccinator but was administered elsewhere, by someone else. When editing the record, select Yes or No.

Confidential

This is a state-configurable option. Displays Yes or No depending on whether the vaccination is confidential or not. This setting impacts the Certificate of Immunizations report by either displaying all vaccinations (confidential setting = No) or not displaying the confidential vaccinations (confidential settings = Yes).

Manufacturer
Lot Number
Lot Facility
Funding Source

These fields work together. To edit the Manufacturer, click the Click to select link, then click the arrow button in the Select column in the Manufacturer pop-up window next to the name of the manufacturer. Otherwise, enter the information in the fields manually.

• Manufacturer - Name of the vaccine manufacturer

• Lot Number - Number of the vaccine lot

• Lot Facility - Location of the vaccine

• Funding Source - Indicates whether the vaccine was publicly supplied (public) or not (private). This is retrieved from the lot number information unless imported with a vaccination sent via batch with the data translation tool

There is a state-configurable option that prevents publicly supplied vaccines from being administered to VFC-ineligible patients. If the option is enabled and a user attempts this, a warning message appears, stating to either modify the VFC status or administer a privately supplied vaccine. Also, when the VFC eligibility date update is enabled for a state and a vaccination is added or edited, the updated VFC eligibility and lot publicly supplied (funding source) status is stored in the Vaccination tables. This allows a detailed history of VFC status changes to be kept for each patient.

Vaccinator

Name of the person giving the vaccination. Select the name from the drop-down list.

Organization (IRMS)

The Organization (IRMS) that owns the patient record. Automatically populated on the main Vaccination/Medicine page and not editable.

Facility

The Facility that owns the patient record. Automatically populated on the main Vaccination/Medicine page and not editable.

Anatomical Site

The location of the injection. Select from the drop-down list. When adding vaccinations for DTaP, MMR, IPV, and Varicella, this field may be automatically populated. It is also a setting in Personal Settings to allow for an optional minimum and maximum age, so the field may be prepopulated. Barcode scanning can be used if the appropriate settings are configured.

Anatomical Route

The placement of the injection. Select from the drop-down list. Examples: Intramuscular, nasal. This is configured in Personal Settings.

Service Type (Louisiana)

The vaccination service type. (State-configurable option). Select from the drop-down list. May be prepopulated if configured in Personal Settings.

Dose Size

When enabled, indicates the dose size provided. Examples:

• Full - default setting; equal to 1 dose

• Double - equal to 2 doses

• Half - equal to 0.5 dose

Volume (CC)

Vaccine amount administered. May be prepopulated if configured in Personal Settings, but can be modified.

Revaccination Reason

This is a state-configurable option. When a patient is revaccinated because the prior vaccination was compromised, this field allows the user to document the reason the vaccination was compromised. Select from the drop-down list. This field also appears on the patient's immunization history and on any reports that show the patient's complete vaccination record. In addition, the original vaccination that the revaccination replaced is not counted in the patient's vaccination forecast.

VFC /PASPORT ID (Louisiana) /WyVIP (Wyoming) Status

The patient's VFC (PASPORT ID) (WYVIP) status. If the lot number is not WyVIP eligible, the message "Program Eligibility Status" will be ignored if lot number is not WyVIP eligible appears in the field.

Adverse Reaction

Indicates a reason for the adverse reaction to the vaccine. Select an option from the drop-down list, if displayed. To add or edit an adverse reaction, click the Add/Edit Adverse Reactions button toward the bottom of the main Vaccination/Medicine Detail page. Select the appropriate option on the page that opens, enter any comments, and click Save and Continue to return to the previous page. The newly edited or added adverse reaction appears in the field. Note that in some states, adverse reaction recording is not available because it is considered a violation of privacy.

Tennessee: Toward the top of the page, click the link to VAERS to report the adverse reaction.

District/Region

The district or region where the vaccination was administered.

Dates of VIS Publications

The publication dates of the vaccine information sheet (VIS). This field may be required.

Date VIS Form Given

The date the VIS form was given to the patient. It is assumed that this form is given at the time of the vaccination if another date is not explicitly specified. This may be a required field.

Ordering Provider

The ordering provider associated with the administered vaccine. Select from the drop-down list.

Comments

Notes regarding the vaccination.

Entered By

State-configurable field used when entering historical vaccinations; indicates the person who entered the information.

Entry Date

State-configurable field that shows the date and timestamp for when the historical information was entered.

Last Updated By

State-configurable field that indicates the username of the person who last updated the vaccination record.

Last Update

State-configurable field that shows the date and timestamp the vaccination record was lasted updated.

Validate Vaccination

Indicates whether or not the vaccination was verified. Displays when a vaccination is entered as Unverified, such as through the School Nurse module (School Nurse or School Nurse Coordinator). Authorized users can validate the vaccination by selecting this option. Also displays when validating a vaccination.

Validating Facility

Displays when the vaccination was entered as Unverified, such as through the School Nurse module (School Nurse or School Nurse Coordinator). Authorized users can validate the vaccination by selecting the option and selecting a facility from the drop-down list.

Decline ownership when saving this vaccination

When editing the vaccination record, select this option to maintain the patient record ownership with the previous Organization (IRMS) and Facility.

Vaccine

Select the vaccine from the drop-down list. This field is required.

Contraindication

Select the contraindication for that vaccine from the drop-down list. This field is required.

Explanation of Exemption

Enter an explanation describing the reason for the exemption. This field is required.

Is Temporary/Permanent?

Select Temporary (default) or Permanent from the drop-down list to indicate whether this exemption is a temporary one or a permanent one. If the exemption is a temporary one, also enter a date for re-evaluation.

If Temporary, date of re-evaluation

If the exemption is temporary, enter a date for re-evaluation of the exemption. This field is required if Temporary is selected.

Add Vaccine

Click this button to add the vaccine exemption. Add as many vaccine exemptions as necessary and click this button to add each one. The vaccine exemptions are then added to the list.

Physician's Name

Select the physician from the drop-down list. This field is required.

Email Address

Enter the email address for the physician or a contact person at the provider's office for verification purposes. This field is required.

Submit

When all of the vaccine exemption information has been added, click Submit to submit the information.

1

Minimal interval from previous dose not met

2

Minimum age for this does not met

3

Minimal interval from dose 1 not met

4

Live vaccines not administered on same date must be separated by 28 days

5

Antigen not found for this schedule

6

Vaccine marked as compromised

7

Patient age outside of recommended schedule

8

Antigen not recommended for primary series

9

Antigen recommended for booster dose only

14

Vaccine not licensed in U.S.

26

HPV Bivalent vaccine is not appropriate for male vaccination

11

Minimum interval from previous dose not met but CDC does not recommend repeating this dose (Group 1)

12

Antigen administered off-label but CDC does not recommend repeating dose (Group 1)

22

The minimum recommended interval between DTaP-3 and DTaP-4 is 6 months. However, DTaP-4 need not be repeated if administered at least 4 months after DTaP-3 (Group 1)

23

The minimum recommended interval between TD and TDAP is 5 years. However, shorter intervals may be counted as valid (Group 1)

24

This patient is on the twinrix accelerated schedule (Group 1)

25

Seasonal influenza nasal and novel influ-H1N1-09 nasal should not be administered at same visit but CDC does not recommend repeating the doses

32

Rotavirus dose 1 administered at age greater than recommended age. CDC recommends completing series

33

PCV13 is recommended for children ages 14-59 mos. Previously complete for PCV7

15

TD administered at < 7 years of age (Group 2)

16

PPV23 Administered at < 24 months of age (Group 2)

17

DTaP administered at >= 7 years of age (Group 2)

18

TDAP administered at < 10 years of age (Group 2)

19

TDAP administered at > 64 years of age (Group 2)

20

Influenza, 36+ months administered at < 36 months of age (Group 2)

21

Influenza, 6-35 months administered at < 6 months of age or > 35 months of age (Group 2)

30

Influenza, 48+ months administered at < 48 months of age

31

Influenza, 18+ years administered at < 18 years of age (Group 2)

34

TIV (flu) high-dose administered at < 65 years of age

10

This additional dose not required (group 3)

13

Antigen not recommended for primary HIB series and CDC recommends disregarding in forecast

27

Multiple doses administered for single dose series. One does of TDAP is recommended (Group 3)

28

Multiple doses administered for single dose series. Revaccination for meningococcal recommended for high risk only (Group 3)

29

Multiple doses administered for single dose series (Group 3)

Vaccine

Select the vaccine from the drop-down list. This field is required.

Dose Number

Enter the dose number. This field is required.

Documented By

Select the facility that is documenting the deferral from the drop-down list.

Reason

Select a reason for the deferral from the drop-down list.  Examples:

• Vaccine Shortage

• Patient/Parent Choose to Wait (Washington)

• Patient/Parent Choose Alternate Schedule (Washington)

• Temporary Acute Illness

Start Date

Enter the deferral start date. The start date appears in the Date column on the Vaccine Deferral - Detail report.

End Date

Enter the deferral end date.