Immunisation records and data explained: A guide for immunisation providers

Transcription

1 Immunisation records and data explained: A guide for immunisation providers 2 nd edition, April 2017

2 Immunisation records and data explained: A guide for immunisation providers, 2 nd edition Published by the State of Queensland (Queensland Health), April 2107 This document updates the 2015 Immunisation records and data explained: A guide for vaccine service providers which was based on the 2009 Immunisation: Recording, Reporting & Rates a step-by-step guide for practice staff developed by General Practice Queensland. This document is licensed under a Creative Commons Attribution 3.0 Australia licence. To view a copy of this licence, visit creativecommons.org/licenses/by/3.0/au State of Queensland (Queensland Health) 2017 You are free to copy, communicate and adapt the work, as long as you attribute the State of Queensland (Queensland Health). For more information contact: Communicable Diseases Branch, Department of Health, PO Box 2368, Fortitude Valley BC QLD 4006, immunisation@health.qld.gov.au, phone (07) An electronic version of this document is available at Disclaimer: The content presented in this publication is distributed by the Queensland Government as an information source only. The State of Queensland makes no statements, representations or warranties about the accuracy, completeness or reliability of any information contained in this publication. The State of Queensland disclaims all responsibility and all liability (including without limitation for liability in negligence) for all expenses, losses, damages and costs you might incur as a result of the information being inaccurate or incomplete in any way, and for any reason reliance was placed on such information. Immunisation records and data explained a guide for immunisation providers 2

3 Contents Section 1: Before you begin what you need to know About this guide Important contacts who can help?... 7 Queensland Health... 7 Public health units... 7 Medicare Australia... 8 National HPV Vaccination Program Register... 8 Practice management software vendors How to contact the Australian Immunisation Register (AIR)? through AIR s secure site AIR contact details AIR useful websites What is an immunisation record? What is immunisation data? What information is needed to record an immunisation? What are some common recording errors and how to avoid them What immunisation registers are used in Queensland? What forms are needed for reporting immunisation information? How does immunisation affect family assistance payments? Approved exemption to immunisation No Jab, No Pay Helping families understand their child s immunisation status and Centrelink Section 2: Reporting immunisations Do AIR and VIVAS have similar information? How does the HPV Register receive information? How to report immunisations for specific groups? All individuals Amend or correct an immunisation record School Immunisation Program missed vaccinations Refugees above 20 years of age Premature infants Rabies vaccine & rabies immunoglobulin Individuals vaccinated overseas Immunisations recorded in practice management software but not on AIR Immunisations recorded in practice management software but not on AIR Individuals without a Medicare number Individuals with Department of Veteran s Affairs (DVA) number Individuals who are not Australian citizens or residents Immunisation records and data explained a guide for immunisation providers 3

4 Revaccination of oncology patients Diphtheria/tetanus/pertussis vaccination for pregnant women How to record dose numbers for specific vaccines Hepatitis B birth dose Hepatitis B Diphtheria/tetanus/pertussis (DTPa) booster Meningococcal C/haemophilus influenzae type B (Hib) vaccine Measles/mumps/rubella and varicella vaccine How to report other immunisation-related information to AIR or VIVAS? Aboriginal and Torres Strait Islander status Natural immunity Medical contraindication Deceased person Children and adolescents up to 20 years of age on a catch-up schedule Child or adolescent who has moved overseas Adverse event following immunisation (AEFI) Section 3: Checking immunisation records Where to find immunisation records? If you are an immunisation provider If an individual requires their immunisation record Not sure your immunisation records are transmitting to AIR? Check your practice management software Check for error messages when records are transmitted How to check if immunisation records have been transmitted to AIR? AIR s secure site AIR reports Use the AIR payment statement How to follow up children who are overdue for immunisation? Reminders using practice management software Using AIR reports Queensland Health (VIVAS) overdue reminder notice Section 4: Appendices Appendix 1 How to request access to AIR s secure site? Appendix 2 How to log onto AIR s secure site? Appendix 3 How to find an immunisation record using AIR s secure site? Appendix 4 How to use AIR to record an immunisation encounter? Appendix 5 AIR immunisation history form Appendix 6 Resources to help interpret overseas immunisation histories Appendix 7 AIR immunisation exemption/natural immunity form Appendix 8 How to request a report from AIR Appendix 9 AIR immunisation payment statement Appendix 10 Sample reminder letter (for immunisation providers) Immunisation records and data explained a guide for immunisation providers 4

5 Appendix 11 VIVAS overdue reminder notice Appendix 12 Queensland Health vaccination record form Appendix 13 HPV vaccination register consent form Appendix 14 Whooping cough vaccine program for pregnant women information sheet and consent form Appendix 15 Queensland Health registration of Medicare provider number/s Appendix 16 The National HPV Vaccination Program Register helpful information Appendix 17 The National HPV Vaccination Program Register application for online access Section 5: Acronyms and Glossary Index Tables Table 1 How to report vaccines for specific groups to AIR or VIVAS Table 2 How to record dose numbers for specific vaccines Table 3 How to report other immunisation related information to AIR or VIVAS Immunisation records and data explained a guide for immunisation providers 5

6 Section 1: Before you begin what you need to know 1.1 About this guide The term immunisation provider has been used throughout this guide. It refers to any person involved in handling immunisation records, especially those working in a general practice setting, such as GPs, practice nurses, reception staff and/or practice managers. This guide has been written for immunisation providers in Queensland and can be used for: training new staff or updating current staff answering questions about immunisation record keeping troubleshooting immunisation data issues. The following symbols are used throughout the guide to draw attention to important information. TIP! Helpful information that can save time and resources NOTE! Important information for readers to note Immunisation records and data explained a guide for immunisation providers 6

7 1.2 Important contacts who can help? (Note: current at time of publication) Queensland Health Telephone Facsimile Postal address Immunisation Program (IP) (07) (07) Reply Paid 2368 VIVAS (07) (07) Fortitude Valley BC 4006 Public health units Telephone Facsimile Postal address Metro North (Brisbane North) Metro South (Brisbane South) Cairns and Hinterland (includes Cape York and Torres Strait) Central Queensland (Rockhampton) (07) (07) (07) (07) (07) (07) (07) (07) Darling Downs (Toowoomba) (07) (07) Gold Coast (07) (07) Mackay (07) (07) North West (Mount Isa and Gulf) (07) (07) Sunshine Coast (07) (07) Townsville (07) (07) West Moreton (Ipswich) (07) (07) Wide Bay (Bundaberg) (07) (07) Wide Bay (Hervey Bay) (07) (07) Locked Bag 2 Stafford DC Qld 4053 PO Box 333 Archerfield Qld 4108 PO Box 1103 Cairns Qld 4870 PO Box 946 Rockhampton Qld 4700 PO Box 405 Toowoomba Qld 4350 PO Box Southport BC Qld 4215 PO Box 5580 Mackay MC Qld 4741 PO Box 1097 Mount Isa Qld 4825 PO Box 577 Maroochydore Qld 4558 Locked Bag No 4016 Townsville Qld 4810 PO Box 188 Goodna Qld 4300 PO Box 185 Bundaberg Qld 4670 PO Box 724 Hervey Bay Qld 4655 Immunisation records and data explained a guide for immunisation providers 7

8 Medicare Australia Telephone / Website ebusiness Service Centre AIR Business Development Officers air.officer@humanservices.gov.au National HPV Vaccination Program Register Telephone Facsimile Web address Enquiries (03) professionals Practice management software vendors Telephone Best Practice Web address Communicare (HealthConnex) (08) healthconnex.com.au/solution/communicare Genie Solutions (07) GPComplete Medical Director/PracSoft ebusiness@humanservices.gov.au Medtech practix (02) nagement.aspx Stat Health Zedmed Immunisation records and data explained a guide for immunisation providers 8

9 1.3 How to contact the Australian Immunisation Register (AIR)? through AIR s secure site To access AIR s secure site refer to Appendix 1. through AIR s secure site can only be used to request amendments, query records or ask questions about the secure site. It is important to provide the individual s full name, Medicare number and date of birth. 1. On the left side of the AIR home screen, click on the Secure in the main menu (Figure 1). This screen will display your history. Clicking on any of the icons (pictured below) will display further detail. 2. To open a new text box, click on the New icon as shown below or alternatively, click on the New message in the main menu on the left side of the screen.. 3. Type your message in the text box (Figure 2) and click Send. Figure 1 Figure 2 Immunisation records and data explained a guide for immunisation providers 9

10 4. When the request is actioned a response will be sent by AIRHELP. The status column (highlighted in red in Figure 3) identifies new s in red text. Figure 3 5. Click on AIRHELP to open the from AIR. The response will be provided in an text box (Figure 4). Figure 4 6. To confirm the amendment has been made, check the individual s record on AIR after receipt of the . Immunisation records and data explained a guide for immunisation providers 10

11 1.3.2 AIR contact details Telephone Facsimile Postal address General enquiries Assistance with immunisation histories for individuals, amendments/ corrections to records (08) Stationary orders Internet help desk Assistance with secure site for immunisation providers GPO Box M933 Perth WA AIR useful websites AIR s secure site Information for immunisation providers Information for parents/carers Immunisation stationery orders for immunisation providers ation-requirements What is an immunisation record? What is immunisation data? An immunisation record refers to a person s immunisation history which includes details about when and what vaccines have been given. Immunisation records are documented by healthcare providers as part of an individual s medical history. These records can then be transmitted to centrally held databases. These collected immunisation records form data, which in its entirety can help measure immunisation coverage rates and the effectiveness of immunisation programs. It is therefore crucial that immunisation records are documented and reported in a consistent and accurate way. Consequently, it is essential that healthcare providers document and report immunisation records accurately. Incorrect or missing immunisation records may result in: an individual s immunisation history not being complete parents/carers not receiving family assistance payments if their child/ren are not fully immunised an individual receiving unnecessary vaccinations Immunisation records and data explained a guide for immunisation providers 11

12 a general practice missing payments for immunisation records that are not reported to the national immunisation database the Australian Immunisation Register (AIR) inaccurate statistics about the level of community protection against vaccinepreventable diseases. 1.5 What information is needed to record an immunisation? Record Ask Check Ask Check Record Name Address and postcode Date of birth Medicare number (if available) Does the individual identify as Aboriginal and Torres Strait Islander? Is their Indigenous status noted in your practice management software? Has the individual told Medicare that they identify as Indigenous or their child identifies as Indigenous? Has Medicare been notified of any changes in their personal details? To see any immunisation history documents that may help clarify their immunisation requirements. On AIR to view the individual s immunisation record Are there any missing immunisations? Are there any medical conditions that would make them eligible for additional vaccines? Vaccine names, dose numbers, batch numbers, provider number. Are they recorded accurately? Scan any documents into your practice management software Check Has a reminder been set for follow-up immunisations? NOTE! Is the individual up-to-date for their age? Do not assume an individual has received all previous recommended vaccinations. For example, a child aged 12 months may not have received their 2, 4 or 6 month vaccinations. Ask for documentation from the parent or check AIR s secure site to make sure that the child or individual is being immunised appropriately. Immunisation records and data explained a guide for immunisation providers 12

13 1.6 What are some common recording errors and how to avoid them It is important that all staff using software are aware of the steps required to record and transmit accurate information to AIR. TIP! Request access to AIR s secure site. Refer to Appendix 1 for information. By using AIR, providers can check a person s immunisation history, make sure the person s name, address and date of birth details are correct on AIR, check if Indigenous status is recorded (the parent or adult must notify Medicare), and check if the immunisation status of children and adolescent is up-to-date or not. NOTE! All staff who are involved with giving, recording and/or reporting vaccinations should have access to AIR s secure site. At each visit, confirm with patients that their details are up-to-date, e.g. address, postcode, Medicare number, Indigenous status. Does the person have a Medicare number? An immunisation record will not transmit electronically to AIR without a Medicare number. Refer to Individuals without a Medicare number for advice. Check the person s record on AIR before vaccinating. This is an opportunity to identify errors on their record and notify AIR, and to make sure the person is receiving the appropriate vaccines. Update your practice management software when new upgrades or patches are released by software providers. Any changes to the immunisation schedule will then be incorporated into your practice management software. VIVAS records vaccine batch numbers. Record the batch number for each vaccine given. Check the correct vaccine dose number has been entered otherwise the person s AIR immunisation record will not reflect an accurate history. For example, the vaccine Menitorix should be recorded as dose 1. Immunisations must always be linked to a GP Medicare provider. Immunisation records will not electronically transmit to AIR without a GP provider number. If the vaccine is administered by a registered nurse, record this in the comments box. Select correct vaccine names. Examples of similar vaccine names which can cause errors are: RotaTeq not Rotarix or Infanrix Hexa not Infanrix. For multivalent (combination) vaccines (e.g. Infanrix Hexa) select combination option as this will eliminate antigen errors. Never use free text to record a vaccine. Select correct antigens. The vaccine name can be recorded in the comments box. Before saving an immunisation encounter always check that the actual date given is recorded accurately. Some medical software may default to the date the vaccine was due. Immunisation records and data explained a guide for immunisation providers 13

14 If immunisation has been given by another immunisation provider, record as not given here when entering history information. Notify VIVAS of any changes to GP Medicare provider numbers (including locums) using Queensland Health registration of Medicare provider number/s form (Appendix 15). NOTE! Have you selected the right vaccine name and dose number? If the wrong vaccine or dose number is recorded on AIR for a child, then the child may be incorrectly assessed as overdue. Also, three different vaccines with the word Infanrix in their name are included in the schedule make sure the right vaccine is entered into the child s record. 1.7 What immunisation registers are used in Queensland? There are three immunisation registers used to record immunisations given in Queensland: AIR (National) VIVAS (Queensland only) HPV Register (National) holds immunisation data for: All infants, children and adults resident in Australia Only records vaccinations administered since 1996 AIR does not record Qfever vaccine, meningococcal A vaccine or rabies immunoglobulin AIR does not routinely record vaccines given by school immunisation providers holds immunisation data for: Any vaccine reported to VIVAS that was given in Queensland to a child, adolescent or adult Only records vaccinations administered since 1996 Note: VIVAS also records vaccine batch numbers. holds immunisation data for: HPV vaccinations NOTE! Can your practice management software transmit immunisation records for individuals of all ages? Call the software provider to find out. A software update may need to be installed to allow the full range of vaccines to be reported to AIR. Immunisation records and data explained a guide for immunisation providers 14

15 1.8 What forms are needed for reporting immunisation information? AIR VIVAS Name of form Immunisation medical exemption/natural immunity form (IMM ) (sample at Appendix 7) Immunisation history form (IMM ) (sample at Appendix 5) Application to register as a vaccination provider (IMM ) (sample not provided) Vaccination record form (sample at Appendix 12) HPV vaccination consent form (sample at Appendix 13) Whooping cough vaccine for pregnant women consent form (sample at Appendix 14) Registration of Medicare provider number/s (sample at Appendix 15) Where to access All forms can be ordered from Queensland Health Immunisation Program Telephone: or qhip-admin@health.qld.gov.au NOTE! AIR will return incorrectly completed forms or medical exemption forms with invalid medical reasons to the provider who submitted them. 1.9 How does immunisation affect family assistance payments? Parents receive family assistance payments from the Australian Government if their child or adolescent is fully immunised. If a child or adolescent is not fully immunised then these payments may be suspended unless an approved exemption (see 1.9.1) has been lodged with AIR. Parents will receive notification from Centrelink if payments are affected. Family assistance payments linked to immunisation are: Child Care Benefit Child Care Rebate Family Tax Benefit (Part A supplement). Immunisation records and data explained a guide for immunisation providers 15

16 NOTE! If the child or adolescent s AIR record shows as up-to-date but the family has received a letter from Centrelink: Advise the family to contact Centrelink and give their child s Medicare number or link their Medicare account in their mygov account. It is essential that Centrelink have a record of the child s Medicare number, otherwise the child s immunisation status cannot be shared with Centrelink Approved exemption to immunisation An approved exemption based on either a medical contraindication to immunisation or natural immunity can be lodged with AIR. It is important to report this medical exemption to AIR otherwise a child or adolescent will be assessed as overdue for the relevant vaccines. It is not necessary to report medical exemption or natural immunity for an adult. Note: Conscientious objection to immunisation is no longer accepted as a valid exemption to immunisation. Family assistance payments for parents who choose not to vaccinate their children, delay vaccination or partially vaccinate their children will be affected if their child is not up-to-date. Natural immunity can only be recorded against the following diseases: hepatitis B measles mumps rubella varicella (chicken pox). The immunisation medical exemption (IMM ) form is used to report both medical contraindication to vaccination and/or natural immunity (refer to Appendix 7). The form can be accessed at No Jab, No Pay Children up to 20 years must be fully immunised, on a recognised catch-up schedule or have an approved medical exemption notified to AIR to receive immunisation-related family assistance payments the Child Care Rebate, Child Care Benefit and Family Tax Benefit (Part A supplement). Funded catch-up vaccines will be available for children aged from 10 to 19 years until the end of Parents are notified by Centrelink if their child does not meet the eligibility criteria for family assistance payments. 1 Children aged up to 10 years will continue to receive funded catch-up immunisations through the National Immunisation Program. Immunisation records and data explained a guide for immunisation providers 16

17 1.9.3 Helping families understand their child s immunisation status and Centrelink Families may receive a letter from Centrelink advising them their family assistance payments may be suspended if their child or adolescent is not up-to-date with their recommended immunisations. The Centrelink letters are generated using the child s immunisation status on AIR. The first step is to check the child s immunisation record on AIR. For those individuals who may have received vaccinations in the School Immunisation Program, an additional check of VIVAS will be required. Contact your local public health unit for advice (see section 1.2). Refer to section 3.1 for guidance on accessing immunisation records. Refer to Appendix 3 for guidance on interpreting a child s due/overdue status on AIR. After assessing the child or adolescent s record on AIR, the follow-up action may be to either: 1. If appropriate, offer the child or adolescent vaccinations to bring them up-to-date. A provider can complete the AIR immunisation history form to notify AIR that a child or adolescent is on a catch-up program (Appendix 5). This will allow family assistance payments to be made. 2. Notify AIR of missing information, i.e. vaccines not recorded. Use the AIR encounter screen (Appendix 4), or telephone AIR (see section 1.3). 3. If necessary request that AIR amend the child or adolescent s record, i.e. correct dose numbers or vaccine names (see section 2.4). or telephone AIR (see section 1.3). 4. If the child or adolescent has a medical contraindication or natural immunity, this also needs to be notified to AIR (see sections 2.5.2, 2.5.3). 5. The parent may need to report their child s or adolescent s Medicare number to Centrelink. This will enable Centrelink and AIR to link the record. Immunisation records and data explained a guide for immunisation providers 17

18 Section 2: Reporting immunisations TIP! Use the online version of the Australian Immunisation Handbook it has the most up-to-date information about immunisation practices, clinical recommendations and vaccines for Australian immunisation providers. Some sections in the print copy of the current 10 th edition have been amended since it was first published. For the online version go to book10-home 2.1 Do AIR and VIVAS have similar information? AIR and VIVAS do have access to similar immunisation data, although this does depend on the method an immunisation provider uses to send or transfer immunisation records. If an immunisation provider sends immunisation information to: 1. AIR using an electronic method (HPOS/Medicare Online and medical software), VIVAS can also access this data 2. AIR via AIR encounter screen, , telephone, fax or post, VIVAS is not able to access this data 3. VIVAS by fax or post, then VIVAS sends this data to AIR. NOTE! Most practice management software are able to send information electronically to AIR. To check go to How does the HPV Register receive information? All HPV immunisation information reported to VIVAS by school immunisation providers is transmitted to the HPV Register by VIVAS. Any HPV vaccinations given by other immunisation providers should be reported to VIVAS and it will then be transmitted to the HPV Register. HPV vaccination records will only be transmitted from VIVAS to the HPV Register if the Queensland Health HPV vaccination register consent form (Appendix 13) is completed and forwarded to VIVAS. 2.3 How to report immunisations for specific groups? Table 1 provides information about how to report specific vaccines to AIR or VIVAS. NOTE! Only report information to either AIR or VIVAS. There is no requirement to report the same information to both registers. Immunisation records and data explained a guide for immunisation providers 18

19 Table 1 How to report vaccines for specific groups to AIR or VIVAS Immunisations for AIR reporting method OR VIVAS reporting method All individuals AIR will record all vaccines given to individuals of all ages, including non-funded vaccines, travel vaccines, seasonal influenza vaccine. The exceptions are QFever vaccine, meningococcal A vaccine and rabies immunoglobulin. Note: Refer to the online edition of The Australian Immunisation Handbook for up-to-date advice on clinical recommendations Amend or correct an immunisation record To make amendments to an immunisation record, for example change a vaccine name or dose number. Note: Any amendments to details such as individual s name, address or date of birth must be notified to Medicare by the individual (or parent of the child). Choose either: 1. Electronic transmission using practice management software. 2. The encounter screen on AIR s secure site and enter vaccination details. Choose either: 1. on AIR s secure site to report amended vaccination details (refer to section 1.3). 2. If Centrelink payments or childcare enrolments are affected telephone AIR on and report amended vaccination details. Note: Check AIR no less than 24 hours later to ensure record has been amended. Complete a Queensland Health vaccination record form or print an immunisation record from practice management software which includes: person s full name and address gender and date of birth vaccine details Medicare provider number. Fax or post to VIVAS. Immunisation records and data explained a guide for immunisation providers 19

20 Immunisations for AIR reporting method OR VIVAS reporting method School Immunisation Program missed vaccinations For immunisations missed in the School Immunisation Program. Prior to vaccinating, contact your local public health unit (see section 1.2) and/or the HPV Register (Appendix 16) to check the child s immunisation history. The HPV Register sends reminder notices to parents/guardians of children who have missed doses. Note: A consent form for sending records to the HPV Register needs to be completed. Contact the Immunisation Program for forms Refugees above 20 years of age Queensland Health funds additional vaccines: Diphtheria/tetanus/pertussis Polio Hepatitis B Measles, mumps, rubella. Electronic transmission using practice management software. Post or fax HPV consent form to VIVAS (Appendix 13). Choose either: 1. Electronic transmission using practice management software 2. The encounter screen on AIR s secure site and enter vaccination details. Complete a Queensland Health vaccination record form or print an immunisation record from practice management software which includes: child s full name and address gender and date of birth vaccine details Medicare provider number. Post or fax HPV consent form to VIVAS (Appendix 13). Complete a Queensland Health vaccination record form or print an immunisation record from practice management software which includes: person s full name and address date of birth and gender vaccine details Medicare provider number. Fax or post to VIVAS. Immunisation records and data explained a guide for immunisation providers 20

21 Immunisations for AIR reporting method OR VIVAS reporting method Premature infants (Gestation <32 weeks) Preterm infants should be vaccinated according to the recommended schedule at the usual chronological age. Note: Refer to the online edition of The Australian Immunisation Handbook for up-to-date advice on additional vaccines for preterm infants. Choose either: 1. Electronic transmission using practice management software 2. The encounter screen on AIR s secure site and enter vaccination details. Complete a Queensland Health vaccination record form or print an immunisation record from practice management software which includes: child s full name and address child s gender and date of birth vaccine details Medicare provider number. Fax or post to VIVAS Rabies vaccine & rabies immunoglobulin Contact local public health unit if required. Note: AIR will record rabies vaccinations but does not record rabies immunoglobulin Individuals vaccinated overseas Refer to: Appendix 5 for detailed information on how to complete the AIR immunisation history form. Appendix 6 for information on overseas immunisation schedules. Note: Public health units may assist with catch-up schedules. Choose either: 1. The encounter screen on AIR secure site and enter vaccination details. 2. The AIR immunisation history form (IMM ). Fax or post to AIR. Complete AIR immunisation history form. , fax or post to VIVAS. Note: Check with your local public health unit as they may require a copy of the original immunisation record. Immunisation records and data explained a guide for immunisation providers 21

22 Immunisations for AIR reporting method OR VIVAS reporting method Immunisations recorded in practice management software but not on AIR Where there is documentation of immunisations given elsewhere in Australia but not recorded on AIR, an immunisation provider can report this missing information as it ensures an individual s immunisation history is up-todate Immunisations recorded in practice management software but not on AIR Any missing data needs to be reported to make sure an individual s record is up-to-date Individuals without a Medicare number AIR and VIVAS will record immunisations for individuals who do not have a Medicare number. Following Medicare registration, it may take several weeks before a Medicare number is allocated. Choose either: 1. The encounter screen on AIR s secure site and enter vaccination details. 2. The AIR immunisation history form (IMM ). Fax or post to AIR. Choose either: 1. Electronic transmission using practice management software 2. The encounter screen on AIR s secure site and enter vaccination details. 3. Use AIR immunisation history form (IMM ). Fax or post to AIR. Immunisation records will not transmit electronically without a Medicare number. Use the encounter screen on AIR s secure site and enter vaccination details. Your local public health unit may also require a copy of the immunisation record. Check before forwarding to them. Complete a Queensland Health vaccination record form or print an immunisation record from practice management software which includes: person s full name and address gender and date of birth vaccine details Medicare provider number. , fax or post to VIVAS. Complete a Queensland Health vaccination record form or print an immunisation record from practice management software which includes: person s full name and address gender and date of birth vaccine details Medicare provider number. , fax or post to VIVAS. Immunisation records and data explained a guide for immunisation providers 22

23 Immunisations for AIR reporting method OR VIVAS reporting method Individuals with Department of Veteran s Affairs (DVA) number These individuals will have a Medicare number, however they may not routinely use it. A Medicare number is required to ensure any vaccinations can be reported to AIR and are allocated to the individual s record on AIR. It may be necessary for the individual to request their Medicare number from Medicare Individuals who are not Australian citizens or residents These individuals are eligible to receive funded vaccinations as per the National Immunisation Program. AIR will record these immunisations. Refer to section if these individuals do not have a Medicare number. Report to AIR using the individual s Medicare number by either: 1. Electronic transmission using practice management software. 2. The encounter screen on AIR s secure site and enter vaccination details. Use the encounter screen on AIR s secure site and enter vaccination details. Complete a Queensland Health vaccination record form or print an immunisation record from practice management software which includes: person s full name and address gender and date of birth vaccine details Medicare provider number. , fax or post to VIVAS. Complete a Queensland Health vaccination record form or print an immunisation record from practice management software which includes: person s full name and address gender and date of birth vaccine details Medicare provider number. , fax or post to VIVAS. Immunisation records and data explained a guide for immunisation providers 23

24 Immunisations for AIR reporting method OR VIVAS reporting method Revaccination of oncology patients Note: Refer to the online edition of The Australian Immunisation Handbook for advice on additional vaccines for oncology patients. Revaccination for individuals under 19 years will be funded as per recommendations from the oncology clinic Diphtheria/tetanus/pertussis vaccination for pregnant women Queensland Health funds dtpa vaccination program for all women in their third trimester of pregnancy. (Refer to Appendix 14 for copy of information sheet and consent form) Choose either: 1. Electronic transmission using practice management software. 2. The encounter screen on AIR s secure site and enter vaccination details. Electronic transmission using practice management software AND post or fax consent form to VIVAS. Complete a Queensland Health vaccination record form or print an immunisation record from practice management software which includes: person s full name and address gender and date of birth vaccine details Medicare provider number. , fax or post to VIVAS. Complete the Queensland Health whooping cough vaccine program for pregnant women consent form. Forms can be ordered from the Immunisation Program. , fax or post to VIVAS. Immunisation records and data explained a guide for immunisation providers 24

25 2.4 How to record dose numbers for specific vaccines Table 2 How to record dose numbers for specific vaccines Information about AIR reporting method OR VIVAS reporting method Hepatitis B birth dose Birth to seven days of age; usually administered in hospital. Record as birth dose; given by another provider Note: A child who has not received a dose of hepatitis B vaccine in the first seven days following birth will not be flagged as overdue for this vaccination Hepatitis B A child <10 years who has received three doses is considered up-to-date for hepatitis B immunisation if they received a birth dose and there is a minimum interval of four months between the first dose (may or may not be the birth dose) and the third dose. For example: a. Dose 1 (or birth dose) b. Dose 2 (minimum interval between dose 1 and 2 is one month) c. Dose 3 given after four months of age Note: i. For number of doses required for children and adolescents 10 years refer to online version of The Choose either: 1. The encounter screen on AIR s secure site and enter vaccination details. 2. Use AIR immunisation history form (IMM ). Fax or post to AIR. Choose either: 1. Electronic transmission using practice management software 2. The encounter screen on AIR s secure site and enter vaccination details. 3. Use AIR immunisation history form (IMM ). Fax or post to AIR. Note: Notify AIR by or telephone if dose numbers need to be amended. This will ensure a child or adolescent is not flagged as overdue. Complete a Queensland Health vaccination record form or print an immunisation record from practice management software which includes: child s full name and address child s gender and date of birth vaccine details Medicare provider number. Fax or post to VIVAS. Complete a Queensland Health vaccination record form or print an immunisation record from practice management software which includes: individual s full name and address individual s gender and date of birth vaccine details Medicare provider number. Fax or post to VIVAS. Immunisation records and data explained a guide for immunisation providers 25

26 Information about AIR reporting method OR VIVAS reporting method Australian Immunisation Handbook. ii. The above dose numbering sequence does not apply to a child who is immunised according to the National Immunisation Program schedule, i.e. vaccinated using Infanrix Hexa at 2 (dose 1), 4 (dose 2) and 6 (dose 3) months of age Diphtheria/tetanus/pertussis (DTPa) booster At 18 months of age, children are scheduled to receive a booster dose of diphtheria/tetanus/pertussis vaccine. The vaccines supplied will be either Infanrix or Tripacel. Depending on the child s date of birth the dose numbers should be reported as: Child s date of birth Vaccination Born before 01/10/2014 Born on or after 01/10/2014 Choose ether: 1. Electronic transmission using practice management software 2. The encounter screen on AIR s secure site and enter vaccination details. Note: Notify AIR by or telephone if dose numbers need to be amended. Complete a Queensland Health vaccination record form or print an immunisation record from practice management software which includes: individual s full name and address individual s gender and date of birth vaccine details Medicare provider number. Fax or post to VIVAS. 18 months DTPa 4 years DTPa-IPV Dose 3 Dose 4 Dose 4 Dose 5 Immunisation records and data explained a guide for immunisation providers 26

27 Information about AIR reporting method OR VIVAS reporting method Meningococcal C/haemophilus influenzae type B (Hib) vaccine Menitorix Record as dose Measles/mumps/rubella and varicella vaccine Priorix Tetra or ProQuad For children under 4 years of age this dose should be recorded as dose 2 as it is given as the second dose of measles/mumps/rubella-containing vaccine. Choose either: 1. Electronic transmission using practice management software 2. The encounter screen on AIR s secure site and enter vaccination details. Note: Notify AIR by or telephone if dose numbers need to be amended. Choose either: 1. Electronic transmission using practice management software 2. The encounter screen on AIR s secure site and enter vaccination details. Note: Notify AIR by or telephone if dose numbers need to be amended. Complete a Queensland Health vaccination record form or print an immunisation record from practice management software which includes: individual s full name and address individual s gender and date of birth vaccine details Medicare provider number. Fax or post to VIVAS. Complete a Queensland Health vaccination record form or print an immunisation record from practice management software which includes: individual s full name and address individual s gender and date of birth vaccine details Medicare provider number. Fax or post to VIVAS. Immunisation records and data explained a guide for immunisation providers 27

28 2.5 How to report other immunisation-related information to AIR or VIVAS? Table 3 below provides instructions about how to report other immunisation-related information to AIR or VIVAS. Table 3 How to report other immunisation related information to AIR or VIVAS Information about AIR reporting method OR VIVAS reporting method Aboriginal and Torres Strait Islander status It is recommended that ALL patients are asked Are you of Aboriginal and Torres Strait Islander origin? Aboriginal and Torres Strait Islander people require additional vaccines. You cannot rely on appearance; the only way to find out is to ask everyone. Refer to the current immunisation schedule for additional vaccines for Indigenous people. Record status in patient notes. Indigenous status will only be recorded on AIR if a person notifies Medicare. Advise parents to notify Medicare of Indigenous status. Record status on Queensland Health vaccination record form Natural immunity AIR will record natural immunity for varicella (chickenpox), measles, mumps and rubella and hepatitis B. There is no need for serology. Refer to the online edition of The Australian Immunisation Handbook for information and recommendations about serological testing Medical contraindication Refer to the online edition of The Australian Immunisation Handbook for information on reasons for medical contraindication. Use an AIR immunisation medical exemption form (refer to Appendix 7), completed and signed by GP provider. , fax or post to AIR. Note: Retain a copy for your own records in the event the form is not lodged with AIR. Check the individual s record on AIR that the notification has been recorded. Use an AIR immunisation medical exemption form (refer to Appendix 7) completed and signed by GP provider. , fax or post to AIR. Note: Retain a copy for your own records in the event the form is not lodged with AIR. Immunisation records and data explained a guide for immunisation providers 28

29 Information about AIR reporting method OR VIVAS reporting method Deceased person Submit in writing using practice letterhead, include personal details and signed by a GP provider. , fax or post to AIR. Submit in writing using practice letterhead, include personal details and signed by a GP provider. , fax or post to VIVAS Children and adolescents up to 20 years of age on a catch-up schedule. Note: Refer to the online edition of The Australian Immunisation Handbook for advice on working out catch-up. Public health units may assist with catch-up schedules Child or adolescent who has moved overseas Use the AIR immunisation history form (refer to Appendix 5) to notify AIR that the child is on a catch-up program. Mark the section for Planned catch-up for overdue vaccines. , fax or post to AIR. Note: Catch-up must be completed within six months and can only be recorded once on a child or adolescent s immunisation history on AIR. If catch-up is not completed within six months, family assistance payments could be affected. AIR (refer to section 1.3). This suspends the child s record and the child will not be flagged as overdue for immunisation. An immunisation provider can also notify AIR if a child returns from overseas as this will reactivate their AIR record Adverse event following immunisation (AEFI) Notify Queensland Health of an adverse event by completing the Adverse Event Following Immunisation Reporting form at to CDIS-NOCS-Support@health.qld.gov.au or fax to Immunisation records and data explained a guide for immunisation providers 29

30 Section 3: Checking immunisation records 3.1 Where to find immunisation records? If you are an immunisation provider Child personal health record (PHR) (In Queensland it is commonly referred to as the red book.) Parents of newborns are provided with a PHR prior to discharge from hospital. The PHR includes a section to record immunisations. Parents should be encouraged to bring the PHR to each immunisation appointment. AIR Immunisation providers can access AIR s secure site to view a person s immunisation record. Refer to Appendices 1, 2 and 3 for information about how to access AIR s secure site. An immunisation provider can print this history if required. Public health unit Immunisation providers can contact their local public health unit to obtain a school immunisation history. Public health units may be able to provide other immunisation histories upon request. Staff at public health units are not able to give immunisation histories to members of the public. HPV Register (for HPV immunisation histories only) Immunisation providers can telephone the HPV Register on Register for online access to view immunisation histories (refer to Appendix 17 for information). Immunisation records and data explained a guide for immunisation providers 30

31 3.1.2 If a parent or individual needs their immunisation record Child personal health record (PHR) Parents are provided with a PHR (in Queensland commonly referred to as the red book ) for their baby prior to discharge from hospital. The PHR includes a section to record immunisations. Parents should be encouraged to bring the PHR to each appointment to make sure the immunisation record can be kept up to date. Medicare/AIR Parents of children aged less than 14 years can obtain a copy of their child s immunisation history by: Accessing their Medicare online account through mygov. If a parent does not have a mygov account they will need to create one and then link their Medicare account. Using the Express Plus Medicare mobile app. Create a mygov account with Medicare linked and then download the app. Individuals aged from 14 years need to create their own mygov account and link their Medicare record to obtain an immunisation history. Individuals born prior to 1996 will have an AIR record (obtained from their Medicare record); however, AIR will only record vaccinations that were given after 1996 and only those vaccinations that are reported to AIR by their immunisation provider. Note: Individuals older than 20 years will not have a complete whole-of-life immunisation history on AIR. NOTE! Can a public health unit give an immunisation history directly to a member of the public? No. Public health units can only give immunisation histories to an immunisation provider. Immunisation records and data explained a guide for immunisation providers 31

32 3.2 Not sure your immunisation records are transmitting to AIR? Check your practice management software Immunisation providers use a range of software to manage their clinical and billing records. Each software package records patient details and medical information using its own specific format. Immunisation providers are advised to consult their software provider for training and assistance with technical issues. To help troubleshoot electronic data transmission problems, consider the following questions or check with the software provider: Can the software electronically transmit immunisation records for all individuals (children and adults) to AIR? Most practice management software packages have the functionality to report to AIR. Go to to check. Does the reporting functionality need to be linked? This may be necessary if different software packages are being used to manage clinical information and billing requirements. Is the software transmitting immunisation records for individuals of all ages? If not, has an update or patch been released by your software vendor and has it been installed? If your software provider has not released an update to allow reporting for vaccines given to adolescents and adults, contact them to request an update. What steps are required to check that immunisation records have been transmitted to AIR? How do I print a detailed list of immunisations given? Refer to section 1.5 for list of required information. Refer to section 1.2 for contact details for medical software vendors. TIP! Do you use different clinical and billing software packages, e.g. Medical Director for clinical records and PracSoft for billing? If so, make sure the two can be integrated otherwise immunisation records will not be transferred from the clinical to the billing module. This will prevent immunisation data being transmitted to AIR. Check with each practice management software vendor for advice Check for error messages when records are transmitted Immunisation records are transmitted to AIR in batches. Missing information and data entry errors can block the transmission. These errors will need to be fixed before the batch can be transmitted to AIR. Look for: missing Medicare numbers. Refer to sections and for information on reporting immunisations for individuals without a Medicare number, including individuals using Department of Veteran s Affairs (DVA) numbers incorrect Medicare provider number Immunisation records and data explained a guide for immunisation providers 32

33 incorrect dose numbers missing postcode in individual s address postal addresses using post office (PO) box numbers. TIP! Is there any missing patient information, such as Medicare numbers or postcodes? Immunisation records will not transmit to AIR without them. A child or adolescent could be flagged on AIR as not up-to-date. The parent may receive reminder letters from AIR or be notified that family assistance payments could be suspended. 3.3 How to check if immunisation records have been transmitted to AIR? TIP! Use AIR s secure site to check an individual s immunisation history. AIR s secure site can give you quick access to a current immunisation history. Refer to Appendix 1 about how to register. There are several methods for checking or reconciling the immunisation records held by a provider with those on AIR. These checks can reduce the number of queries from parents about their child s immunisation history; ensures the practice receives the correct immunisation-related practice incentive payments; and can identify problems with practice management software that can potentially block transmission AIR s secure site Access AIR s secure site to view an individual s immunisation history and check if immunisations have been recorded. Refer to Appendices 1 and 2 for details on how to access the site. Immunisation providers can request reports from AIR s secure site which give a list of individual s due and/or overdue for immunisations for their practice or for individual providers. Refer to Appendix 8 for more details AIR reports Immunisation providers (those with a Practice Incentive Program [PIP] number) can request an (AIR010A) Due/Overdue practice report from AIR s secure site. This report identifies children who are considered overdue for any scheduled immunisation. Use the list to check against practice records and identify any discrepancies or errors. Notify AIR either by (refer to section 1.3 for details). To request this report, an immunisation provider will need to access AIR s secure site (refer to Appendix 1). The report is then requested and is usually available for download approximately minutes after the request is submitted. Refer to Appendix 8 or contact AIR s internet help desk on for assistance with requesting this report. Immunisation records and data explained a guide for immunisation providers 33

34 3.3.3 Use the AIR payment statement GP providers 2 are paid $3 for reporting age-based 3 childhood immunisations to AIR. The statement is sent every month to all GP providers and can also be accessed on AIR s secure site. It lists the immunisations reported to AIR and payments made. Use it to check: Are all immunisations encounters accounted for? Amend or update any missing information by ing details to AIR through the secure site (refer to section 1.3), or if family assistance payments are involved telephone AIR on Follow up any immunisations that have been rejected for payment. Encounter details can be amended by ing AIR through the secure site (refer to 1.3). Appendix 9 shows a sample immunisation payment statement. 2 The AIR immunisation payment is paid to the GP who reports either all or the last vaccine that completes an age-based immunisation schedule. 3 A completed age-based immunisation schedule must include an immunisation against each disease listed on the NIP. For example, a child at two months of age should receive vaccines for diphtheria, tetanus, pertussis, polio, hepatitis B, Haemophilus influenza type b (Hib), pneumococcal and rotavirus to be considered as a complete age-based schedule. Immunisation records and data explained a guide for immunisation providers 34

35 3.4 How to follow up children who are overdue for immunisation? Reminders using practice management software Check with software provider about how to set up a reminder system. TIP! Use the reminder system in the practice management software to help keep track of scheduled immunisations. Set the reminder at each immunisation encounter to make sure prompts are made for future immunisation appointments. Proactively send reminders by searching through the medical records (in your practice management software) for a particular date of birth range, for example, children aged four years old. Once a list is created, review the records for immunisation status to check for individuals overdue for scheduled immunisations. For example, four-year-old children should receive their fourth dose of scheduled vaccines, however they may have not returned for follow-up since their last immunisation at around 18 months of age. A reminder will be important to prompt their parents that immunisations are required at this age point. If any patients have missed an immunisation, call or send a reminder letter. Refer to Appendix 10 for a sample reminder letter Using AIR reports Immunisation providers can request the following reports from AIR s secure site. These reports identify children who are either due or overdue for any scheduled immunisation. To request these reports, an immunisation provider will need to have access to AIR s secure site (refer to Appendix 1). The reports are then requested and are usually available for download approximately minutes after the request is submitted. Refer to Appendix 8 or contact AIR s internet help desk on for assistance with accessing these reports. AIR010A AIR Due/Overdue practice report: Lists individuals identified as not fully immunised 4 seen by the requesting practice. Available for all GPs in a practice registered with the Practice Incentives Program (PIP). Medicare Benefits Schedule (MBS) item numbers are used to link an individual to a practice for the purposes of this report. Available electronically and can be requested once, monthly or quarterly. 4 According to National Due and Overdue Rules Immunisation records and data explained a guide for immunisation providers 35

36 AIR021A Due/Overdue report by Medicare GP: Allows individual GPs (and other registered immunisation providers) to identify individuals not fully immunised based on MBS services provided by the practitioner. Can be sorted according to overdue immunisations against a particular disease, e.g. measles. Can be sorted based on location or multiple locations for the practitioner. Available electronically and can be requested once, monthly or quarterly Queensland Health (VIVAS) overdue reminder notice Does your local public health unit send reminder notices? What information does the local public health unit want returned? Talk to the public health nurse or VIVAS data officer at the local public health unit. The overdue reminder notices are sent to immunisation providers every eight weeks. Refer to Appendix 11 for a sample copy. Check the reminders against your medical records. Has there been an increase in the number of reminder notices received? If so, this could indicate a problem with records being transmitted to AIR. Do you need to report any new or missing data? Write on the reminder notice and return it along with any copies of relevant immunisation documents to your local public health unit as soon as possible. Follow up with parents of children overdue for immunisation. Immunisation records and data explained a guide for immunisation providers 36

37 Section 4: Appendices Immunisation records and data explained a guide for immunisation providers 37

38 Appendix 1 How to request access to AIR s secure site? Immunisation providers can use HPOS (Health Professional Online Services) to access AIR s secure site to submit immunisation records, view immunisation histories, update provider contact details and request reports. For information go to Medicare s AIR Business Development Officers (BDOs) can help immunisation providers with accessing and using AIR. Telephone or air.officer@humanservices.gov.au. To request access for GP providers: 1. Go to www1.medicareaustralia.gov.au/ssl/acircirgracc (figure 5) and complete the details online. 2. Select Yes for notification. 3. Click on Request Access. 4. A notification letter will be posted to the practice address registered with AIR. The details are required to gain access to the secure site. Note: The username will be the provider number. Retain the password. You will be asked to change the password at initial logon. Every six months the password will need to be changed to maintain security (there will be reminder on AIR s secure site when this is required.) Non-GP providers should contact Queensland Health s Immunisation Program for further advice about how to request access to AIR s secure site. Figure 5 Immunisation records and data explained a guide for immunisation providers 38

39 Appendix 2 How to log onto AIR s secure site? NOTE! Requests to AIR to re-issue usernames or reset passwords are restricted to the individual GP or service provider whose details were provided upon registration with AIR. If you have not accessed AIR s secure site before: 1. Upon receipt of the notification letter from AIR, go to www1.medicareaustralia.gov.au/ssl/acircirssamn 2. Click as indicated in Figure 6 to download the authentication file. 3. A new window Obtain Authentication File will appear. Insert username and the authentication filename and select Download file (Figure 7). Save the file in a shared location for all users to access. Note: Do not change the file name or file type of the authentication file. Every time AIR s secure site is accessed, the username (provider number), password and authentication file will be required. Figure 6 Figure 7 Immunisation records and data explained a guide for immunisation providers 39

40 Appendix 3 How to find an immunisation record using AIR s secure site? Immunisation providers can access the immunisation history of an individual through AIR s secure site via HPOS (Health Professional Online Services). NOTE! Ensure you have your authentication file, username and password available. NOTE! Is your access to AIR s secure site blocked? If you enter the wrong username or password more than three times your access will be revoked. If you do not use the secure site for more than three months, your password will expire. To reset the password call AIR s internet help desk on Access to the secure site is through a GP Medicare provider number the GP provider must notify AIR and delegate authority to another person to allow AIR help desk staff attend to your query. Allow 7 10 working days for the new password to arrive. 1. Go to 2. Click on AIR logon only (Figure 8) Figure 8 Immunisation records and data explained a guide for immunisation providers 40

41 3. At the Logon screen (Figure 9) select Browse. A new window will open you will be required to browse to the file location where the authentication file has been saved. Note: The authentication file can be stored in a shared folder and can be accessed by multiple users at multiple workstations. Do not change the name or the file type of the authentication file. 4. Insert the authentication file. Click on Send Authentication File. 5. A pop-up box (Figure 10) will appear requesting a username and password. Enter these details. 6. Select OK. Figure 9 Figure The Main Menu screen will open. From the list on the left side of screen), select Identify Individual 8. The Identify Individual screen (Figure 11) will appear. Immunisation records and data explained a guide for immunisation providers 41

42 Figure To locate a record, the following information is required: surname and first name date of birth Medicare number (optional but will improve the accuracy of search results) Postcode (optional but will improve the accuracy of search results) Note: Spelling variations or changes to an individual s name may result in no record being located, e.g. hyphenated first or last names, names with multiple spelling options (Thomas/Tomas, Tyler/Tylar). The AIR record is created using the individual s details on Medicare, therefore it is important to use as many identified details as possible to assist with the search. 10. Click on Identify Individual and the Record Encounter screen will open (Figure 12) Figure By scrolling down this screen the individual s Due Details (highlighted in red) and the Immunisation History (highlighted in green) can be viewed by clicking on Expand Immunisation records and data explained a guide for immunisation providers 42

43 sections below (Figure 13). Antigens considered Overdue (highlighted in yellow) will depend on the date the record is viewed. The history can also be printed from this screen (the steps to do this may differ depending on the software program). Figure 13 Immunisation records and data explained a guide for immunisation providers 43

44 Appendix 4 How to use AIR to record an immunisation encounter? 1. Follow the steps in Appendix Once the correct record has been located, click on the Encounter Details to expand the details (Figure 14). Figure In the Encounter Details area, several age-related tabs are available (Figure 16). These align with the age milestones for infants and children. The other tab (Figure 17) is available to record details for individuals above four years. Information that is required to record an encounter are: a. Who performed this immunisation encounter? Three options are available for selection (figure 15). b. Date of service c. Vaccine/s given. Figure 15 Immunisation records and data explained a guide for immunisation providers 44

45 Note: The list of vaccines in the drop-down box will reflect those due at the age tab selected. In the diagram below, the 12-month tab has been selected and therefore the appropriate vaccines for that age group are available in the drop-down boxes (Figure 16). 4. Once all the encounter details have been entered, click on Record Encounter/s. Figure If the Other tab is selected an alphabetic list of all vaccines will appear (Figure 17). The provider information, date of service and dose number will also be required. Figure 17 Immunisation records and data explained a guide for immunisation providers 45

46 6. For older individuals, the Record Encounter screen will look different (Figure 18). a. If vaccines were given on separate dates, using the alphabetic tabs (highlighted in green in Figure 18), select the vaccines given using the drop-down menus and record the date of service for each (highlighted in yellow in Figure 18). Once all vaccine details have been entered, click on Record Encounters. b. If all vaccines were given on the same date, check the tick box, (highlighted with a red arrow in figure 18) and enter the date given. Checking this tick box will cause the date of service windows to disappear. Using the alphabetic tabs (highlighted in green in Figure 18) select the vaccines given using the drop-down menus (highlighted in yellow in Figure 18). Once all vaccine details have been entered, click on Record Encounters. Figure 18 Immunisation records and data explained a guide for immunisation providers 46

47 Appendix 5 AIR immunisation history form The immunisation history form is used for submitting: overseas immunisation history vaccinations administered by another immunisation provider but not reported to AIR. NOTE! AIR will return incorrectly completed forms or medical exemption forms with invalid medical reasons to the provider who submitted them. Steps to complete the form: 1. Download the form at 2. The form is downloaded as a pdf document and can either be printed and completed, or completed on the screen by typing the immunisation details into the relevant text boxes. 3. Sight proof of immunisation before completing Part B (circled in yellow in Figure 20). 4. If the immunisations were given to the individual while overseas, please mark an X in the If given overseas box (highlighted in red in Figure 20). 5. If there is an error or an omission on the individual s AIR history, only report the immunisation details that are missing. This is most often used when updating information for individuals vaccinated in other states and the vaccination details are not on the individual s AIR record. 6. When recording vaccine details in Part B, if the vaccine brand name is unknown, then select Other (please specify), for example use dtpa rather than Infanrix. This allows the correct antigens to be identified and recorded on the history. 7. Note: If the child or adolescent is on a catch-up schedule, this can be notified by ticking the option, highlighted in green in Figure 20. This allows family assistance payments to be made; however, this notification will only remain in place for six months and can only be lodged once for a child or adolescent. 8. Before submitting to AIR or VIVAS, a copy should be kept on the person s medical record. 9. Submit the form by posting or faxing to the address or fax number listed on the first page of the form. The form cannot be submitted online using HPOS. Immunisation records and data explained a guide for immunisation providers 47

48 Figure 19 Immunisation records and data explained a guide for immunisation providers 48

49 Figure 20 Immunisation records and data explained a guide for immunisation providers 49

50 Appendix 6 Resources to help interpret overseas immunisation histories The World Health Organization provides an online tool (available at which lists international vaccination schedules including antigens and their description (Figure 21). This can assist with identifying catch-up schedules for children from overseas where no health record is available. To use the tool: 1. Select the country of interest from the Countries List 2. Click on Select all vaccines 3. Click OK ; a vaccination schedule for the chosen country will be provided. Figure 21 The US Centers for Disease Control (CDC) provides a guide to foreign immunisation language terms (available at It includes tables listing: terms for vaccine-preventable diseases, vaccines and other items that might be found on an immunisation record (by language) names of specific vaccines that are used, or have been used internationally, along with the manufacturer and country or region (where known). This information can help with translating immunisation documents from other countries. Immunisation records and data explained a guide for immunisation providers 50

51 Appendix 7 AIR immunisation exemption/natural immunity form The immunisation medical exemption form is used for submitting: medical exemption to immunisation natural immunity to hepatitis B, mumps, measles, rubella and/or varicella. NOTE! AIR will return incorrectly completed forms or medical exemption forms with invalid medical reasons to the provider who submitted them. Steps to complete the form: 1. Download the form at 2. The form is downloaded as a pdf document and can either be printed and completed, or completed on the screen by typing the immunisation details into the relevant text boxes. 3. Read page three of the form which outlines valid medical contraindications to immunisation and information about assessing natural immunity. 4. A medical exemption to immunisation can either be considered permanent or temporary. Complete as required (highlighted in red at Figure 22) and indicate the vaccines (highlighted in yellow in Figure 22). 5. If the form is used to report natural immunity, complete the section on page two of the form (highlighted in green in Figure 23). 6. Note: Natural immunity can only be reported for all antigens in a vaccine. For example, for a child to be considered exempt from measles/mumps/rubella vaccine based on natural immunity, they would need to be immune to all three antigens. 7. Before submitting to AIR or VIVAS, a copy should be kept on the person s medical record. 8. Submit the form by posting or faxing to the address or fax number listed on the first page of the form. The form cannot be submitted online using HPOS. Immunisation records and data explained a guide for immunisation providers 51

52 Figure 22 Immunisation records and data explained a guide for immunisation providers 52

53 Figure 23 Immunisation records and data explained a guide for immunisation providers 53

54 Appendix 8 How to request a report from AIR 1. Follow steps in Appendix At the AIR Main Menu screen, select Reports Menu (Figure 24), then Request a Report (Figure 24). Figure 24 Figure At the Request a Report screen, a list of reports will be available for selection. Once a selection is made, such as the AIR010A AIR Due/Overdue practice report or the AIR021A Due/Overdue report by Medicare GP, click on Request Report. 4. At the screen Request New Report (Figure 26) select the purpose for which the information is intended. Choose the appropriate response and click on OK. 5. At the second Request New Report screen, complete the details for each of the report fields. This information sets the parameters for the report request. a. Name of report will identify the report in the list of reports available for download b. Frequency of report c. Report end date not required if once only frequency is chosen Immunisation records and data explained a guide for immunisation providers 54

55 d. Output of report csv (spreadsheet) or text e. Options 1, 2 or 3 make a selection f. Age breakdown select from either a birth date range or age range g. Due/overdue by disease select all diseases h. Include individuals where select natural immunity and medical contraindication has been recorded Choose OK. 6. At the next screen Request New Report (Figure 26) select details to be included in the report. 7. A message relating to the report request will appear on the screen (highlighted in red in Figure 26 below). Figure To download the report, go to Reports Menu and select View Reports (Figure 27). Figure On the View Report screen, a list of requested reports will appear. Tick the appropriate report and select View/Download Report. A pop-up box will appear asking for the file to be saved, follow the prompts. The reports will be in a zipped folder. Immunisation records and data explained a guide for immunisation providers 55

56 Appendix 9 AIR immunisation payment statement Figure 28 Page 2 of the statement (image not included) contains information about bank account details for payments. Immunisation records and data explained a guide for immunisation providers 56

57 Page 3 of the statement (Figure 29) contains details of each immunisation encounter reported to AIR and the payment (highlighted in green), the payment for any catch-up immunisations reported to AIR (highlighted in red) and an explanation code if no payment has been made (highlighted in yellow). Figure 29 Immunisation records and data explained a guide for immunisation providers 57

58 Page 4 of the statement (Figure 30) includes details of payments not made (highlighted in green). Follow the instructions highlighted in red. Figure 30 also shows a section from page 5 of the statement which details the explanation codes referred to in the statement. Figure 30 Immunisation records and data explained a guide for immunisation providers 58

59 Appendix 10 Sample reminder letter (for immunisation providers) Immunisation records and data explained a guide for immunisation providers 59

60 Appendix 11 VIVAS overdue reminder notice (Note: The format may differ across public health unit areas.) Immunisation records and data explained a guide for immunisation providers 60

61 Appendix 12 Queensland Health vaccination record form Immunisation records and data explained a guide for immunisation providers 61

62 Appendix 13 HPV vaccination register consent form Immunisation records and data explained a guide for immunisation providers 62

63 Appendix 14 Whooping cough vaccine program for pregnant women information sheet and consent form (Note: information sheet is two-sided and consent form has carbon copy original to be forwarded to VIVAS and copy retained by provider.) Immunisation records and data explained a guide for immunisation providers 63

64 Appendix 15 Queensland Health registration of Medicare provider number/s Immunisation records and data explained a guide for immunisation providers 64

65 Appendix 16 The National HPV Vaccination Program Register helpful information The HPV Register supports the National HPV Vaccination Program by collecting information about HPV vaccine doses given across Australia. The register can provide: completion and history statements reminders information should a booster be required in the future. In Queensland, doses given through the School Immunisation Program and in general practice are reported to the HPV Register by VIVAS. The Queensland Government HPV vaccination register consent form (Appendix 13) allows immunisation information to be transmitted from VIVAS to the HPV Register. Immunisation providers are advised to call the HPV Register on with questions regarding online access or to obtain an adolescent s immunisation history. Parents can also call the HPV Register and request an immunisation history for their child. Immunisation providers can apply for online access (refer to Appendix 17 for application form) to the register to: check immunisation status of patients request overdue reports which list patients who have incomplete HPV vaccination courses. Visit Immunisation records and data explained a guide for immunisation providers 65

66 Appendix 17 The National HPV Vaccination Program Register application for online access Immunisation records and data explained a guide for immunisation providers 66