vaccination record

vaccination record

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.


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.

Vaccine Utilization Report Helps VFC Providers Calculate Inventory

Florida SHOTS’ Vaccine Utilization Report is especially helpful for VFC providers because it will assist you in calculating inventory by generating a list of all VFC-eligible vaccines your office administered over a certain period of time. The Vaccine Utilization Report can be accessed by clicking on “Vaccine Utilization” under the “Reports” menu in Florida SHOTS.

Screen capture of the Vaccine Utilization Report criteria system

To begin, enter the vaccination date given range and select the vaccine type(s) desired to appear on the report. You may view and print the report by selecting “Client Detail” as the “Report Format,” or you may download the report as an Excel file by selecting “Excel File – downloaded” as the “Report Format.” To run the report, click “Generate Vaccine Utilization Report.”

The report captures the following information:

  • Vaccine type
  • Date given
  • Patient demographics (i.e., name, date of birth, sex, social security number)
  • Manufacturer and lot number
  • VFC eligibility type
  • Location
  • Service provider
  • CPT code

Download “VFC Dose Accountability Quick Tips” for helpful hints about properly managing VFC vaccine and doses administered in Florida SHOTS.

VFC Vaccine Temp Logs: FAQs and Extra Help Now Available for Data Loggers

Tracking VFC Vaccine Temp Logs in Florida SHOTS became mandatory January 1, 2015. In addition to creating training webinars and a quick tips guide, we’ve developed a couple of new resources to help offices use this functionality:

  • For extra help with your data logger, view this PowerPoint. (Also available in Spanish)