How Immunisations work in Best Practice? There are a number of areas in Best Practice related to Immunisations:- Recording and updating Immunisation records Searching and Printing Immunisations List Printing and Transmitting Vivas / ACIR Register Creation of immunisation list IMM.OUT file to 3 rd party applications Recording and updating Immunisation records Best Practice Software records immunisations within the 'Patient Record'. To enter or view a patient s immunisation record, click on the Immunisations icon in the Tree View located on the left hand side of the screen. The Vaccines given list will be displayed. If the patient is an adult, the Date given, Vaccine, Sequence number, Batch Number, Orderedby, Given by, Site, Route and comment will be displayed. When the patient is a child (under 8), the screen will change to show the Childhood Immunisation schedule and the Vaccines given. Adult s Immunisation screen Immunisation adult.gif Child s Immunisation screen Immunisation child.gif
Adding Immunisations If you are in a child s record, the Childhood immunisation schedule will appear to the left of the 'Vaccines given' table. If the vaccine being given is part of the childhood immunisation schedule, tick the checkbox for that vaccine. Alternatively, click on the Add Button. The Immunisation screen will appear. If you are in a child s record and selected a checkbox, the vaccine list will be limited to the vaccine select. You can also tick the checkbox to show all vaccines that immunise against the same disease. Otherwise, highlight the appropriate vaccine in the Available Vaccines list. This will appear in the Vaccine given field. The Billing provider and Given by fields will automatically default to the person who is logged into Best Practice. However, a dropdown box is available which lists other users that have been entered into the user database. The Billing provider field is the name that will appear on the Vivas list. Vaccine list.gif Vaccine list.gif The Not given here checkbox can also be ticked if recording previously administered immunisations. Site, Sequence, Route, Batch number and any Comments can also be recorded. You can either enter free text Batch numbers or select them from the Immunisation batch list. Tip: Register your immunisation batch numbers via Setup > Immunisation Batches. See Immunisation Batch Numbers below. The Send reminder check box adds an Immunisation reminder for the date indicated in the Reminder date field. Click on 'Save'. The immunisation details will be recorded in the 'Vaccines given table. Immunisation Batch Numbers Select Setup > Immunisation batches from the main Best Practice screen. The Immunisation batch numbers screen will appear. Highlight the relevant Vaccine and it will display the currently registered batch numbers. These batch numbers are the ones that are displayed in the drop down box for Batch no when recording an immunisation for a patient. Batch numbers.gif To add a new Batch number, highlight the Vaccine name on the left and click on the Add button.
Enter the Batch number you want to register into the system. Click on Save. Enter Batch no.gif This batch no will now appear in the Batches in stock and also in the drop down list for Batch No when entering a immunisation for a patient. Searching and Printing Vaccination Lists Select Clinical > Immunisations from the Main Menu of Best Practice. The Immunisation list will appear. immunisation menu.gif clinical imm list.gif Vaccine list dropdown.gif Click on the Vaccine drop down box to select the immunisation list to be printed. Adjust the provided controls to filter to your required result. Vaccine Given by Start date End date Born before Born after Select Print each doctors list on separate pages when printing details if required. The Immunisation list will display any immunisations record as given in the surgery that meet the filters select above. clinical imm list2.gif
File > Open Patient To open the patient s record, highlight the name and select File > Open Patient or press the icon. File > Save The list of the patients displayed can be saved in either an XML, CSV or TXT format. Select File > Save, enter the File name to save the file as and select the file type required in the Save as type field. File > Resend to ACIR' This function can be used when you identify an Immunisation/s that has not been received by ACIR and which to send it again. All immunisations in the list for children will be marked and will now appear in the ACIR list for transmission to Medicare. File > Print details This option will print an Immunisation Register in a format suitable for submission to bodies such as the HPV Register. You can also use the button to print this list. Immunisation report 1.gif File > Print list This option will print a simple list of the immunisations displayed on the screen. Immunisation report 2.gif
Influenza vaccinations Best Practice has a configuration option in Setup > Configuration > General called 'Prompt for free vaccination eligibility after recording influenza vaccinations'. This is used if the practice want to take advantage of the free Influenza immunisation program available for eligible patients. When this options is activated, each time an Influenza vaccine is given to a patient in an eligible group a prompt will display to allow you to indicate which group they fall in to. The Influenza vaccinations screen function will allow you to print a list to send to the relevant body in your state. Select Clinical > Influenza vaccinations from the Main Menu of Best Practice. The Influenza vaccinations screen will appear. By default, this screen will display all Influenza Immunisations given to eligible patients. The list can be further filtered by Doctor and date range. The Eligibility column will display the category selected for that patient when the immunisation was given. A list can be printed using File> Print in a format suitable for sending to the relevant Immunisation registration body in your state. Printing and Transmitting ACIR / Vivas Register All immunisation data record for children under seven years of age will appear in this registrar and can be is transferred electronically or in paper format to the ACIR (Australian Childhood Immunisation Register). In Queensland, a state database called VIVAS is the state register for all vaccination events. This database is used for Queensland's centralised vaccine distribution system and all data for children under seven years of age is also transferred electronically to the ACIR. Each time an immunisation is recorded for a child, a record is written to the VIVAS/ACIR register. If you are using Best Practice Management with Online Claiming, you can transmit this data electronically. If you are using Best Practice Management without Online claiming, you can print the ACIR / Vivas register and submit this manually. If you use a 3 rd party Management / Billing package you can choose whether to print and submit this register manually or set up an interface to the other package to import the Immunisation file (IMM.OUT)
Display and print ACIR / Vivas Register Select Utilities > Vivas/ACIR from the main Best Practice screen. When the screen is first opened, the system will display all immunisation records that have not been marked as sent to Vivas / ACIR Register. acir register.gif Filter by doctor: To display the immunisations for only one doctor select the relevant doctor from the drop down list By default, only those records currently displayed will be printed or sent electronically. Should you wish to exclude certain records from the list, highlight the record, right click and select Exclude current record. This will permanently mark the record so it will not be included in any future reports. Print Report: Sent to ACIR: To print the report, ensure that the correct list of immunisations is displayed and select File > Print or click the button. Once the report has been sent to the printer, you will be prompted Do you want to mark these immunisation records as notified to VIVAS. Ensure that the report has printed correctly and then answer Y to mark all records as sent. all displayed records will be marked as Sent and disappear from the screen. If you are using Online claiming in Best Practice, you can send the list electronically. Ensure that the correct list of immunisations is displayed and click on the button. This will transmit the list of immunisations electronically to the ACIR register. When complete, all displayed records will be marked as Sent and disappear from the screen. Sent vaccinations: To view immunisations that have previously been printed /sent select View > Sent vaccinations. You can filter the screen by Vaccine, Given by, and the Start date and End date (works on Date Sent ). acir sent.gif
Creation of immunisation list IMM.OUT file for 3rd party billing packages If you use a 3 rd party Management / Billing package such as Pracsoft, you may be able to import a file into that application that is created by Best Practice so that the immunisations can be sent to the ACIR register. Check with software support for that application to confirm whether the software supports this feature. If Best Practice is configured to export this data, each time an immunisation is recorded for a child, a record is written to a file called IMM.OUT. The 3 rd party application is then configured to import that file and send it electronically. All workstations should be configured to export to a shared file on the server. Refer to the FAQ document BP_FAQ-LinkBPtoPS3.pdf for details on how to configure this interface between Best Practice and Pracsoft3. MORE INFORMATION For more information consult the Best Practice Help Library or contact us via our 07 4155 8800 http://forum.bpsoftware.com.au 07 4153 2093 http://www.bpsoftware.com.au support@bpsoftware.com.au sales@bpsoftware.com.au Last Reviewed: 13/12/2011