Immunization Roster

Immunization Roster Screen

Purpose

The Immunization Roster screen is used to add multiple vaccinations to multiple people in a mass vaccination setting.

Roster Event Information
Search and Add Patient to Roster
Search Command Buttons
Search Results Section
Search Results Table
Roster Immunization Information
Roster Immunization Information Command Buttons
Patient Roster
Patient Roster Functionality

Roster Event Information

The Roster Event Information section will display only if the organization is set up with having a CRA Event and has the following information displayed.

Event Drop down box displays with all CRA Events the Organization is associated with.

Search and Add Patient to Roster

The following is a list of available search methods to add a patient to the roster. Click on the links below to learn about the specific methods used for searching.

Patient Name Search
- Patients With No First Name
Patient Id Search
ALERT IIS ID Search - State Users Only

Patient Name Search

In order to locate a patient in the system using birth date and one additional field must be entered as described below.

Note: There are some patients in the system with no first name. To find these patients there are some unique search techniques to consider:

You can perform a search by entering the birth date and entering "No First Name" in the first name field, and entering last name, middle name, mother's first name, or phone number. This type of search will only include patients who match the birth date and do not have a first name.
You can perform a search by entering the birth date and entering the last name, leaving the first name field blank, and entering middle name, mother's first name, or phone number. This type of search will only include patients who match the birth date and match or extend the last name entered and do not have a first name.

Field Name	Requirements
Last Name	At a minimum the first two characters of the patients last name must be entered if searching on the last name field.
First Name	There is no minimum character entry for the first name field.
Middle Name	There is no minimum character entry for the middle name field.
Birth Date	Required. At a minimum a valid birth date prior to today's date and after 01/01/1890 needs to be entered in conjunction with at least one additional field.
Mother's First Name	There is no minimum character entry for the mother's first name field.
Phone	At a minimum all 10 characters of the phone number must be entered if searching on the phone number field.

Notes:

For quicker, more precise searches, entire Last Names and First Names should be used whenever available.

Searches executed using very general search criteria information may cause the search engine to hit the threshold limit.

First and Last Names with special characters (spaces, single-quoted, dashes) can be searched without typing the character.

Example: O'Neil can be search by typing O'Ne or ONe.

Back to Search and Add Patient

Patient ID Search

In order to locate a patient in the system using his or her Patient ID, the criteria must be entered as described below.

Field Name	Requirements
Patient ID	Required. A valid Patient ID assigned by the specific provider organization logged in as must be entered.

Notes:

The search engine will only return a patient who has a Patient ID that exactly matches the Patient ID entered.

Searching on Patient ID takes precedence over patient name search criteria.

Back to Search and Add Patient

ALERT IIS ID Search - State Users Only

In order to locate a patient in the system using his or her ALERT IIS ID, the criteria must be entered as described below.

Field Name	Requirements
ALERT IIS ID	Required. A valid ALERT IIS ID assigned by ALERT IIS must be entered.

Notes:

The search engine will only return a patient whose ALERT IIS ID exactly matches the ALERT IIS ID entered.

Searching on ALERT IIS ID takes precedence over patient name search criteria and Patient ID search criteria.

Back to Search and Add Patient

Search Command Buttons

Command Button	Description
	After the Find button is clicked and the patient search within the database is finished, one of three results will occur as described in the Search Results section below.
	Clicking the Clear button will Clear all search criteria that was entered and clear the Search Results table as well in order to conduct a new search.
	Patient will be added to the registry and added to the Immunization Roster.

Search Results Section

No Patient Match

No Patient Match means the search engine could not find a matching patient. When this occurs a Add Patient command button will display in order to add the patient to the registry and add to the Immunization Roster.

Exact Patient Match

An Exact Patient Match means the search engine returned only one patient. When this occurs, the patient will be added to the Immunization Roster.

Multiple Patient Matches

Multiple Patient Matches means the search engine returned more than one, and less than or equal to 75, possible patient or patient AKA Name matches.

All possible patient and patient AKA Name matches returned are then displayed in a table. Other relevant information for selecting a patient is also included in the table for each patient as well as AKA Names for patients that have AKA Names.

Using the information displayed for each of the patients in the table, an exact patient match can logically be selected by clicking on the + icon to the left of the Last Name and added to the Immunization Roster.

Threshold Limit

When the search engine is executing a search in the database, it begins to accumulate patients in memory who are to be considered as possible matches from the search criteria entered. If the number of patients exceeds 75 available matches, then no patients will be listed for further selection. Instead, the following message will display:

"XX patients were found. Please refine your search criteria to limit your patient list."
(Where XX is the total number of possible patients found in the search.)

This threshold limit occurs to restrict the extremely long lists of possible patients to choose from.

In the event a threshold limit is encountered while executing a patient search, the scope of the search must be narrowed. Revisit the search criteria that was previously used, and add any more information that is available for the patient. Be sure to observe the search criteria restrictions listed within the Find Patient Help Screen.

Search Results Table

Column	Description
Last Name	Displays Last Name as a hyperlink of the patient followed by AKA: in the following row if an AKA Name exists for the patient. Clicking the hyperlink displays the Edit Patient screen for the patient.
First Name	Displays First Name of the patient followed by AKA Names of that patient in the following row if an AKA Name exists for the patient in the format of AKA Last Name, AKA First Name, AKA Middle Name.
Middle Name	Displays Middle Name of the patient.
Birth Date	Displays Birth Date of the patient in a MM/DD/YYYY format.
Gender	Displays the patient's Gender.

Roster Immunization Information

The 'Roster Immunization Information' section has two separate sections one that is displayed on top that is for all immunizations displayed in the Individual Immunizations Table section.
- All Immunizations Section - This section displays the information below which will be used for all immunizations that are added in the Immunization Table section.

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.

*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 an 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 wil be able to do the standard method, and the cursor focus will be on the Date Administered field.

Individual Immunizations Table Section - This section display the information for individual immunizations that were administered on the date specified in the Date Administered text box as specified in the table below.

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

Roster Immunization Information Command Buttons

Command Button	Description
	Clicking the Activate Expired command button will activate all expired tradename vaccine lots in order to be able to select those expired tradename lots to administer to the patients.

Patient Roster

The 'Patient Roster' section has two separate sections one that is displayed on top that is for all patients displayed in the Roster Table section.
- Priority Group Section - This section displays a Priority Group dropdown box to be able to add a priority group to the patients below when an immunization is given.

Patient Roster Table Section - This section display the information for individual patients that are associated with the Roster List in a table described below.

Column Name	Description
Select	A Check box displays so the user can select patients to be immunized or removed from the roster list.
Last Name	Displays the Last Name of the patient.
First Name	Displays the First Name of the patient.
Middle Name	Displays the Middle Name of the patient.
Birth Date	Displays the Birth Date of the patient.
Status	Displays the Status of the patient.

Patient Roster Functionality

Command Button	Description
	Clicking the Immunize Selected command button will immunize all selected patients in the patient roster table with the immunizations selected in the Roster Immunization Information section.
	Clicking the Remove Selected command button will remove all selected patients in the patient roster table from the roster list.
	Clicking the Clear Roster Status command button will clear the roster status for all patients in the roster list.
<<	Clicking << will return the user to the first page of the roster list.
<	Clicking < will return the user to the previous page of the roster list.
>>	Clicking >> will display the last page of the roster list.
>	Clicking > will move the user to the next page of the roster list.