How to enter and update Immunizations using HF71odtcm.che.org/How_to_Enter_Immunizations_using_HF71_Final_2.201… · unlocked to use the Vaccine Edit tab. 11 . How to Order and Update

How to enter and update Immunizations using HF71 The following instructions guide users through the changes that effect ordering and completing vaccines. With these new changes, keep in mind the following:

The Immunizations Display will now include three new statuses: Current*, Due XX/XX/XXXX, Past Due (Excluded).

The grouping of immunizations has been improved for some vaccines. The system now provides Age/Interval Alerts when ordering a new vaccine. The immunizations module will now warn users when the patient has a recorded allergy to a vaccine

component. Status items have been changed in the vaccine details template along with items to choose from in the

“route” and site” fields. Vaccine Summary Crystal Report will now only include immunizations from the practice the user is logged

into. The Historical Vaccines template has some updates including practice favorites, quick search, and quick

entry. The immunizations template has updates for “entered in error, exclusions and exceptions”.

How to Order and Update Immunizations using HF71

Action Description /Screen The following items

highlight updates that were made to the Immunization Display:

1. Past Due (Excluded)

- indicates a vaccine should not be administered or a dose does not need to be administered due to an exclusion such as an allergy or history of disease or titer.

2. Due XX/XX/XXXX- indicates a vaccine is due but cannot be administered until date displayed.

3. Current*- Indicates no

dose is due because of the way the series has been administered already or the patient is beyond the recommended age.

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Action Description /Screen The following highlights

improvements to Immunization Grouping:

1. Administering a Tdap vaccine will now update the status of a Td vaccine to match. A date in the Td field will no longer populate as a result.

Note: There is a known issue with split influenza that has not been corrected as of date. This correction will be included in a future fix.

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Action Description /Screen Immunization Grouping Cont.

2. Rotavirus recommendation has been updated to 3 doses.

The Chart and

Recommendations tab will now display a Modified column. The last modified date and user will is the information that users will now see.

The following highlights changes to Immunizations Warnings and Allergy Alerts: 1. Patient age is below the

minimum age for vaccine.

2. Patient age is above the maximum age for vaccine.

3. Interval between last administered date of the dose and today is less than recommended interval.

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Action Description /Screen Allergy Alerts Cont.

4. There is now an alert

that warns the end user if the patient has a recorded allergy to a vaccine component.

Note: If an allergy is previously recorded for a patient, the allergy will be displayed in the Review Allergies window, in the Existing Allergies section. For example; a patient allergic to Tetanus is displayed.

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changes to Immunizations Vaccine Details template:

1. The status options have

been change to reflect the following: Entered in Error, Pending, Completed, Partially Administered, Refused and Not Administered.

2. When the Lot# has been entered the status will default to Completed.

3. Consent From field will no longer show name if populated prior to 8.3.

Note: Vaccines must be documented when administered. Failure to document a vaccine on the day it was ordered will result in a new encounter being created which will trigger billing errors.

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Action Description /Screen Vaccine Details Cont.

4. There are updates to the Route and Site fields. Additional sites and routes have been added or removed depending on the immunization. For Example: HEP A vaccine Route and Site was modified to 12 options each (narrowed down from the 49 options for Route and 55 options for Site).

Colleagues will notice the

following change with Vaccine Information Sheets (VIS): VIS documents will also be accessible in the Categories view under Documents.

*Note: Region 7 will see VIS documents in the Documents Category.

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changes to the Vaccine Summary Crystal Report and Print options. 1. The vaccine summary

report will now only include immunizations from the practice the user is logged into.

2. Excluded Vaccines will now appear as a separate line item on the report.

3. NO IMMUNIZATIONS ON RECORD will now appear on report if patient has no vaccines recorded in the chart.

4. The new format of this report allows for display of inactive vaccines.

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Action Description /Screen Vaccine Summary Cont.

5. Users can now select a Printer from the Print screen.

6. The Vaccine Summary Report will appear in the Patient History Bar.

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additions to the Historical Vaccine template: 1. User can use practice

favorites (Pediatrics, Adult, and By Category) to add multiple doses.

2. Search option has been relocated to the top right of the template.

3. User can attach the

same Source for multiple vaccines.

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Action Description /Screen Historical Vaccine Cont.

4. The Quick Entry tab allows users to enter an entire list of vaccines that are age appropriate for the patient.

5. Quick Entry also shows doses that were previously entered in the chart.

6. User can now make

edits to a patient’s chart by clicking Historical, then Vaccine Edit.

Note: Encounter must be unlocked to use the Vaccine Edit tab.

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Action Description /Screen The following highlights the

differences between, Exclusions, Exceptions and Entered in Error :

Exclusions allow a user to remove a vaccine from the recommended immunization list due to an allergy, disease or titer.

1. From the Order

Module, highlight the vaccine, click Exclusions.

2. Enter exclusion reason, click Save & Close.

Note: Patients that have chickenpox recorded in their chart prior to the 8.3 upgrade are properly shown as Excluded in this hot fix.

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Action Description /Screen Exceptions are vaccines

that are given intentionally outside of the recommended dose.

1. From the Create New

Immunization Order template, Click the Select Vaccines tab, check the Exception box.

2. Click Administer in the Administer or exclude the vaccine window.

3. Click, OK.

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Action Description /Screen Entered in Error is the

equivalent to a soft delete in the patient’s chart. Users will mark a vaccine “Entered in Error” if a mistake was made during the documentation process. For example: incorrect Lot#, no VFC status entered, etc.

1. From the Vaccine

Details Tab, click Entered in Error, then click Save or Save & Send (if submitting to a registry).

2. From the Order Module, click Orders Summary, highlight the order, and then click Cancel.

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Action Description /Screen

Entered in Error Cont.

3. Enter cancellation reason, click Cancel Order.

Note: Entered in error vaccines can only be performed on an unlocked encounter. Please follow office protocol for cancelled orders to prevent duplicate billing for an order.

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