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.
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.
Duplicate patient records take time, effort, and resources to correct, but there are simple steps you can take to minimize these hassles. Remember if you discover a duplicate patient record, call the Florida SHOTS Help Desk to fix it rather than manipulating the record to make the records merge. And, Click HERE to check out ways you can prevent creating duplicate records!
Duplicate patient records take time, effort, and resources to correct, but there are simple steps you can take to minimize these duplicates. When you search for a patient, if more than one patient record comes up, hover over the names to see the patient’s address and current immunization provider (CIP). Select the record that matches your patient’s information and enter and confirm as much personal information about a patient as possible (such as parent names and address). Remember to release the record as soon as you’re finished. Additionally, if you have a real-time data upload connection from your EHR/EMR to the Registry, try to avoid entering data manually.
If you discover a duplicate patient record, call the Florida SHOTS Help Desk to fix it. Never try to manipulate record information to force records to merge, since it’s very difficult to re-separate records once they are incorrectly merged.
Check out the current online issue of our newsletter, “SHOTS Tracker.” In this issue, we highlight the “Current Announcement” section on the registry login page, which is the quickest way to find details about recent Florida SHOTS updates and changes. This issue also features tips on minimizing duplicate records, tech tips, and much more! You can access it here in English or Spanish.
Here at Florida SHOTS, we understand that you may encounter challenges when using the registry. For our upcoming live webinar series, we will provide you with simple solutions to the most frequent questions from users across the state. For the first half of the webinar, we will cover general challenges such as logging in, duplicate records, and missing vaccines. For the second half, we'll focus on VFC-related issues including suspended orders, missing temperatures, updating the Log Tag calibration expiration date, and saving files in ".csv" format. CLICK HERE TO REGISTER We hope you will join us!
There’s no such thing as better late than never.
Out-of-date information can lead to more than just merge or purge confusion. Keep the data you enter into the registry current. It helps ensure accuracy, easier patient searches, and more robust data for the registry.
Florida SHOTS often receives vaccination data from multiple sources such as healthcare providers and insurance companies. Make sure your records get to the registry first to ensure they aren’t seen as duplicate entries and processed out. Current data entry leads to better clinical practices, better health, and a better Florida SHOTS registry!