RPMS Immunization Training Scott Hamstra, MD, FAAP

Immunization v8.2*1 Training Welcome to Immunization v8.2*1 training. Training for this application has been broken down into a series of self-paced modules for the user to complete at their own speed. This first module teaches the user how to add a patient’s immunization data into RPMS.

OVERVIEW  A means to track and recall patients for immunizations.  Feedback to providers and administrators about immunization rates in their patient population.  A way to share immunization information with authorized agencies. The RPMS Immunization Module provides the following:

Immunization v8.2*1 Training MODULE 1 Add an IMMUNIZATION Learning Objective Enter a patient’s new or historical immunization data into the RPMS Immunization tracking module.

ADD AN IMMUNIZATION The ADD AN IMMUNIZATION option allows the user to enter a patient’s new or historical immunizations into RPMS, regardless of whether the patient is a child or adult, active or inactive, registered or not registered. The following slides will guide you step-by- step to add an immunization entry into the RPMS Immunization tracking module.

Immunization Main Menu From the Immunization Main Menu, select the Patient Menu. Type PAT at the “Select Immunization Menu Option:” prompt. Only users with the Manager Menu security key will see the MGR option * ~ *. \ /.* ~ * * * \ / * * * * * * ( NEW * (|) * Version ) * IMMUNIZATION * *** * 8.2*1 * *. * *.* * * * * > * * < * * * * * * * * * * * * * * ( * * * * ) *. * *** *.* / /-- ~ ~ ~ --\ \ MAIN MENU at SORRY U R SICK MEDICAL CENTER PAT Patient Menu... REP Reports Menu... MGR Manager Menu... Select Immunization Menu Option: PAT

Patient Menu IMMUNIZATION v8.2*1 * PATIENT MENU * Site: SORRY U R SICK MEDIC ================= User: WHITE,DAVID SGL Single Patient Record LET Print Individual Patient Letter LLS Patient Lists and Letters Select Patient Menu Option: SGL From the Patient Menu, select the Single Patient Record option by typing SGL at the “Select Patient Menu Option:” prompt.

Select A Patient Immunization v8.2*1 * VIEW PATIENT IMMUNIZATION DATA * Select Patient Name: DEMO,PATIENT Type the patient’s name or chart number at the “Select Patient Name:” prompt. If you enter a patient who has “INACTIVE” status in the Immunization tracking module, you will be asked if you want to change the status to “ACTIVE” add that patient to the Register. NOTE: While all patients get FORECASTING, REPORTS (3-27 and month old) only use ACTIVE patients – not INACTIVE patients.

Select A Forecast Date Immunization v8.2*1 * VIEW PATIENT IMMUNIZATION DATA * Select Patient Name: DEMO, PATIENT M WE Select Forecast Date: JUL 20,2005// (JUL 20, 2005) Enter the date for which you want to view the patient’s immunization data at the “Select Forecast Date:” prompt. To accept the default forecast date, press the ENTER key at the prompt.

ADD AN IMMUNIZATION PATIENT VIEW (IMM v8.2*1) Jul 20, :32:33 Page: 1 of 2 Patient: DEMO, PATIENT DOB: 01-Jul-1971 (34 yrs) Chart#: at SORRY U R SICK ME Active Male M HBsAg: UNK # Immunization History | Immunizations DUE on 7/20/ /10/90 TET TOX WHIT | 2-HEP B past due 2 07/25/02 1-MMR WHIT | 1-IPV past due 3 02/20/03 3-PEDVAXHIB WHIT | | | | Last Letter: None ADDITIONAL PATIENT INFORMATION Case Manager : MOORE,CATHERINE Parent/Guardian......: + Scroll down to view more. Type ?? or Q to QUIT. A Add Immunization D Delete Visit P Patient Edit S Skin Test Add I ImmServe Profile C Contraindications E Edit Visit H Health Summary L Letter Print Select Action: Quit// A To add an entry to the patient’s immunization record, type A at the “Select Action: Quit//” prompt.

Enter the Immunization Date * * * ADD IMMUNIZATION VISIT * * * Patient: DEMO, PATIENT DOB: 01-Jul-1971 (34 yrs) Chart#: at SORRY U R SICK ME Active Male ___________________________________________________________________ Date: JUL 20,2005 Category: Ambulatory Vaccine: Lot#: Inj Site: Vol: ml Location Type: IHS Location: SORRY U R SICK MEDICAL CENTER Provider: VIS Date: __________________________________________________________________ Type the date on which this immunization was given at the “Date:” prompt. Saving you time and keystrokes, Today’s date is the default date. If you are entering a historical vaccine you will have to enter the correct date.

Enter the PCC Category * * * ADD IMMUNIZATION VISIT * * * Patient: DEMO, PATIENT DOB: 01-Jul-1971 (34 yrs) Chart#: at SORRY U R SICK ME Active Male __________________________________________________________________ Date: JUL 20,2005 Category: Ambulatory Vaccine: Lot#: Inj Site: Vol: ml Location Type: IHS Location: SORRY U R SICK MEDICAL CENTER Provider: VIS Date: __________________________________________________________________ The PCC Category for this visit (Ambulatory, Historical, or Inpatient) will be automatically populated with your Service Unit’s data. If Today’s date is used – default is Ambulatory If you enter a past date – Category will automatically change to HISTORICAL. If the category is incorrect, type the correct PCC Category at the “Category:” prompt. NOTE: Entering historical information WILL NOT create a PCC visit or orphan vaccines.

Enter the Vaccine * * * ADD IMMUNIZATION VISIT * * * Patient: DEMO, PATIENT DOB: 01-Jul-1971 (34 yrs) Chart#: at SORRY U R SICK ME Active Male __________________________________________________________________ Date: JUL 20,2005 Category: Ambulatory Vaccine: DTaP Lot#: Inj Site: Vol: ml Location Type: IHS Location: SORRY U R SICK MEDICAL CENTER Provider: VIS Date: JUL 30,2001 __________________________________________________________________ Enter the vaccine NAME or vaccine CVX CODE NUMBER for this immunization visit at the “Vaccine:” prompt. To see a list of vaccines to choose from, type “??” at the prompt. Notice that the Vaccine Information Statement (VIS) date appears automatically after entering the vaccine. NOTE: Each vaccine has a specific HL7 code established by the CDC that the entire country is now using.

Enter the Vaccine Lot Number * * * ADD IMMUNIZATION VISIT * * * Patient: DEMO, PATIENT DOB: 01-Jul-1971 (34 yrs) Chart#: at SORRY U R SICK ME Active Male __________________________________________________________________ Date: JUL 20,2005 Category: Ambulatory Vaccine: DTAP Lot#:21895A2 (DTaP) Inj Site: Vol:.5 ml Location Type: IHS Location: SORRY U R SICK MEDICAL CENTER Provider: VIS Date: JUL 30,2001 __________________________________________________________________ Enter the Lot Number of the vaccine used for this Immunization visit at the “Lot #:” prompt. By typing “??” at the prompt, you will see a list of valid Lot #’s for that particular vaccine. If the lot on the vial is not listed, contact the pharmacy/IMM super user to have that information entered into the database.

Enter the Injection Site * * * ADD IMMUNIZATION VISIT * * * Patient: DEMO, PATIENT DOB: 01-Jul-1971 (34 yrs) Chart#: at SORRY U R SICK ME Active Male ______________________________________________________________________ Date: JUL 20,2005 Category: Ambulatory Vaccine: DTAP Lot#: 21895A2 (DTaP) Inj Site: Left Thigh IM Vol: ml Location Type: IHS Location: SORRY U R SICK MEDICAL CENTER Provider: VIS Date: JUL 30,2001 _____________________________________________________________________ Enter the injection site for this immunization at the “Inj Site:” prompt. To save time and keystrokes use the abbreviation for these sites: e.g. LTI, LDI, RTI, etc. To see a list of acceptable injection sites to choose from, type “??” at the prompt.

Enter the Volume of Vaccine * * * ADD IMMUNIZATION VISIT * * * Patient: DEMO, PATIENT DOB: 01-Jul-1971 (34 yrs) Chart#: at SORRY U R SICK ME Active Male __________________________________________________________________ Date: JUL 20,2005 Category: Ambulatory Vaccine: DTAP Lot#: 21895A2 (DTaP) Inj Site: Left Thigh IM Vol:.5 ml Location Type: IHS Location: SORRY U R SICK MEDICAL CENTER Provider: VIS Date: JUL 30,2001 ___________________________________________________________________ Each vaccine has a default volume in mls of vaccine injected at the “Vol:” prompt. You may change if this is incorrect – but think twice – since should be set up correctly.

Enter the Location Type * * * ADD IMMUNIZATION VISIT * * * Patient: DEMO, PATIENT DOB: 01-Jul-1971 (34 yrs) Chart#: at SORRY U R SICK ME Active Male __________________________________________________________________ Date: JUL 20,2005 Category: Ambulatory Vaccine: DTAP Lot#: 21895A2 (DTaP) Inj Site: Left Thigh IM Vol:.5 ml Location Type: IHS Location: SORRY U R SICK MEDICAL CENTER Provider: VIS Date: JUL 30,2001 __________________________________________________________________ The Location Type for this visit (IHS or Other) will be automatically populated with your Service Unit’s data. If the Location Type is incorrect, likely if entering a historical vaccine, enter the correct type at the “Location Type:” prompt. Enter "I" if this visit occurred at an IHS Location. Enter "O" if it occurred at a location not listed in the Location File.

Enter the Location * * * ADD IMMUNIZATION VISIT * * * Patient: DEMO, PATIENT DOB: 01-Jul-1971 (34 yrs) Chart#: at SORRY U R SICK ME Active Male __________________________________________________________________ Date: JUL 20,2005 Category: Ambulatory Vaccine: DTAP Lot#: 21895A2 (DTaP) Inj Site: Left Thigh IM Vol:.5 ml Location Type: IHS Location: SORRY U R SICK MEDICAL CENTER Provider: VIS Date: JUL 30,2001 __________________________________________________________________ The Location for this visit will be automatically populated with your Service Unit’s data. If the Location is incorrect, enter the correct location at the “Location:” prompt. NOTE: If Location type = IHS, then MUST use official IHS site. If Location type = Other, then may enter any text.

Enter the Provider * * * ADD IMMUNIZATION VISIT * * * Patient: DEMO, PATIENT DOB: 01-Jul-1971 (34 yrs) Chart#: at SORRY U R SICK ME Active Male __________________________________________________________________ Date: JUL 20,2005 Category: Ambulatory Vaccine: DTAP Lot#: 21895A2 (DTaP) Inj Site: Left Thigh IM Vol:.5 ml Location Type: IHS Location: SORRY U R SICK MEDICAL CENTER Provider: MOORE,CATHERINE VIS Date: JUL 30,2001 __________________________________________________________________ Type the name of the provider who actually administered the immunization (gave the injection) at the “Provider:” prompt. Highly recommended to make this default to the RPMS user (in site parameters) – to save time and keystrokes.

Enter the VIS Date * * * ADD IMMUNIZATION VISIT * * * Patient: DEMO, PATIENT DOB: 01-Jul-1971 (34 yrs) Chart#: at SORRY U R SICK ME Active Male __________________________________________________________________ Date: JUL 20,2005 Category: Ambulatory Vaccine: DTAP Lot#: 21895A2 (DTaP) Inj Site: Left Thigh IM Vol:.5 ml Location Type: IHS Location: SORRY U R SICK MEDICAL CENTER Provider: MOORE,CATHERINE VIS Date: JUL 30,2001 __________________________________________________________________ The default publication date of the Vaccination Information Statement will appear when entering the vaccine. If this date needs to be changed, enter the new publication date at the “VIS Date:” prompt. NOTE: By FEDERAL LAW, you must provide the current VIS to the patient/parent/guardian. VIS date is set up by your Immunization Package Manager/Super User in the vaccine table. Confirm that the VIS sheet date you give the patient/parent is the same as what appears at the VIS date prompt.

Save the Data * * * ADD IMMUNIZATION VISIT * * * Patient: DEMO, PATIENT DOB: 01-Jul-1971 (34 yrs) Chart#: at SORRY U R SICK ME Active Male __________________________________________________________________ Date: JUL 20,2005 Category: Ambulatory Vaccine: DTAP Lot#: 21895A2 (DTaP) Inj Site: Left Thigh IM Vol:.5 ml Location Type: IHS Location: SORRY U R SICK MEDICAL CENTER Provider: MOORE,CATHERINE VIS Date: JUL 30,2001 __________________________________________________________________ Exit Save Refresh Enter a command or '^' followed by a caption to jump to a specific field. COMMAND: SAVE If the data entered for this immunization entry is correct, type Save at the “Command:” prompt. If there is incorrect data, press the ENTER key and Tab to the field that needs to be edited. Change the data and advance to the command prompt to save the entry. NOTE: shortcut keys are valuable ---- hit the F1 key, then E – to save data and exit or the F1 key, then Q to exit without saving data. Either one will return you to the patient view screen.

Exit the Immunization Record * * * ADD IMMUNIZATION VISIT * * * Patient: DEMO, PATIENT DOB: 01-Jul-1971 (34 yrs) Chart#: at SORRY U R SICK ME Active Male __________________________________________________________________ Date: JUL 20,2005 Category: Ambulatory Vaccine: DTAP Lot#: 21895A2 (DTaP) Inj Site: Left Thigh IM Vol:.5 ml Location Type: IHS Location: SORRY U R SICK MEDICAL CENTER Provider: MOORE,CATHERINE VIS Date: JUL 30,2001 __________________________________________________________________ Exit Save Refresh Enter a command or '^' followed by a caption to jump to a specific field. COMMAND: EXIT After saving the data, type EXIT to leave the entry shown on your screen. You will return to the Patient Immunization Screen. You will see the updated information as well as the new immunization forecast.

Quit Adding Immunization Data PATIENT VIEW (IMM v8.2*1) Jul 20, :32:33 Page: 1 of 2 Patient: DEMO, PATIENT DOB: 01-Jul-1971 (34 yrs) Chart#: at SORRY U R SICK ME Active Male M HBsAg: UNK # Immunization History | Immunizations DUE on 7/20/ /10/90 TET TOX WHIT | 2-HEP B past due 2 07/25/02 1-MMR WHIT | 1-IPV past due 3 02/20/03 3-PEDVAXHIB WHIT | 4 07/20/05 1-DTaP WHIT | | | Last Letter: None ADDITIONAL PATIENT INFORMATION Case Manager : MOORE,CATHERINE Parent/Guardian......: + Scroll down to view more. Type ?? or Q to QUIT. A Add Immunization D Delete Visit P Patient Edit S Skin Test Add I ImmServe Profile C Contraindications E Edit Visit H Health Summary L Letter Print Select Action: Quit// A If you are finished adding immunization data for this patient, type Q to quit at the “Select Action: Quit//” prompt. If you need to enter another immunization for this patient, type A (Add Immunization) at the prompt.

Select A Patient Immunization v8.2*1 * VIEW PATIENT IMMUNIZATION DATA * Select Patient Name: To enter immunization data for another patient, type the patient’s name or chart number at the “Select Patient Name:” prompt. If you are finished entering immunization data, press ENTER to return to the Patient Menu.

Patient Menu IMMUNIZATION v8.2*1 * PATIENT MENU * Site: SORRY U R SICK MEDIC ================= User: WHITE,DAVID SGL Single Patient Record LET Print Individual Patient Letter LLS Patient Lists and Letters Select Patient Menu Option: If you are finished entering immunization data, press the ENTER key at the “Select Patient Menu Option:” prompt to return to the Immunization Main Menu.

Immunization Main Menu * ~ *. \ /.* ~ * * * \ / * * * * * * ( NEW * (|) * Version ) * IMMUNIZATION * *** * 8.2*1 * *. * *.* * * * * > * * < * * * * * * * * * * * * * * ( * * * * ) *. * *** *.* / /-- ~ ~ ~ --\ \ MAIN MENU at SORRY U R SICK MEDICAL CENTER PAT Patient Menu... REP Reports Menu... MGR Manager Menu... Select Immunization Menu Option: You are now back at the Immunization Main Menu.

Review For each vaccine you enter, the following data IMMEDIATELY becomes a part of the database:  Date immunization administered  PCC Category  Type of Vaccine  Dose Amount  Lot #  Injection Site  Location Type  Location (Facility)  Vaccine Information Statement  Person Administering Vaccine ADD AN IMMUNIZATION

Test Questions #1When adding a vaccine to the patient immunization record, you can only add the vaccine name. TRUE or FALSE

Test Questions #2 You must confirm that the date on the VIS sheet given to the patient is the same as the date that appears at the VIS Date prompt. TRUE orFALSE

Test Questions #3 When adding a historical immunization, you will have to change the date at the Date: prompt to show the date the immunization was actually administered. TRUE orFALSE

Test Questions #4Not all vaccines have a specific HL7 code assigned. TRUE orFALSE

Test Questions #5If the vaccine’s Lot # is not listed on the vial, contact the Laboratory immediately. TRUE or FALSE

Test Answers 1. False - The vaccine name or vaccine code can be entered at the “Vaccine:” prompt. 2. True – Confirm that the VIS sheet you give the patient is the same as what appears at the VIS date prompt. 3. True – When entering historical data, you must enter the actual date the immunization was given. 4. False - Each and every vaccine has a specific HL7 code established by the CDC that is used in the USA. 5. False – If the Lot# is not listed on the vaccine vial, contact the pharmacy to have that information entered into the database.

OPTIONS THAT WILL BE ADDRESSED IN FUTURE MODULES S – Basically same process as immunization entry E – If you make an error –select visit/vaccine – correct the error and save. D – If the entire visit was incorrect – you can delete the visit – BE CAREFUL! I – If the forecast is confusing to you – ImmServe Profile provides the detailed logic behind why a vaccine may or may not be due today. H – View a Health Summary (perhaps hard chart not available). P – Patient Edit allows you to change to “Inactive” status ** BE CAREFUL! ---- You must follow the MOGE guidelines! C – You may select from legitimate contraindications for a specific vaccine. L – After administering vaccines and updating IMM – you have the option to print an official immunization record/history to give to the patient or parent/guardian. A Add Immunization D Delete Visit P Patient Edit S Skin Test Add I ImmServe Profile C Contraindications E Edit Visit H Health Summary L Letter Print ADDITIONAL PATIENT ENTRY OPTIONS

Questions? OIT Help Desk (888)

Congratulations!!! End of Module 1