Record New Immunizations (from ALERT IIS Inventory or Other Inventory)

The Record New Immunizations screen is used to individually finalize the information that will be recorded for each new immunization selected.

This screen provides a separate layout for customizing the information on each individual new immunization, as well as displaying patient information.

Column Name	Description
Vaccine Group	This column lists the vaccine group name for each immunization received.
Date Admin	This column gives the actual day the patient was given the vaccine. Click on the date hyperlink Oct-15-2001 to view the "Explanation of Dose Status" pop-up for that particular immunization. This pop-up window displays the tracking schedule dose rule applied to the selected dose for that vaccine series.
Series	This column denotes the status of the dose associated with the vaccine group. A sequence number along with the total number of doses within the immunization series displays for valid immunizations. An example is (1 of 4) with the 1 being the dose number of the immunization and the 4 being the total number of doses within the immunization series. NOT VALID will display if the dose given for the immunization series was not considered to be valid within the immunization series tracking schedule rules.
Vaccine[Trade Name]	This column displays Vaccine only if a Trade Name was not specified for the Vaccine that was administered, otherwise this column displays Vaccine and Trade Name if a Trade Name was specified for the Vaccine that was administered.
Dose	This column displays the number of doses administered for each immunization. This is called the dose magnitude. The dose magnitude reflects how many doses, as defined in inventory, were administered to the patient. This number is not dose size as measured in milliliters. Here are some examples: If a single pediatric dose were administered to a child, the Dose column would display 'Full'. If two pediatric doses were administered to an adult, the Dose column would display the number '2'. If half of the usual adult formulation of a dose were given to a child, the Dose column would display 'Half'. The system will also use this data to determine the validity of the vaccination provided. For example a 'Full' pediatric dose being given to an adult would result in a not valid in the series column, because the dose magnitude needs to be '2'.
Owned?	This column displays whether or not this shot was entered by your organization. If it is not owned there will be a hyperlink that says "No". You can click on the hyperlink to view which organization entered the shot as well as the contact information. Note: If there is a question about an immunization entered by another organization we urge you to contact that provider with the supplied contact information.
Reaction	This column reports any reactions the patient had after receiving a vaccine. A 'Yes' in this column indicates there was a reaction. To view the reaction, click the "Yes" hyperlink and a small information window will open, displaying the explanation of the selected reaction.
Hist?	This column reports whether the recorded immunization was historical or not. A 'Yes' in this column indicates the immunization was recorded as being historical. If there is no 'Yes' then the immunization is new (out of inventory).

*If the User selects the Entry Barcode radio button then the Barcode Field will become visible, the cursor will be placed in the Barcode field and the User will be able to scan the 2D barcode. If the User selects the Entry Manual radio button then the Barcode Field will become invisible, the User will be able to do the standard method, and the cursor focus will be on the Date Administered field.

After a user enters immunizations and clicks the Save button, the system will attempt to find potentially duplicate immunization records. Two immunizations which have overlapping vaccine groups and are administered to the same patient within a two day window of each other are potentially duplicate immunization records. The system will attempt to automatically resolve some cases of duplicate immunizations, but if it cannot, then the system displays the Duplicate Immunization Override screen and asks the user to make a choice.

Automatic Resolution Example: Suppose a user enters a historical dose of Hib with trade name ActHib and lot number 123456, which matches an existing immunization of Hib for the patient on the same date with the same trade name and lot number. The system determines this is an exact duplicate and automatically discards the immunization the user is attempting to save.

Duplicate Immunization Override Example: Suppose a user enters a historical dose of Hib with trade name ActHib and lot number 123456, which matches an existing immunization of Hib for the patient on the same date with the same trade name, but the lot number is different. The system won't automatically resolve this because the difference in lot number could be significant. The system displays the Duplicate Immunization Override screen as below:

Field	Description
Patient Name(First - MI - Last)	Displays the patient's First Name, Middle Initial and Last Name.
DOB	Displays the patient's Date of Birth.
Gender	Displays the patient's Gender.
Tracking Schedule	Displays the patient's Immunization Tracking Schedule that is being used on the Record New Immunizations screen.
Patient ID	Displays the patient's Primary Patient ID for the organization that the user is logged in under.
Address	Displays the patient's Address.
Comments	Displays comments that have been entered for the patient that can be scrolled to view multiple comments if multiple comments are associated with the patient using the up and down buttons.
Current Age	Displays the patient's current age in years, months, and days. Example 1 year, 2 months, 3 days
Patient Notes	Displays the number of patient notes that the patient has with a hyperlink to view the patient notes. Confidential information should not be stored in patient notes for a patient. Patient notes are able to be viewed by any provider organization with appropriate access to the system.

Field Name	Description
Event Description	This is the name of the pandemic response event or preparedness exercise.
Begin Date	This is the Begin Date of the Event
End Date	This is the End Date of the Event.
Age Group	The age group is not required. The age will be calculated at the time of vaccination and included in aggregate reporting.
Priority Group	Effective priority group categories are available in the pick list displayed. The Priority Group Value (Code) is displayed in the pick list. When selected, a full description of the selected priority group will be listed below the event.

Field Name	Description
From Alert IIS Inventory Checkbox	When this check box is selected the immunizations that are being added from this screen are From Inventory in the ALERT IIS system. When this check box is not selected the immunizations that are being added from this screen are from Other Inventory not stored in the ALERT IIS system. For barcode scanning, the check box will automatically be selected if the scanned barcode is in ALERT IIS and the check box will automatically be deselected if the scanned barcode is not in ALERT IIS.
Date Administered	This is a required field. The date administered is the date when the immunization(s) were given to the patient.
Administered By	This field allows the user to specify the administering clinician for all immunization(s) being added.
Entry: Barcode or Manual	Select the Barcode radio button to scan a 2D barcode or select the Manual radio button to use the standard vaccine administration process*
Barcode	This field allows the user to scan a 2D barcode. After scanning the barcode, hit Enter to process.

Command Button	Description
	After all information has been entered for each individual immunization selected to record, click the Save button to save the immunizations to the database. The system will perform data checks to ensure enough relevant information was entered for each immunization before saving. If critical information is missing or invalid, the user will be prompted to fix the error before continuing.
	Clicking the Cancel button will not save any changes or updates made to the information on the Record New Immunizations screen, and the user will be returned to the Immunization History screen.
	Clicking the Add button will add the selected patient comment and entered Applies to Date to the patient's record.
	Clicking the Delete button will remove the selected patient comment from the patient's record.

Field Name	Description	Required Field	From ALERT IIS Inventory Field	Other Inventory Field
Remove Checkbox	Click the Remove Checkbox if the user does not wish to add a selected vaccine. After the remaining required immunization information is entered and the OK button is clicked, the vaccine selected to be removed will not be added to the patient’s record.	No	Yes	Yes
Immunization	This field displays the vaccine group pick list to select for the individual immunization being administered.	No	Yes	Yes
Trade Name-Lot #-Funding Source-Exp Date	This field displays a trade name, vaccine lot number, funding source, and the expiration date pick list.	Yes	Yes	No
Trade Name	This field displays a trade name pick list.	Yes	No	Yes
Lot #	This field is for the user to specify the lot # being administered to the patient.	No	No	Yes
Vaccine Eligibility	This field displays vaccine eligibilities for patient's being administered immunizations at the organization in a pick list.	Yes	Yes	Yes
Administered By	This field allows the user to change the administering clinician for each individual immunization. To change the clinician, select the desired name from pick list.	No	Yes	Yes
Body Site	This field denotes where on the patient's body the immunization was given as a pick list.	No	Yes	Yes
Route	This field allows the user to select the route of the immunization from a pick list.	No	Yes	Yes
Dose	This field allows the user to select the dose magnitude of new immunizations by selecting from a pick list.	No	Yes	Yes