tech tips

tech tips

Adding Records for Multiple Births

Twins? Triplets? Or more? When adding these new records, make sure to mark ‘Birth Event Outcome” and “Birth Order" on the Patient Identification screen.

We are seeing a large number of multiple births being erroneously merged and it is very difficult to unmerge these types of records.

To prevent problems, remember to enter birth outcome and order when a record is created!

Duplicate Patient Records

Duplicate patient records take time, effort, and resources to correct. You can prevent duplicates and ensure the accuracy of your data.

Be complete. More detail is always better—including mother, father, guardian names and birthdates, twin status, and social security numbers helps the system find the correct match.

Be correct. Always use full, legal names instead of nicknames, and enter compete addresses.

Be current. Enter the most recent phone numbers and addresses in Florida SHOTS or in your EHR so that patient records are up-to-date.

Florida SHOTS users can contact our help desk at 877-888-SHOT (7468) to merge the patient records. The request must come from a provider (not a patient) to merge. 

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 done to prevent locked records and uploading errors.
 

Importance of Ethnicity in Patient Records

Florida SHOTS is working to determine and identify underserved areas for COVID-19 vaccination across the state. One of the ways we can do this is by healthcare providers recording patient demographics and including ethnicity. To assist in this important effort, it is now required to record ethnicity by indicating "HISPANIC OR HAITIAN ORIGIN" as Yes; Enter "NOT HISPANIC OR HAITIAN ORIGIN" as No; Enter "UNKNOWN" as U.

Since many patients are returning for their 2nd COVID-19 vaccine dose, this is an opportunity to record that data and upload it into Florida SHOTS and we will update the demographics for patients who were missing it previously.  

Florida SHOTS Help Desk Holiday Hours

With holidays approaching, please note that the Florida SHOTS Help Desk will be unavailable during the dates below.
 

Christmas: 12/24/20 and 12/25/20

New Year’s Day: 12/31/20 and 1/1/21