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Newsletter Now Available!
Check out the current issue of our online newsletter! Available to download in English or Spanish.
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!
Adding Observations and Adverse Events
Florida SHOTS uses “Observations” to document contraindications and precautions to receiving certain vaccinations. An observation is also required to be recorded in the system in order to issue a vaccine exemption - Part C on a DH680 form. Additionally, users can add risk factors as observations to indicate non-routine administration of vaccines. When recorded, these observations will influence patient immunization schedules, forecasting, and Reminder/Recall reports. Find step by step instructions on how to document in the patient record HERE. Also available in Spanish.
2025 Florida SHOTS Survey
We need your feedback! Florida SHOTS is conducting an online survey open to all Florida SHOTS participants. Your feedback can help assess what’s working and what we can continue to improve upon. Take the 2025 survey HERE.
Reminder! Never Record a Vaccine Before Administration
To ensure Florida SHOTS continues to maintain its accuracy, it’s vital that accurate data is added by its users. It’s imperative that vaccines are not recorded in Florida SHOTS or Electronic Health Record (EHR) software until it has been administered to the patient. This prevents the vaccines being incorrectly added to the patient’s Florida SHOTS record if they end up refusing the vaccine during the visit. Take advantage of our Data Quality Webinar to ensure that your data is accurately uploading. The live webinar provides step-by-step instruction in how to run customized reports in Florida SHOTS to assess data, discuss common data errors and avoid outdated shot codes. Click HERE to register for our next session!
Don’t Forget to Check Your Codes!
Did you know that having incorrect or outdated CVX, MVX and VIS codes in your EHR’s immunization table can result in vaccine messages getting rejected and not transferring to patient records? Make sure to regularly review and update to ensure you have the correct codes. See here for important links: 1. CVX code table: Immunization codes sent by your EMR to FLSHOTS. 2. MVX code table: Vaccine manufacturers table. 3. Vaccine Information Statements (VIS) dates: These are the most up-to-date CDC patient vaccine information forms. To learn more, visit our live training page and sign up for the “Data Quality Report” training offered every month.
Avoid Duplicate Records
From time to time, you may come across duplicate patient records in Florida SHOTS. Did you know there are a few things you can do to prevent them from ever being created? Providing full names, up-to-date addresses, and completing as many fields as possible allows Florida SHOTS to cross-reference information and update existing records. Also, remember to click on “Release Patient Record” when you’re finished to prevent locked records and uploading errors.
Florida SHOTS Help Desk Holiday Hours
With holidays approaching, please note that the Help Desk will be unavailable on the dates below: Monday, December 23, 2024 Tuesday, December 24, 2024 Wednesday, December 25, 2024 Tuesday, December 31, 2024 Wednesday, January 1, 2025
VFC Resources
Vaccines for Children (VFC) participants can access training resources on the Florida SHOTS functions from vaccine inventory maintenance to completing the annual re-enrollment. Whether it’s a guide or video, it will take you step by step on how to complete the function and available in Spanish. Access all of these resources HERE.
Don’t Forget to Check Your Codes!
Did you know that having incorrect or outdated CVX, MVX and VIS codes in your EHR’s immunization table can result in vaccine messages getting rejected and not transferring to patient records? Make sure to regularly review and update to ensure you have the correct codes. See here for important links: 1. CVX code table: Immunization codes sent by your EMR to FLSHOTS. 2. MVX code table: Vaccine manufacturers table. 3. Vaccine Information Statements (VIS) dates: These are the most up-to-date CDC patient vaccine information forms. To learn more data upload tips, visit flshotsusers.com/training/live-training and sign up for the “Data Quality Report” training.