Immunization Roster Screen |
Purpose |
The Immunization Roster screen allows users to manage a roster list of clients and quickly add multiple vaccinations to all or some of the individuals listed in that roster in a mass vaccination event. Sections of the screen are referred to as accordion tabs and can be displayed by clicking the arrow to expand or contract each section.
Information Provided |
Roster Event Information Section - This section displays only if the organization is set up with having a CRA Event. Users can associate an Event with the mass vaccinations to be entered by selecting from the drop down options.
Search and Add Client to Roster Section - Allows users to use available search methods to add a client to the roster, as follows.
Client Name Search - Allows the user to search by certain demographic information, as described in the table below.
Field Name |
Requirements |
Last Name |
Required. The client's last name. |
First Name |
Required. The client's first name. |
Middle Name |
The client's middle name. |
Birth Date |
Required. A valid birth date before today's date and after 01/01/1890. |
Mother's First Name |
The client's mother's first name. |
Phone |
The phone number associated with the client's record. |
Search Tips:
For quicker, more precise searches, enter the full Last Name and First Name whenever possible.
Searches executed using very general search criteria may cause the search engine to hit the 50 Matches Found limit.
Special characters (spaces, single quote marks, dashes) can be ignored when searching by First and Last Names. Example: O'Neil can be searched by typing O'Neil or ONeil.
Client ID Search - Allows the user to search by organization-specific Client Identifier, as an exact match only.
Field Name |
Requirements |
Client ID |
Required. The organization-specific client ID which can be entered on the client's record in the section for organization information. |
ImmTrac2 ID Search - Allows the user to search by ImmTrac2 system identifier, as an exact match only.
Field Name |
Requirements |
ImmTrac2 ID |
Required. A valid ImmTrac2 ID. |
Command Button Functionality (Client Search)
Command Button |
Description |
Initiates the search, causing one of three results to occur as described in the Search Results section below. |
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Clears all search criteria that was entered and clears the Search Results table in order to conduct a new search. |
Search Results Section - After the search process finishes, one of the following results may occur:
No Matching Clients Found - No Client Match means the search engine could not find a matching client. When this occurs an Add Client command button displays in order to add the client to the registry and add to the Immunization Roster list.
Exact Client Match - Exact Client Match means the search engine returned only one client. When this occurs, a message displays stating the client was added to the Immunization Roster list.
Possible Client Matches - Possible Client Matches means the search engine returned multiple client matches that are displayed in a table. Using the information displayed for each of the clients in the table, select a client to add to the Immunization Roster by clicking the + icon next to the client's name.
50 Matches Found - If the number of clients exceeds 50 matches, only the first 50 matches will list and the following message will display: "Please refine your search, only the first 50 matches were returned.” In the event this message is encountered, the scope of the search must be narrowed. Revisit the search criteria and add any more information that is available for the client to try to narrow the results.
Search Results Table
Column |
Description |
Last Name |
Displays the client's last name, as a hyperlink. Clicking the hyperlink displays the Edit Client screen for the client. |
First Name |
Displays the client's first name followed by AKA names, if existing, in the following row. |
Middle Name |
Displays the client's middle name. |
Birth Date |
Displays client's birth date in a MM/DD/YYYY format. |
Gender |
Displays the client's gender. |
Roster Immunization Information Section - This section displays fields for a date and administering person that are applied to all new entries, and displays fields to be able to enter up to three vaccination entries for that date, as described in the table below.
Field Name |
Description |
Date Administered |
Required. The date when the immunization(s) were given to the client. This date will be applied to all immunizations entered in the fields below it. |
Administered By |
A drop down listing of the organization's clinicians who have been designated as administering clinicians. This information can be accessed in the Manage Clinicians menu panel option. This selection will apply to all of the current entries, unless the specific immunization has a different clinician designated. |
Remove Checkbox |
Defaults as checked to prevent blank rows from being added as new entries. As soon as the user begins making selections in the fields, the checked selection automatically clears out. If the user decides not to save an entered immunization, the check box can be re-selected to remove that record from the saving process. |
Immunization |
A drop down listing of Vaccine Group display names. This selection determines what information is displayed in the Trade Name and Manufacturer fields. |
Trade Name |
Required. A drop down listing of Trade Names for the selected immunization. |
Lot # |
Required. A data entry field to record the Lot # of the administered vaccine. |
Vaccine Eligibility |
Required. A drop down listing of the source of reimbursement or payment. |
Administered By |
The same drop down listing of the organization's administering clinicians. Allows the user to change the administering clinician for each individual entry. |
Manufacturer |
Required. A drop down listing of manufacturers for the selected immunization and trade name. |
Body Site |
A drop down listing of locations on the body for shot administration. |
Route |
A drop down listing of the physical route of administration. |
Dose |
A drop down selection of the dose magnitude. |
Client Roster Section - This section displays the information to manage entering mass vaccinations for multiple clients.
Priority Group - Displays Priority Group drop down options based on the selected Event, to be able to include a priority group designation for the selected clients receiving administered vaccines.
Client Roster Table - Displays the clients that are associated with the Roster List as described below.
Column Name |
Description |
Select |
A check box option to select clients to be immunized or removed from the roster list. |
Last Name |
The client's last name. |
First Name |
The client's first name. |
Middle Name |
The client's middle name. |
Birth Date |
The client's date of birth. |
Status |
Displays whether the client in the roster has been immunized for the selected disaster event. The status "Immunized" displays when the selected roster client had an immunization record entered for the event. |
Command Button Functionality (Client Roster) - The command buttons in the Client Roster section allow the user to make selections for which client records will get immunizations.
Command Button |
Description |
Creates records of the immunizations in the Roster Immunization Information section for all selected clients in the client roster table. |
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Removes all selected clients from this roster list. |
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Clears the roster status for all clients in the roster list. |
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<< |
Clicking << will return the user to the first page of the roster list. |
< |
Clicking < will return the user to the previous page of the roster list. |
>> |
Clicking >> will display the last page of the roster list. |
> |
Clicking > will move the user to the next page of the roster list. |
Note
ImmTrac2 is set up to accommodate a variety of user types. Each user will have access to certain features in the application based on the role that is assigned. Online help reflects the capabilities available to provider user roles. Other user roles should refer to the user manual for more access features and capability details.