vaccination record

vaccination record

Importance of Correct Lot Numbers

Florida SHOTS provides the “Shots Recorded” totals to VFC providers when placing VFC vaccine orders on the inventory confirmation page. This total may not always match the totals entered in the “Doses Administered” column, and in many cases this is due to the lot number not being entered correctly in the patient record. The most common errors are entering extra characters and entering the letter “O” instead zeros. 

For users who are responsible for receiving new shipments in Florida SHOTS, it’s important to compare and confirm the lot numbers in the registry and on the actual vaccines before applying that receipt to your VFC inventory. If there are any differences, you can edit the information in Florida SHOTS before applying the receipt to your VFC inventory. And, remember: For Pentacel, MMR, VZV and Proquad, the lot number on the box should be used.

Click HERE to see steps on how to complete the edit or HERE for Spanish.

Live Webinars: Back-to-School Basics

Are you ready for back-to-school rush? During this month’s live webinars, we will be reviewing everything to prepare you for this busy time of year. Topics will include reviewing patient immunization status, entering vaccines, certifying the DH680 form and creating parent PINs.

Click HERE to register today!

Changes to “Add a Vaccination Record” for Private Providers

If you are a private provider whose organization, or any of its sites, participates in one of our ordering efforts (such as the Vaccines for Children Program), you will now see a field labeled “Funding Program” when adding a current vaccine. In this field, you will need to document whether the administered vaccine was ordered through Florida SHOTS, and if so, which ordering effort is being used. Please note that the “Funding Program” field should be left at the default of “-Select-“ for vaccines from your private stock. CLICK HERE FOR MORE INFORMATION.

Can’t Find a Vaccine Record that Was Uploaded?

If your office participates in data upload with Florida SHOTS and you can’t find an uploaded vaccine record, check your transaction statistics. When logged into the registry, click on “System Transactions” and then “Transaction Statistics” from the menu. You’ll be able to see all shots uploaded as well as any errors, rejections, and warnings. Checking your transaction stats also ensures your office is current in your data uploads. To learn more data upload tips, sign up HERE for the “Data Upload Log Reports” training offered the third Wednesday of every month.

Save Time with Better Data!

Florida SHOTS users and patient records are integral parts of a data universe that thrives on information. Users make a great impact by entering as much verified information as possible in a timely manner.  When each of us does our part in ensuring complete, correct, and current information, time is saved by not having to adjust inaccurate or duplicate records. This means that the correct patients get the vaccinations they need on schedule. Take the time now to save time later.

COMPLETE. CORRECT. CURRENT.

Invalid Patient Name Record Can Now Remain Unlocked

With the latest Florida SHOTS release, you no longer have to call the Help Desk each time you need to access a patient record that has a name considered as invalid (e.g., a form of “Boy” or “Test,” etc.).  The Florida SHOTS Help Desk can now complete an override to confirm that the patient record is valid and can remain open.  Please contact the Florida SHOTS Help Desk to have the override completed if you have a patient that needs it.

Release Patient Record

Once you are done reviewing a patient record, click on “Release Patient Record” found under “Close Patient” in Florida SHOTS Patients menu to correctly release the record. Otherwise, the record can be locked for up to two hours from others accessing it and/or from live web service data submissions.

Vaccine Type Table Updated!

As part of the Florida SHOTS Release 2015.8, new and more detailed Vaccine Types are being added to the system in an effort to better align with the CDC’s “CVX” coding standard. In doing so, there will be changes to the Vaccine Types in use now when documenting vaccinations.  You can view the list of affected Vaccine Types HERE or the complete and updated Vaccine Type Table HERE.

Avoid Duplicate Records

From time to time, you may come across duplicate patient records in Florida SHOTS. Did you know that are a few things that you can do to prevent them from being created in the first place?  Remember the 3 Cs for patient records: Complete. Correct. Current.

Providing full names and up-to-date addresses and completing as many fields as possible allows Florida SHOTS to cross-reference the information and add updates to existing records. Also remember to click on “Release Patient Record” when you’re done to prevent locked records and uploading errors.