data quality

data quality

Florida SHOTS Data Quality

Now more than ever, it is important to ensure that complete and accurate information is entered in Florida SHOTS for persons receiving a vaccination. Provide full names, up-to-date addresses, carefully input lot numbers, and complete as many fields as possible. This allows Florida SHOTS to provide you accurate reports to assist you to manage vaccine inventory as well as keeping your patients up-to-date with their vaccines. 

NEW COVID-19 Upload Spreadsheet

For providers using the spreadsheet functionality to upload COVID-19 vaccine data, make sure to download a new COVID-19 spreadsheet template from Florida SHOTS every day, as changes may occur routinely. Only the last update of the spreadsheet will upload successfully and older versions will no longer be accepted. Additionally, as noted in early February, make sure to see Instructions and updated Ethnicity tab.

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.  

Free, Expert Help with Data Quality

If your office participates in data upload from your EHR, it’s important to frequently monitor your data to ensure that the vaccine records are uploading properly into Florida SHOTS. Don’t know where to begin to check for errors and warnings? We’re here to help!

A personalized analysis can be completed and includes:

  • Full review of your data in the registry using the Data Quality Tool
  • Review of immunization codes within your software
  • Review of all rejections, warnings, and accepted data
  • Patient chart review to look for discrepancies in documentation between the patient’s chart, EHR, and data reported to Florida SHOTS

If you would like a thorough data quality analysis, contact our data quality specialist, Gretchen, at (786) 271-6453, or [email protected].

Don’t Miss the Monthly Data Quality Reports Live Webinar!

If your office participates in data exchange, you can run several helpful reports within Florida SHOTS to ensure that your vaccine records are uploading successfully. During our monthly webinar, we cover everything you need to know to monitor your uploads for errors and review your transaction history.

Click HERE to register for the webinar on Wednesday, November 18th at 2:00pm!

PROACTIVITY PREVENTS DUPLICATES.

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.

We're here to help! Contact our help desk at 877-888-SHOT (7468) with questions about records before attempting to make any changes that could auto-merge the records.

Boost Florida SHOTS Productivity with Recurring Live Webinars

Our training team offers recurring monthly live webinars to help you get the most out the Florida SHOTS system and our data exchange functionality. The New User and Refresher Overview  is for new users or those that may need a refresher on the basics. Data Quality Report helps offices that participate in data exchange to ensure that vaccine records are uploading successfully.

Click HERE to view schedule and register!

Live Webinar: Data Quality Report for Uploading Providers

If your office participates in data exchange, you can run several helpful reports within Florida SHOTS to ensure that your vaccine records are uploading successfully. During our monthly webinar, we cover everything you need to know to monitor your uploads for errors and review your transaction history. Click HERE to register for the webinar on Wednesday, May 20, at 2:00pm!