tech tips

tech tips

Documenting History of Varicella Disease

Florida SHOTS uses “Observations” for documenting contraindications and precautions to receiving certain vaccinations.  To access step-by-step directions for documenting history of varicella disease (chickenpox) in the patient record click HERE to download! Also available in Spanish HERE.

Preventing Duplicate Records

We understand duplicate records can take time, effort, and resources to correct. When entering data into the registry or your EHR, more detail is always better—including a patient’s possible twin status, the names and birthdates of the mother/father/guardian(s), as well as any available social security numbers. If you come across duplicate records, please call our help desk at 877- 888-SHOT (7468), and our staff will be happy to help you merge them.

Reminder for Local Organization Administrators

The Local Organization Administrator (LOA) is the individual(s) designated by the Florida SHOTS applicant to manage system access for other users within the organization. They are responsible for managing access to Florida SHOTS when users’ employment begins, is

terminated, or if access rights need to change. Remember that all users are required to maintain patient confidentiality and the responsible authorized individual is accountable for any and all access to Florida SHOTS.

Click HERE to access the guide to walk you through how to complete updates to the Personnel List in Florida SHOTS. Also available in SPANISH.

First Newsletter of 2019

Check out our current issue of our online newsletter, “SHOTS Tracker.” In this issue, we highlight the importance of checking immunization status at every patient encounter.  

You can access it here in English or Spanish.

Proactivity prevents duplicates.

There are several ways that Florida SHOTS users can prevent duplicate patient records from happening. Always use patients’ full, legal names instead of nicknames, and be sure to enter the most recent addresses and phone numbers into Florida SHOTS (or your EHR) so that patient records are up-to-date.

If you come across duplicate records, please call our help desk at 877- 888-SHOT (7468), and our staff will be happy to help you merge them.

It’s Prime Time for Real-Time Data Uploads!

By July 1, 2019, all data upload connections will be moving to real-time web services. Among the many benefits to Florida SHOTS users, patient records will be processed immediately so that 680 forms can be instantly created and printed. As we move through the process, our Florida SHOTS Data Team will be working closely with practices to ensure a smooth transition. See HERE for the list of the Florida SHOTS Certified Software Providers that currently participate in data upload.

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.

Florida SHOTS Compatible Data Loggers

Have you heard about the new requirement for Vaccines for Children (VFC) providers to have at least one calibrated data logger as a backup thermometer? You can find a current list of data loggers that are compatible to use with Florida SHOTS HERE.

If you have questions about whether your data logger is compatible with Florida SHOTS, please contact the Florida SHOTS Help Desk.