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Florida SHOTS BlogRecent Newsletter Posts
Florida SHOTS Newsletter: November 2025
Florida SHOTS Data Quality Keep Your Data Complete, Current, and Correct Did you know that uploading incorrect or outdated CVX, MVX and VIS codes from your electronic health records (EHR) can result in vaccines getting rejected and not transferring to patient records? Especially during flu season, with new vaccine types and codes, make sure to check your EHR Immunization Table and update your codes! See here for important links: CVX code table: Immunization codes sent by your EHR to FLSHOTS. MVX code table: Vaccine manufacturers table. Vaccine Information Statements (VIS) dates: These are the most up-to-date CDC patient vaccine information forms. We also have staff who can help you check your data uploads for errors and warnings! We offer monthly Data Quality trainings. Sign up here today! We also offer personalized data analysis including: Full review of your data in the system using the Data Quality Tool Review of immunization codes within your software Review of all rejections, warnings, and accepted data If you would like a thorough data quality analysis, contact our data quality specialist, Jennifer Hagans at (904) 210-8824 or Jennifer.Hagans@FLhealth.gov. Learn More! We also update our own Vaccine Table regularly to ensure you have the correct codes and vaccine information! See all Resources The Florida SHOTS information system is located on a secure server with password-restricted access. We use the latest encryption and firewall safeguards. All accounts are given access to the system only after we have verified that they have appropriate licensing in the state of Florida. Protected & Secure Did You Know? New users who do not log in within three days of their account being created will be automatically inactivated. Additionally, existing users who don’t login during a 30-day period and those who are not confirmed at the end of the Organization’s User Confirmation period will also be automatically inactivated. The Local Organization Administrator will need to activate the account to continue with access. Tech Tips "As a Local Organization Administrator (LOA), what do I need to do if an employee and Florida SHOTS user leaves our practice?" LOAs are responsible for maintaining an accurate and current Personnel List, including adding new users and unlocking passwords. They’re also responsible for making sure that only authorized users have access to Florida SHOTS—including removing personnel who leave the practice. This can be done by opening personnel records and entering an “end date” to remove former employee access to the registry through your organization. To learn more about these responsibilities see our LOA guide.
Florida SHOTS Newsletter: May 2025
Save Time This Summer Give Parents Access to Their Child's 680 Form! As the summer rush sets in, your office will administer more vaccines and certify numerous DH Form 680s. Creating electronically certified (e-certified) forms within Florida SHOTS can be a huge timesaver for you and your patients. By e-certifying the forms, you not only save a copy that is accessible to schools and child care providers, but you can create a Parent PIN that allows a parent/guardian to print it from home. Parents/guardians are able to access the certified Form 680 by entering the Certification PIN and State IMM Id found on the information sheet that your office provides from Florida SHOTS. A PDF version of the form allows it to be printed or saved for easy access! Learn More See our step-by-step guide (and in Spanish) or our recorded video to make sure your office is ready for the upcoming busy summer months! See all Resources The Florida SHOTS information system is located on a secure server with password-restricted access. We use the latest encryption and firewall safeguards. All accounts are given access to the system only after we have verified that they have appropriate licensing in the state of Florida. Protected & Secure Did You Know? We offer free, expert help with Data Quality! If your office participates in data exchange through your EHR, it’s important to regularly monitor and ensure that your data is delivered as timely and accurately as possible. Don’t know where to begin to check for errors and warnings? We’re here to help! Our Data Upload Specialists can provide step-by-step training for running customized reports to review and troubleshoot your uploads. Contact us today! Tech Tips "Our office is busy and we don't always have time for training sessions. How can we make sure our staff stays up-to-date on the latest Florida SHOTS training?" Have you seen our short videos on flshotsusers.com? We created on-demand training options for the most common functions in the system. We started with our most requested topic: "How to Login," and continue to add new topics each month! We post a new under 10-minute training videos in both English and Spanish every month, so make sure to bookmark our training page and come back for more!
Florida SHOTS Newsletter: November 2024
Vaccines for Children (VFC) Inventory Updates Report Spoiled/Wasted Vaccines In the aftermath of the recent hurricanes, providers may have experienced power outages or other challenges with maintaining your VFC vaccine inventory. All spoiled, wasted, and expired vaccines must be manually removed from your inventory and reported within Florida SHOTS. The vaccines will likely need to be returned using pre-paid labels that will be requested from the system as well. There are a few steps in the process, and it's important to make sure your office completes them all properly. Don't worry, we have several training materials to make this process as easy as possible. Learn More! Check out our short video or training guide for step-by-step instructions to help you with this process. The Florida SHOTS information system is located on a secure server with password-restricted access. We use the latest encryption and firewall safeguards. All accounts are given access to the system only after we have verified that they have appropriate licensing in the state of Florida. Protected & Secure Did You Know? Under the "Customer Service" menu option within the system, you can find out who your Local Organization Administrator (LOA) is! Once you select “Contacts” you will see the name and contact information of the LOA who can assist with any login issues. They can reset your password, activate, and unlock your account. The Florida SHOTS help desk is also available for login assistance and can be reached at 877-888-7468, option 2. Tech Tips "Does the "User Confirmation Process" apply to all organizations?" Yes. All organizations will be assigned a 90-day period where its Local Organization Administrator (LOA) must confirm current users in their assigned service sites who need access to Florida SHOTS. At the end of this period, any users not confirmed will no longer have access. Learn more in our short video or this quick guide.
August 2024 Newsletter
Florida SHOTS User Confirmation Keeping the System Safe and Secure Here at Florida SHOTS, we are always keeping up with the latest cybersecurity standards. Starting in June, every enrolled organization is required to confirm users in Florida SHOTS. Local Org Administrators (LOAs) must participate in this process to ensure personnel records are maintained and only authorized users have access to Florida SHOTS. Organizations will be assigned a 90-day period where its LOA must confirm current users in their assigned service sites who need access to Florida SHOTS. At the end of this period, any users not confirmed will no longer have access. Learn More See step-by-step instructions for this User Confirmation process in our short video or this quick guide. See all Resources The Florida SHOTS information system is located on a secure server with password-restricted access. We use the latest encryption and firewall safeguards. All accounts are given access to the system only after we have verified that they have appropriate licensing in the state of Florida. Protected & Secure Did You Know? Under the "Customer Service" menu option within the system, you can find out who your Local Organization Administrator (LOA) is! Once you select “Contacts” you will see the name and contact information of the LOA who can assist with any login issues. They can reset your password, activate, and unlock your account. The Florida SHOTS help desk is also available for login assistance and can be reached at 877-888-7468, option 2. Tech Tips "Over the summer, we have had several staff members get locked out of the system. Who can help us?" LOAs are responsible for maintaining an accurate and current Personnel List, including adding new users and unlocking passwords. You can find all this and more responsibilities in our Quick Tips for Local Organization Administrators guide.
Newsletter Now Available!
Check out the current issue of our online newsletter, “SHOTS Tracker.” Available to download in English or download in Spanish