tech tips

tech tips

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 Table Ensures Accurate Data

Unsure of which flu vaccine to enter into Florida SHOTS? Check out our “Vaccine Type Table” guide in both English or Spanish. This table helps you select the correct vaccine type when entering vaccines into your patient records. You can also link directly to the table from the “Vaccination” menu while you are adding vaccines.

Vaccine Education Encounters Guide for CHD Users

Check out our newest step-by-step guide that will provide instructions for county health departments (CHD) to document vaccine education encounters with parents/guardians requesting Religious Exemption Form DH681 within Florida SHOTS, as indicated on the DOH Immunization Section guidelines. Available HERE and in Spanish.

Newsletter Now Available!

To access the latest updates from your Florida SHOTS team, check out the current issue of the electronic newsletter, “SHOTS Tracker,” which is now available for download in English or Spanish.

Unlocking Patient Records

Local Organization Administrators can unlock patient records that have been locked by a user within their organization. To do so, click on “Clear Patient Token” under “Patients” in the sidebar menu. Enter the patient’s Florida SHOTS record ID and click on “Retrieve Patient Info” and click on “Force Token Release” to complete and clear the lock. For more information, check out our updated “Quick Tips for Full Access Accounts” guide HERE.

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.