How to Record Vaccinations and Immunisations

The Vaccination / Immunisation screen records administered vaccines and tracks a patient's immunisation schedule. Scheduling a vaccination also sets up automatic reminders for the practice and the patient.

Open the Vaccination / Immunisation screen

Open the patient's record and select the vaccinations quick-access button on the Clinical Summary tab. The screen can also be opened from the Quick Menu.

The screen is divided into two panels:

• Scheduled Vaccinations - upcoming vaccines based on the patient's immunisation schedule. Overdue vaccines are highlighted orange. Double-click any row to record it as given.
• Previous Vaccinations - a record of all vaccines already administered.

Record a new vaccination

1. Click New Vaccination at the bottom of the screen.
2. Complete the required fields:
   • Vaccine - the vaccine administered.
   • Dose - dosage amount.
   • Dose Units - unit of measurement for the dose.
   • Batch Number - the vaccine batch identifier.
   • Schedule - the immunisation schedule this vaccine belongs to.
   • Site Administered - body site where the vaccine was given.
   • Administered By - the provider who administered the vaccine.
   • Adverse Reactions - record any adverse reactions observed.
   • Notes - any additional clinical notes.
3. Save the record.

To edit an existing vaccination, select it in the Previous Vaccinations list and click Edit Vaccination.

If you enter a future date, the record is saved as a scheduled vaccination instead, and you are asked to set its reminder window (see Vaccination reminders below).

Add a scheduled vaccination

The Schedules drop-down lists the immunisation schedules your practice has defined in the Immunisation Schedule Manager. The default selection is NEW.

1. In the Schedules drop-down, select the relevant immunisation schedule, or leave it set to NEW.
2. Click Add to load that schedule's vaccinations into the Scheduled Vaccinations panel. Each vaccine's due date is calculated from the schedule's reference date.
3. Double-click a row in the Scheduled Vaccinations list to record that vaccine as given.

Recording a scheduled vaccine as given today updates the existing scheduled entry rather than creating a duplicate record.

Vaccination reminders

Each scheduled vaccination automatically creates two reminders:

• A recall enrolment in Patient Connect. The enrolment is placed on the Vaccination Scheduled recall program, which HealthTrack creates automatically the first time it is needed. It behaves like any other patient recall, and appears alongside the patient's other Patient Connect programs.
• A desktop alert on the patient record. By default the alert appears from 7 days before the due date and remains visible for 84 days after it. You can adjust the window when scheduling the vaccination.

Marking a scheduled vaccination as declined by the patient or as administered elsewhere removes both the recall enrolment and the desktop alert.

Set up schedules and the vaccine list

Two administration screens support this feature:

• Immunisation Schedule Manager - create and edit named immunisation schedules. Each schedule item is an offset (in months, weeks, or days) from the schedule's reference date, with its own reminder windows.
• Vaccine Manager - maintain the vaccine list, including batches and dosages. Retiring a batch hides it from new records while keeping historical records intact.

Australian Immunisation Register (AIR)

Vaccinations you record in HealthTrack are stored normally, but they are not reported to the AIR.