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Immunisations

Explain it to me in 15 seconds…
You can record immunisations on the Immunisations tab of the patient record.

  1. Click on Add Immunisation
  2. Select the immunisation you are recording administration of
  3. Record other details
  4. Click Save

The immunisation will display in this list as well as on the Medications - Current Medications list as a Once Only medication.

You can record a patient's immunisation history or immunisations administered elsewhere, if they have a care plan that includes immunisation events in it.

  1. Click on Record Immunisation History
  2. Select the immunisations you are recording
  3. Mark the date that they were given
  4. Record where they were given eg School, GP Clinic etc.

These immunisation will count towards the patient being fully immunised.

For patients under the age of 20, an immunisation icon in the status section of the demographic header displays in bold if the patient is up to date with their immunisations (i.e. has no overdue immunisation care plan activities).

The Immunisation module is integrated with the Australian Immunisation Register. With the correct configuration of your organisation and user profiles (Helpdesk can assist with this) your immunisation records will send to AIR automatically.


Immunisation Schedules

Refer the below links for details on the latest immunisation schedule.

National Immunisation Schedule

State Immunisation Schedules

Registering as an Immunisation Provider

If you’re a medical practitioner, midwife or nurse practitioner with a Medicare provider number, you’re automatically a recognised vaccination provider and authorised to record or get immunisation data from the AIR.
If you’re not a medical practitioner, midwife or nurse practitioner with a Medicare provider number, you can apply to become a recognised vaccination provider.
Please refer here for information about registering as an immunisation provider

Add an Immunisation

Start by selecting your patient and from the Patient Widget select Immunisations from the Clinical column.

or by selecting Immunisations from the Navigator within the clinical record.

To create a new Immunisation record, click on the Add Immunisation button.

Select the type of immunisation, site of administration and record batch number and dose information. (These last three are optional fields.)
You can select to record that patient education relating to managing side-effects was given by checking the Patient Education Given box.

You may also record the patient's consent to the immunisation in this screen. Check the box for Consent received, consent related fields will display. Record the relevant details, this creates a consent record in the patient consents screen.

Click Add.

The newly recorded immunisation will now appear in the list on the Immunisation page, as well as in the patient's Current Medications list in the Medications tab. An associated script and medication event will also be created.

Immunisation Workflows

Recording Administration on behalf of others

You must have the user permission Alter Completed By set to Allow to access the list of all users in the Administered By field of the immunisations screen. If it is set to Deny, you will see your own name and “Other”.

Authorising Immunisations

When a clinical scenario arises that a nurse requires the immunisations they administer to be authorised, in the nurse's user profile, the following boxes should be ticked, and the recipient for (internal) notifications selected.
.
In the immunisation window the user will see new fields.

Workflow: Medication Confirmation NOT Required

The user will see the Authorised By field (if configured). Here, they select the nominated authoriser from within their organisation if required. They then enter the immunisation details and click Add.


Workflow: Medication Confirmation Required

The user will see the Authorised By field (if configured). Here, they select the nominated authoriser from within their organisation. They enter the immunisation details, have the administration confirmed by the authorising person (who enters their Medication PIN) then click Add.
Authorisers need to ensure their Medication PIN has been set.


Workflow: Administering from a Doctor's prescription

In organisations that require a doctor to create a prescription for the immunisation
The doctor will create a prescription for the immunisation as they would for any other medication.

The person administering the medication will open the medications module to Scripts or Current Medications, and select administer from the action menu.
They will record the administration details.

The immunisation will be saved as a Medication Event
An allocated medication
And an Immunisation

Record Immunisation History

On the Immunisation Tab of the clinical record, click the Record Immunisation History button.
A pop up will open with a list of outstanding/overdue immunisations.

Mark the check box date and details for each immunisation that you wish to record, and click Save.

The corresponding care plan activity will be updated when this information is saved.

NB: This data draws from care plan activities and lists activities that are configured with an AIR immunisation; it excludes immunisation activities that have been marked as not relevant when the patient is their current age.

Immunisation Status

For patients under 20 years of age, an immunisation status icon gives you an 'at a glance' view of the patient's immunisation status.

The icon appears as a feint icon in the Status section of the demographic header when immunisations are not up to date.

When immunisations are up to date the icon changes to black.

The icon will update when all historical immunisations have been marked as received.

AIR - Australian Immunisation Register

MMEx provides all users with the option to automatically send their immunisations to the Australian Immunisation Registry (AIR) (previously Australian Childhood Immunisation Register (ACIR). Only recognised vaccination providers can submit immunisation information to the AIR. Only a vaccination provider in Australia can submit details of vaccinations given while an individual is overseas.

Set up users for AIR

Users must ensure that the following boxes in their user profile have been completed. If you are not a doctor, enter your individual vaccination authority number in the provider box. Alternatively, check with your organisation administrator - if the location licence has been set at the organisation level, there is no requirement to enter this number again. Click Submit Changes at the bottom of the screen before navigating away.

For information about AIR and to register, click here AIR

When you have recorded an immunisation (not historical) you will now see the message Check the box don't send notifications if you do not wish to send the details to AIR.

AIR Claims Management

For users with AIR Claims Management permission, this page link will be visible in the left side menu, on the Settings sub-menu.

The AIR Claims Management allows you to look at the log of immunisations sent from your clinic on any given day, and identify if they were successful or failed to go through.

You can select to filter the list for a particular status, each claim item will be in one of these states.

Opening up one of the claim items will display the following information:

Clicking on the patient name in the Encounters list will show the following information:


You can use this area to identify which individual imms, or group of imms fails. The status will show ‘Failed’ – meaning the imms did not go through to AIR

If the status shows as ‘succeeded’ then MMEx has successfully sent the imms to AIR.

Within the patient file, in the immunisations field, is a clear identification of imms that have succeeded or failed. You will see symbol on left hand side in AIR status. Moving the mouse over the symbol will show what the status is. After giving an immunisation, you should check the status shows as having been successful.

As MMEx is directly linked to Medicare, and requires an active connection and site certificate to communicate information to AIR.

Like the billing system, immunisations get sent to AIR in batches.
When a batch is created, the status is New and system keeps adding immunisations under it to a maximum of 99 encounters per batch.

There is daily task scheduled in MMEx every 24 hours, to prepare the claims for submission by:

  • setting the status of those claims which have not changed for the last 24 hours to Pending
  • and another task (every 30 minutes) to send the pending claims to AIR.


This means that an immunisation record will usually be sent to AIR within 25 hours of the last change made to it.

AIR Status Indicators

In the AIR Status column of the Immunisation Record you will see indicators of the AIR status.

The colours indicate the AIR status of the immunisation. Hovering over the icon will display the status.

Colour Icon Status
Not Sent
New
Pending
Succeeded
Failed

Sending Immunisation Reports to AIR/Medicare

To set yourself up to send immunisation claims to Medicare, first go to the Settings menu and click on My Profile, from the Preferences section.

On the profile page, ensure that your Provider and Location IDs are given. If your Location ID is not displayed, please contact the MMEx Help Desk on (ph:) 1300 722 926.

Next tick the Send Immunisations to AIR check box below.

To ensure that your Profile settings have been reset, you may need to sign out and back into MMEx again.

Like the billing system, immunisation records get sent to AIR in batches. When a batch is created, the claim status is New and system keeps adding immunisations under it (maximum 99 encounters)

There is daily task (every 24 hours) to prepare the claims for submission by setting status of those claims which have not changed for the last 24 hours to Pending and another task (every 30 minutes) to send the pending claims to AIR.

For information about the National HPV Register notifications, click here

manual/immunisations.txt · Last modified: 2019/12/17 01:12 by sarahb