1. Automatically create Flu Shot encounters in AHLTA in 2 mouse clicks. 2. Ensure accurate DX and CPT codes used for every encounter, every time.

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1 In clinics around the MHS, upwards of 70% of all flu shot workload credit is lost because the encounters are not documented within AHLTA. Let the Immunization KAT s PASBA approved coding engine do the work for you. All while completing encounters at speeds up to 250% faster than when done manually. Proper vaccine documentation automatically pushed to both the AHLTA encounter and the Immunization module complete with screening questionnaire. 1. Automatically create Flu Shot encounters in AHLTA in 2 mouse clicks. 6. Automatically updates the AHLTA Immunization Module too. 5. KAT self updates, ensuring you always have the latest features. 2. Ensure accurate DX and CPT codes used for every encounter, every time. 3. Use the Imms KAT to create encounters for any other immunization as well. 4. Customize the immunizations specific to your clinic. 1. AHLTA support added for 2018 Flu Season. 2. Additional Providers can be included, ensuring coding credit to Supervising Providers. 3. Document over 10+ Shots Simultaneously, all admin codes and units of service automatically updated. 4. Well Baby Exams can be captured, complete with correct DX and E&M codes. 5. Shots can be Back Dated in the Imms module automatically to capture mass flu shot expos. 1

2 The Immunization KAT is a powerful tool that can ensure proper patient documentation, maximize workload credit, as well as save your clinic countless hours in vaccine charting. The KAT only takes a few minutes to set up, and before long you will automate Flu Shots, as well as any other type of vaccine, in both the AHLTA encounter and immunization module. Request a copy of the Immunzation KAT from dha.ncr.clin req mgt.list.kat requestsowners@mail.mil. It consists of a Word document and an Excel spreadsheet. Copy the Word Document & the Excel Sheet from your to your desktop. The KAT can t run directly from your (don t worry, it will throw a warning if you forget). Please note: There is also a special CHCS based version of the Immunization KAT for those sites that may have blocked access to MS Office Macros completely. 2

3 Open the Word Document, and select Enable Content from the header bar. In some instances you may have to select a second enable button as well. Click the Run KAT button. The tool will then guide you through several steps for the first time installation of the KAT. Just opening the KAT won t affect AHLTA or trigger anything. 3

4 Once you have completed 1 3, the KAT will reopen. You will then be asked about downloading a new copy. These one time steps ensure you have the latest official copy of the KAT. The final installation step is to link the KAT with the Excel file you would like to use to track your immunizations. This can be the one you copied from your or one on a shared drive for your clinic. If you don t have access to one just press Create to download a template for you to use. To link to one you already have press Browse, select the file, and then press Open. 4

5 Now, Welcome to the Immunization KAT interface. Please refer to page 9 for a guide to all of the buttons, tabs, and capabilities of the Immunization KAT. We would like to set up your User Options first, so please select the Vaccinations tab. With the KAT installed, the next step is to ensure that all the correct flu shot and other vaccine information for your clinic is included in the KAT. Having the proper Lot numbers, Expiration dates, & Manufactures is key. You can start this by hitting View Excel. 5

6 Please take the time to ensure that all of the shots you would like to include are accurate for your clinic. If there are shots listed you don t want, feel free delete those rows (please don t allow blank rows, however). If you would like to add shots create a new row as you see fit. Please note this Excel has 3 Tabs along the bottom: Flu Shot, Peds & Imms, & Admin. The first 2 tabs allow you to run 2 separate clinics from this one Excel. The Admin tab allows you to update Admin billing codes. Please Save when done. With the Excel updated now you need to reload the KAT with your updated immunizations. You can do this by hitting Reload XL. Please note that the number of buttons on each of the 2 tabs here (note the tabs along the bottom) will now correspond with your updated Excel sheet. 6

7 With the KAT installed and supporting Excel file customized, you are now ready to start using the Immunization KAT. Ensure you have a new patient encounter opened in AHLTA, and open the appointment to the encounter screen. Now flip back over to the KAT. Choose your shots and custom options from the Imms KAT dashboard (see Guide on Page 9). When you are ready press the GIVE SHOTS button to start the KAT. If you would like to populate AHLTA only (no Imms Module) hit the AHLTA Only button Instead. 7

8 Now just sit back and watch the KAT fly through AHLTA documenting every possible element of the vaccine set you ve defined within 90 seconds. Please don t touch the keyboard or mouse during the process. When the KAT is done please review the completed note. Completed A/P Section Completed Add Note 8

9 1. Ten General Screening questions to be used for non Flu specific vaccines. 2. Influenza Screening Questions. All survey answers are complied and included in an encounter Add Note. 3. Toggles questions in Item 2 between Adult and Peds questions. The Default is ADULT. 9. Toggles between Screening Tab and Vaccination Tab (see PART 2). 4. When fields populated this data will be added into the Vital Signs module within AHLTA. 6. Copies all survey question responses into memory (for pasting) and previews them in a pop up window. 5. Resets the Screening Tab fields, as well as resets all survey questions to their default response. 9

10 1. Header window includes a Run Count to keep track of Imms KAT usage, as well as identifies version info. 2. Supports up to 22 unique immunizations. 3. Displays enduser s current AHLTA Version. 4. Select and use Under 8 Admin Code for Billing. 14. Toggles between Vaccination Tab and Screening Tab (see PART 1). 5. Additional Options (see PART 2B). 13. Select A) Right, B) Left, or C) Combo shot area. 6. Run the KAT for the AHLTA SF600 only. 12. Toggles between 2 Clinic Tabs. 7. Run the KAT for Both A) AHLTA, & B) Imms Mod. 11. Give workload to additional Providers in the SF600. Check box if their Taxonomy field is blank. 10. Triggers Well Baby ICD10 Codes for Billing, & opens the Well Baby Exam Window. 9. Enter different Provider information or back date a shot in the Imms Module. 8. Send an to the DHA KAT Support Team to request support and/or ask the team a question. 10

11 1. View Excel allows the user to update the underlying vaccine route, serum, location, and DX/CPT coding information stored in the Immunizations Spreadsheet. 2A. Rest XL Link deletes the pointer file to the current Immunizations Spreadsheet allowing the user to connect to a different supporting XL spreadsheet. 3. Reload Excel pushes Excel Information (see Item 1) to the KAT. New rows of vaccines will appear as new buttons on the Imms KAT dashboard. 4. EXIT Closes and quits the Immunization KAT program. 2B. CREATE allows the user to download a default XL spreadsheet. PLEASE NOTE: The vaccine LOT #s and EXP Dates will be blank in this XL and will need to be updated. 11