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.
We encourage data upload participants to check your Upload Log Reports to ensure that your vaccine records are uploading properly to the registry. In this new monthly webinar, our Florida SHOTS data upload team will cover everything you need to know to monitor your uploads for errors, review your transaction history, and make sure your records are complete, current, and correct.
Click below to register!
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 this live webinar, we cover everything you need to know to monitor your uploads for errors and review your transaction history.
Click below to register!
Data Quality Training Is Available!
Florida SHOTS provider training is free, online, and self-paced.
Participate in live trainings, watch recorded webinars, or consult training guides to learn how to properly monitor data upload.
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.
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.
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.
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].