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1. Given site nam Testville was found but it is not a site with inventory SITE NAME Add inventory to your site or specify an alternate site from which GRITS should deduct inventory Inventory Vaccine Lot Errors Given lot number 0018F and funding PUBLIC PRIVATE no active vaccine lots were found for Site ID Sit am VACCINE LOT NUMBER Review your file to ensure the lot number is correct edit and resubmit if necessary Review GRITS to ensure the lot number is correct Edit the lot number if it is incorrect or add inventory if the lot does not exist Data Exchange Georgia Registry of Immunization Transactions and Services Flat File Response File Messages Errors Resolution Given lot number 999432 and given funding PUBLIC PRIVATE too many active vaccine lots Verify the correct lot number with corresponding expiration date and funding source of inventory lot were found for Site ID Site Name VACCINE LOT NUMBER Either edit the lot number funding source eligibility code of the immunization or inactivate the duplicate lot Given lot number 999432 and Verify the correct lot number with funding PUBLIC PRIVATE too corresponding expiration date and many active vaccine lots were funding source of inventory lot found for Site ID Site Nam No trade name was supplied No expiration date supplied VACCINE LOT
2. Contact GRITS Data Exchange representative to set up a parent child or vendor client relationship for the necessary organizations Alternately modify the Sending Organization field to match the organization submitting the file or leave the field blank Data Exchange Georgia Registry of Immunization Transactions and Services Flat File Response File Messages Errors Resolution Record rejected Client does not have any valid immunizations Submit at least one valid immunization Client and Immunization Record s Rejected Eligibility code missing for a new immunization For new immunizations client and immunization eligibility cannot be blank Send a valid eligibility code or send the immunization as historical Record rejected Demographic Updates not supported when client does not already exist in registry Submit the new client with immunizations or contact GRITS to temporarily allow demographic only updates Record rejected This client has existing immunizations with vaccination date s prior to the client s birth date The record you have submitted attempted to update a client s birth date but immunizations exist before the birth date Contact the GRITS Help Desk to review the existing client and immunizations A valid date BIRTH DATE Record rejected must be entered Submit a valid birth date Immunization Errors
3. Vaccines Doses Name Series Rules Rules Interval Rules Chine Rules Available Vaccines Acceptable Yaccine s Primary Vaccine Adeno T4 A Add gt D Adeno T7 Adeno Unspecified y Associated Trade names with Acceptable Vaccines E O maage O aoa E E p g up ei Add Oniy used if different from the generic series ages Dose Size Rules Indicate the acceptable vaccines for this series 1 Select the vaccines that are acceptable for ANY dose in this series You will be able to indicate any that are not acceptable for specific doses later 1 1 You must select at least 1 acceptable vaccine 1 2 Indicate the primary vaccine for this series This sets the vaccine groups that are associated with this vaccine In the case of a combo vaccine both vaccines will be set Only one primary vaccine is allowed 2 Dose Size Rules If there is a minimum dose size and dose multiplier for this vaccine to be used in this series enter this information for each vaccine This will be ignored if the immunization is not from registry inventory The Immunization Evaluator will multiply the dose size ml and dose multiplier to arrive at the total volume required to be acceptable Dose multiplier 1 full dose size 0 5 ml will give a total dose size of 0 5 ml 2 1 Select the vaccine for which to apply the dose size rule 2 2 Enter the size of a standard dose ml 2 3 Enter the multiplier half full 2 3 4
4. 8 Repeat as needed Ne Si NOTE The ages and relationships MUST be mutually exclusive In addition the alternate series is presumed to be prior to the series using it as an alternative In situations where the alternate is recorded as after the series the Immunization Evaluator will not apply the alternative rule Invoke Rules The invoke rules invoke the vaccine group s of the primary vaccine for this series This forces the vaccine group s to be included for consideration If no Invoke rules are set then the vaccine group is always considered by the Immunization Evaluator For example if a series for Merck Comvax HepB Hib is set to invoke on use then the vaccine groups HepB and Hib will be Tracking Schedule Georgia Registry of Immunization Transactions and Services included in the recommendations Invoke rules do not invoke the specific series Multiple series may be considered for a single vaccine group the Immunization Evaluator processes each series and chooses the series to be invoked and used for evaluation and recommendation of the vaccine group z e i gt Unacceptable Alternate Invoke Result Result Override Unacee able Acceptable Maximum Gender Vaccines Doses Hame Series ae Rules Interval Rules ome Rules Invoke On Use 7 Invoke On Valid Only V Invoke On High Risk C Invoke On Age F Minimum Age lo D v Invoke On Comment V Histor
5. INSURED VACCINES COVERED EN Immunization screen Dosage From Inventory Full The immunization must Partial Dose EI first be entered into the Date Provided 07 20 2002 Es Registry Second the j Ordering Authority Unknown Vv immunization must be i g ini d v edited to add any Administered Se Unknown reactions ee Adminstered Route i Disregard Primary Series N VIS Date Unknown Entered by Site Unknown Input Source of Record Created through Data Exchange Date Entered 01 03 2006 04 31 21 PM 5 Inthe Edit Historical Immunization screen you may edit information for the Trade Name Vaccine Lot Number Eligibility Date Provided and Provider Org or Site Name fields 6 To record a reaction to a vaccine check the box to the left of the reaction in the Reactions to Immunization section 7 Press L_save__ Deleting Historical Immunizations To delete a historical immunization follow these steps 8 On the Immunization History table select the vaccine you wish to delete by clicking on the vaccine s notepad icon in the Edit column 9 At the Edit Historical Immunization screen press Gees 10 Press in the confirmation box Reviewing Historical Data Exchange Immunizations To review a historical immunization that has been inserted or updated by data exchange follow these steps 11 On the Immunization History table select the vaccine you wish to review by clicking on the vaccine s no
6. Managing Inventory Transfers Georgia Registry of Immunization Transactions and Services 8 13 2 You will be routed to the Display Transfer Details screen for the selected transfer Display Transfer Details 246 Transfer Pending Receipt Accept Transfer Accept Transter Print Paperwork for Transfer Shipping Documents Return to Display Transfer screen Cancel NOTE Once the transfer is accepted the receiving site is accountadie for the inventory F there is a problem with the transfer please contact the sending site to make corrections BEFORE accepting Transfer Between Organizations Organization GRITS Physicians Organization Test Org Private Site PIH Hame 500599 PARK STREET CLINIC Site PIH Hame 5555555 Test Private Site Address 555 Park Street Address 555 Anystreet 2nd Floor P O Box 555 Bear Valley GA 55555 5555 555 Anytown GA 55555 Contact Connie Tactme Contact Ima Pharmacy Manager Phone 404 555 5456 Phone 404 555 5555 Ship Date 03 30 2004 Receipt Date 3 On the screen the contact information for the sending and receiving sites are displayed The contact information includes the following information for each site Organization This column gives the name of the organization Site PIN Name This column gives the site s Vaccine for Children ID and name Address This column lists the street address and or p o box number city state and zip code Contact This column lists the name
7. section Note Selecting a trade name for a new immunization will display an informational message indicating the number of doses and the lot dose size that will be deducted from inventory when the shot is stored Also upon trade name selection a second informational message will appear if the client age is outside the recommended age for the vaccine being entered at the time it was administered 8 Enter pick list information for the following fields for each vaccine e Administered By This field should be filled with the name of the clinician that administered the immunization The field will display default data e Body Site This field should be filled with the area of the body where the immunization was given Managing Immunizations Georgia Registry of Immunization Transactions and Services e Route This field should be filled with the method of administration for example intramuscular by mouth etc This field will display default data 9 Press and the Opt Out Immunization History screen will be displayed Viewing Opt Out Immunization History The Opt Out Immunization History screen is used to display immunizations from the organization s inventory that were administered to opted out clients rT Opt Out Immunization Sorting Options 1 Click Opt Out Immunization History under the Immunization section of the menu panel The history screen will automatically Note Only vaccines that display all immunizations a
8. 1 12 M Enter the number of doses to jump e g jump 2 doses Enter the age and age attribute to apply to the jump e g 15 M 3 Click the Add button to add the rule to the highlighted dose The rule will now appear in the jump forward rules summary section D Note A client may only jump once in the series for each immunization For example for a client receiving a 2 shot of HIB at 12 months old the HIB series will jump I dose resulting in the 2 dose of the series being skipped The HIB series 12 20 Georgia Registry of Immunization Transactions and Services Tracking Schedule also has a I dose jump rule on the 3 dose for a client that is 12 months old If the client has already jumped from the 2 dose to the 3 dose it will not jump again from the 3 to the 4 dose 4 To remove a jump rule select the jump rule checkbox and click the Delete button in the jump forward rules summary section Notes on Setting up the Jump Rule for HIB The HIB schedule is complex The number of doses required decreases as the client s age at the time of the first immunization increases the number of doses also decreases when there is a lapse in the client s immunizations As the client gets older the required number of doses decreases TriHIBit is only approved as the final dose in a multi dose series PedvaxHib and Comvax may be used in 3 dose series or as part of any of the other series for HIB The rec
9. Date Administered Fl Activate Expired Td Tdap Fj Varicella Fi Opt Out Pre Select Immunizations screen 2 At the Opt Out Pre Select Immunizations screen select the check boxes in the New column for the vaccines that were given For combination vaccines such as MMR or HepB Hib select only one vaccine component for HepB Hib select only HepB or Hib You may also choose a default Organization Site Ordering Authority Administered By and Client Eligibility value for the new immunizations by choosing from the pick lists in the Defaults for new immunizations section You will be able to edit these defaults for each immunization on the Record Opt Out Client Immunizations screen Choose a default date for the Client Date of Birth and Date Administered field using the MM DD YYYY format or use the pop up calendar by clicking the calendar icon to the right of the field If using the calendar icon choose a month and year from the pick lists provided and choose a day by clicking on the appropriate calendar day Press Cx If you are entering a new immunization for a past date and do not see one or more of the selected vaccines listed in the Immunization section to the left press Activate Expired Pressing this button will display the active vaccine inventory for the date you entered in the Date Administered field If a site does not have any inventory or if the site s entire inventory is expired then the following me
10. Importing a Text File into CASA To import your text file into your CASA program follow these steps 1 Open your CASA program 2 Select Import from the Assessment Site menu then select Import Using an Existing Template Reports and Forms Georgia Registry of Immunization Transactions and Services 11 25 II CASA Vernon 7 3 Janu p 13 OK See BT linuron Harai Ers e Wie Hep Ee Create Edit Sample Size Determination Random Number Gemeraine CC Gcap An import Template Export import Using An Exieling Template Edit Ae Import Template a Delete An import Template Exit CASA AFA 3 In the dialog box choose GRITS to CASA 2003 from the scroll down list Press e 4 Inthe Open dialog box locate your newly created CASA text file Click to highlight the appropriate file it will end in txt then press Import ey GE Find Your ASCII File Directory Drive Ec nt4lapy1 e 5 Inthe Assessment Site Download box fill in your site assessment range common review date and other information Press SC 11 26 Georgia Registry of Immunization Transactions and Services Reports and Forms M Assessment Site Download x Assessment Site Download Name Of Assessed Site L SSS I O cwl Statel_ Zipcode 00000 0000 Provider Type Assessor s Initials TJ Assessment Date Common Assessment Petform Assessment Range Calculations In Months Years From Months Tel 7 Mo
11. Microsoft Internet Explorer Please wait until you see Data Exchange Result screen to allow GRITS to get all of your files If you are uploading a large file this may take several minutes 4re you ready to upload HL File C Tempihl7 file txt i Cancel Deduct from Inventory Users Only Additionally verify the value displayed for Modify inventory from Number of Days 7 The Exchange Data Result screen will display the files uploaded and the job name Press L EC Status J to review job summary information Exchange Data Result The following HL7 file was uploaded e C Temp hi _file txt Check Status Job Name which is HL Test File has been presented for processing Refer to the Exchange Data Status section later in this chapter to review the job summary information contained on the Exchange Data Status screen HMO data exchange HET HMO data exchange allows a Health Maintenance Organization to You can have only one submit HMO data uploads to GRITS to add immunizations and create job processing at a associations with clients in the application HMO queries can be time If you attempt to submitted and GRITS will generate output files of all clients initiate a second job immunizations comments who are associated with the HMO before the first job organization completes the Exchange Data Status Submitting a HMO Data Upload screen will display a Submitting an HMO Data upload is the same as submitting a Flat
12. Record rejected CPT Code Vaccine Group and Trade Name are not a valid combination Review GRITS allowed values modify the Immunization and resubmit If multiple value types have been submitted ensure they are a valid combination Record rejected This immunization matches another immunization in incoming file The immunization for this client was submitted twice in the same file Review GRITS to ensure the immunization was loaded Reload if necessary Record rejected A valid vaccination date must be entered VACCINATION DATE Most likely the format was incorrect Review and correct the date of the immunization then resubmit Record rejected CPT Code 90714 is outside its effective dat The CPT Code is not valid for the date of the immunization submitted Review and correct the CPT Code range IMMUNIZATION IDENTIFIER CPT CODE then resubmit Optional Field Errors Relationship code not recognized defaulting to Guardian RESPONSIBLE PERSON RELATIONSHIP Correct the extract process to load GRITS accepted relationships Login to GRITS to manually update responsible person relationships Georgia Registry of Immunization Transactions and Services Data Exchange Flat File Response File Messages Errors Resolution Inaccurate or missing data No value stored RESPONSIBLE PERSON LAST NAME RESPONSIBLE PERSON FIRST NA
13. Tracking Schedule Georgia Registry of Immunization Transactions and Services 8 If you don t want others to be able to alter this schedule select the Lock to Others check box This may only be unlocked by the owner and the IR System Administrator 9 Click Create Schedule button and go to the Modify Schedule page Refer to the Modify Schedules section for adding modifying or deleting series and intergroup conflicts within the schedule If you are creating a schedule from scratch you are not finished Every schedule must have at least one series View Schedule List Clicking on the manage schedules menu item brings you to the list of schedules available to you based on your organization The name of the schedule is a hyperlink that will take you to the View Complete Schedule page for schedules you do not own i e CDC ACIP schedule or Modify Schedule page for schedules that you own Note that if you own a schedule you will see a screen that allows you to modify a schedule If you don t you will only see the View Complete screen You may see the View Complete screen from the View Schedule screen by clicking the View Complete Button Deleting a Schedule To delete a schedule that you own click the delete button to the right of the schedule name in the schedule list on the Manage Schedules page The delete buttons will only appear next to schedules you own This will permanently remove the schedule and al
14. 4 At the Clinician Search screen enter the first and last name of the clinician and press Find to bring up his or her information Then click on his or her last name in the Search Results table Or leave both fields blank and press Find to bring up a list of clinicians within the organization You may then click on the last name of the clinician within the Search Results table to bring up his or her information 5 At the Edit Clinician Information screen press Delete 6 A box will open asking if you want to delete this clinician Press OK 7 GRITS will return you to the Manage Clinicians screen Listing All Clinicians 1 Click on Manage Clinicians under the Maintenance section of the menu panel 2 On the Manage Clinicians screen press Clinician List Clinician Listing Close For Organization Name GRITS Physicians poe JACKSON JAMES SOUTH GRITSPH CLINIC Ordering Authority EAST GRITSPH CLINIC JANSEN BARBARA SOUTH GRITSPH CLINIC Ordering Authority Clinician LASZEVYSKI JAMES SOUTH GRITSPH CLINIC Ordering Authority Clinician EAST GRITSPH CLINIC MICHAELS SARA SOUTH GRITSPH CLINIC Ordering Authority Clinician Nurse Ima CENTRAL GRITSPH Clinician NORTH GRITSPH CLINIC PAULS JASON NORTH GRITSPH CLINIC Ordering Authority PAULSEN CHERYL SOUTH GRITSPH CLINIC Clinician Maintenance Georgia Registry of Immunization Transactions and Services 3 The Clinician Listing screen will open showing all available clinici
15. Alternatively the button Show Transactions js also available on the Show Inventory screen At the Inventory Alerts screen press Show Inventory At the Show Inventory screen press Show Transactions 3 At the Show Transactions screen do the following Show Transactions for Print All Transactions for the selected Transaction Reason s Print Immunization Transactions grouped by the Date Administered Print Immunization Transactions grouped by the Trade Name Lot Funding Source Return to the previous page Vaccine Transaction Filtering Options Select Date Criteria Date txn Entered into GRITS From FS To el Date shot was Administered From User Name Al User Names k Transaction Reason Al Transaction Reasons vi Site Name All Sites with Inventory Yaccine Group A Yaccine Groups j v Trade Name All Trade Names v Lot Number All Lot Numbers Wi Funding Source All Funding Sources ki 7 12 Georgia Registry of Immunization Transactions and Services Managing Inventory e Select the option button Date txn Entered into GRITS and enter the From and To dates for when the inventory transactions were entered in GRITS OR e Select the option button Date shot was Administered and enter the From and To dates for immunizations that were administered from inventory e Select the default option All User Names from the User Name pick list or choose a specific user name
16. Editing IMMUNIZATIONS eene ee aunts in euent EE E ai diseases esse aes 10 11 Editing NOW IMIMUNIZALIONS EE 10 11 Deleting New Immunizations 0 cscccccececeeeceensecceneecccneecaeesenaecseneeessaeesenaeceeaeeceueeesuaseseneesseneetsness 10 12 Reviewing Data Exchange Immunizations e ssseeessseneeeienesinneerirneerrnnesrrnneeerrnneerenneerenneerenneet 10 13 Editing Historical IMIMUuniZatiOns sorei eera E E R OE AATA 10 13 Deleting Historical Immunizations 00 0 ceeeeeeeeeteeeeeenteeeeeneeneeeteeaneeeceeaaeeeeneaaeseteeaaeeeseeasaeeetnnaeerenes 10 14 Reviewing Data Exchange Immunizations ssseeesssseeeeenesinneerirneerrnneerrnneesrrnnerrinneerenneeranneet 10 14 Entering a Lead Test Achon 10 15 Entering a Lead Test ACION EE 10 15 Editing a Lead Test ACtiOn aiiiar iii niini aE AANE A N aE A 10 16 Editing a Lead Test ACUON CERN dees dee a ai iaaa a ai at 10 17 Entering Opt Out IMMUNIZAtIONS eesse seee cece ae eeeeee cae eesaaeeeeeaeeceaeeesaaeseeaeeseeeesaeeeeaeeennees 10 17 Entering Opt Out Immunizations wu eeeecceeccceeseceencecceeeecenaeceeneeceueeecsaeesenaesseneeeseaessenaeeseneecsnneeesaees 10 17 Viewing Opt Out Immunization History ececceeeeeeeeeeeeeeeeeeeeeeeeseeeeesaeeesaaeeseaeeseeeeesaeeeseaeeteeeeess 10 20 Opt Out Immunization Sorting Options ssccccccecceececeeeeeeneeeceeeeecsaeeseseesseneecseeeeseasseeeseecenneesiaes 10 20 Opt Out Immunization Transachons 10 21 Immunization Totals by Trade Name and
17. Lot number ae ee DTP aP HepB Polio Pediarix PEDS59 01 01 2005 HepB Hib Comvax M577 N N 12 31 2004 o Measles Mumps MMR II M545 Y N 10401 2004 30 o Rubella Add from Inventory Expiration Doses ye Se EE EAR HepB Recombivax Peds M124 04 30 2004 Measles Mumps Rubella MMR II M545 Y y 10401 2004 35 DCH Prevnar p555 Y Y 03 31 2005 20 Td Td TD555 N 12 31 2004 22 5 Varicella Varivax MYVA555 Y Y 04 30 2004 5 8 Once the transfer is saved the transfer will be assigned a transfer id that appears in the top left corner of the Create Edit Transfer screen The transfer status and status date will also display in the top right corner The lots transferred will be listed in the Transfer Items not the Add from Inventory section Sending a Transfer to an External Organization You may want to transfer to an organization that is not a participant in the GRITS registry Transferring to an External organization follows the same process as a routing transfer except that you need to create a receiving site Follow these steps to create an external site 1 On the Create Edit Transfer screen select External Organization from the Receiving Organization pick list Managing Inventory Transfers Sending Site Test Private Site z Receiving Organization External Organization sl External Site Create New External Site sl Hame Address City State Zip GA e 2 Select the receiving site The receiving site pick
18. Processing stages When the Data Exchange Job Processor begins to process your data exchange request the Process Start Date will appear and the Status field will display a new value e PROCESSING This message indicates the data exchange request is currently processing Final stages When the Job Processor finishes processing your data exchange request the Status field will display one of the following values e COMPLETE This message indicates the data exchange request has processed successfully e ERROR This message indicates the data exchange request could not be processed due to formatting errors in the data file you have uploaded Review the format of the file you submitted contact the GRITS Help Desk for additional assistance if needed e EXCEPTION This message indicates that the Registry encountered an internal problem while attempting to process your data exchange request Check the Announcements section on the GRITS Home Page for any current data exchange issues that may have caused your data exchange request to go to Exception contact the GRITS Help Desk to research the problem if no explanation is given in the GRITS Announcements Exchange Data Details The Exchange Data Details screen is accessible from the Exchange Data Summary screen On the Exchange Data Summary screen you must click on the Job Name you wish to review Data Exchange Georgia Registry of Immunization Transactions and Services The Excha
19. Reports Print Print Confidential Pressing this button will bring you to the Reports Available for This Client screen at which you may generate Client specific reports Refer to the Reports and Forms chapter of this manual for more information Pressing this button will reformat the client s immunization information in a new window and only the client demographic and immunization history will be displayed To print this window click on the printer icon on browser or click Eile Print and press Lo Press your OH Back 7 browser s button to return to the client screen Printing a client s history using this function avoids the security issues that arise when doing a straight screen print Pressing this button will reformat the clients immunization information in a new window and only the client personal information and immunization history will be displayed To print this window refer to the Print button steps above Entering Immunizations To add new and or historical immunizations follow these steps 1 At the Immunization History screen press to display the Select Immunizations screen without pre selecting recommended vaccines Press to display the Select Immunizations screen with all of the selected immunizations from the recommended vaccines list checked Selecting New Immunizations poen Ig Influenza Measles Mumps Rubella Td Tdap Active immunization inventory on 02 28 2006 D
20. This is the date the transferred lots were added to the receiving site s inventory Managing Inventory Transfers 8 4 Georgia Registry of Immunization Transactions and Services Creating Editing Deleting a Transfer You can create new outbound transfer or edit or delete an existing outbound transfer for your organization using the Create Edit Transfer screen Creating a Transfer To create a new transfer use the following steps 1 On the Display Transfer screen press New Transfer 2 You will be routed to the Create Edit Transfer Screen Edit Transfer Details Status New Transfer det Transfer will be saved but is not viewable by the receiving site Go to Shipping Documents screen Eet Transfer will be saved but is not viewable by the receiving site pping Ship the Transfer Ship Transfer will be saved and is viewable by the receiving site Return to Display Transfer screen Cancel Modifications to the transfer will NOT be saved Sending Site Test Private Site k Receiving Organization Test Org Private v Receiving Site Hame PIH ei Sort Receiving Site By e Site Name Site PIN 3 Select a Sending Site The site name will default to the last site associated with your userid The screen will refresh with the inventory of the site you select 4 Select a Receiving Organization The receiving organization will default to your organization 5 Select a Receiving Site The receiving site
21. This screen will contain an explanation of why the exchange Data Exchange Georgia Registry of Immunization Transactions and Services data could not be processed contains the original uploaded file s and lists information regarding the activity of the downloaded file s Flat File Response File The Response File is a downloadable and printable electronic document that contains all information pertinent to a processed data exchange upload In addition to having the same information available on the Exchange Data Details screen the Response File also includes a list of all errors located in the data exchange upload Summary section The Summary section contains two parts a basic Job Information section and a Files Received By GRITS section that contains the same information as the Summary Information section of the Exchange Data Details screen Job Information The Job Information section contains the following items L KKK KKK KKK KKK KKK KK KKK KKK KKK KKK a kk JOB INFORMATION HAAN AAA AAA AAA A AAA RAAT AAA AAA AAA AREER RRR RE ET Job ID 61757 Job Start Date Fri Feb 10 16 22 20 EST 2006 Job End Date Fri Feb 10 16 24 59 EST 2006 e Job ID A number assigned to your data exchange request that uniquely identifies your data exchange request from all other requests submitted to GRITS e Job Start Date The date and time the GRITS Job Processor started processing your data exchange request e Job End Date The
22. from the available options in the Date From pick list and choose an ending date in the Date To pick list Note The Vaccine Accountability Statement is based on reporting periods that are established from one physical inventory count to the next Therefore the list of dates available in the Date From and Date To pick lists are the dates of previously submitted inventory counts 5 Press the Generate button on your screen When a report is completed the report name will appear underlined and in blue 6 The reports tables shown on the screen by default will list new vaccine accountability statements for the organization and its sites Following is a description of the reports available e New Select the New option to view only the new reports for the organization and its sites e Reviewed Select the Reviewed option to view only the reports that have been marked reviewed e All Select the All option to view both new and reviewed reports 7 Click on the underlined job name The report displays in Adobe Acrobat Reader Printing the Report 8 To print the report press the printer icon on the Adobe toolbar 9 Press in the Print dialog box OH Back 10 To return to the Doses Administered screen press the button on your browser Marking the Report Reviewed 11 After viewing and or printing a vaccine accountability statement you may mark it as reviewed by clicking the select box of the desi
23. of Immunization Transactions and Services Regardless of the Ignore not valid interval setting the intervals between doses are established using the series adjacent and non adjacent intervals from the previous immunization given SERIES TABS Acceptable Vaccines This tab allows you to indicate all of the potential vaccines that can satisfy this series In addition for each vaccine in the series you may indicate valid dose sizes and age ranges e g If an adult received a single 0 5 mL pediatric dose of Hepatitis B the immunization is not valid however if an adult received two 0 5 mL pediatric doses the immunization is valid Lastly you may indicate valid age ranges for trade names in the series e g FluMist is valid for ages 2 50 years Tracking Schedule Georgia Registry of Immunization Transactions and Services Note that TriHIBit DTAP Hib is only acceptable for a Hib series if it is the final dose in a multi dose series We set DTAP HIB as an acceptable vaccine for the series but set it as unacceptable for all doses except the last dose in the series Dose size is the volume e g 0 5 mL Multiplier is number of doses of the given size delivered So a double dose of pediatric Hepatitis B would have a multiplier of 2 12 8 Georgia Registry of Immunization Transactions and Services Acceptable Maximum Trade Alternate hwo Result Result Override Unacceptable Gender
24. the Td booster is recommended every 10 years Remember that boosters are only allowed for the last dose in a series DOSES TABS Age Rule If age rules apply to this highlighted dose then enter the ages and attributes required Tracking Schedule Georgia Registry of Immunization Transactions and Services Interval Intervals Vaccines Forward to Validate ee Recommended Age overdue Age D v D v D v D v 1 Enter an age and age attribute for each age that applies e g minimum age 42 D Remember the following rules minimum age lt recommended age recommended age lt overdue age overdue age lt maximum age If no value needs to be added leave the field set to 0 zero 2 You may add another dose at this time or you may finish entering information on other tabs for this dose Note The maximum age is the age at which the client should not receive this vaccination For example if DTaP is set to 7 Y the immunization will become not valid if received on or after the 7 birthday GRITS does not apply a maximum grace period to the maximum age on the CDC ACIP schedule 3 To delete an age rule for the highlighted dose select the delete button that is displayed above the maximum age column Adjacent Interval If there are rules that are used for this dose that relate to the immediately previous dose then enter intervals and inter
25. try typing the GRITS Web address on your Internet browser https www grits state ga us If you are unable to access the site contact your network administrator 2 2 Georgia Registry of Immunization Transactions and Services System Requirements wm Accessing GRITS In this chapter Accessing the GRITS Web Site Exiting GRITS Time Outs in GRITS Accessing the GRITS Web Site To access the GRITS Web site do the following 1 Open your Internet browser To open your browser locate the browser icon on your computer s desktop screen with program icons Your icon will either be for Microsoft Internet Explorer or Netscape Once you have located the icon double click on it with your left mouse button 2 Click File and choose Open Open Web Location in Netscape If you are unable to see your browser s menu bar you may have it set to Full Screen view To switch this view press F11 on your keyboard This key toggles the Full Screen view on and off 3 Type in the full GRITS address httops www grits state ga us Press L__O Internet Explorer or Open Netscape If you do not reach the GRITS security certificate warnings or the GRITS Login screen after correctly typing in this address port 443 of your network s firewall may be closed Contact your network administrator to open this port for outgoing HTTPS which is secure HTTP 4 Depending on your browser you may receive one or more security certificate
26. File message that reads or HL7 upload except for the menu items available in GRITS Itis Processing has not important to know the data exchange set up of your provider completed on previous organization before attempting to submit an HMO Data upload data exchange To perform an HMO Data Exchange follow these steps 1 Click on Submit HMO Data under the HMO Data Exchange menu group in the menu panel Data Exchange Georgia Registry of Immunization Transactions and Services Depending upon the type of file format you are set up to use you will submit either Flat File or HL7 files File Format e Flat File Follow steps 2 9 in the Flat File Data Exchange section earlier in this chapter to submit a Flat File HMO data exchange upload e HLZ Follow steps 2 7 in the HL7 Data Exchange section earlier in this chapter to submit an HL7 HMO data exchange upload Submitting a HMO Query To perform an HMO Data Query follow these steps 1 Click on Submit HMO Query under the HMO Data Exchange menu group in the menu panel Exchange Data Job Name Upload NOTE If Job Name is blank today s date will be used Query File Name At this time we are only accepting files with total size less than 220 200 960 bytes 210 00 MB e Job Name Optional field e Query File Name Required field 2 Optional If Job Name is left blank GRITS will use the current date for a job name Type a job name if desired 3 Press to se
27. HL7 Unsolicited Vaccination Update VXU message 8 Press Generate The Data Exchange Job Processor will begin processing your extract request and the Exchange Data Status screen will appear Refer to the Exchange Data Status section later in this chapter to review the job summary information contained on the Exchange Data Status screen Exchange Data Status The Exchange Data Status screen displays job summary information for all data exchange requests that a provider organization submits This includes Flat File uploads HL7 uploads HMO uploads and queries and various data extracts Reviewing Job Status screen 1 To view the Exchange Data Status screen press the Check Status menu item under the Data Exchange menu group Or Press Check Status from the Exchange Data Results screen 2 By default the data exchange Job Status screen displays data exchange requests submitted for the current day and the last 7 days To display jobs for a different time period select a value from the date filter Past7Days Jl Georgia Registry of Immunization Transactions and Services Data Exchange 3 Press periodically to review the status of a job request you have recently submitted to GRITS The Status field will display changes in the processing of your job 4 When a data exchange job completes processing click on the underlined job name to review the Exchange Data Details screen Refer to the Exchange Data Details section lat
28. HL7 file 13 5 submitting HMO query 13 8 submitting HMO upload 13 7 setup 13 2 user roles 13 3 Deduplication 9 2 9 11 definition G 2 Desktop definition G 2 Doses Administered by Eligibility Report 11 16 definition G 2 Georgia Registry of Immunization Transactions and Services E Favorites 4 2 definition G 2 File Transfer Protocol 4 7 Forms new client form 11 5 G Grace period definition G 2 GRITS definition G 2 GRITS home page announcements 5 3 inventory alerts 5 4 menu bar 5 2 menu panel 5 3 release notes 5 4 resources 5 4 upcoming events 5 4 H Help general A 3 screen specific A 2 GRITS help desk A 6 HL7 definition G 2 Home page definition G 2 setting GRITS as home page 4 3 4 4 Hyperlink definition G 2 Immunities entering see client comments 9 10 Immunization registries definition G 2 purpose 1 2 GRITS 1 3 Immunizations activate expired inv 10 16 color coded tracking schedule 10 5 data exchange historical imms 10 14 data exchange new imms 10 13 data exchange opt out imms 10 21 deleting historical 10 14 deleting new imms 10 12 deleting opt out imms 10 21 editing historical imms 10 13 editing new imms 10 11 editing opt out imms 10 20 entering historical imms 10 7 entering new imms 10 6 entering new amp historical imms 10 7 entering opt out imms 10 15 explanation of status 10 3 history 10 3 owned imms 10 4 printing his
29. Hame Series par Rules Interval Rules EE Rules Rules Groups Select the gender s that the rule applies to Female Male O Unknown C Invoke on use for clients with gender not selected above oO Select the checkbox for the gender that the rule applies to If the series will be invoked on use for client that the rule does not apply to select the checkbox for Invoke on use for client with gender not selected above LoS Remember that you must save changes before leaving Manage Schedules or changes will be lost Saving occurs in 2 phases The process to save a schedule is e Create or update a series within the schedule e Select Manage Another Series button on the Modify Series page changes to the series are saved in memory e When all changes are complete select Save button on the Modify Schedule page schedule and series changes saved to database To verify changes have been saved make sure the schedule s last updated date on the view schedule list screen is updated DOSE RULES Creating a Dose in a Series Now you need to create a record and rules for each dose and booster in the series Create a new dose and add all applicable rules for the selected dose Repeat for each dose in the series Every dose requires an age or an interval rule however many rules are often not needed If no value needs to be added leave the field set to 0 zero For instance there is no minimum age for HepB dose 1 so lea
30. Home Page Netscape 4 7 1 cccccccsccesetecesseseeseeeseeessneeetes 4 4 Optimizing Browser Pertomance ntn nntnnnttnnttnntnn nnn nen nanna 4 4 Deleting Temporary Internet Files Internet Explorer SO 4 5 Clearing History Files Netscape 4 71 4 5 Operating in Full Screen Mode Internet Explorer 4 6 Running Reports with Adobe Acrobat Header 4 6 Running Acrobat Reader Eiies 4 6 Problems Running Reports in Acrobanf nenn 4 7 File Transfer Protocol Server Access 4 7 Efficient Screen Navioatton 4 7 Keyboard Shoricuts in GRITS isi ssssece sciis chteedeevbeevls dE NEEESEEE NEESS ENEE 4 8 Mouse Shoricuts in GRITS tued Eege eels Sheba ee aa ei eaen ieee ibaa 4 10 PHONG Eege 5 1 Menu Balt ege Joes EE eege uerge deeg dE 5 2 Ment RGM ice ccticestdthnntt cubceits edastenaietiaetiaeit aiedin Pepdietiietent eed aan nite e ota aceite 5 3 Menu Selections ris nibh denies i tie ep dee il ends ede ee el ites elles 5 3 nee 5 3 Release Notes isi beet cect hatred ett dote db anit eat Ee att geile 5 4 dau IN 5 4 Resources on the WeD ccccccccescccceeeeeceeeeenececeeseeceeeeaaeaeeesaeaeeesaaeeeeesaaeaeeesaeaeeeesaeeeeeseneceeseneceeeenies 5 5 UpComIngtEVentS 43 cncatesctitts eieetertetiie EE 5 6 0 Vu 6 1 Managing USE Sin iiaii diissii dei idii Egger deg Aes 6 2 ele el 6 3 Editing User INfOrMatiOn siaii risiiiiieriiriiiiiiiieti riein iiine i EE 6 5 INACTIVALING BEE 6 5 Del ting Leer dee tregieee deeg eege tiii iane i eiii ai ina
31. ICQ Use Current Page Restore Default D Privacy amp Security e D Advanced Select the buttons you want to see in the toolbars Offline amp Disk Space LJ Bookmarks V Search kl Toolbar Search 7 Mail Go EI Print EI My Netscape A IM 4 Home TT shop Radio E My Sidebar Click the Navigator category In the Home Page section press Use Current Page to make the page currently displayed in the browser window your home page 4 Press OK Optimizing Browser Performance Unless instructed to do otherwise your browser will automatically save a copy of each new Web page you visit to your computer s hard drive Over time these saved files can slow down your browser s performance To avoid this problem you may set your browser to automatically delete the temporary Internet files each time the browser is closed Deleting Temporary Internet Files Internet Explorer 5 0 To automatically delete all temporary Internet Files each time Internet Explorer is closed follow these steps 1 Click on Tools on your browser s menu bar 2 Choose Internet Options 3 Click on the Advanced tab Optimizing GRITS Georgia Registry of Immunization Transactions and Services Internet Options General Security Privacy Content Connections Programs Advanced Settings _ Just go to the most likely site By Security Check for publisher s certificate
32. INC STATE MERIT WAUSAU v Remove 5 School Fill in the clients school from the pick list if provided This information is used only for reporting Tracking Schedule Choose the immunization tracking schedule that is being used for this client from the pick list This required field defaults to the Center for Disease Control and Prevention Georgia Registry of Immunization Transactions and Services You cannot enter a new immunization for a client that has Elig Not Determined Unknown selected as the client Funding Program Eligibilities You must select a funding program from the pick list Managing Clients 9 8 Advisory Committee on Immunization Practices CDC ACIP schedule 7 Status Choose Active from the pick list if you want this client to be associated with your organization meaning he or she is receiving services from you When you specify a client as Inactive you make him or her inactive for your organization only This information affects recall and reminder notices and Clinic Assessment Software Application CASA reporting Choosing Permanently Inactive Deceased will inactivate the client for all organizations using GRITS Choose this option only if you know the client to be deceased 8 Allow Sharing of Immunization Data Parents or responsible persons may choose not to share their immunization information If you choose No from the pick list the record will be accessible only by your organ
33. IT Engerix B Peds Mase 50 y 04 30 2004 IT Eluzone 6 35 Months FLUS55 5 Y N 03 31 2005 IT Eluzone 6 35 Months FLU123 21 St 08 01 2005 TI Infanrix GSK888 7 5 N 12 31 2006 TI MMRI MMR33 4 A N 0601 2004 IT Varivax M555 19 Me A 07 01 2004 Highlighted rows are set to expire soon 6 The following is an explanation of the columns in the inventory table Select A mark in this checkbox allows you to modify the quantity of the selected vaccine Trade Name This column lists the vaccine s trade name Lot Number This column lists the lot number of the vaccine Doses On Hand This column lists the number of doses remaining in the site s inventory Active A Y in this column indicates the inventory is active available for use An N indicates the vaccine is inactive unavailable for use because either the vaccine lot does not have any doses remaining in inventory the vaccine lot has expired or the vaccine lot was set to inactive by a user Inactive vaccines are shown in red type Public A Y in this column indicates the vaccine was state supplied An N indicates that the vaccine was privately purchased Exp Date This column gives the vaccine s expiration date Vaccines that will expire in ninety days or less are highlighted in pink Printing Inventory To print out a list of inventory at a particular site follow these steps 1 Follow Steps 1 3 under Viewing Inventory 7 4 Georgia Registry o
34. Lot Number 10 22 Other Features on the Opt Out Immunization History Sereen cccccccecceceseeessseeeeeseeesneeeesaees 10 22 Editing Opt Out IMMUNIZAtIONS 000 2 iiai te ene oiiaaie aa eects cage EE aaa aaee aa EE aaa eaii Ea aak 10 22 Editing Opt Out Immunizations 21 ccccccceecceeseeceenceceeeeeceaeeseneecseneeessaeeseneecaeneecsenessassseseecseneeteanees 10 22 Deleting Opt Out Immunizations 0 cececeeeeeeseceeneececeeeceaaecseneeceececsaeesenaeceeaeecsnsstenseceeneetennetsaees 10 23 Reviewing Opt Out Data Exchange Immunizations 1 ccsccceccceceseeesnseceeneectnaeeteneeceeneecennettiaees 10 23 Reports ANG FoM Srii see EES deed EE EES EEN EE 11 1 Client Specific Heports AA 11 2 Vaccine AAMINIStratiON RECO ra eriieririe n r S E EAE AA AAT DR 11 2 Complete Immunization PHepnort ee 11 3 Immunizations Needed Heport 11 3 Form 3231 Certificate of Immunization eecceecccceneeceneeeceneeeeeecceneeceaeesseneecseneeseesesaeeseneecsnntess 11 4 USG Form University System of Georgia Certificate of Jmmugtzation 11 4 New Client Formes ee Seege ee Ee eege 11 5 Opt Out Form elei gl e d EE 11 6 Reminder Recall Notices AAA 11 6 Reminder Recall Heouests rnet 11 6 Summary Screen EE 11 10 Last NotiCe Date Option S zirina aaa a aaa aa aa aa aa Aa E AA a a Aa aaa 11 10 Reminder Recall Output COotions neen 11 11 VEER ENEE 11 15 Doses Administered by Eligibility Report cccccceeceeesceeeeeeeeeaeeeeneeeeeeeeeaaeeesaaeseee
35. NUMBER Either edit the lot number funding source eligibility code of the immunization or inactivate the duplicate lot If possible specify missing information identified Given lot number 8876R Verify the correct lot number with funding PUBLIC PRIVATE and corresponding expiration date and trade name Tripedia too many funding source of inventory lot active vaccine lots were found for Site ID Site Name No expiration date supplied VACCINE LOT NUMBER If possible specify missing expiration date Given lot number 1054 2 Verify the correct lot number with funding PUBLIC and expiration corresponding expiration date and date 20090131 too many active funding source of inventory lot vaccine lots were found for Site ID Site Name Trade name not If possible specify missing trade supplied name Given lot number 99943Z and Verify the correct lot number with funding PUBLIC PRIVATE too corresponding expiration date and many active vaccine lots were funding source of inventory lot found for Site ID Site Nam No matching trade name VAQTA Adult No expiration date supplied VACCINE LOT NUMBER Make sure the trade name in inventory and the incoming file match If possible specify missing expiration date Given lot number 9876K Verify the correct lot number with funding PUBLIC PRIVATE and corresponding expiration date and ex
36. Residing in Selected Counties Available Counties Selected Counties Add gt Appling Remove e Indicate whether you wish to include clients associated with your organizations clients residing in selected counties below or clients associated with your organization or residing in selected counties by clicking the appropriate radio button e If you choose to include clients residing in selected counties below or clients associated with your organization or residing in selected counties select these counties by double clicking a county or highlighting a chosen county and pressing AO Do this for each group desired 3 Tracking Schedule In the top section of the Reminder Recall Request screen 11 6 Georgia Registry of Immunization Transactions and Services Reports and Forms Reminder Request r Indicate the Tracking Schedule Use Tracking Schedule Associated with Each Client Use Tracking Schedule Selected for All Clients l D r Select the Vaccine Group s Use All Vaccine Groups Use Vaccine Groups Selected Adeno Anthrax e Indicate whether you wish to use the tracking schedule associated with each client or a uniform tracking schedule for all clients by clicking the appropriate radio button e f you choose to use one tracking schedule for all clients choose the appropriate schedule from the pick list provided 4 Vaccine groups In the vaccine groups section of the screen
37. Select the county where the site is located from the County pick list If the site receives Vaccine For Children VFC vaccines enter the site s VFC ID PIN number If you do not know your VFC ID PIN contact the VFC Program at 800 848 3868 or 404 657 5013 Indicate whether the site maintains its own vaccine inventory or whether it draws inventory from another source by clicking the Yes or No radio button under Has Inventory If the site draws inventory from another source choose the source from the Draw Inventory From pick list All sites with inventory must be created prior to setting a site that draws from another Complete any additional information you wish to supply for the site The site address is not required to use the GRITS registry Maintenance however if you transfer vaccines between sites you should enter the vaccine delivery address on the manage site screen 4 Press Savel 5 Once your site has been successfully saved Site Added will appear in the upper right corner of the Edit Site box In addition the Site ID will appear near the center top portion of the screen The Site ID is used in the processing of inventory deductions submitted via data exchange Edit Site Site ID 3089 Site Added 6 Press Cancel twice to return to the Manage Sites screen Editing Site Information 1 Click on Manage Sites under the Maintenance section of the menu panel 3 On the Manage Sites screen choose the
38. a past date and do not see one or more of the selected vaccines listed in the Immunization section to the left press L ZOE Expired Pressing this button will display the active vaccine inventory for the date you entered in the Date Administered field 6 If you do not need to enter historical immunizations Press Cx to go to the Record Immunizations screen and proceed to Step 10 Selecting New and Historical Immunizations For vaccines you have in inventory you have the option of entering New immunizations that deduct from inventory and or Historical immunizations that do not deduct from inventory 1 For immunizations from inventory place a check in the New column for the vaccine administered Select historical immunizations not from inventory by typing the number of immunizations administered in the Hist column text box Historical immunizations The vaccines shown at the bottom of the screen in the Immunizations available for historical shots only section are those that are not available in inventory for the currently selected site These vaccines may be selected for entering historical immunizations only TEE Combination vaccines To enter historical combination vaccines such as MMRIl Pediarix or Comvax enter the number of immunizations administered in the Hist for only one vaccine component For example an immunization of Comvax should be entered as HepB or
39. administration for example intramuscular oral etc This field will display default data Entering Historical Immunizations 1 Enter the Date Provided for each immunization listed 2 If Known choose a Trade Name from the Trade Name pick list Note For combination vaccines the Trade Name must be a combination vaccine For example choose Comvax for a HepB Hib immunization and MMRII for a Measles Mumps Rubella system to know that immunization the immunization was in fact a combination 3 If known type a Lot Number and Provider Organization in the text vaccine 10 10 boxes supplied These are not required fields 4 Press ox GRITS will take you back to the Immunization History screen and will display the entered vaccines with dates and validation in addition to updated vaccine recommendations Applying an Override Rule to a Client s Immunization An override rule is a command within a tracking schedule that allows clinicians to override the primary vaccination series once a client reaches a certain age A clinician may assume that the client has Georgia Registry of Immunization Transactions and Services Managing Immunizations received the primary series needed to begin a booster series An override rule is not automatically applied to an individual client s immunization record Refer to the Override Rules section of the Tracking Schedule chapter of this manual for more information To apply an override rul
40. and Prevention for assessing immunization practices within a clinic private practice or any other environment where immunizations are provided GRITS is able to extract your organization s immunization information and save itin a format that may be used to import into CASA for analysis To perform an extract of information for CASA follow these steps Click on Request CASA Extract under Reports on the menu panel Enter Age or Birth Date Range for CASA Extract O Birth date range Earliest Birth Date E Latest Birth Date E Select Organization County s O ciients Residing in Selected Counties below O Clients within GRITS Physicians or Residing in Selected Counties Available Counties Selected Counties Add gt Generate Cancel Notes This screen will alow you to create an extract for your provider organization that can be used for CASA reporting This extract will be a comma delimited text file that can be imported into the CASA application EEEN CDC CASA Website Link User can click on the blue hyperlink and they will be directed to CDC CASA website to download the software application if the program is not installed on your computer 11 22 Georgia Registry of Immunization Transactions and Services 1 The process works as follows You select an age range or birth date range and press the Generate button Clients that are within your range will be included in this extract The default ag
41. be located is listed under Site Manage Inventory Georgia Registry of Immunization Transactions and Services e Choose the vaccine s manufacturer from the pick list provided Selecting a manufacturer limits the Trade Name pick list to the trade names associated with it Note The pick lists Manufacturer Trade Name and Dose Size function together to filter available options For instance when a manufacturer is chosen in the Manufacturer pick list only trade names associated with the selected manufacturer are displayed likewise when a trade name is chosen from the Trade Name pick list only manufacturers associated with that trade name will be displayed Further if the trade name has a specific dose size s the Dose Size pick list will be limited to the appropriate dose size s e Choose the vaccine s trade name from the pick list provided e Enter the lot number of the vaccine in the Lot Number text box e Choose the dose from the Dose Size pick list choose 25 P 65 1 ml or 2ml e Enter the vaccine lot s expiration date using the MM DD YYYY format or use the pop up calendar by clicking the calendar icon to the right of the field If using the calendar icon choose a month and year from the pick lists provided and choose a day by clicking on the appropriate calendar day Press OK If the vaccine lot s expiration date does not specify a day enter the last day of the month e Choose the source of funding public
42. be selected 6 Select or deselect the transfers you want to generate shipping documents for by clicking in the Select check box You can also use the Select All or Unselect All buttons To print shipping documents for a single outbound pending transfer 1 Onthe Display Transfer screen select the transfer id of the outbound transfer On the Create Edit Transfer screen press Shipping Documents 3 You will be routed to the Shipping Document screen The outbound transfer will be the only transfer displayed Managing Inventory Transfers Georgia Registry of Immunization Transactions and Services 8 11 Shipping Documents Create Packing Guide s for selected item s Packing Guide Create invoice s for selected item s Invoices Create Labels for selected item s Labels Return to previous screen Cancel Shipping Items _Unselect Al All _Select Al All Transfer Sending Organization Receiving T shipped 1D Site PIH Hame Site PIH Hame Date Test Org Private Test Org Public Health CR 5555555 Test Private Site 600004 Public Health Site 1 033052004 To print shipping documents for a single pending inbound or completed transfer 1 On the Display Transfer screen select the transfer id of inbound transfer 2 On the Display Transfer Details screen press Shipping Documents 3 You will be routed to the Shipping Document screen The inbound transfer will be the only transfer disp
43. bookmark at a Web page you may return to that page simply by clicking on its bookmark rather than entering the entire Web address Also known as a favorite Browser A software program you use to access the Internet The two most common browsers are Netscape and Internet Explorer CASA Clinic Assessment Software Application A tool developed by the Centers for Disease Control and Prevention CDC used for assessing immunization levels of clients for an immunization provider Glossary CDC Centers for Disease Control and Prevention The CDC is the lead federal agency for protecting the health and safety of people providing information to enhance health decisions Certificate of Immunization 3231 The official Georgia Certificate of Immunization which displays the immunization history required for a child attending any school or childcare facility Client Anyone who has an immunization recorded in GRITS by a provider organization Client Comments A pick list that allows you to record contraindications precautions and immunities Clinician A person who administers an immunization for example a nurse Complete Immunization Report A client report that displays demographics contact information and a detailed summary of the client s immunization history This report will typically be used as a physician s chart copy CRA CDC s Countermeasure Response Administration system supports col
44. by viewing or searching the general help index or by searching general help using a keyword Contents of general help To access the contents of general help follow these steps 1 Press the light bulb on the menu bar 2 Press the Help Contents button in the top right corner of the help box 3 A box will open asking if you want to display both secure and non secure items press Yes Security Information x This page contains both secure and nonsecure items Do you want to display the nonsecure items i No More Info GRITS online help function includes a notes feature Notes appear underlined and in red type click on the Note link to view Appendix Georgia Registry of Immunization Transactions and Services 4 Press the sign to the left of GRITS on the left side of the Contents box A list of index items will display with a sign to the left of each item A GRITS Help Screens Microsoft Internet Explorer provided by EDS COE lol x l Back gt A A Asearch Favorites lt Hristory Eh 3 a a S E Contents index Search Georgia Registry of Immunization Transactions and Services Help System A u GRITS E GRITS Help Start E cients E K Data Loads E Downloads a Ki Forms E K Immunizations Gi Inventory El Inventory Transfer a Login E ain E Maintenance Ki Menu RH Reports El e Reports Only User El School Acce
45. client given that the following conditions are met e The status Active on the Client Information tab is checked for your organization e The Allow Re minder and Recall Contact indicator on the Client Information tab is checked e The responsible person s Notices indicator in the Responsible Person s tab is checked e The responsible person has suffi cient name and address informa tion listed in the Responsible Person s tab 6 Press in the Print dialog box 7 To return to the New Client Form Request screen press the Q Back button on your browser Opt Out Opt In Forms See Opting Out Opting in the Managing Clients chapter Reminder Recall Notices From the Reports menu option you may generate reminder and recall notices which include letters cards address labels client listings and downloadable text files Reminder Recall Requests To select and submit reminder recall criteria for clients you will need to fill in the Reminder Request screen an online form Follow these steps to generate reminder recall requests 1 Click Request Reminder under Reports on the menu panel 2 Select Client Population The county section is only available to county public health organizations Reminder Recall Request Select Client Population Clients Associated with GRITS Test Organization Clients Residing in Selected Counties below Clients within GRITS Test Organization or
46. due to errors o Pending Client Immunization and Comment This row displays the number of clients immunizations and comments in a data exchange upload that result in the temporary storage of pending client data Pending client data is stored when a client in a data exchange upload matches more than one existing client in the Immunization Registry pending clients are an indicator that duplicate client records may exist in GRITS Contact the GRITS Help Desk to review and merge Pending Client records o Inventory Updated Deduct from Inventory Users Only This field displays the number of immunization records in a data exchange upload that were successfully deducted from inventory o Inventory Not Updated Deduct from Inventory Users Only This field displays the number of immunization records in a data exchange upload that were NOT deducted from inventory e No Client Match Immunizations and Comments Flat File Users Only This row displays the number of immunizations and comments in a data exchange upload that do not match a client in the upload These unmatched immunizations and comments are NOT processed and are NOT loaded into the Immunization Registry e Total Client Immunization and Comment This row displays the total number of clients immunizations and comments in a data exchange upload The Total row equals Processed plus No Client Match rows If the job did not complete successfully the Job Error screen will display
47. field as defined by the order described above Enter In most cases the Enter key will complete entry of information on the current screen Most screens have a default button that is activated when the Enter key is pressed this button could be called Save Submit OK etc Netscape does not recognize the Enter key Left Arrow The left arrow moves the cursor one character to the left Optimizing GRITS Georgia Registry of Immunization Transactions and Services Right Arrow The right arrow moves the cursor one character to the right Ctrl e Holding down the Cirl key and pressing the left arrow key moves the cursor one word to the left Ctrl Holding down the Ctrl key and pressing the right arrow key moves the cursor one word to the right Ctrl A Holding down the Ctrl key and pressing the A key will select all the text in the current field Ctrl C Holding down the Cirl key and pressing the C key will copy all highlighted text in the current field to the clipboard without changing the highlighted field Ctrl V Holding down the Cirl key and pressing the V key will insert paste the contents of the clipboard at the current cursor position Ctrl X Holding down the Cirl key and pressing the X key will cut all highlighted text from the current field and place it on the clipboard Delete This key deletes the character to the right of the cursor H the field is highlighted all highlighted text i
48. immunization that has not yet been received Green A date shaded green indicates that today s date is equal to or past the recommended date and before the overdue date for an immunization that has not yet been received Blue A date shaded blue indicates that today s date is equal to or past the overdue date and before the latest date if a maxi mum age exists for an immunization that has not yet been received Pink A row shaded pink indicates a vaccination that is no longer recommended for various reasons Complete Contraindicated Immunity Maximum Doses and Maximum Age 07 27 2005 A date with a gray border for the Earliest Date indicates a combination vaccine was given and the vaccine groups for the combination vaccine have different recommendations for the next dose Managing Immunizations Georgia Registry of Immunization Transactions and Services Active immunization inventory Vaccines listed under Active immunization inventory on lt date gt are those for which inventory exists at the site selected in the Defaults for new immunizations section Once a new site is selected the Immunizations section will automatically update to reflect the immunization inventory of that site The vaccines also contain a Hist column which allows a user to enter historical immunizations as well See Entering historical immunizations in this chapter 10 6
49. ma useri Lage Inventory Control sl e Last name and first name e Username The username must be a minimum of four characters in length and may include mixed case letters and numbers e Password The username must be a minimum of four characters in length and may include mixed case letters and numbers e Role Choose the user s role from the pick list provided according to the level of access you desire for that user See the role descriptions on the previous page for more information 5 Press Baue when you have entered all data for each user 6 4 Georgia Registry of Immunization Transactions and Services Maintenance 6 Once all users are successfully saved in the database lt gt Users Added will appear at the top of the Search Results box Editing User Information A person with administrator rights may look up or edit information on any GRITS user in his or her organization To find or edit user information follow these steps 1 Click Manage Users under Maintenance in the menu panel 2 To find an existing user do one of the following User Search Find LastName o FirstName Add User Add Users To get a complete list of users leave both fields blank and click the Find button Cancel e Enter the last and first name of the user in the User Search box Press Find e Leave both first and last name fields blank in the User Search box Press Find 3 The Search Results box will list al
50. manual for more information on Acrobat Reader 5 To print the Sai press the printer icon on the Adobe toolbar Press OK in the Print dialog box OH Back 7 6 To return to the Client Reports screen press the button on your browser New Client Form The New Client Form allows you to print a blank Vaccine Administration Record which includes a current inventory table for the selected provider site Use this form to collect information on a client who does not yet exist in the GRITS database The responsible person and clinician signatures are also gathered on this form To print out a New Client Form follow these steps 1 Click on Request New Client Form under the Reports section of the menu panel New Client Form Request Generate The New Client Form requires a Site in order to evaluate vaccine inventory Please select a site and then Cancel click the Generate button to process your request Site Badger Clinic D 2 Ai the New Client Form Request screen pick the site at which the client will be seen so that the appropriate inventory will appear on the record 3 Press Generate 4 The form displays in Adobe Acrobat Reader 5 To print the report press the printer icon on the Adobe toolbar Reports and Forms Georgia Registry of Immunization Transactions and Services 11 5 Generation of reminder and recall notices Reminder and recall notices are generated for every responsible person associated with a
51. or 5 that would make the standard dose valid for the age range 2 4 Enter the Minimum age and age attribute e g 6 M for which the dose size is valid If this is null or 0 then there is no minimum age 2 5 Enter the Maximum age and age attribute e g 3 Y for which the dose size is valid If this is null or 0 then there is no maximum age 2 6 Select the Add button to add the dose size rule The rule should be reviewable in the Acceptable Vaccine Summary section at the bottom of the page 2 7 Repeat as needed Tracking Schedule 3 Trade name Age Range Rules If this series has different age rules depending on trade name and client age then add trade name age rules There must be either a minimum or maximum age and trade name Both age parameters can be entered 3 1 Select the vaccine from the vaccine pick list The selected vaccine will populate the Trade Name pick list 3 2 Select a Trade Name from the trade name pick list 3 3 Indicate the minimum age and age attribute e g 2 Y If this is null or 0 then there is no minimum age 3 4 Indicate the maximum age and age attribute e g 50 Y If this is null or 0 then there is no maximum age 3 5 Select the Add button to add the rule to the series The rule should be reviewable in the Acceptable Vaccine Summary section at the bottom of the page 3 6 Repeat as needed Note The Trade name age range rule is different from the Trade name rule The Trade name r
52. or private used for the purchase of the vaccine from the pick list State supplied vaccine should be entered as public All other vaccine should be entered as private e Choose Yes from the Lot Active pick list When adding new inventory the lot may only be entered as active This controls whether the lot shows up on pick lists when entering immunizations e Enter the Cost per Dose if known This field is optional e Enter the number of vaccine doses received in the Doses on Hand text box 6 Press Savel 7 If the new vaccine was saved successfully the message Inventory was inserted successfully will appear at the bottom of the screen 8 To add additional vaccines press Add New 9 To return to the Show Inventory screen press Cancel 7 6 Georgia Registry of Immunization Transactions and Services Managing Inventory Updating Inventory To change information on existing vaccines follow these steps 1 Click on Manage Inventory under the Inventory section of the menu panel At the Inventory Alerts screen press Show Inventory Wm 3 The inventory table shown by default will include active vaccines Amount text box will only accept whole numbers and 5 half doses from one site within the organization Following is a description of inventory options available e Active Select the Active option to view only those vaccine lots that have valid non expired doses remaining in the site s inventory Thi
53. pick list is loaded based on the Receiving Organization selected You can select to display receiving sites in the pick list by the site name or by the site PIN Vaccines For Children ID 6 Select lots to transfer from the Add from Inventory section To select a lot to transfer enter the number of doses to transfer in the Doses Transferred column You cannot transfer vaccine in less than 0 5 dose increments The sending site MUST have a contact name street address or P O Box city state zip and phone number including area code entered on the manage site screen before the site can senda transfer This information is required in order for the receiving site to have access to your contact information if there is a question regarding the transfer If you get an error when shipping a transfer save the transfer on hold and go to the manage sites screen Managing Inventory Transfers Georgia Registry of Immunization Transactions and Services 8 5 Negative Doses on Hand Doses on Hand is recalculated every time the transfer screen is saved or refreshed This value reflects the difference between the number of doses you have entered to transfer and the total number of doses you have in available for usage in inventory Itis possible that the doses on hand could be a negative amount for a transfer that is on hold Since inventory entered on a transfer on hold is still available for usage in inventory
54. printing all 6 11 Pick lists 9 4 PIN definition G 4 entering 6 12 Prerequisite override applying 10 9 Priority groups definition G 4 selecting 10 9 section 9 6 Public Health Event definition G 4 R Radio button definition G 3 Reason definition G 3 inventory transactions 7 11 Release definition G 4 release notes 5 4 Reminder recall notices 11 6 cards 11 12 client query listings 11 14 client settings 9 5 recall definition G 4 reminder definition G 4 labels 11 13 letters 11 11 Reports 3231 report 11 4 CASA extracts 11 22 client query listings 11 14 client specific 11 2 complete immunization 11 3 doses administered by eligibility 11 16 immunizations needed 11 3 reminder recall notices 11 6 USG report 11 4 vaccine accountability statement 11 17 vaccine administration record 11 2 vaccine usage 11 15 VFC comprehensive 11 17 Resources 5 5 Responsible person adding 9 9 copying 9 10 definition G 4 deleting 9 10 Georgia Registry of Immunization Transactions and Services S Schools adding 6 7 deleting 6 8 editing 6 7 listing all 6 8 printing all 6 8 Secondary Reason definition G 4 inventory transactions 7 11 Sequence definition G 4 Series definition G 4 Shipping Documents definition G 4 generating 8 10 mailing labels 8 12 packing guide 8 11 shipping invoices 8 12 Shipping Invoices 8 12 definition G 4 Shortcu
55. request press Check Reminder Status under Reports on the menu panel e f you choose to stay at the Reminder Request Status screen while your request is processing press Refresh occasionally to check the status 4 Once the report name is underlined and appears in blue your labels are ready Click on the report name to view or print the labels in Adobe Acrobat Reader 5 To print the labels press the printer icon on the Adobe toolbar OK Press in the Print dialog box Ze F OH Back 7 6 To print additional notices press the button on your browser At the Reminder Request Status screen click on the Reports and Forms Georgia Registry of Immunization Transactions and Services 11 13 11 14 underlined reminder request top box to return to the Reminder Request Process Summary screen Client Query Listings The Client Query Listing is produced for the provider organization administrator s records This report lists every client that was returned in the report query process along with the phone number and address of every responsible person associated with each client Insufficient addresses or telephone numbers on this report represent missing information on a responsible person To generate a Client Query Listing follow these steps 1 Under the Additional Input column for the Client Query Listing section of the table enter a report name if desired 4 list of clients based onthe report Report Name Client Listi
56. revocation Check for server certificate revocation requires restart Check for signatures on downloaded programs d Do not save encrypted pages to disk Empty Temporary Internet Files folder when browser is closed Enable Integrated Windows Authentication requires restart Enable Profile Assistant Use SSL2 0 Use SSL 3 0 Use TLS 1 0 Warn about invalid site certificates a Warn if changing between secure and not secure mode Warn if forms submittal is being redirected v CH 4 Scroll down the list until you see the Security heading 5 Put a check mark next to the command Empty Temporary Internet Files folder when browser is closed 6 Press Clearing History Files Netscape 4 7 1 Click Edit and choose Preferences 4 6 Georgia Registry of Immunization Transactions and Services Optimizing GRITS 2 Under the Navigator category choose History if no options are visible in this category click the arrow to expand the list x Categor saati E History D Appearance P Navigator Browsing History Histor History is a list of previously visited pages Languages Helper Applications Remember visited pages for the last 9 days Clear History Smart Browsing Internet Search Location Bar History Tabbed Browsin i Clear the list of sites stored in the location bar menu Clear Location Bar Downloads D Composer D Mail amp Newsgroups D Instant Messenger D ICQ D
57. section You may also check other vaccines for inclusion in the Vaccines Recommended section The selections will display on the Select Immunizations screen when the button is pressed This column lists the vaccine group name This date is the earliest date that the client may receive the vaccine Recommended Date This date is the recommended date that the Overdue Date Latest Date client may receive the vaccine For vaccines recommended over an specific age range i e 12 15 months the recommended date is the beginning of this time period This date is the last date of the recommended date range After this date the immunization is considered past due for the client This will also trigger the use of an accelerated schedule for future immunizations This date is the latest date at which the client may receive the vaccine Features on the Immunization History Screen The Immunization History screen contains buttons to navigate to other GRITS functions These links are Add Immunization Edit Client Pressing this button will bring to the Select Immunizations screen where you can begin adding new or historical immunizations see Entering Immunizations below Pressing this button will return you to the Manage Client screen for the client Immunization Color Coding Yellow A date shaded yellow indicates that today s date is equal to or past the earliest date and before the recommended date for an
58. section Creating a Series There are 3 primary tabs for the series view Complete Series shows a summary of all settings for the series The Series tab displays a page with sub tabs that allow you to view and alter series wide parameters The Doses tab displays another page with sub tabs that allow you add modify or delete doses Creating a series A Series must have at least 1 dose and that dose must have either an age or interval rule The series is not released for use until you save your changes 1 Click Add to begin a new series You will see the Complete Series tab Since the series has no data you only see the headers Schedule Information Schedule Name Eric s Test Schedule Description Grace Period in Days 4 Min Interval After Not Valid OD Current Series Manage Another Series Complete Series Series Doses Min Max Invoke on Invoke on Invoke on High Max Override Ignore Min HV Grace Grace Age Use Risk Dose Interval No Doses Humber Age Rule Adjacent Interval Jump Forward Min Rec Owr Max Min Rec Ovr Doses Min Age Unacceptable Non Adj Int Minimum Interval 1 Vaccines Dose Hum Min Int To Validate Minimum Age To Validate 2 Click the Series tab 12 6 Georgia Registry of Immunization Transactions and Services Tracking Schedule Schedule Information Schedule Name Eric s Test Schedule Description Grace Period in Days 4 Min Interval After Not Valid OD Current Series Manage Anot
59. sent to a responsible person you will need to fill in the person s first and last name and full address and check the Notices box 1 Click on the Responsible Person s tab Georgia Registry of Immunization Transactions and Service Managing Clients Client Information Responsible Person s Client Comment s Responsible Person Listing PETER REES HANCOCK JANE Mother Anytown Yes New HANCOCK JOHN Father No Copy Delete Details for Responsible Person JANE HANCOCK Last Name HANCOCK Street Address 555 Any Street Next First Name JANE Other Address Cancel Middle Name SELINE Mailing Address Relation Mother vi City Anytown Telephone 404 L555 _ 5555 State GA v zipl30024 4 4321 Extension Notices Email 2 To edit an existing responsible person do the following 3 To enter a new responsible person fill in the following information Click on the Select radio button next to the name of the person you wish to edit Change or add information for the fields listed Press Next Last Name Enter the last name of the responsible person into this field First Name Enter the first name of the responsible person into this field Middle Name Enter the responsible person s middle name in this field Relation Choose the relationship of the responsible person to the client from the pick list provided This is a required field Telephone Enter the responsible pers
60. site whose information you would like to edit from the Site Name pick list at the top of the screen Or click on the site name in the Site Listing at the bottom of the screen Select a Site to Edit Site Name Pick a Site v Add Site List All 3 Add or change information on the Add Site box Press Save 5 Once your site has been successfully saved Site Updated will appear in the upper right corner of the Edit Site box 6 Press Cancel twice to return to the Manage Sites screen Deleting Sites 1 Click on Manage Sites under the Maintenance section of the menu panel 2 On the Manage Sites screen choose the site whose information you would like to delete from the Site Name pick list at the top of the screen Or click on the site name in the Site Listing at the bottom of the screen 3 Inthe Add Site box press Delete A box will open asking if you want to delete this site Press OK 5 GRITS will return to the Manage Sites screen and the message Site deleted will appear at the upper right corner of the screen Maintenance Georgia Registry of Immunization Transactions and Services Listing All Sites A list of all sites entered into an organization s database may be viewed by choosing List All on the Manage Sites screen This table lists the name of the site the contact name and telephone number for the site and whether the site has its own inventory or draws from another site Select a Site to
61. the client s assigned tracking schedule The system then provides the number of the immunization within the series or indicates that the vaccine was not valid Immunizations may be not valid Managing Immunizations Georgia Registry of Immunization Transactions and Services Trade Name Dose Owned Reaction Hist Edit because the client was too old or too young to receive the vaccine or the time interval between doses is too small This is the manufacturer s trade name of the vaccine Immunizations deducted from inventory maintained in GRITS may have different dose sizes pertaining to the number of doses deducted from inventory Half Full 2 3 4 and 5 are options Historical Immunizations do not have a dose size Owned immunizations from data exchange that did not deduct from GRITS inventory always display a dose size of Full If this column indicates No another provider organization entered the information and is attesting to its validity To view the provider organization that entered the immunization click on the No link in the Owned column If a reaction to a vaccine was recorded in they system this column indicates Yes and appears in red To view the client s reaction click on the Yes link in the Reaction column If an immunization is historical meaning the immunization did not come from GRITS inventory this column indicates Yes If an immunization came
62. to limit your search e Select the default option All Transaction Reasons from the Transaction Reason pick list or choose a specific transaction reason to limit your search Transactions reasons relate to the Reason pick list on the Edit Vaccine Inventory Information screen e lf a specific transaction reason was selected in the previous step and the selected transaction reason has sub values the Secondary Reason pick list will appear Select the default option All Secondary Reasons from the Secondary Reason pick list or choose a specific secondary reason to limit your search Secondary reasons relate to the Secondary Reason pick list on the Edit Vaccine Inventory Information screen The Secondary Reason pick list will only appear if the selected transaction reason has sub values Transaction Reasons and Secondary Reasons Transaction reasons are in BOLD font style Secondary reasons are in Regular font style and are indented Transaction Action Code Description 1 Receipt of Shipment Add 2 Historic Returned viable vaccine to Subtract McKesson 3 Spoilage 3a Parent or child refused Subtract 3b Not needed after prepared Subtract 3c Leaked from syringe Subtract 3d Appears contaminated Subtract 3e Erroneously combined in syringe Subtract 3f Diluent added when not required Subtract 5 Damaged in transit to provider Subtract 6 Failure to store properly 6a Left out overnight Subtrac
63. upload that were NOT deducted from inventory e No Client Match Immunizations and Comments Flat File Users Only This row displays the number of immunizations and comments in a data exchange upload that do not match a client in the upload These unmatched immunizations and comments are NOT processed and are NOT loaded into the Immunization Registry e Total Client Immunization and Comment This row displays the total number of clients immunizations and comments in a data exchange upload The Total row equals Processed plus No Client Match rows Detail section The Detail section contains several sections that display different types of errors that are encountered during the processing of a data exchange upload Clients That Are Pending Pending client data is stored when a client in a data exchange upload matches more than one existing client in the Immunization Registry This section specifies clients in a data exchange upload and the existing clients in GRITS who caused the pending client situation Clients That Were Rejected This section specifies clients in a data exchange upload that are processed but rejected for various reasons 13 22 Georgia Registry of Immunization Transactions and Services Data Exchange Clients That Were Accepted Though Had One or More Immunizations That Were Rejected This section specifies clients in a data exchange that are processed and accepted although one or more immunizations hav
64. values When the Age range option is selected the Earliest and Latest Birth Date fields cannot be edited OR Request extract based on Birth date range 1 Select the Birth date range radio button and the default value for the Earliest and Latest Birth Date ranges will be on clients 19 to 35 months old as of today s date User can manually enter the Earliest and Latest Birth Date or click on the calendar icon to set the dates 2 The system will not calculate the client s Age range when the Birth date range option is used Select Organization County s 1 The organization section is only available to county public health organizations 2 The additional organization options are described below e Clients Associated with your organization This default option will return only clients who are active within your organization This is considered normal reporting and will display your Provider Organization name Selecting a county is not required e Clients Residing in Selected Counties below This option will return all clients residing in the county ies you select This report will not exclude clients based on if a client is active within your organization or not After selecting this option you must select a county or counties to be used for the report Selecting this option Reports and Forms Georgia Registry of Immunization Transactions and Services 11 23 and not selecting at least one county will retur
65. 2 D 1 Enter the dose number of interest e g 1 for dose 1 2 If applicable enter the minimum interval and interval attribute e g 112 D 3 Click the Add button to add the rule to the highlighted dose The rule will now appear in the non adjacent interval summary 4 To remove a non adjacent interval rule from the highlighted dose select the rule checkbox and click the Delete button in the non adjacent interval summary Unacceptable Vaccines If there are vaccines that are unacceptable for this dose in a series but acceptable for another dose in a series then enter this information Series Acceptable Vaccines Dose Unacceptable Vaccines Tdap 1 Select the vaccine that is unacceptable for this dose It should already be in the Series Acceptable vaccines Note For the CDC ACIP schedule TriHIBit may only be used as the final dose in a multiple dose series The unacceptable vaccine rule is used in conjunction with the acceptable vaccine rule to handle this requirement DTaP Hib is set as an acceptable vaccine for all Tracking Schedule Georgia Registry of Immunization Transactions and Services multi dose Hib series recall that the acceptable vaccine rule is applied to the whole series all doses To limit DTaP Hib to the final dose of each multi dose series the vaccine is set as an unacceptable vaccine for each dose in the series except the final dose A single dose ser
66. 3142 All immunization history for the client must be entered again by the provider organization Immunizations should be entered as historical 9 14 Georgia Registry of Immunization Transactions and Service Managing Clients TT Managing Immunizations In this chapter Viewing Immunization Information Entering Immunizations Editing Immunizations Entering a Lead Test Action Editing a Lead Test Action Entering Opt Out Immunizations Viewing Opt Out Immunization History Editing Opt Out Immunizations The Immunization History screen contains a large amount of useful information If you wish to print this screen please take the precautions outlined below When you use the Print Screen option offered by your browser the Web site address location may display at the bottom of the printed page Since this compromises GRITS system security please do one of the following if you print screens from GRITS and give them to parents or others e On your browser go into File then Page Setup and remove the footer data Press OK OR e Manually cut off the Web address at the bottom of the printed page The immunization function of GRITS allows you to view and manage historical immunization information and add immunizations for the client It also recommends immunizations based on a tracking schedule Immunization information for a specific client may be accessed one of two ways 1 From the Manage Client screen pre
67. 5 555 5555 x 1111 Comments 1 of 2 05 05 2004 Serologic immunity hepatitis A a In the top right corner of the Client Information section the message Eligible for State Supplied Vaccine appears followed by Yes or No This message indicates whether the client is eligible for the Vaccines for Children VFC program 10 2 Georgia Registry of Immunization Transactions and Services Managing Immunizations History This table lists all the immunizations the client has received to date eier Immunizations are listed alphabetically by vaccine group and ordered SE Immunizations by Date Aamir e GEET An organization does not own a client in DTPiaP 0601 2004 10f5 Yes GRITS however an 06 10 2004 NOT VALID Yes 7 organization does own 06 15 2004 NOT VALID Pediarix Yes the immunizations it 06 20 2004 NOT VALID Yes Z amp 06 25 2004 PARTIAL DOSE DAPTACEL 2 E enters If the Owned 06 30 2004 NOT VALID DAPTACEL Half Ei column on the 0415 2005 2of5 Infanrix Full No E Immunization History HepB DE 5 2004 10f3 Pediarix Yes 4 table shows a No for 08 01 2004 2o0f3 Comvax Yes one or more vaccines Hib 08 01 2004 1o0f3 Comyax Yes a this indicates an other Influenza 02 01 2007 1of2 Yes 4 x TEREE pe rege organization entered the PCY 0317 2008 1of1 Prevnar Yes immunization and is Polio 0615 2004 1 of 4 Pediarix Yes Z attesting to t
68. 55 4321 Printing All Schools To print out a list of all the schools in your organization s database follow these steps 1 Click Manage Schools under Maintenance on the menu panel 2 Press List Al in the Select a School to Edit box 6 8 Georgia Registry of Immunization Transactions and Services Maintenance 3 Do one of the following e Choose File then Print from your browser s menu bar In the Print dialog box press OK e Or press the printer icon on your browser s toolbar 4 If your printout is cut off try setting your printer to landscape To do this e Choose File then Print from your browser s menu bar e Inthe Print dialog box press Properties e Inthe Properties box find the section where you may specify orientation Choose landscape e Press OK e Press OK in the Print dialog box Managing Physicians Administrators use the Add Physician Edit Physician screens to enter new and update existing immunization providers Health care organizations or clinic names may also be entered in the Add Physician screen Physicians or health care organizations entered on this screen will be available for selection as primary care providers from a pick list on the Manage Client screen Reports may then be generated from this data Adding Physicians 1 Click on Manage Physicians under the Maintenance section of the menu panel 2 On the Manage Physicians screen press Add Physician 3 At the Add Phys
69. At the Reminder Request Status screen click on the underlined reminder request top box to return to the Reminder Request Process Summary screen Cards The card output option allows you to generate a fold over 8x5 inch postcard printed one card per page The body of the card includes the client s recommended immunizations and due dates up to two lines of free text and a telephone number To generate reminder cards follow these steps 1 Under the Additional Input column for the Cards section of the table enter Reminder Card Standard Reminder Card 4x5 Report Name fosmi2001 Card CS Free Text Call the number below to schedule your child s immunizations H Phone E 555 5555 e A report name in the appropriate field if desired e Additional information in the Free Text field if desired You may include a maximum of 275 characters in this field e A telephone number in the appropriate field if desired 2 Click on Reminder Card which is underlined and in blue text Your request will be listed on the Reminder Request Status screen the bottom table shows the name of the request the date and time it was started and the status of the request e You have the option of moving to other portions of GRITS or using other functions of your computer while you are waiting for your cards to process To return to check the progress of your request press Check Reminder Status under Reports on the menu panel Georgia Registry
70. CCT as Reviewed Mark Reviewed Delete Selected Vaccine Accountability Statements COACCHSITEACCT Delete Return to the Previous Screen Cancel Show New C Reviewed All G45 Test Org 01 01 2001 03 31 2004 E Child Site 1 01 01 2001 03 23 2004 11 18 Georgia Registry of Immunization Transactions and Services Reports and Forms 2 At the Vaccine Accountability Statements screen choose if you want to view New Reviewed or All vaccine accountability statements By default new vaccine accountability statements are displayed Following is a description of the reports available e New Select the New option to view only the new reports for the organization and its sites e Reviewed Select the Reviewed option to view only the reports that have been marked reviewed e All Select the All option to view both new and reviewed reports Note The types of vaccine accountability statements available in the reports tables depend on your organization setup You will see one of the following groups of report tables e ORGACCT1 Reports and PRIACCT1 Reports e COACCT1 Reports and SITEACCT Reports e Public Health Districts in addition to the SITEACCT and COACCT1 have access to DPHACCT1 Reports 3 The report name will appear underlined and in blue Click on the underlined job name The report displays in Adobe Acrobat Reader Printing the Report 1 To print the report press the printer icon on
71. CINA ZL GRITO In this chapter Creating Favorites and Shortcuts Optimizing Browser Performance Running Reports with Acrobat Reader Efficient Screen Navigation Creating Favorites and Shortcuts To access GRITS quickly we recommend you set up a shortcut icon for GRITS set GRITS as a favorite also Known as a bookmark or set GRITS as your browser s home page Adding GRITS to Favorites Internet Explorer Click File and choose Open 2 Type in the GRITS Web address https www grits state ga us Press E 3 Accept any security or certificate warnings Once at the login screen prior to entering any information click on F se Favorites Favorites on your browser s menu bar or press Add Favorite x Internet Explorer will add this page to your Favorites list Name Georgia Registry of Immunization Transactions and Se Create in Favorites New Folder Links Other links 5 Click Add to Favorites and press Lox 6 The Georgia Registry of Immunization Transactions and Services should now appear on your browser s list of favorite sites Creating a GRITS Shortcut on Your Desktop Internet Explorer Once you add GRITS as a favorite you may copy it as a shortcut to your computer s desktop Once the shortcut is created simply double click on it to open your browser to the GRITS login screen To create a GRITS shortcut 4 2 Georgia Registry of Immunization Transactions and Services
72. Edit Site Name ea v Add Site List All Site Listing Hame Has Inv or Draws Inv From Contact Hame Phone East Peach Street Clinic YES Dr Bill 70 555 5555 x1234 North Peach Ave Clinic YES Mr Smith R N 404 4444404 South Peach Ave Clinic YES Mr Smith R N 404 4440040 West Peach Street Clinic East Peach Street Clinic Dr Sue Printing All Sites To print out a list of all sites in your organization follow these steps 1 Click Manage Sites under Maintenance on the menu panel 2 Press Det Al in the Select a Site to Edit box 3 Do one of the following e Choose File then Print from your browser s menu bar In the Print dialog box press OK e Or press the printer icon on your browser s toolbar 4 If your printout is cut off try setting your printer to landscape To do this e Choose File then Print from your browser s menu bar e Inthe Print dialog box press Properties e Inthe Properties box find the section where you may specify orientation Choose landscape e Press OK e Press OK in the Print dialog box 6 14 Georgia Registry of Immunization Transactions and Services Maintenance Managing Clinicians Clinicians are the individuals within the organization who administer and or approve the administration of vaccines A clinician may be associated with one or more clinic sites The organization administrator will use the Manage Clinicians function to enter new and update existing clinicians within the
73. Entering the mother s maiden last name in combination with the data entered in the above two fields will narrow a search for a client with a common name Alternately Managing Clients 9 2 Georgia Registry of Immunization Transactions and Service you may find all clients associated with a mother by entering only the mother s first name and maiden last name e Mother s First Name Entering the mother s first name in combination with the data entered in the above three fields will narrow a search for a client with a common last name Alternately you may find all clients associated with a mother by entering only the mother s maiden first and last names e Birth Date Entering the client s birth date in conjunction with his or her first and last name will narrow a search for a common name Otherwise it is not necessary to enter a date in this field e Gender Indicating the gender of the client will narrow a search for a common name especially if the first name is androgynous e SSN Entering the Social Security number SSN only will produce a single name match Note To find a client using his or her social security number the number must have been entered previously for the client e Phone Entering the client s phone number only will produce a single name match However this method is not recommended as a phone number may not be entered for a client and phone numbers may change over time e Chart Entering
74. GRITS Georgia Registry of Immunization Transactions and Services gues User Manual Production Build 6 7 0 DH R GEORGIA DEPARTMENT OF HUMAN RESOURCES If e d Le EE 1 1 What Are Immunization Hegietrtes tnt 1 2 Why We Need Immunization Registries ec eeeeeeeeeeeeeee eter eee ee eee ae ee ee eaaeeeeetaaeeeeeetaaeeeeetaeeeeeeaeeeenea 1 2 The Georgia Registry of Immunization Transactions and Genices nn 1 3 System REQuireMents x secc s2es0cdeeec seccsee secede sav esccdececccsvacs sender setecsecdertsstkstecced ence euscsusceetndecesseddsduveszecteenedesdd 2 1 INTENT ACCOSS A AEE EE ebhecay decebee EE eebe EES ENEE Eech EENS EE Meetare eae EATEN 2 2 Hardware Requirements wcccssettes eee erie Erene oE e ENE AAR SENEE EEEREN Vestuld iv bestia jesdeva dev E EEEE RAA ERRATA 2 2 ew Te run EE 2 2 ACCESSING GRIT Sis E 3 1 Accessing the GRITS Web Gite 3 2 E Alte BEIS RE EE 3 3 Time O tsin GRIPS EE 3 3 Optimizing CRO a a elastics are echt ne peste aaae r aaa aa ea a eae oaa aaora EEEN e 4 1 Creating Favorites and Shortcuts ceccccceeeeceseeeeeeeeeeeaeeeeaeeseaeeeceaeeesaaeseeeeeeseaeeesaaeseeeeeseaeeeecaeeseneseenees 4 2 Adding GRITS to Favorites Internet Explorer 4 2 Creating a GRITS Shortcut on Your Desktop Internet Explorer cccsccccsscecceseesseesseeeceneeeeeaes 4 2 Setting GRITS as Your Browser s Home Page Internet Explorer 4 3 Adding a GRITS Bookmark Netscape 34 71 4 4 Setting GRITS as Your Browser s
75. Hib but not both The combination vaccine will be specified on the Record Client Immunizations screen Managing Immunizations Georgia Registry of Immunization Transactions and Services Duplicate Immunizations GRITS will not allow duplicate immunizations to be entered for a client Vaccines that contain one or more of the same vaccine components entered for the same date are duplicates For example if a client s immunization history shows a HepB given on April 16 2004 and a user tries to add a HepB or HepB Hib immunization for the same date the shot is considered a duplicate i Unselecting Immunizations When entering immunizations you may encounter duplicate immunizations that GRITS will not allow to be saved to the database When this occurs uncheck the Save check box listed to the left of the immuniza tions you do not wish to save 10 8 Georgia Registry of Immunization Transactions and Services Active immunization inventory on 09 24 2008 Unselect All Defaults for new immunizations Immunization New Hist Organization Site GRITS Test Site wi DTP aP 2 Ordering Authority Unknown bi HepB o Administered By Unknown Mi Influenza Date Administered PS Measles E it Mumps l CC Polio WV Rubella o The example above indicates the following For DTP aP one new immunization will be entered that deducts from inventory indicated by the selected New chec
76. ITS OPT OUT DHR DPH Immunization Program 2 Peachtree Street NW 13 Floor Room 476 Atlanta GA 30303 3142 When the DHR receives the form an authorized person will enter the client s opt out status into GRITS The Opt Out form is maintained at the state office where it is available for review Immunizations for clients that have Opted Out When a client is opted out of the registry all immunization data is removed from the client record However new immunizations must be kept in GRITS for inventory reporting New immunizations for these clients will now be displayed to the Opt Out Immunization History screen only the client s birth date will be kept from the client record for usage reporting Historic immunizations are deleted from the registry Personal Information CLIENT OPTED OUT A client record is maintained with enough demographic information to identify the client so that any attempt to associate immunizations to the client will be met by a message indicating that the client has opted out and cannot have their immunization history updated Managing Clients Georgia Registry of Immunization Transactions and Services Opting In If the parent or guardian requests the child be added back into GRITS an Opt In form must be completed and sent to the DHR DPH Immunization Program address GRITS OPT IN DHR DPH Immunization Program 2 Peachtree Street NW 13 Floor Room 476 Atlanta GA 30303
77. Inventory screen Expired private vaccines are to be marked as destroyed or returned through proper channels using the Show Inventory screen Inventory Alerts The Inventory Alerts screen is displayed when you click on Manage Inventory under Inventory on the menu panel There are five different inventory alerts 1 Inventory Transfer Notifications this alert displays pending transfers for all sites within your organization outbound transfers that are Om Hold or Shipped and inbound transfers that are Pending Receipt Once the transfer is complete accepted by the receiving site it will no longer appear in the alerts Refer to the Managing Inventory Transfers chapter for more information 2 Expired Inventory with Remaining Doses on Hand this alert displays expired inventory with remaining Doses On Hand greater than zero To remove lots from this alert the expired doses need to be marked as returned or destroyed using on the Show Inventory screen Refer to the Returning and Destroying Expired Vaccines section of this chapter for more information 3 Please take a physical count of inventory and enter it into GRITS this alert displays any sites that are due to enter an inventory count and the date the count is due The alert will only appear if the inventory count is due in the next five days or if the count is overdue To remove this alert you need to submit an inventory count on the Submit In
78. ME Login to GRITS to manually update responsible person information Ensure your extract process is extracting responsible person information correctly Comment Record rejected A valid date must be entered APPLIES TO DATE Most likely the format was incorrect Review and correct the date of the comment then resubmit Record rejected This comment matches another comment in incoming file The comment for this client was submitted twice in the same file Review GRITS to ensure the comment was loaded Reload if necessary Inventory Success IM06072007 90734 MCV Menactra U2068AA 06072007 Deduct 1 0 x 0 5ml Lot 2068AA Prv Menactra 12955 CHEROKEE CO HD CANTON VACCINE INVENTORY DOSE QUANTITY No action required The immunization was properly deducted from inventory This message shows the immunization date CPT Code Vaccine Group Trade Name Lot Number Dose Quantity Dose Size Funding Source Site ID and Site Name Inventory Site Errors Too many active sites with inventory for this organization No site name provided SITE NAME Specify a Site ID or Site Name in your organization from which GRITS should deduct inventory No sites found for this organization with name like Capitol Sq SITE NAME Specify a Site ID or Site Name in your organization from which GRITS should deduct inventory
79. Optimizing GRITS 1 Click on Favorites and right click on the Georgia Registry of Immunization Transactions and Services favorite 2 Click on Send To and then Desktop create shortcut 3 Press SC If there is no Desktop option under the Send To pop up menu do the following 1 After right clicking on the Georgia Registry of Immunization Transactions and Services favorite choose Copy 2 Minimize the Internet Explorer screen 3 Choose an open area on your desktop and right click 4 Choose Paste Shortcut Alternately you may set a shortcut by doing the following 1 Atthe GRITS login screen before entering any data choose File from the menu bar 2 Click on Send and Shortcut to Desktop Setting GRITS as Your Browser s Home Page Internet Explorer 1 Atthe GRITS login screen before entering any data choose Tools from the menu bar 2 Click on Internet Options Optimizing GRITS Georgia Registry of Immunization Transactions and Services Internet Options General Security Privacy Content Connections Programs Advanced Home page You can change which page to use for your home page Address https www grits state ga us Use Default Use Blank Temporary Internet files a Pages you view on the Internet are stored in a special folder for quick viewing later Delete Cookies Delete Files Settings History L t The History folder contains links to pages you
80. PONSE File r a a a a a aaia a T a Oi 13 20 DLIMTIMIALY Ee E EE EE EEEE EE E E EE 13 20 DOTA SECON EE EE 13 22 HE RESPONSE EE 13 27 OPQ EVEN 14 1 Parent Ghild Switch Orgs ara a a ara eaaa e SEENEN Edel ed EE aaa aaa e aoaaa aaie eeh 14 2 APPEND ee ee EE EE Ai Online Help aerarii niara ad dE edd Ae EE A3 Ee Help EE A 2 GONG ral Ee WEE A 3 GRITS Help RE A 7 GOSS ANY WEE G 1 Jk OX EEN Li mmm Introduction In this chapter What Are Immunization Registries Why We Need Immunization Registries The Georgia Registry of Immunization Transactions and Services The following sections are an overview of immunization registries reproduced with the permission of All Kids Count a nonprofit organization dedicated to the improvement of immunization rates in children What Are Immunization Registries Immunization registries are confidential computerized state or community based information systems In the Healthy People 2010 program the U S Department of Health and Human Services set a goal of enrolling 95 of children from birth through age five in a fully functioning immunization registry noting Population based immunization registries will be a cornerstone of the nation s immunization system by 2010 Registries enable public and private health care providers to consolidate and maintain computerized immunization records on all children within a given geographic area They enable multiple authorized health care professi
81. Privacy amp Security D Advanced Offline amp Disk Space 3 Press Clear History and or Clear Location Bar to remove all previously visited Web pages from the lists 4 To limit how long pages remain in the History list click the field next to Pages in history expire after and type in a number of days 5 Press OK Operating in Full Screen Mode Internet Explorer To view most elements of GRITS with a minimal amount of scrolling set your browser to full screen mode by pressing F11 on your keyboard This mode gives you minimal browser commands and maximum viewing area for GRITS screens To return to normal screen mode press F11 again Running Reports with Adobe Acrobat Reader GRITS uses Adobe Acrobat Reader 5 0 to display reports in portable document file PDF format This format allows you to print reports exactly as they appear online Running Acrobat Reader Files The first time a report is displayed using Acrobat Reader a window may appear asking whether you want to run the file or save the file to disk Choose Run the file and Do not display this message again Optimizing GRITS Georgia Registry of Immunization Transactions and Services If you try to print a report in Acrobat and find that some of the text is illegible choose File Preferences and General on the Acrobat menu bar In the General Preferences dialog box make sure the Smooth Text and Images box is checked Pro
82. Release Version 4 5 0 Enter new immunizations for clients that have opted out ine relationships DEM 4212 2003 Release Version 4 4 0 Online physical inventory counts and reports DEM 40 31 2003 Release Version 4 3 3 Add 25 mi dose NEW 10 01 2003 Release Version 4 3 2 Form 3231 Rev 10 01 2003 NEW 09 03 2003 Release Version 4 3 1 Modified Form 3231 DEM 06 27 2003 Release Version 4 3 0 GRITS Phase 1 5 NEW 05 05 2003 Release Version 4 20 GRITS PILOT PEN 12 20 2002 Release Version 4 1 0 County Reports VIS Dates Client Comment Updates more release notes inventory alerts Menu Bar At the top of the screen toward the right side you have several menu options These menu options will appear on every screen within GRITS The options available are the following 1 Home Clicking this menu option will return you to the GRITS home page from anywhere in the registry 2 Change Password You may change your password for GRITS at any time To do so follow these steps e Click on Change Password on the menu bar 5 2 Georgia Registry of Immunization Transactions and Services Home Page e When the Change Password dialog box appears type ina new password choose a password four to 16 characters in length e Tab to the Confirm New Password input box e Retype your new password e Press L save e Password Updated will appear in red at the top of the Change Password dialog box after your password has been success
83. Report 07 08 2008 0746 2008 Delete VEC Inventory Transactions 9 Once the Inventory count is submitted links to the following reports for the site will be displayed e Vaccine Accountability Statement Displays vaccine distribution usage and wastage information regarding VFC public inventory The report additionally gives information on discrepancies between a site s physical count of inventory and what is expected in GRITS Manage Inventory Georgia Registry of Immunization Transactions and Services Replacement costs for unaccounted for spoiled and expired vaccines are calculated e VFC GIP Comprehensive report Displays vaccine usage by eligibility the most recent inventory count and wastage information regarding VFC public inventory See VFC Inventory Reports in the Reports and Forms chapter for more information on the Vaccine Accountability Statement and the VFC GIP Comprehensive Report e VFC Inventory Transactions report Displays all transactions that occurred during the reporting period All non immunization non delete transactions are sorted by VFC defined vaccine groups and appear in the detail section for each group All transaction totals including immunizations and deletes display in the summary section for each group 10 These links will be available on the Physical Count screen until the next inventory count is submitted for this site 11 Ifa mistake was made regarding the physical inventory count a
84. S Password DTD DO HOT ATTEMPT TO LOG ON UNLESS YOU ARE AU AUTHORIZED USER anaana aana Copyright 1999 2001 State of Wisconsin All rights reserved 6 Press the button 7 You will now be at the GRITS home page Refer to the Optimizing GRITS chapter in this manual to create a favorite or shortcut for the GRITS Web site on your computer Exiting GRITS To exit from the GRITS Web site press the button on the GRITS menu bar at the top of the screen GRITS may be closed this way from any screen within the registry Once you press the button you will be returned to the GRITS Login screen You may minimize your browser at this point by pressing 4 in the upper right corner of your computer screen If you wish to close your browser completely you may either press in the upper right hand corner of your computer screen or you may click on File and then Close on the browser s menu bar If you do not see the menu bar your browser may be in Full Screen view press F11 on your keyboard Accessing GRITS Georgia Registry of Immunization Transactions and Services Time Outs in GRITS For security reasons your session with GRITS will time out after one hour of inactivity A message to that effect will be displayed briefly and then the login screen will be displayed To continue to use GRITS you will need to log in again 3 4 Georgia Registry of Immunization Transactions and Services Accessing GRITS EEE OP
85. S ee ee eege 12 5 Add Delete MOdify Series A 12 6 CLEALING ER 12 6 Sees Le E 12 7 le EE 12 16 Creating a Dose ma Gees ahap aaa aeaaeai ie aa aa a aaa a aia aiias 12 16 Add Delete Modify Dose 12 17 Doses TADS riscritti Ee See iaaii dee iaaiiai Eu det adie 12 17 lues elt Be IT 12 22 Add Delete Inter group Comic 12 23 Data Echange eelere 13 1 Data Exchange Setup sccss ssceccrtssectesesceceneesiceentsanantacaneeenns aaan ca nA MAARE A OAAR TAEA TAERAA TARAA vena 13 2 Provider Organization Data Exchanges 1 ccccccecseescseneecsencecsneeesaecseneececeeeseaesseneeseneeecsnssesnaees 13 2 Data Exchange Availability to User Roles 2 cccccccceccessseceenececeneceenaeseeneececeneceaeessaassseneecsnneessaees 13 3 Flat File Data e E enii ae eeraa EEE A ERREA ea AEREA EARNS ERER ENAN AERES EEA NS EEKE SEEEN ETE 13 3 submitting a Flat File Upload EE 13 3 PE Data ei ne EE 13 5 Submitting a HEZ Upload TEE 13 5 HMO Data EXCHANGE EE 13 7 Submitting a HMO Data Upload 13 7 Submitting a AMO Query Eege 13 8 Organizational EE 13 9 Submitting an Organizational Extract Heouest 13 9 Exchange Data tagged EEN Redd eet Aptech 13 12 Reviewing Job Status screen 13 12 Reviewing Job Status Geld 13 14 Exchange Data DolailSe prairies ana eninge eae A eee eg ddd REE TE 13 15 Bownload FCS SOCHON irat a rA A T A AT REE TE AAAA 13 16 upload Filas Secon EE 13 17 Downoad Log SEGUON EE 13 17 Summary Information section 13 18 Flat File RES
86. S inventory Immunizations From Today only immunizations with today s date will deduct from GRITS inventory 1 day 30 days immunizations that are within the selected number of days from today s date will deduct from GRITS inventory 6 Set the Modify inventory from pick list to limit the age of an immunization that will deduct from GRITS inventory 7 Press L4 on your screen to submit your files for processing 8 Verify the files in the message box provided and Press to begin processing Georgia Registry of Immunization Transactions and Services Data Exchange Microsoft Internet Explorer Please wait until you see Data Exchange Result screen to allow GRITS to get all of your files If you are uploading a large file this may take several minutes re you ready to upload Client File C Data Exchange client_file txt Immunization File C Data Exchange immunization_file txt Comment File Modify inventory From Number of Days Do Not Deduct From Inventory i Cancel Deduct from Inventory Users Only Additionally verify the value displayed for Modify inventory from Number of Days 9 The Exchange Data Result screen will display the files uploaded and the job name Press to review job summary information Exchange Data Result The following flat files were uploaded e C Data Exchangeimmunization le txt e C Data Exchange client_file txt Job Name which is Test File Name has be
87. Summary Remove selected Alternate Series from this Schedule a E DTaP Diphtheria Tetanus Acellular Pertussis Before 12 M DTaP DTaP DTaP DTaP Se oe HKH DTaP Diphtheria Tetanus Acellular Pertussis Diphtheria Tetanus Acellular Pertussis Diphtheria Tetanus Acellular Pertussis Diphtheria Tetanus Acellular Pertussis Diphtheria Tetanus Acellular Pertussis On or After 12 M Before 12 M On or After 12 M On or After 12 M Before 12 M as e O N Ww o a NY N Select the alternate series Enter the age and age attribute for the starting dose in the alternate series 3 Enter the relationship symbol gt gt lt lt for the age relationship This will control how the age at immunization for the first dose is related to the age entered above For example if the age is 12 months and the relationship symbol is lt then we would say if the age at immunization is before 12 months for the first dose then use this rule 4 Enter the number of doses recorded in the alternate series Enter the number of doses that will be replaced by the alternate series for the combination of age and doses listed in the rule 6 Enter the vaccine group of the alternative series being evaluated This is used if the vaccine given is a combo vaccine We are only interested in one component of that combo 7 Click the Add button to add the alternate series rule The rule should appear in the alternate series summary
88. Test Not Submitted Login The first screen aside from any security certificate warnings that appears after you access GRITS Web address The Login screen requires you to enter your organization s name your username and your password to access GRITS Logout Button on GRITS menu bar that allows you to exit GRITS and return to the Login screen You may logout from any screen in GRITS Lot Number The unique identifying number given to each vaccine by the manufacturer Menu Bar GRITS menu bar is dark blue and appears at the top of every screen within the registry The menu bar has several menu options home change password logout and help light bulb The menu bar on your Internet browser on the other hand is located near the top of your computer screen and contains words with drop down lists such as File Edit View Tools etc Menu Panel GRITS menu panel is a medium blue color and appears to the left of every screen within the registry The menu panel lists all of the GRITS functions available to the user New Client Form A blank Vaccine Administration record which includes a current inventory table for the select site Used to collect demographic information for a client that doesn t exist in GRITS Ordering Authority A person with the capability of ordering an immunization for a client a person with ordering authority is generally the client s pediatrician or primary care provid
89. The number of remaining doses available for transfer or usage in your inventory Doses Transferred The number of doses your are transferring The Doses Transferred must be less than the number of doses in inventory 8 6 Georgia Registry of Immunization Transactions and Services Managing Inventory Transfers 7 There are several ways to save a transfer Managing Inventory Transfers The Hold button allows you to save a transfer but not send the transfer to the receiving organization The doses are only earmarked for transfer they remain available for usage in your inventory The Ship button saves the transfer and sends the transfer to the receiving organization The transfer must be shipped before the receiving site can accept the transfer Shipping the transfer will decrement the transferred doses from your inventory The Shipping Documents button saves the transfer in its current status If the transfer is new or on hold and the shipped documents button is pressed the transfer is saved and remains on hold If the transfer has been shipped and the shipping documents button is pressed the transfer is saved in a shipped status and the receiving site s inbound transfer record is updated The Hold button is not displayed once the transfer has been shipped Note You cannot transfer inventory that has expired When an outbound transfer that has been on Hold is ready to be shipped press the Ship bu
90. The username must be a minimum of four into the Edit User characters in length and may include mixed case letters and function and reset the numbers password e Password The password must be a minimum of four characters in length and may include mixed case letters and numbers Maintenance Georgia Registry of Immunization Transactions and Services 3 Choose the user s role from the pick list provided according to the level of access you desire for that user See the role descriptions on the opposite page for more information 4 Check the appropriate radio button to determine if a user is active or inactive See nactivating Users in this chapter for more information 5 Enter additional information if desired such as the user s postal and e mail addresses 5 Press Savel 6 Once auser is successfully saved in the database User Added will appear at the top of the Edit User screen 7 Press Cancel to return to the Manage Users screen Adding Multiple Users 1 Click on Manage Users under Maintenance in the menu panel 2 To add multiple users press the Add Users button on the Manage Users screen 3 Inthe dialog box enter the number of users you will be adding Press OK 4 Inthe Add Users box enter the following information for each user Add Users Last Hame First Hame User Name Password Role Jones Jasmine jones aan l Administrator A Save Smith Seymour smiths mn Typical User sl Cancel User
91. Unknown v Body Site l D Adminstered Route intramuscular i v VIS Date for HepB 07 11 2001 Entered by Site Eric s Site Input Source of Record Created through User Interface Data Exchange Date Entered 01 18 2006 08 05 41 AM 3 To indicate a partial dosage check the Partial dose checkbox For example check this box if a partial dosage was administered because the needle broke or came out or the vial broke 4 Update information in the Client Date of Birth Eligibility Dosage From Inventory Partial Dose Date Administered Body Site and Administered Route The VIS Date For field can only be edited on the day the immunization was administered 5 Press L save Deleting Opt Out Immunizations 1 On the Opt Out Immunization Transaction table select the vaccine you wish to delete by clicking on the vaccine s notepad icon in the Edit column 2 At the Edit Opt Out Immunization Screen press Delete _ 3 Press in the delete confirmation box User will be returned to the Opt Out Immunization History screen Reviewing Opt Out Data Exchange Immunizations Data exchange cannot be used to upload immunizations for an opted out client however if an immunization is uploaded and deducted from inventory prior to a client being opted out the data exchange Managing Immunizations Georgia Registry of Immunization Transactions and Services information is retained on the opt out immunization To review data
92. Updated Client Immunization and Comment This row displays the number of clients immunizations and comments in data exchange upload that already exist in GRITS and are updated as a result of the upload o Already in GRITS Immunization and Comment This row displays the number of immunizations and comments in a data exchange upload that already exist in GRITS but are NOT updated by the upload o Rejected Client Immunization and Comment This row displays the number of clients immunizations and comments in a data exchange upload were rejected due to errors Data Exchange Georgia Registry of Immunization Transactions and Services o Pending Client Immunization and Comment This row displays the number of clients immunizations and comments in a data exchange upload that result in the temporary storage of pending client data Pending client data is stored when a client in a data exchange upload matches more than one existing client in the Immunization Registry pending clients are an indicator that duplicate client records may exist in GRITS Contact the GRITS Help Desk to review and merge Pending Client records o Inventory Updated Deduct from Inventory Users Only This field displays the number of immunization records in a data exchange upload that were successfully deducted from inventory o Inventory Not Updated Deduct from Inventory Users Only This field displays the number of immunization records in a data exchange
93. aintenance section of the menu panel 2 Onthe Manage Physicians screen choose the physician whose information you would like to edit from the Physician Name pick list at the top of the screen Or click on the physician s name in the Physician Listing at the bottom of the screen Select a Physician to Edit Physician Name Pick a Physician sl Add Physician List All 3 Add or change information in the Edit Physician box 4 Press Save 5 Once your changes are successfully saved Physician Updated will appear in the upper right corner of the Edit Physician box 6 Press Cancel twice to return to the Manage Physicians screen Deleting Physicians 1 Click on Manage Physicians under the Maintenance section of the menu panel 2 On the Manage Physicians screen choose the physician whose information you would like to delete from the Physician Name pick list at the top of the screen Or click on the physician s name in the Physician Listing at the bottom of the screen Georgia Registry of Immunization Transactions and Services Maintenance 3 Inthe Edit Physician box press Delete A box will open asking if you want to delete this physician Press OK 5 Once your changes are successfully saved Physician Deleted will appear in the upper right corner of the Manage Physicians screen Listing All Physicians A list of all physicians entered into an organization s database may be viewed by pressing List A
94. ame will be displayed Viewing Transaction Reports 1 Press Print Transactions l Print Imms by Date Adm L Print Imms by TN Lot 2 The selected transaction report will display See Transaction Reports below for an explanation of each report Transaction Reports Three transaction reports are available in GRITS These reports are the Inventory Transaction Report Immunization Transaction Report by Date Administered and Immunization Transaction Report by Trade Name Lot Funding Source Inventory Transaction Report This report returns all inventory transactions as requested using the Vaccine Transaction Filtering Options on the Show Transactions screen Inventory Transactions The top table on the report provides the following information Site Name Vaccines in the table are first sorted alphabetically by site name Transaction Date Vaccines are next sorted numerically by transaction date the most recent transactions are shown first Vaccine Group The vaccine group of the vaccine is listed in this column Trade Name The trade name of the vaccine is listed in this column Manage Inventory Georgia Registry of Immunization Transactions and Services Transaction Code 4 Expired Vaccine does not removed the expired vaccine from inventory so the numbers are not included in the Transaction Count and Dose Count When an expired vaccine is returned or destroyed the vaccine is then subtracted from inven
95. anging the quantity of a vaccine lot The Secondary Reason pick list will only appear when a GRITS Action Code from the Reason pick list is selected that has associated secondary GRITS Action Codes Sequence Identifies which dose is being referred to within a vaccine series For example a number 2 sequence indicates the second dose of the series Series The compilation of doses for one vaccine that provides immunity for a certain disease or diseases For example the recommended series for the DTP aP vaccine contains five doses Shipping Documents Documents used when transferring vaccine Includes the Packing Guide Shipping Invoices and Labels Shipping Invoices A shipping document listing vaccine that was included in the inventory transfer or shipment A copy of the invoice is generated for the sending site and the receiving site Shortcut An icon located on your Computers desktop which when double clicked will open the program displayed by the icon Supplemental Vaccine Certification Form 3189 discontinued 2007 A client report that displays the status of protection against measles and or Varicella at the time of entry into 6 Grade or its equivalent age G 4 Georgia Registry of Immunization Transactions and Services Glossary Toolbar Located near the top of your computer screen the toolbar on your Internet browser contains several buttons such as Back Forward Stop Refresh and Home Trac
96. ans their site association s and their role s 4 Press Close to return to the Manage Clinicians screen Printing All Clinicians To print out a list of all the clinicians in your organization s database follow these steps 1 Click Manage Clinicians under Maintenance in the menu panel 2 Press Clinician List at the Manage Clinicians screen 3 Do one of the following e Choose File then Print from your browser s menu bar In the Print dialog box press OK e Or press the printer icon on your browser s toolbar 4 If your printout is cut off try setting your printer to landscape To do this e Choose File then Print from your browser s menu bar e Inthe Print dialog box press Properties e Inthe Properties box find the section where you may specify orientation Choose landscape e Press OK e Press OK in the Print dialog box 6 18 Georgia Registry of Immunization Transactions and Services Maintenance TI Managing Inventory In this chapter Inventory Alerts Viewing Inventory Adding New Inventory Updating Inventory Returning or Destroying Expired Inventory Selecting Inventory Transactions Viewing Inventory Transactions Submitting Inventory Counts H you are an Administrator Administrator Data Exchange or Inventory Control user the inventory alerts screen will also be displayed on the GRITS Home Page Expired public vaccines are to be marked as returned using the Show
97. artment of Human Resources modified it to be Georgia specific and is now the GRITS application we know today Introduction Georgia Registry of Immunization Transactions and Services 1 4 Georgia Registry of Immunization Transactions and Services Introduction nan SyS Com Requirements In this chapter Internet Access Hardware Requirements Software Requirements Internet Access Since GRITS is a Web based application you will need reliable Internet access preferably with a dedicated connection to access GRITS A modem connection will also work but will perform more slowly Using modem access with a cellular phone is not recommended This type of connection is expensive and too unreliable to support a Web application Hardware Requirements e The following are minimum hardware requirements for accessing GRITS e Pentium 100 MHz computer 500 MHz or higher recommended e 32 MB RAM 64 MB or higher recommended e 500 MB free disk space e Screen display set at a minimum of 800 x 600 resolution and 256 colors e Mouse Software Requirements e Internet Browser software e Microsoft Internet Explorer version 5 0 or higher is strongly recommended e Netscape version 4 7 is compatible with GRITS e Windowse 95 98 Millennium Edition NT 2000 or XP e Adobe Acrobat Reader 5 0 or higher e For networked computers port 443 of the network firewall must be open for outgoing HTTPS secure HTTP To verify
98. at Reader Printing the Report 1 To print the report press the printer icon on the Adobe toolbar 2 Press in the Print dialog box Q Back 3 To return to the Doses Administered screen press the button on your browser Reports and Forms Georgia Registry of Immunization Transactions and Services The Vaccine Usage Report will produce vaccine usage data only for those sites that have entered non historical immunization data into GRITS Vaccine Usage Reports may be generated for the following e All Sites Combined This report is a single table containing vaccine usage data for all sites within the organization that have given non historical immunizations e All Sites Listed Separately This report produces a separate table listing vaccine usage data for each site within the organization that has given non historical immunizations e Specific Sites This report is a single table containing vaccine usage data for the selected site if the site has given non historical immunizations 11 15 Doses Administered by Eligibility Report The Doses Administered by Eligibility Report will give you information on how many immunizations of each vaccine have been given by client eligibility program within a specified date range Additionally the report distinguishes between new and historical immunizations To generate a Doses Administered by Eligibility report for one site or all sites in your organiza
99. ave access to certain features on the site based on the role assigned to him or her The roles or levels of access for GRITS are hierarchical and defined as follows Reports Only The reports only user has access to client query information and may print client specific immunization reports including the Form 3231 School Certificate This user also can print blank copies of the new client form Form 3231 Form 3189 and opt out opt in forms This user may not edit or update information in the registry Typical User This is the primary user of GRITS The typical user role contains all reporting capabilities of the reports only user In addition the typical user can add new clients edit existing clients and manage immunization information Inventory Control The inventory control user is responsible for managing the organization s vaccine inventory in the registry The inventory control user contains all the capabilities of the typical user In addition the inventory control user can view the organization s inventory add new inventory edit existing inventory manage inventory transfers view inventory transaction reports submit inventory counts and generate inventory reports including the Vaccine Accountability Statement and VFC Comprehensive Report Administrator This is the main contact for GRITS within the health care organization The administrator contains all the capabilities of the inventory control user In addition
100. ay specify orientation Choose landscape e Press OK e Press OK in the Print dialog box Submitting Inventory Count The purpose of the Submit Inventory Count screen is to allow a site to submit a count of public state supplied inventory that is currently on hand When the physical inventory count is submitted GRITS automatically creates the VFC Comprehensive report and Vaccine Accountability Statements A physical inventory count is entered into GRITS on a periodic schedule The schedule by which a site submits its physical inventory count is determined by whether or not the site reports to a public health district Physical Inventory Count Schedule Sites that report to a public health district Public health district controlled sites are required to submit a physical inventory count on the last day of the month An alert to count inventory is provided 5 days prior to the end of the month to remind a site to submit the physical inventory count See Inventory Count Alert Sites that do NOT report to a public health district Sites that are not controlled by a public health district are required to submit a physical inventory count once per calendar month All sites for a particular organization must agree on which day to count inventory for the month After the organization s sites submit their inventory count the first time an alert to count inventory is provided 5 days prior to one calendar month after the last site in the orga
101. blems Running Reports in Acrobat If while using Adobe Acrobat Reader 5 0 you get a small icon resembling a segmented cube and the report does not display Acrobat Reader needs to be opened in a separate window To do this follow these steps 1 Press the Start button on the lower left corner of your computer screen Click on Programs Click on Adobe Acrobat 5 0 Click on Acrobat Reader 5 0 On the Acrobat Reader menu bar click on Eile Choose Preferences Choose General Under Options uncheck Web Browser Integration Press OK E a Oe O Pe Try running your report again If you continue to have problems contact the GRITS Help Desk at 866 483 2958 File Transfer Protocol Server Access When running reports and data downloads GRITS queries a File Transfer Protocol FTP server to read the file If your network has blocked FTP access for any reason or if FTP wasn t installed with your browser you will be unable to run reports or download data Contact your information systems IS staff if you suspect your FTP access is blocked Efficient Screen Navigation Microsoft Windows often allows users several ways to accomplish certain tasks Because GRITS runs under Windows it also allows users to use these methods to enter data Learning the shortcuts in this section will help you increase your efficiency when entering data in GRITS particularly by reducing the number of times you will need to switch fro
102. ct This column lists the name of the contact person for the site Phone This column lists the phone number of the site Ship Date This column lists the date the transfer was shipped This column lists the date the transfer was accepted by the receiving site Receipt Date 4 Onthe screen the detail transfer information is displayed The details for the transfer include the following information Vaccine Group This column gives the vaccine s name Fora combination vaccine both vaccine names are listed Trade Name This column gives the vaccine s trade name Lot Number This column lists the lot number of the vaccine Public A Y in this column indicates that the vaccine was state supplied An N indicates that the vaccine was privately purchased This column gives the vaccine s expiration Managing Inventory Transfers Georgia Registry of Immunization Transactions and Services 8 17 8 18 date Vaccine cannot be transferred after it has expired However if a vaccine expires after it has been shipped the vaccine will remain on the transfer Doses Transferred The number of doses your are transferring The Doses Transferred must be less than the number of doses in inventory Reason The impact on inventory For an inbound transfer the reason is Receipt of Transfer For an outbound transfer the reason is Outbound Transfer 5 If you want to view the shipping documents for the completed transfer
103. ctions and Services The screen has three sections Outbound Pending Transfers Inbound Pending Transfers and Historic completed Transfers Transfer List Outbound Pending Transfers Transfer eee Transfer Sending Organization Receiving Organization Shipped Last ID Status Site PIH Hame Site PIH Hame Date Edited Test Org Private Test Org Public Health Outbound Shipped cccccss Test Private Ste 600004 Public Health Site 1 09302004 03 30 2004 Test Org Private Test Org Public Health 44 Outbound On Hold i 5555555 Test Private Ste 600005 Public Health Site 2 Sangon inbound Pending Transfers Transfer earl Transfer Sending Organization Receiving Organization Shipped Last ID Status Site PIH Hame Site PIH Hame Date Edited Pending GRITS Physicians Test Org Private 03230 2004 03 30 2004 Inbound Receipt 500599 PARK STREET CLINIC 5555555 Test Private Site Historic Transfers Transfer Weeer Transfer Sending Organization Receiving Organization Shipped Receipt ID Status Site PIH Hame Site PIH Hame Date Date Test Org Private GRITS Physicians Outbound Complete zess _ Test Private Site 45678 WEST GRITSPH clinic 0230 2004 03 30 2004 Test Org Public Health Test Org Private 242 Inbound Complete 03 30 2004 03 30 2004 600004 Public Health Site 1 5555555 Test Private Site Outbound Pending Transfers Section This table lists all the pending transfers your site has c
104. d to Invoke on Comment if Invoke on Comment is selected you must also select a comment that triggers the series to be considered for the purpose of evaluation Note For the ACIP schedule the client comment Client has been exposed to rabies triggers two series to be considered for evaluation of immunization against Rabies The two series are similarly labeled Rabies post exposure History Required Also tied to Invoke on Comment if Invoke on Comment is selected you may also select History Required if the series is only considered for evaluation of the vaccine group if history of immunization against the antigen exists previous to the selected comment Note For the ACIP schedule two series Rabies Post Exposure with History and Rabies Post Exposure without History are considered for evaluation by the client comment Client has been exposed to rabies The History Required flag enables the Immunization Evaluator to choose between the two series History Required is selected on the Rabies Post Exposure with History series so it is only invoked if the client has history of Rabies immunization History Required is not selected on the Rabies Post Exposure without History series so it is only invoked if the client does not have history of Rabies immunization Result Rules Result Rules functionality is disabled in GRITS The result rules and result interval are used when sett
105. date and time the GRITS Job Processor completed processing your data exchange request Files Received By GRITS The Files Received By GRITS section contains the following items 13 20 Georgia Registry of Immunization Transactions and Services Data Exchange KKK KKK KKK FILES RECEIVED BY GRITS KKK KKK KKK KKK KKK DESCRIPTION CLIENT IMMUNIZATION COMMENT Processed 587 1598 0 Accepted 585 a ec a D 0 New 111 1131 IW Updated 474 D 0 Already in GRITS oO 462 0 Rejected 1 2 0 Pending ab 3 0 Inventory Updated Oo Sa Inventory Not Updt E No Client Match 5 U Total 587 1603 0 All clients in a file are processed Immunizations and comments are listed as either Processed or No Client Match e Processed Client Immunization and Comment This row displays the number of clients immunizations and comments in a data exchange upload that are processed Processed clients immunizations and comments will either be Accepted Rejected or Pending o Accepted Client Immunization and Comment This row displays the number of clients immunizations and comments in a data exchange upload that are accepted by GRITS Accepted clients immunizations and comments can either be Accepted Rejected or Pending e New Client Immunization and Comment This row displays the number of clients immunizations and comments in a data exchange upload that were not previously in GRITS and will be inserted as a result of the upload e
106. dd new or update existing sites that provide immunizations within their organizations Once a site is added to GRITS it is available from several pick lists used for immunization recording and reporting Click on Manage Sites under the Maintenance section of the menu panel On the Manage Sites screen press Add Site blue are optional Add Site _ Site Name NORTHEAST JI Save D E _ County Futton E VFC ID PIN 399999 Draw Inv From L It is important to tie Has Inventory yes No sites that draw Contact Name Ima Contact inventory to their inventory sources This way the registry will be able to keep an accurate count of all vaccines You will not be able to transfer inventory to another site within GRITS if you have not entered a contact name street address or P O box city state zip code and phone number including area code To add inventory for a site refer to the manage inventory chapter 6 12 Georgia Registry of Immunization Transactions and Services Street Address 321 Anystreet Other Address Telephone 555 P O Box city Anytown State GA wl zip 55555 Email imacontact usernet net 555 7 5555 Eg 555 Fax 855 555 4321 ext H you do not know your YFC ID PIN contact the YFC Program at 800 848 3868 or 404 657 5013 Fill in the following information Within the Add Site box fill in the required field Site Name
107. der Letter Standard Reminder Letter Report Name been 2001 Reminder Free Text for your shots Phone E 555 5555 e A report name in the appropriate field if desired e Additional information in the Free Text field if desired You may include a maximum of 400 characters in this field e A telephone number in the appropriate field if desired Click on Reminder Letter which is underlined and in blue text Your report will be listed on the Reminder Request Status screen the bottom table shows the name of the request the date and time it was started and the status of the request e You have the option of moving to other portions of GRITS or using other functions of your computer while you are waiting for your letters to process To return to check the progress of your Reports and Forms Georgia Registry of Immunization Transactions and Services 11 12 request press Check Reminder Status under Reports on the menu panel e lf you choose to stay at the Reminder Request Status screen while your request is processing press Refresh occasionally to check the status 4 Once the report name is underlined and appears in blue your letters are ready Click on the report name to view or print the letters in Adobe Acrobat Reader 5 To print the letters press the printer icon on the Adobe toolbar Press Ok in the Print dialog box D OH Back e 6 To print additional notices press the button on your browser
108. e field in the middle of the screen from left to right simply by double clicking them 6 16 Ordering Authority In a public health department the ordering authority is the medical director In private practice the ordering authority is the client s pediatrician or primary care physician Clinician The clinician is the person who administers the vaccination Ordering Authority Clinician Check this option if the person both authorizes and administers vaccines such as a pediatrician 4 Fillin the required field Last Name and any other fields you wish to complete The Prefix field for example might be filled with Dr and the Suffix field would then be M D 5 Inthe Complete Site Listing field at the bottom of the screen highlight a site with which the clinician will be associated and press Add Do this for each site at which the clinician may practice If the clinician is associated with all the sites in the Complete Site Listing press Add All 6 Press Savel 7 After the clinician is successfully saved the message Inserted clinician lt last name gt lt first name gt will appear at the bottom of the screen 8 Press Cancel to return to the Manage Clinicians screen Editing Clinician Information 1 Click on Manage Clinicians under the Maintenance section of the menu panel 2 Press Find Clinician Or choose a health care site from the Site List and click on the appropriate clinicia
109. e Indicate whether you wish to include all vaccine groups in the search criteria or if you wish to include only selected groups by clicking the appropriate radio button e f you choose to include only selected vaccine groups select these groups by double clicking a group or highlighting a chosen group and pressing Add Do this for each group desired Note This will limit the search to only those clients who will be due past due for the selected immunizations However GRITS will provide a list of all immunizations the selected clients has received 5 School Primary Care Provider Choosing a school or primary care provider allows you to narrow your search to only the clients assigned to a particular school or physician clinic If you do not wish to specify a school and or provider leave these fields blank Select the School amp Primary Care Provider School e Provider PCP GE r Enter Additional Demographic Criteria em City l Zip Code l County l D e To choose a school select a school name from the pick list provided e To choose a primary care provider select a physician or clinic name from the pick list provided 6 Additional Demographic Criteria Entering a city and or ZIP code will narrow your search to only the clients within the entered Reports and Forms Georgia Registry of Immunization Transactions and Services geographical area However by entering a county you will expand your
110. e Person New Client screen 1 From aclient s Manage Client screen or Manage Immunizations Neither form can be screen press Reports J a 2 At the Client Reports screen choose a Responsible Person and people optionally a physician under the Additional Information column for the Form 3231 report If the client has only Form 3231 Options one responsible A e Responsible Displays the immunization history for a child KA person that Porm szal attending any school or childcare facility Peron responsible person will Physician E automatically be selected 3 Click on Form 3231 which is underlined and in blue text If the expiration date for Form 3231 is today s date or in the future To add a responsible you will receive an expiration date prompt You may choose the person see hie Ca Responsible Person s GRITS provided expiration date and press or enter an Tab in the Manage expiration date from the provided date range Enter a date in the Client chapter format MM DD YYVYY and press Ca 5 Once the report is generated it will be displayed using Adobe Ire Acrobat Reader Refer to the Optimizing GRITS chapter in this manual for more information on Acrobat Reader Physiclan 6 To print the Si press the printer icon on the Adobe toolbar The physician pick list Press OK in the Print dialog box is populated by all EP ine ack physicians added to 7 To return to the Client Reports screen press the
111. e Print dialog box Managing Schools Administrators may enter new and update existing schools and daycare centers using the Manage Schools function Schools entered using this function will be available for selection from a pick list on the Manage Client screen Reports may then be generated by school Adding Schools 1 Click on Manage Schools under the Maintenance section of the menu panel 2 On the Manage Schools screen press Add School Add School School Name Georgia Scho Save Street Address 73 Amber Cancel Other Address EE P O Box e Ciy anytown zeen Sl mees Fee Email georgiaschool usernet net Telephone 555 555 5555 ext 555 3 At the Add School box fill in the name of the school in the School Name text field Enter any additional information you wish to supply on the school in the appropriate fields Press Save 5 Once your school information is successfully saved School Added will appear in the upper right corner of the Edit School box 6 Press Cancel twice to return to the Manage Schools screen Editing School Information 1 Click on Manage Schools under the Maintenance section of the menu panel Maintenance Georgia Registry of Immunization Transactions and Services Required fields are shown in blue type For example when entering information on the Add School screen the School name is required thus they are shown in blue type Input fields are not shown in blue a
112. e according to the tracking schedule assigned to the client To generate the report follow these steps 1 From a client s Manage Client screen or Manage Immunizations screen press Reports 2 At the Client Reports screen click on Immunizations Needed which is underlined and in blue text 3 Once the report is generated it will be displayed using Adobe Acrobat Reader Refer to the Optimizing GRITS chapter in this manual for more information on Acrobat Reader 4 To print the Sai press the printer icon on the Adobe toolbar Press OK in the Print dialog box OH Back e 5 To return to the Client Reports screen press the button on your browser Reports and Forms Georgia Registry of Immunization Transactions and Services 11 3 BEHT Form 3231 Certificate of Immunization The Certificate of Immunization is required for each child to attend any school or childcare facility in Georgia The form displays client and guardian information valid immunization history immunities and The responsible medical exemptions If a child has met all requirements for school person pick lists for attendance a Complete For School Attendance box will be filled in on Form 3231 and the the form otherwise an expiration date is displayed for when the next USG Form are immunization or review of medical exemption is due To generate the populated by all report follow these steps responsible people listed on the Edit Add Responsibl
113. e account is setup not to deduct from GRITS inventory Deduct from Inventory Users only If your data exchange account is set up to deduct from inventory two additional fields will be displayed Last upload 0 days ago on 01 10 2005 Modify inventory from Immunizations From Today v e Last upload Displays the number of days since your last upload and the date of that upload e Modify inventory from allows the user to indicate whether or not immunizations will deduct from GRITS inventory for the current data exchange file Additionally it allows the user to set an age limit on immunizations that will deduct from inventory For instance the value 7 days indicates that only immunizations administered within the last 7 days are Options include Do Not Deduct From Inventory no immunizations will deduct from GRITS inventory Immunizations From Today only immunizations with today s date will deduct from GRITS inventory 1 day 30 days immunizations that are within the selected number of days from today s date will deduct from GRITS inventory 4 Set the Modify inventory from pick list to limit the age of an immunization that will deduct from GRITS inventory 5 Press LUPO J on your screen to submit your file for processing 13 6 Georgia Registry of Immunization Transactions and Services Data Exchange y the file s in the message box provided and Press 6 Verif ok J to begin processing
114. e been rejected for various reasons Clients Accepted Includes Inventory Related Responses and Optional Field Errors This section includes clients in a data exchange that are processed and accepted The responses in this section include inventory related messages and responses reflecting optional field errors Immunizations Unprocessed Contained No Matching Client in Client File This section specifies immunizations that are unprocessed because they have no matching client in the client file Comments Unprocessed Contained No Matching Client in Client File This section specifies comments that are unprocessed because they have no matching client in the client file The following are examples of messages that may appear Flat File Response File Messages Errors Resolution Pending Errors The incoming client matches more than one existing candidate Existing candidate client ids include client information included The incoming client information has been saved for review Contact the GRITS Help Desk to perform a client merge Contact the GRITS Help Desk A Help Desk representative will merge duplicate client records Client Errors Record rejected The provider organization that initiated this data exchange is not identified as a parent or vendor of the organization that it labeled as the SENDING PROVIDER ORGANIZATION for this record PROVIDER ORGANIZATION RELATIONSHIP
115. e modified series Setting up the base schedule 1 Select Manage Schedules from the menu 2 You will go to the Manage Schedules screen 3 Enter a schedule name required The name should be unique to your provider organization 4 You may use another schedule as the base template by copying it into the new schedule This saves you lots of effort We will assume that this is your plan Select a schedule to copy from the pick list You may add a description of the schedule 6 If you plan to allow a grace period for validating immunizations enter this number This grace period is the number of days an immunization may be early or in some cases late and yet be considered valid It is not used in recommending the next vaccination E The grace period number of days is set schedule wide but use of grace periods are controlled individually for each series in a schedule At the series level you may turn on or off a minimum grace period and or a maximum grace period which apply to earliest dates and latest dates respectively GRITS does not apply a maximum grace period to the CDC ACIP schedule 7 You may enter the schedule standard minimum interval after a not valid dose This will apply to any series except those that are set to ignore this GRITS v6 0 0 disabled the minimum interval after not valid dose rule All series in the schedule will utilize the series adjacent intervals from the last dose given
116. e option of moving to other portions of GRITS or using other functions of your computer while you are waiting for your download to process To return to check the progress of your download click Check Request Status on the menu panel 9 When your extract is complete it will appear in the status table underlined and in blue text Request Download Status for GRITS Test Organization Refresh File name EEN casa 36 1080664796129 zip exe 03 30 2004 COMPLETE CASA Download 11 24 Georgia Registry of Immunization Transactions and Services Reports and Forms 10 Double click the name of the underlined CASA file 11 In the File Download box press Savel File Download Security Warning Do you want to run or save this file Name casa_2372_1226669665258 zip exe Type Application 47 7 KB From 64 73 75 147 While files from the Internet can be useful this file type can potentially harm your computer If you do not trust the source do not run or save this software What s the risk 12 In the Save As box choose a location where you would like to save the file We recommend you create a CASA folder to organize the extracts 13 Press Savel 14 A Download Complete box will display Press Close 15 Find the location of your saved extract file on your hard drive Double click on the file Once this is done the exe file automatically creates a new text file ends in txt in the same location as your exe file
117. e or inactive inventory that has not yet expired e Expired Select the Expired option to view any inventory that has expired Expired vaccine is automatically set to inactive by the system the day after the expiration date 4 To view inventory for a different site within your organization select the site name from the Site pick list 5 To view Inactive Non expired or Expired vaccine click on the appropriate radio button Manage Inventory Georgia Registry of Immunization Transactions and Services All inventory transferred to your site from another site in the registry will be added as active Refer to the Manage Transfer chapter for more information on inventory transfers Inactive vaccines are shown in red type A vaccine may be inactive for a number of reasons the vaccine lot number doesn t have any doses remaining in inventory the vaccine lot has expired or the vaccine lot has set to inactive by a user Vaccines on the Show Inventory screen that are highlighted in pink will expire within 90 days Manage Inventory Add inventory for Site PARK STREET CLINIC Add Inventory Count Physical inventory for Selected Site Count Inventory Modify Doses on Hand for Selected Site Modify Quantity Show Transactions for Ste Show Transactions Return to the Previous Screen Cancel Site PARK STREET CLINIC z Show active Inactive Non Expired Expired To M Comvax MHH555 5 yi wy 01 01 2005
118. e range is 19 through 35 months as of today s date A batch process will create a zipped file that will be stored on our FTP server e A status page has been created so you can check on the current status of the extract process Once the status is COMPLETE you can click on the file name and the file will be downloaded to your PC 2 The file will be comma delimited with the following fields Unique identifier for client e Client First Name e Client Last Name e Client Birth Date in format of MM DD YY e Client Race Code Shot type vaccine group e Vaccination Date in format of MM DD YY 3 Once you have the file downloaded and unzipped you can then import the file into the CASA application e The CDC CASA application may be found at http Laang cdc gov vaccines programs cocasa install htm Reports and Forms Request extract based on Age range 2 The Age range radio button will be selected and the default age range From and through values will be 19 to 35 The time period drop down list default value will be Months The time period options are Days Months and Years 3 The Age as of date is the assessment date and the default value will be today s date Enter the Age as of date in the MM DD YYYY format or click on the calendar icon to set the date 4 The system will automatically calculate the clients Earliest Birth Date and Latest Birth Date ranges based on the Age range and Age as of date
119. e to an immunization follow these steps 6 Enter the immunization as described in the Entering Immunizations section of this chapter You may notice that as in the case of Td the immunization will appear on the Immunization History section as dose 1 of for the series when in fact itis a booster immunization The next two steps will correct this 7 On the Immunization History table select the vaccine you wish to edit by clicking on the vaccine s notepad icon in the Edit column 8 Inthe field marked Disregard Primary Series choose Yes Note This field is only available for edit if the conditions of the Override Rule are met 1 the chosen tracking schedule has an override rule set on the vaccine and 2 the client has reached the minimum age set for the override rule If both conditions are not met Disregard Primary Series is set to No and is not editable 9 Press save The immunization will appear on the Immunization History section as Booster for the series Editing Immunizations Editing New Immunizations A New immunization is an immunization that has come from GRITS inventory The provider organization that administered the new immunization owns the immunization and is the only organization that can edit the immunization To edit a new immunization that is owned by your provider organization follow these steps 1 On the Immunization History table select the vaccine you wish to edit by cl
120. ed in this column User Name The name of the user who entered the immunization transaction is listed in this column Inventory deductions processed through data exchange will display the username of the person who uploaded the file and double asterisks Trade Name Lot Funding Source Count Following each site s list of immunization transactions a table displays a count of immunizations for each Trade Name Lot Funding Source Eligibility Count Following each site s list of immunization transactions a second table displays a count of immunizations for each Eligibility type Eligibility Total Count Concluding the report is an Eligibility Totals table which displays a count of immunizations for each Eligibility type for all sites on the report Printing Transaction Reports To print out a list of vaccine transactions follow these steps 7 18 Georgia Registry of Immunization Transactions and Services Managing Inventory 1 Follow Steps 1 2 under Viewing Transaction Reports 2 Click anywhere on the page Do one of the following e Choose Eile then Print from your browser s menu bar In the Print dialog box press OK e Or press the printer icon on your browser s toolbar 4 If your printout is cut off try setting your printer to landscape To do this e Choose File then Print from your browser s menu bar e Inthe Print dialog box press Properties e Inthe Properties box find the section where you m
121. eeesaeessaaeeeeeeeeaes 11 16 VFC GIP Inventory Reports AAA 11 17 VFC Comprehensive Report ccccccccceeccsenceceeneeceneeesnaeeaeneeceennecsassssnaeesenenesasenansesseneessnesesaaees 11 17 Vaccine Accountability Statement 2 cccccccessccsenceceeececeneteneeceeneeceaeeseaeecseneeceeeeteaseseneeeeeeeeetsaes 11 17 Viewing Vaccine Accountability ZGtaiements 11 18 Viewing Ad Hoc Vaccine Accountability Statements 2 cccccccccesceeeseeceeneeeceseetenseeeeeeecsnneessaees 11 20 Requesting a CASA Extract sass cane alah es ba in ance elaine vues lta cea denies 11 22 Request Extract Based on Age Hange naa 11 23 Request Extract Based on Birth Date Hange 11 23 Select Organization Cougtfvties 11 23 Importing a Text File into CASA uu eecccceseccsssccseneeceneneceaeessnaecsneeceneessanaecsennecsnsessaseneaeecsnenetsanass 11 25 Tracking Schedule eege Seed dere cg acsectennd sdsecuctcezananasctedecceeduscuesoddeceubaccesecdsuatueencdecnus osedpecateaede 12 1 Manage SChedulesi x cs E A E sided eesevebeacae A E E rebels 12 2 Creating a SCheQule TEE 12 3 Setting up the Base Schedule escceeceeeseeeesceeeseeeeaeeneaeeeeacenesaeseaeeneaaeseaeessaeeseaeesssaeseanessaaeseaeenenetaas 12 3 View ScheGule Lists inc athens ise ohne inland EE 12 4 DOLETING EE 12 4 Modify ee 12 4 View Complete Schedule 2 cccscccceenrecesecsencececneeceeeessaecasenseceensessaesgensecseneessanstsnaseaeseeceennetsnaees 12 5 Saving ET EE 12 5 EE RUE
122. een The Manage Client Immunizations screen is used to search and locate any client existing in the registry system using predetermined sets of search criteria Functionality e Search Results Functionality Search Criteria 1 Client Name Search e Purpose This section describes what the screen is meant to do or what kind of information needs to be entered e Required fields This section lists the required fields on the screen and describes the information needed for these fields e Other fields This section lists and describes non required fields e Information provided This section lists the information that may be found on the screen e Functionality This section gives step by step instructions on how to enter information on the screen or features on the screen and describes their function Georgia Registry of Immunization Transactions and Services Appendix e Results This section describes the outcome of a search report download or other information entered into the database e User tips This section has advice or further information on how to use this screen 3 To view these features you may either click the links under the Purpose section or scroll down the box 4 To close the help box press the X button in the top right corner of the box General Help General help contains information on screens throughout GRITS You may access this information by viewing the contents of general help
123. een use the box s Back and Forward buttons 7 To close out of the help box press the X button in the top right corner of the box Searching general help To search general help using a keyword follow these steps Follow Steps 1 3 under Contents of general help Press the Search tab on the top left side of the help box Type in a word to search for in the field provided Press Enter iG Nee Appendix Georgia Registry of Immunization Transactions and Services A8 5 Click on one of the help items in the box below the search field to view the item RITS Help Screens Microsoft Internet Explorer provided by EDS COE E S Back gt A Zzesrch Favorites GBristory G S Sf E Contents Index Search Personal Information Type in the word s to search for Header client information purpose CASA Download Client Comments Tab The Personal Information Header is used to display several different client specific Client Information Tab information fields often used to distinguish among individuals when executing client Complete Details searches It is also used to add or update any of the client specific information displayed Dose Constraints except for Social Security Number Edit Immunizations Edit Series Required Fields Edit Enter New Client Editing Schedules Exchange Data Exchange Data Details HMO Exchange Data Back to Edit Enter New Client HMO Query Exchange data E ee Required F
124. een press Cancel Deleting Users To delete a user from your organization s database follow these steps 1 Follow Steps 1 3 under Editing User Information 2 Press Delete 3 Press DK in the delete confirmation box 4 When the information is deleted from the registry database the message User Deleted will appear in the upper right hand corner of the Search Results box Printing a User List To print out a list of your organization s users follow these steps 1 Click Manage Users under Maintenance on the menu panel 2 Press Find in the User Search box User Search Find Lost Name paiiamel Add User Add Users To get a complete list of users leave both fields blank and click the Find button Cancel Search Results creas Last Name First Name MI User Hame Status Password R User Ima imauser Active R User Inactive inactiveuser Inactive 3 Do one of the following e Choose File then Print from your browser s menu bar In the Print dialog box press OK e Or press the printer icon on your browser s toolbar 4 If your printout is cut off try setting your printer to landscape To do this 6 6 Georgia Registry of Immunization Transactions and Services Maintenance e Choose File then Print from your browser s menu bar e Inthe Print dialog box press Properties e Inthe Properties box find the section where you may specify orientation Choose landscape e Press OK e Press OK in th
125. een select the completed transfer you wish to accept by clicking on the transfer id 2 You will be routed to the Display Transfer Details screen for the selected transfer 8 16 Georgia Registry of Immunization Transactions and Services Managing Inventory Transfers Display Transfer Details 242 Transfer Complete Print Paperwork for Transfer Shipping Documents Return to Display Transfer screen Cancel Transfer Between Organizations Sending Entity Receiving Entity Organization Test Org Public Health Organization Site PIH Hame 600004 Public Health Site 1 Site PIH Hame Address P O Box 124 Address Anytown GA 55555 Test Org Private 5555555 Test Private Site 555 Anystreet 555 Anytown GA 55555 Contact Ima Contactperson Contact Ima Pharmacy Manager Phone 404 555 5555 Phone 404 555 5555 Ship Date 03 30 2004 Receipt Date 03 30 2004 Transfer Vaccine Items naa pass habia Keesen HepB ee M124 04 30 2004 Receipt of Transfer HepB Hib Comvax M577 N 12731 2004 10 Receipt of Transfer 3 On the screen the contact information for the sending and receiving sites are displayed The contact information includes the following information for each site Organization This column gives the name of the organization Site PIN Name This column gives the site s Vaccine for Children ID and name Address This column lists the street address and or P O box number city state and zip code Conta
126. efault schedule assigned to all clients The ACIP schedule is owned and maintained by the IR System Administrator All Administrators may view or print the ACIP schedule but only the IR System Administrator can modify this schedule Manage Schedules Select manage schedules link from the menu panel The manage schedules page will display From this screen you can create a new schedule from a template view the details of an existing schedule or select one of your owned schedules to delete or modify Your organization s owned schedules are not viewable by users from other provider organizations 12 2 Georgia Registry of Immunization Transactions and Services Tracking Schedule Create New Schedule Schedule Name Create Schedule Template Blank v Description Grace Period In Days Min Interval After Not Valid gt Locked To Others Schedule List Serene esr vce Parad ches eerste Dy st ned te CDC ACIP Schedule Administrator 03 11 2008 Test Schedule 4 No Schedule Administrator 03 14 2008 Creating a schedule To create a schedule begin at the Manage Schedules page Schedules are complex sets of rules and parameters By taking a systematic approach the complexity can be minimized Any time a series is changed or created careful testing of the impact should be instituted This testing should not be limited to the specific series created or modified but rather to other series that may interact with th
127. efaults for new immunizations Wen Hist Organization Site GRITS Test Site v oO Ordering Authority Smith Jane v DI Administered By Johnson wil z Fe Date Administered P eg e Varicella 2 At the Select Immunizations screen select the check boxes in the New column for the vaccines that were given For combination Georgia Registry of Immunization Transactions and Services Managing Immunizations vaccines such as MMR or HepB Hib select only one vaccine component for HepB Hib select only HepB or Hib Note The section that allows new immunizations to be given from inventory also contains a Hist column which allows a user to enter historical immunizations as well See Entering New and Historical Immunizations in this chapter 3 You may also choose a default Organization Site Ordering Authority and Administered By value for new immunizations by choosing from the pick lists in the Defaults for New Immunizations section You will be able to edit these defaults for each immunization on the Record Immunizations screen 4 Choose a date for the Date Administered field using the MM DD YYYY format or use the pop up calendar by clicking the calendar icon to the right of the field If using the calendar icon choose a month and year from the pick lists provided and choose a day by clicking on the appropriate calendar day Press 5 If you are entering a new immunization for
128. egorizing data so that it is uniform across all health reporting systems This standardization allows providers using different systems to transfer data easily e Uniformity of entered data By choosing information from a pick list users do not risk entering conflicting information that could decrease the accuracy of GRITS reports For example one user using a free text field might enter a county name using an abbreviation while another user might spell out the entire name e Confidentiality By using standard pick lists GRITS avoids confidentiality issues associated with the typing of free text that could be construed as medical record information Editing Entering Client Information The Manage Client screen allows you to update or change specific non immunization information relating to any client in GRITS The Enter New Client screen accessed by clicking this option on the menu panel allows you to input this information for a client new to GRITS The Manage Client and Enter New Client screens are divided into four parts personal information header client information tab responsible person s tab and client comment s tab Personal Information Header The Personal Information section at the top of the Manage Client Enter New Client screens contains client specific information fields used primarily to distinguish among clients when doing client searches All labels shown in a blue font indicate required fields 9 4 Georgia Reg
129. eligible for the reminder Note the date of the notice created today will be ignored 11 10 Georgia Registry of Immunization Transactions and Services Reports and Forms 3 Set the last notice date to reflect the previous last notice date for all clients immunized by your organization by pressing Revert All Use this option if you wish to revert the last notice date to the previous last notice date for all clients immunized by your organization to include clients not eligible for this reminder Note the date of the notice created today will be ignored 4 Return to the previous screen Press Cancel to return to the Reminder Request Status screen Reminder Recall Output Options The Reminder Request Output Options table found on the Reminder Request Process Summary screen allows you to choose how you would like to use the data from your query Letters The letter output option allows you to generate a standard form letter for the responsible person s for each client returned on your query The letter allows room at the top for your organization s letterhead The body of the letter includes the client s immunization history recommended immunizations and due dates and up to two lines of free text and or a telephone number To generate letters follow these steps 1 Under the Additional Input column for the Letter section of the table enter Reminder Request Output Options Output Description Additional Input Remin
130. en presented for processing Refer to the Exchange Data Status section later in this chapter to review the job summary information contained on the Exchange Data Status screen HL7 data exchange The section pertains to provider organizations with the following data exchange set up File Format HL7 Data Direction PO to GRITS or Bi directional Submitting a HL7 Upload GRITS will currently accept a data exchange upload of the HL7 2 3 1 and HL7 2 4 format 1 Click on Exchange Data under the Data Exchange menu group in the menu panel The following fields will be displayed Data Exchange Georgia Registry of Immunization Transactions and Services Check Status You can process only one job at atime If you attempt to initiate a second job before the first job completes the Exchange Data Status screen will display a message that reads Processing has not completed on previous data exchange Exchange Data Job Name Upload NOTE if Job Name is blank today s date will be used HL7 File Name At this time we are oniy acceping files with total size less than 220 200 960 bytes 210 00 MB e Job Name Optional field e HL7 File Name Required field 2 Optional If Job Name is left blank GRITS will use the current date for a job name Type a job name if desired 3 Press to select the HL7 file you wish to upload Skip to step 5 if your provider organization s data exchang
131. entory screen or in the Show Inventory Expired tab 6 To return any expired lots displayed click the Select box for each lot and press Returned to mark the lot as returned to McKesson You may select more than one lot at a time 7 Take a physical count of public inventory and enter the number of doses on hand in the Counted column If you have no remaining inventory for a lot enter zero Note Printable Version provides a printer friendly worksheet displaying the vaccine lot detail for the lots to be counted in the current reporting period 8 Press Baue to submit your count of inventory Park Street Clinic Inventory Counts for Public Vaccines Report Submitted Display printable version for counting physical inventory Submit physical inventory count to State Return to the Previous Screen Enter doses counted in inventory Pa SS SS eS eS DECAVAC DEC1078 we 0240 2009 Engerix B Adult HEPB1 1 N 12 25 2008 Fluzone PF 6 35 Months FLU123 25 hg 06 30 2009 PedvaxHIB HIB2 5 N 12 25 2008 Tripedia 73216 5 O74 7 2010 Varivax VARI 1 12 25 2008 SW Varivax VAR2 1 N 12 25 2008 Public expired vaccine to be returned to McKesson sn riot Jism ons acre emt ones CT DAPTACEL DTAP1 N 0708 2008 O Fluzone 6 Months FLU 5 N 0707 2008 19 5 o Pediarix DTAPHBIP 5 N 07M 4 2008 25 Previous Inventory Reports ReportWame ge greng rae ne Vaccine Accountability Statement VECIGIP Comprehensive
132. eorgia Registry of Immunization Transactions and Services Managing Inventory Transfers Shipping Documents Create Packing Guide s for selected item s Create Invoice s for selected item s Invoices Create Label s for selected item s Labels Return to previous screen Cancel Sending Site List Test Private Site zl Select item s shipped on this date Ship Date fo3nom004 FE View Shipping Items Unselect All Select All Transfer Sending Organization Receiving Organization Shipped ID Site PIN Hame Site PIN Hame Date M a3 A Test Org Private GRITS Physicians 5555555 Test Private Site 45678 WEST GRITSPH CLINIC panoan Test Org Private Test Org Public Health M a 5555555 Test Private Site 600004 Public Health Site 1 GE CC 244 Test Org Private Test Org Public Health 555555 Test Private Site 600005 Public Health Site 2 3 Select a site from the Site pick list The screen will default to display outbound transfers for the site last associated with your user id 4 The ship date defaults to the current date To change the ship date enter a new date in the Ship Date text box or select a date by clicking the calendar icon You press View to refresh the screen using the new ship date 5 All outbound transfers that have been shipped on or after the ship date will be selected All outbound transfers on hold will display below the shipped transfers The on hold transfers will not
133. er Screen primary transfer screen used to list transfers for your organization and to access the remaining transfer screens e Create Edit Transfer Screen used to create edit or delete an outbound transfer e Shipping Documents Screen used to generate packing guides shipping invoices and mailing labels e Display Transfer Details Screen used to view and accept an incoming transfer or view the details of a completed transfer Viewing Transfer Information The Display Transfer screen contains a list of transfers for your organization Transfer Listing The transfer inventory section at the top of the Display Transfer screen gives you the ability to filter the transfer listing Transfer Inventory Create a New Transfer Display Shipping Documents selection Shipping Documents Return to the GRITS Home page Cancel Site List Test Private Ste sl Display Transfer Type faltransters SCY Show historic transfer s from last sodays o e Use the Site pick list to display only transfers involving a specific site within your organization or select all transfers to display transfers for all of your sites e Use the Transfer Type pick list to display only inbound outbound or all transfer types e Use the Show historic from last XX days pick list to control the number of completed transfers to display in the historic transfer section Managing Inventory Transfers 8 2 Georgia Registry of Immunization Transa
134. er in this chapter to review the job details information 5 To view all columns on the Exchange Data Status screen you may need to use the LEFT RIGHT scroll bar located at the bottom of your web browser El Si The following fields will be displayed Exchange Data Status Past 7 Days v ae a Job Name This field displays the name assigned to the data exchange job request e User Name This field displays the user name of the person who initiates the data exchange request e Exchange Data Date This field displays the Date and Time the data exchange request was initiated e Process Start Date This field displays the Date and Time the application begins processing the data exchange job e Process End Date This field displays the Date and Time the application finishes processing the data exchange job e Status This field displays the processing phase of the data exchange request i e Queued Processing Complete etc e Type This field displays the type of data exchange request that has been submitted i e Flat File HL7 2 3 1 HL7 2 4 HMO and various extract requests Rejected E Pending Unmatched Update Not Update Rejected Clients This field gece the number of clients rejected in a data exchange upload e Rejected Immunizations This field displays the number of immunizations rejected in a data exchange upload e Rejected Comments This field displays the number of comments rejected in a data exchange
135. er or within public health organizations the medical director Opt Out A person who has elected or whose parent guardian s have elected not to have the child s immunizations stored in GRITS An opt out form available in GRITS must be completed and sent to the Georgia Immunization Program s office where it is maintained Opt In In the event a person has opted out of the GRITS system see Opt Out and wishes for the child s immunizations to be once again stored in GRITS an opt in form available in GRITS must be completed The form must be sent to the Georgia Immunization Program s office where it is maintained Organizational Extract A feature that allows you to generate an extract of the client and immunization history for your organization Packing Guide A transfer shipping document listing vaccine to be packed when creating a vaccine shipment Used if the person packing the shipment is not the person entering the transfer in GRITS Parent Child Switch Org A feature that allows a user that belongs to a parent or vendor organization to switch to an associated child or client organization without having to log out and log back into the registry PDF Portable document file A file format that allows you to view and print a document online in its original format Glossary Georgia Registry of Immunization Transactions and Services PIN A site s VFC provider identification number used in orde
136. erforming a data exchange your provider organization will need to contact the GRITS project manager and arrange for your organization to be set up to perform data exchanges You will need to provide the following information regarding the type of data exchange you desire Provider Organization Data Exchanges e File format Indicate Health Level 7 HL or Flat File e Direction of data Indicate the direction of data from the three following options Bi directional You the provider organization will submit files to GRITS containing client and immunization information In return GRITS will provide a response file which provides summary information regarding the uploaded file and documents errors GRITS also will return files containing client and immunization information that have been updated in GRITS since your last data exchange upload Provider organization PO to GRITS You the provider organization will submit files to GRITS containing client and immunization information In return GRITS will only provide a response file which provides summary information regarding the uploaded file and documents errors GRITS to provider organization PO Upon request from the provider organization GRITS will send files containing client and immunization information that have been updated in GRITS since your last request for information e Type of transmission Indicate whether the exchange will be a test or an actual production transfe
137. eriod does not apply to the minimum age to validate Reminder The process to save a series is e Create the series e When the series is complete select Manage Another Series button on the Modify Series page saves series changes to memory e Wien all series are complete select Save button on the Modify Schedule page saves to database Intergroup Conflict You can add or delete any inter vaccine group interval conflicts such as the conflict between Varicella and MMR 12 22 Georgia Registry of Immunization Transactions and Services Tracking Schedule From the Modify Schedules page click on the Intergroup Conflict tab Vaccine Group A Vaccine Group B Adeno wi ConfictsYth Adeno k Beginning Conflict Period Ending Conflict Period D v D v NOTE Fiekis marked with an asterisk are required Conflicting Details Remove selected intergroup conflicts from this Schedule eo go 1D 280 Cholera Measles Virus Vaccine E Cholera Measles Mumps Rubella 10 28D Add Inter group Conflict You will need to create a record for both directions of a conflict For example create a conflict for Varicella to Measles and Measles to Varicella 1 Select a vaccine group from the left pick list to create a record in the list below 2 Select a vaccine group from the right pick list to add conflicting vaccine to the list below 3 Enter a number for the beginning of the conflict period for instance 1 da
138. es GRITS Georgia Registry of Immunization Transactions and Services A population based Web application containing consolidated demographic and immunization history information HL7 Health Level 7 A method of categorizing data so that it is uniform across all health reporting systems Allows for easier data transfer among different systems Home Page The opening page of a Web site GRITS home page is the page that displays after you successfully log in It contains announcements release notes resources and the menu Hyperlink A word or group of words that is underlined and appears in a colored font usually blue in GRITS When you click on the underlined text the Web site page or document that is described will be displayed Also known as a link Immunizations Needed Report A client report that displays demographics contact information immunization history and immunizations recommended by date according to the tracking schedule assigned to the client Immunization Registry Confidential computerized information system containing client demographics and immunization histories Registries enable public and private health care providers to maintain consolidated immunization records Invoices See Shipping Invoices Glossary Lead Test Action The indication whether a blood lead test has been performed or ordered for a client The three Lead Test Actions are Test Referred Test Submitted and
139. es Engerix B and Recombivax fall under the Hepatitis B vaccine group whereas Comvax falls under both the Hepatitis B and Hib Haemophilus influenzae type b vaccine groups Vaccine Expiration Date The expiration date is the last day of the month listed on the vaccine vial This is the final date the vaccine may be administered whether the vaccine has been reconstituted or not Vaccine Trade Name A unique identifying name for a vaccine series given by the manufacturer For example Engerix B is the trade name for a Hepatitis B vaccine manufactured by GlaxoSmithKline Vaccine Usage Report A summary report that will give you information on how many doses of each vaccine have been given by age within a specified date range for a site or organization VFC Vaccines For Children A Federally funding Program in which vaccines are distributed for free to VFC eligible children VFC Comprehensive Report A summary report that displays vaccine usage by eligibility vaccine wastage by reason and the most recent inventory count regarding VFC public inventory for a site Glossary Georgia Registry of Immunization Transactions and Services VFC Inventory Transactions Report A summary report that displays on the Count screen with the Vaccine Accountability Statement and VFC Comprehensive Report and details all VFC public inventory transactions that occurred during the last reporting period G 6 Georgia Registry of Immun
140. exchange information on an opt out immunization follow these steps 4 On the Opt Out Immunization Transaction History table select the vaccine you wish to review by clicking on the vaccine s notepad icon in the Edit column 5 At the Edit Immunization screen press to display the Immunization Data Exchange Information pop up window Immunization Data Exchange Information Job ID Process Start Date Organization Hame 5809 01403 2006 04 33 31 PM GA Help Desk 5808 0103 2006 04 31 21 PM GA Help Desk Job ID Unique identifier for data exchange jobs Process Start Date Date time a data exchange job started processing Organization Name Organization who submitted the job 6 Press Gas to close the pop up window 10 24 Georgia Registry of Immunization Transactions and Services Managing Immunizations WS Reports and Forms In this chapter Client Specific Reports New Client Form Reminder Recall Notices Vaccine Usage Report Doses Administered by Eligibility Report VFC Inventory Reports Requesting a CASA Extract The following are categories of reporting exporting functions available through GRITS e Client specific e Multiple client e Inventory related Client Specific Reports Five reports are available for generation for a client These reports are the Vaccine Administration Record the Complete Immunization report the Immunizations Needed report Form 3231 and the USG Form Reports Available for thi
141. f 50 doses each the transaction count is two This column represents the number of doses added or subtracted for a single transaction reason secondary reason For example two shipments of 50 doses each the dose count is 100 Transaction Totals The Transaction Totals fields consist of a total Transaction Count and a total Dose Count for the report Dose Count Immunization Transaction Report by Date Administered This report returns immunization transactions as requested using the Vaccine Transaction Filtering Options on the Show Transactions screen Only immunization transactions that were deducted from inventory are listed on the report Each site within your organization will be listed separately on the report Each site s immunization transactions are ordered by the date administered column and client name Managing Inventory Immunization Transactions The top table on the report provides a list of immunization transactions including the following information Date Administered Transactions in the table are first ordered alphabetically by Date Administered which is the date the client received the immunization the most recent transactions are shown first Transaction Date The date the immunization transaction is entered into GRITS is listed in this column Client Name Transactions are next sorted by Client Name Birth Date The Birth Date of the client is listed in this column Chart If your organi
142. f Immunization Transactions and Services Managing Inventory 2 Do one of the following e Choose File then Print from your browser s menu bar In the Print dialog box press OK e Or press the printer icon on your browser s toolbar 4 If your printout is cut off try setting your printer to landscape To do this e Choose Eile then Print from your browser s menu bar e Inthe Print dialog box press Properties e Inthe Properties box find the section where you may specify orientation Choose landscape e Press OK e Press OK in the Print dialog box Adding New Inventory Use the Add Vaccine function only if you are adding a vaccine with a new lot number If you are adding a vaccine with a lot number that already exists in your inventory refer to Updating Inventory 1 Click on Manage Inventory under the Inventory section of the menu panel 2 At the Inventory Alerts screen press Show Inventory At the next screen choose the site to which you will be adding inventory from the Site pick list Press Add Inventory 5 At the Add Vaccine Inventory Information screen do the following Add Vaccine Inventory Information Site PARK STREET CLINIC Manufacturer Lat Manutacturers zl Cancel Trade Name at Trade Name zl Lot Number war Dose Size C g Expiration Date C CA Funding Program Pubic sl Lot Active ves sl Cost per Dose z Doses on Hand E e Verify that the site at which the inventory will
143. format set up e Flat File Client file Immunization file and or Comment file e HL72 3 1 file e HL72 4 file You will receive data exchange output files ONLY if your provider organization s data exchange set up is Bi directional or GRITS to Provider Organization e Bi directional data exchange users When a user submits a data exchange upload GRITS generates the appropriate output file s consisting of all clients with immunizations and comments associated to the provider organization who have 13 16 Georgia Registry of Immunization Transactions and Services Data Exchange been updated in GRITS since the previous data exchange upload e GRITS to Provider Organization When a user submits a data exchange request GRITS generates the appropriate output file s consisting of all clients with immunizations and comments associated to the provider organization who have been updated in GRITS since the previous data exchange request Note The output file s are NOT the same files submitted by a user in a data exchange upload The Organizational Extract and HMO Query screens allow a user to submit a request for data that also produce data exchange output files Upload Files section The Upload Files for job name section appears in place of the Download Files section when your data exchange upload request is set to ERROR status GRITS returns your original input file s so you may download your file fix the erro
144. from a provider organization s GRITS inventory or was uploaded as new through data exchange the immunization is considered New and the Hist column is blank When you click on the edit icon in this column you will be able to edit all historical immunizations or new immunizations owned by your organization see Editing Immunizations below Below the History section the client s exact age is shown in a solid blue field The age also displays on the printable version of this page Vaccines Recommended by Selected Tracking Schedule This table lists all vaccines recommended by the tracking schedule associated with the client Immunizations are listed alphabetically 10 4 Georgia Registry of Immunization Transactions and Services Managing Immunizations Current Age 4 years 7 days Vaccines Recommended by Selected Tracking Schedule Add Selected Select vaccine Group Earnest Date Recommended Date Overdue pate Latest Dat DTP aP HepA HepB Hib a aK Influenza Measles Mumps CH Kai Oo alia Rotavirus Rubella oO Varicella Select Vaccine Group Earliest Date 40 0 2004 4010 2004 111022005 08 29 2004 08 29 2004 DTI 040972009 mum 03 05 2008 09 05 2008 a i i d i Ke f 0419 2008 0410 2011 06 02 2008 0602 2008 0410 2011 Vaccines that are equal to or past their recommended date are automatically selected in the Vaccines Recommended
145. fully saved 3 Logout Clicking on the Logout menu option will log the user out of the current GRITS session and return you to the Login screen The user may logout from any screen within GRITS 4 Help Desk Clicking on the Help Desk menu option will give you a screen with contact information for the GRITS Help Desk 5 Online Help Clicking on the light bulb in the right corner of the screen brings up page specific help Refer to the Appendix of this manual for more information on online help Directly below the menu bar is a row of information highlighted in a different color This row contains your organization s name your first and last name and your role within the organization If any of this information is incorrect contact your organization administrator Menu Panel The menu panel is color shaded and appears on the left of all screens within GRITS Menu Selections The menu panel contains links options that when clicked take you to the functions of the GRITS Web site These links which include functions under Reports Immunizations Clients Maintenance and others are used to navigate the GRITS Web site Your role will determine your access to these functions Announcements The right hand portion of the home page which has a white background contains recent information on enhancements and maintenance relating to GRITS Recent announcements that have not been viewed will have New highlighted in yello
146. g Inventory TranSactions AAA 7 12 Viewing Transactions Reports sesssssssisssiessissrissstisstisstiestinstistttasttn stna nnnn ttnn nn nannan nanna tnan nn natnn nenene 7 15 Inventory Transachon Heport ea a a a a ra a eri a 7 15 Immunization Transaction Report by Date Admintstered 7 16 Immunization Transaction Report by Trade Name Lot Funding Source 7 17 Printing Transaction Repons ooann a anaE ainar TE E NEKENAKEN ANRE aA 7 18 Submitting Inventory Coumt nanna 7 19 Physical Inventory Count Schedule 7 19 Submitting an Inventory CO Nt AAA 7 20 Managing Inventory Transfers sssssssseussuunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nunn nnnnnnnnnnnnnnnnn ennn nnnn nunnan KREE nennen nna 8 1 Viewing Transfer Information cccccecececeeeeeeeeeeeeeeeeceaeeeeaeeceeeeecaaeeesaaeseeeesaeeesaaaeseeeeeseaeeseaeesaeseeeees 8 2 RRE LISTING EE 8 2 Outbound Pending Transfers Section cccccccccscceceesseeseceenceceneeeceaeesenaecseneeceaeetensesseneessensetsaeetes 8 3 Inbound Pending Transfers Section ccscccccccccesceceeeeseseeseneececeneesaseseneecseneecseneeseasesensesseneessnnesees 8 4 Historic Transfers SCCUON ssi a a e aa da coanibbste aa a aa aaa a a a Aa aiaa aia 8 4 Creating Editing Deleting a Transfer 8 5 Creating a Transtol ineine aiie aa a i a a aa A a na ai ai iae 8 5 Sending a Transfer to an External Organization sccccecccccsccececececeeeeseneeceeeeeceuetessseeeseseecseetessaeetes 8 8 Editing Transfers EE 8 9 De
147. ge request the Data Exchange Job Processor runs through several stages that can all be viewed in the Status field on the Exchange Data Status screen Preliminary stages Typically data exchange jobs rapidly transition through these preliminary stages so the number of stages you see will vary In the event one of the preliminary stages is displayed for a prolonged period of time contact the GRITS Help Desk as there may be an issue with the Data Exchange Job Processor e FOUND Initial phase in which the Immunization detects that a data exchange request has been submitted e UNPROCESSED When the Immunization Registry experiences a high volume of data exchange requests a back load of job requests may occur Georgia Registry of Immunization Transactions and Services Data Exchange e PREPROCESSED When the Immunization Registry experiences an internal error data exchange jobs processing at the time of the error will be set to Exception GRITS keeps track of the number of records committed to the database up to the point that the exception occurred GRITS will create a split file of all records in the file that have not been processed and committed This split file will be set to the status Preprocessed The split file will be submitted by a GRITS program associate after the internal error that caused the Exception is identified and fixed e QUEUED Job request placed in the Job Processor queue awaiting its turn to start processing
148. ghted text without placing it on the clipboard Select All Select All highlights all text in the current field 4 12 Georgia Registry of Immunization Transactions and Services Optimizing GRITS WR Home Page In this chapter Menu Bar Menu Panel Announcements Release Notes Inventory Alerts Resources Upcoming Events The home page of the GRITS Web site opens after you have provided a valid organization code username and password The home page of GRITS is divided into several sections It may be necessary to use the vertical scroll bar to the right of the GRITS screen to view all sections of the home page nome change password ovout helpdesk organization GRITS Test Organization user Ima User roje Administrator Georgia Registry of Immi announcements It may be necessary Gelies to use the vertical DEM 08 11 2005 GRITS System Unavailable for 5 4 Release Installation WER 07 21 2005 PEDIARIX AND HEPATITIS B DOSES scroll bar to the rig ht General NER 06 29 2005 IMPORTANT NOTE VFC Supplied Menactra f h R l T m user manual HEN 96 02 2005 Training Note Entering 2 Pediatric Doses of HepB H t e G S scree m peel des WEA 05 25 2005 GRITS Production Problem No Uploads No New Clients 4 to view all sections manage use NEW 05 25 2005 Data Exchange Problem RESOLVED 7 manage HEN 05 16 2005 VEC Comprehensive Report f the hom d Ae of the home page NEW 05 12 2005 Adding Contraindicat
149. gistry Printing Opt Out and Opt In Forms For a client to opt out of the Immunization Registry the client s parent or guardian must complete demographic section of the Opt Out form sign and date the form Blank versions of Opt Out form Form GRITS008 and Opt In form Form GRITS007 are available in GRITS for downloading and printing To access the opt out opt in forms perform the following steps 1 Click on opt out opt in forms menu item to navigate to the Opt Out In Forms screen Managing Clients 9 12 Georgia Registry of Immunization Transactions and Service Opt Outin Forms Opt Out Form Georgia Registry of Immunization Transactions and Services GRITS Opt Out of Registry Form Opt In Form Georgia Registry of Immunization Transactions and Services GRITS Opt In to Registry Form Opt Out Form and Opt In Form appear on the screen Click on either form link to display a pdf file of the selected form The form is displayed using Adobe Acrobat Reader 4 Adobe Acrobat Reader functions such as Print and Save can be used with the opened document 5 The demographic section includes blank lines for manual entry of the child s name date of birth gender race parent guardian and relationship telephone number and address 6 The signature section includes blank lines for the parent guardian signature and date 7 The completed form is then mailed to the Department of Human Resources at the following address GR
150. gistry The date the transfer was originally shipped by the sending organization This is the date the sending site first clicked the Ship button any modification to the transfer does not alter the Shipped Date The date the transfer was last modified Shipped Date Last Edited Below the Outbound Pending Transfers section is the list of Inbound Pending Transfers Inbound Pending Transfers Section The inbound pending transfers section lists all the pending transfers that have been shipped to your organization but have not been accepted to date Transfers in this section are listed in descending order by shipped date then transfer id The Inbound Pending Transfers section lists the same type information as the Pending Outbound Transfers All transfers in this section have a transfer type of Inbound and have a status of Pending Receipt Historic Transfers Section This table lists all the transfers that are completed to your organization A transfer is complete when the receiving site accepts the transfer Transfers in this section are listed in descending order by shipped date then transfer id The Historic section lists the same information as the Pending Outbound Transfers except that the Last Edited Date column is not displayed Instead the Receipt Date is displayed All Transfers in this section have a status of Complete Receipt Date The date the transfer was accepted by the receiving organization
151. gives the vaccine s expiration date Vaccine cannot be transferred after it has expired However if a vaccine expires after it has been shipped the vaccine will remain on the transfer Doses Transferred The number of doses your are transferring The Doses Transferred must be less than the number of doses in inventory Reason The impact on inventory For an inbound transfer the reason is Receipt of Inventory 4 Carefully compare the transfer listed on the screen to the inventory that you received Any inventory that is expired after the sending site shipped the transfer will be highlighted in pink 5 If you want to view the shipping documents for the pending inbound transfer press Shipping Documents You will be routed to the Shipping Document screen The pending inbound transfer will be the only transfer listed Viewing the shipping documents does not accept the transfer 6 If there are no discrepancies press Accept Transfer If there is a problem do not accept the transfer and contact the sending site The sending site will be able to correct the transfer record 7 Once the transfer is accepted the transfer status is complete The doses have been added to the receiving site s inventory Non expired doses are added as active inventory Managing Inventory Transfers Georgia Registry of Immunization Transactions and Services 8 15 Merging of Lots in Inventory When you accept a transfer
152. he schedule e Select Manage Another Series button on the Modify Series page changes to the series are saved in memory e When all changes are complete select Save button on the Modify Schedule page schedule and series changes saved to database To verify changes have been saved make sure the schedule s last updated date on the view schedule list screen is updated Saving prior to completion of all schedule and series updates is possible but can cause users of that schedule to experience unexpected behavior Therefore be sure that you complete all updates before saving the schedule or update your schedule during off hours The new schedule is built when the last updated date time for the schedule in the database is greater than the last updated date time for the schedule in memory SERIES RULES The modify schedules page will default to the series tab which lists all of the series in the schedule Tracking Schedule Georgia Registry of Immunization Transactions and Services Add Series Click Add Series button to add a new series to the schedule See Modify series below for detailed instructions on fields available Delete Series Select the series check box to the right of the series name and click delete button You may select more than one series to delete Modify Series In order to modify a series select that series name hyperlink from the list on the Series tab Follow the principals described in the
153. he validity 02712 2008 2of4 Yes 7 of the information 03 19 2008 3of4 Yes Z Rotavirus 06 06 2004 10f3 RotaTeq Yes 2 WW Varicella 03 10 2008 Toi Varivax Yes Yes Z C E Reactions Vaccine Group Date Administered This is the vaccine group name This date is the actual day the client was given the vaccine To view an Explanation of Dose Status click on the date administered which is underlined and in blue Note Han immunization is Not Valid the Explanation of Status will list the reason The rules for the current vaccine series are also displayed The dose number that GRITS attempted to validate is highlighted in yellow Reactions are added to the system using the Edit icon see Editing Immunizations below Combination vaccines Combination vaccines such as MMRII Pediarix and Comvax will be listed multiple times in the History section once Explanation of Status Dose was given before the earliest acceptable date Dose was given too soon after the previous dose Series DTaP Vaccine Group DTP aP Min MinRec Min Overdue Min Valid Min Interval Rec Interval Overdue Interval Max for each vacci ne noes Age Age Bi Interval Between Between Between ae TEATER Ss component see NO WES RET IM EA Entering Immunizations 98 D 28D P 4 NY 15M 19M 4M 6M 6M 7M LEE below for adding S 6 4Y 4Y 7Y 6M 6M 7M Ee combination vaccines Series The number in this column is created by validating the immunization date against
154. hen you click on the edit icon in this column you will be able to edit the recorded immunization using the Opted Out Immunization screen Combination Vaccine Note When you select a vaccine from the immunization pick list all opt out immunizations including combination vaccines with that vaccine component are displayed Existing immunizations for clients that opt out Note When clients are opted out any existing new immunizations administered by your organization will be displayed on the Opt Out Immunization History screen Any historical immunizations are deleted Managing Immunizations Georgia Registry of Immunization Transactions and Services Immunization Totals by Trade Name and Lot Number This chart is the last section of the Opted Out Immunization History screen and gives a breakdown of transactions and counts Immunization Totals by Trade Name and Lot Number Trade Name Lot Funding Number of Opt Out Immunizations Entered Infanrix Inf2505 public 2 Pediarix 123GSK public 1 Pediarix 2288GSK public 1 Trade Name Lot Funding This column displays the Trade Name Lot Number and Funding state supplied or private vaccine for each immunization given Number of Opt Out Immunizations Entered This column represents the number of opt out transactions entered for each trade name lot funding combination Other Features on the Opt Out Immunization History Screen The other functions of the
155. her Series Complete Series Series Doses Series Name Minimum Grace Applies Ignore Not Valid Interval 7 Maximum Grace Applies oO P 5 ptal Acceptable Maximum Trade Alternate Invoke Result Result Override praean ble Gender Vaccines Doses Hame Series Ces Rules Interval Rules eae Rules Groups 3 Name the series WW E Bi 4 Indicate if the schedule minimum grace period applies to this series 5 Indicate if the schedule maximum grace period applies to this series When a schedule has a grace period and the series allows the grace period to be used for earliest acceptable date then the Immunization This is not as simple as it appears Do NOT allow maximum grace period to apply if a pediatric series has a maximum age and is followed by an adult series with a minimum age An issue exists with regard to the adult series with a minimum age r which validates an early shot although the shot is still within the recommended age Evaluator will consider a range of the pediatric series dose valid even if it was ACIP does not indicate a maximum grace period therefore the CDC ACIP schedule given up to the grace period in GRITS does not add apply the maximum grace period to any series early 6 Indicate if schedule interval after not valid rule applies Default Ignore not valid interval Y Note The minimum not valid interval settings are ignored in the Georgia Registry
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157. ible person s Notices indicator on the Responsible Person s tab is checked The responsible person s checked for notices has sufficient name and address information listed in the Responsible Person s tab 9 6 Available buttons There are several ways to save information on the Manage Client Enter New Client screens Save When pressed the Save button at the top of the screen will save all information fields within the Personal Information Header Client Information Tab Responsible Person s Tab and Client Comment s Tab to the GRITS database Once the client data is saved the message Client Updated will appear at the top of the Personal Information Header Immunize As with the Save button the mmunize button will save all information fields Once the information is saved the client s Immunization History screen will display Edit Add Next As with the Save button the Edit Next and Add Next buttons will save all information fields Once information is saved under the Edit Next function the Client Search Criteria screen will display Reports As with the Save button the Reports button will save all information fields Once the information is saved the Reports Available for Client screen will display so that a report may be generated for the client Refer to the Reports and Forms chapter of this manual for more information on reports Data Exchange The Date Exchange button displays a po
158. ician box fill in the required field Last Name plus any additional information you wish to supply about the physician The Prefix Title field for example could be filled with Dr and the Suffix field would then be M D To add a clinic name type the site name in the Last Name field and the location in the First Name field Required fields are shown in blue type For example when entering information on the Add Physician screen only the physician s last name is required thus they are shown in blue type Input fields are not shown in blue are optional When entering a physician or health care organization in the Add Physician screen keep in mind that how you organize this information by specific doctor clinic or both will be a factor in how you will be able to generate recall and reminder notices for your clients Maintenance Georgia Registry of Immunization Transactions and Services 6 10 Add Physician Prefix Title or Save FirstName le Cancel MiddleName ss lt SsSsSCSCS Last Name Poetr Suffix MD Street Address bo Anystret Other Address pop elo Bere gem Email jimadoctor usernet net 4 Press Save 5 Once the physician is successfully saved Physician Added will appear in the upper right corner of the Edit Physician box 6 Press Cancel twice to return to the Manage Physicians screen Editing Physician Information 1 Click on Manage Physicians under the M
159. icking on the vaccine s notepad icon in the Edit column Editing Historical or New Immunizations An organization does not own a client in GRITS however an organization does own the immunizations it enters If the Owned column on the Immunization History table shows a No for one or more vaccines this indicates another organization entered the immunization and is attesting to the validity of the information New immunizations can only be edited by the organization that administered the vaccine whereas historical immunizations may be edited by any provider organization Managing Immunizations Georgia Registry of Immunization Transactions and Services E E Edit Immunization Vaccine Group Td Tdap Reactions Vaccine Display Name Tdap Reactions to Trade Name BOOSTRIX immunizations are Vaccine Lot Number 800123 public entered on the Edit Eligibility INSURED VACCINES COVERED v Immunization screen Dosage From Inventory Full The immunization must Partial Dose C first be entered into the Registry Second the immunization must be edited to add any reactions Body Site right thigh x Adminstered Route intramuscular i Date Provided 02 28 2006 FS Ordering Authority Schuh Eric v J Administered By Schuh Eric Disregard Primary Series No v VIS Date for Td Tdap 09 22 2005 e Entered by Site Eric s Site Input Source of Record Created thr
160. ields O O Personal Information Header Pre select Immunizations FieldName Description Record Immunizations Last Name This is the clients last name Assign or change a last name by typing Reminder Request Output Options the desired name into the Last Name text box Note Reminder Request Status First Name This is the clients first name Assign or change a first name by typing ReportStudent List the desired name into the First Name text box Reports Available for Client Reports Only User e Other Fields This is the clients mother s maiden last name Assign or change the mother s maiden last name by typing the desired name into the Request New Client Form al Mother s Maiden Last text box Request Reminder REES This is the clients mother s first name Assign or change the mother s Responsible Person s Tab First Name first name by typing the desired name into the Mother s First Name Student Immunization History ext boxi a z z z E Mother s Maiden Last 6 The help information you selected will display on the right side of the help box 7 Use the links at the top of the screen or scroll down to view the information you need 8 To return to a previous help screen or to skip ahead one screen use the boss Back and Forward buttons 9 To close out of the help box press the X button in the top right corner of the box Georgia Registry of Immunization Transactions and Service
161. ies is also set up for HIB for 15 months through 4 years DTaP Hib TriHIBit is not an acceptable vaccine for the series as the series does not contain multiple doses Jump Forward In cases where a client is behind schedule the series accelerates and doses may be skipped For instance if client receives DTAP 4 after age 4 years this is treated as dose 5 and the series is complete In these cases enter the minimum age and attribute for this acceleration to occur Also indicate the number of doses to skip In the example above you would enter 4 years as the minimum age and 1 as the number of doses to skip on dose 4 You may have more than 1 jump forward rule per dose This information is stored with the dose where the jump will begin In the example above this is dose 4 The rules that are specific to the dose jumped to will apply e g interval age etc Example for a dose 2 you might record a jump of 1 dose with a minimum age of 12 months You might also record another jump of 2 doses with a minimum age of 15 months In this case if the client were 12 months old the 1 dose jump would occur at 15 months and older the 2 dose jump would occur Age Adjacent Non Adjacent Unacceptable Jump Min Interval and Age Rule Interval Intervals Vaccines Forward to Validate Add E Jlo Ss Jump Forward Rules Summary Remove selected Jump Forward Rules from this dose Teen dosestoump Minimum Age to Apply Fi 2 15 M F
162. if it is known e Notices Check this box if you wish reminder recall notices to be sent to this responsible person 4 To enter a new responsible person and save the information you entered in the Responsible Person Listing or view the next responsible person s record press Next 5 To clear existing information and enter a new responsible person press New 6 To cancel unsaved information you entered press Cancel Copying an existing record 1 Select the radio button next to the record you wish to copy on the Responsible Person Listing table Press Copy 3 This information may now be edited and saved as another responsible person record Deleting an existing record 1 Select the radio button next to the record you wish to delete on the Responsible Person Listing table Press Delete Press OK in the confirmation box Client Comment s Tab The Client Comment s tab allows you to enter comment and contraindication information for a client in pick list form 1 Click on the Client Comment s tab 9 10 Georgia Registry of Immunization Transactions and Service Managing Clients Client Information Responsible Person s Client Comment s Cliont Comment Listing 1 2012 2 Game mg deenen a 02 27 2004 Historical immunity Varicella chicken pox Delete A 08 20 2004 Allergy to neomycin anaphylactic MMR DV Y ZU Enter New Client Comment Client Comment bd Next Applies To Date e Cancel 2 E
163. ily changed once it is entered enter this information very carefully Gender Click the appropriate radio button to choose male or female This field is optional Birth Date This is a required field Fill in the field using the MM DD YYYY format or use the pop up calendar by clicking the calendar icon to the right of the field Then choose a month and year from the pick lists at the top and choose a day by clicking on the appropriate calendar day Press OK Children entered by the Georgia Vital Records program do not have editable birth dates The parent guardian must contact the Georgia Vital Records program in the event an incorrect birth date is located Contact the GRITS Help Desk to obtain the Vital Records phone number County This optional field will be used by public organizations that are responsible for all clients within the county Last Notice This field shows the last date that a recall reminder notice was created for the client Updating organization Below the Personal Information Header the name of the organization that last updated the client s information displays in bold along with the date the update was entered Georgia Registry of Immunization Transactions and Services The client s status is not set to Inactive or Permanently Inactive Deceased on the Client Information tab The Allow Reminder and Recall Contact Indicator on the Client Information tab is set to Yes The respons
164. ine Usage Report The Vaccine Usage Report will give you information on how many doses of each vaccine have been given by age within a specified date range The report also gives information on how many clients received the vaccine as well as how many doses expired or were wasted To generate a vaccine usage report for one site or all sites in your organization follow these steps 1 Click on Request Vaccine Usage under the Reports section of the menu panel Vaccine Usage Report Criteria Site s Barcin O zl Generate Report Report Date Range From prozon Es To pemon FS Vaccine Usage Request Status Report Hame Status TargetFrom Target To Refresh 100 01 01 2001 06 2 2001 100 0101 2001 0641 2001 eme 100 01 01 2001 06 11 2001 2 At the Vaccine Usage screen choose a site from the pick list choose All Sites Combined or All Sites Listed Separately 3 Report Date Range e Tochoose the Report Date Range enter the beginning date in the From text box and the ending date in the To text box in MM DD YYYY format e The From and To date are required to create a Doses Administered by Eligibility report Press the Generate Report button on your screen 5 Press Refresh periodically to check the status of your report Note When a report is completed the report name will appear underlined and in blue Under the status column 100 will appear 6 Click on the underlined job name The report displays in Adobe Acrob
165. ing outbound transfer for the sending site and a pending inbound transfer for the receiving site Once the transfer is accepted by receiving site it will no longer appear in the alerts 2 Expired Inventory with Remaining Doses on Hand lists by site vaccines with expired inventory with remaining Doses on Hand greater than zero Expired public vaccine should be returned to the State Pharmacy and marked as returned using the Show Inventory screen to decrement inventory Expired private vaccines should be marked as destroyed or returned through proper channels using the Show Inventory screen to decrement inventory 3 Please take a physical count of inventory and enter it into GRITS lists sites that are due an inventory count and date the count is due The alert will only appear if the inventory count is due in the next 5 days or if the count is overdue 4 Active Inventory That is Going to Expire lists inventory by site within an organization that will expire within 90 days or less 5 Inventory that is Running Low lists inventory by site within an organization that is nearly depleted 10 doses or less 5 4 Georgia Registry of Immunization Transactions and Services Home Page Resources on the Web The bottom portion of the main screen contains Resources on the Web which are links to websites pertaining to immunizations Examples include The Adult ACIP Schedule link brings the user to a section of the Centers for Disease Co
166. ing Schedule Override Rules In some situations a clinician may assume that the client has received the primary series needed to begin a booster series The Override Rule allows users to disregard the primary series for a vaccine group The Override Rule is set up for a series by entering a minimum age and age attribute for which the override is allowed to occur Click to another tab or manage another series to store the information This will allow users to override the primary series for a client who has reached the minimum override age r pt Acceptable Maximum Trade Alternate invoke Result Result Override Unacce able Gender z S On Vaccine Vaccines Doses Hame Series Rules Interval Rules Rules Rules Groups Delete Override Age 18 Ke v An override rule defined in a tracking schedule is not automatically applied to an individual client s immunization record To apply an override rule to a client s immunization follow the steps found in the Applying an Override Rule to a Client s Immunization section of the Managing Immunizations chapter of this manual Note We assume that the first dose administered is set to disregard primary series If the dose other than the first is set to disregard primary series the Immunization Evaluator will not function properly Unacceptable vaccine group If a series for a combination vaccine applies to only one member vaccine group set the other
167. ing up smallpox vaccination in the Immunization Evaluator You may enter any number of result rules but they each should be unique You may add or delete rules Tracking Schedule Georgia Registry of Immunization Transactions and Services Remove selected results from this series Select A tstorical ees k Satiafied g No Take o Equivocal g Major Yes Yes oO No Take Yes Yes g Equivocal Yes Yes g Major Yes Select a result for the rule Indicate if a history of immunization is required by the rule Indicate if the series is satisfied client is presumed to be immune Select the Add button to add the rule The rule should now appear in the Result Rules Summary section 4 History is any smallpox vaccination regardless of read Ze rk To delete a rule select it with the checkbox and click the Delete button When you are done click to another tab or manage another rule Result Interval is required if there are result rules Result Interval Result Rules functionality is disabled in GRITS Invoke Unacceptable Acceptable Maximum Trade Akemste o Result Qvertide Vaccine Vaccines Doses Name Series Rules ules Rules Leben Recommended interesi Overdue intera e a 5 na gp lt I D D vj 28 HL wj 1 Indicate the minimum and maximum read intervals 2 Indicate the recommended and overdue intervals 12 14 Georgia Registry of Immunization Transactions and Services Track
168. ion on or delete an Edit Client button immunization that was previously recorded on a clients immunization history record Edit Clinician Information Edit Historical Immunization Form Edit Immunization Edit Immunization Form Edit Immunization form contains Client Information Edit Immunization Screen Edit Immunization een displays Edit Immunizati n Edit Next button Edit Next button generates Edit Non Owned Immunization Form Edit Non Owned Edit Non Owned Immunization Form Edit Series Edit Series Note return e Functionality Edit User Edit user Screen Edit Vaccine Inventory Edit Vaccine Inventory Information e e Edit vaccine inventory information Screen Information Provided iA ser Screen Editnter N t The Edit Immunization screen displays the information held in the registry database Edit Enter N Client Screen xi for the immunization selected from the Immunization History screen Ei e Information Provided o Edit Immunization Form Edit Historical Immunization Form Back to Immunization History 3 To find an index topic do one of the following e Use the scroll bar to view index topics e Enter a keyword in the field provided As you type the index will display help items containing the letters you enter 4 Click on one of the help items to view the item 5 The help information you selected will display on the right side of the help box 6 To return to a previous help screen or to skip ahead one scr
169. ions Comments for Multiple Vaccine Group manage clinicians En 05 11 2005 THANK YOU GRITS USERS GROUP PARTICIPANTS Inventory NEW 05 10 2005 New Vaccine Administration Form Available From DHR inventor HEN 94 05 2005 Clarification of HepB requirements for School Attendance DEM 03 14 2005 AAP GRITS GPNA New GRITS USERS GROUP DEM 02 22 2005 Print Error in GRITS Could Not Start Print Job DEM 02 04 2005 GRITS Unavailable Thurs Feb 10 4 30PM Fri Feb 11 7 004M NER 05 05 2003 1 1 Welcome to GRITS WER 95 05 2003 1 3 THE HELP DESK IS AVAILABLE more announcements release notes NEW 08 11 2005 Release Version 5 4 0 ParentChiid switch organizations screen ADACEL amp BOOSTRIX HEN 04 19 2005 Release Version 5 3 0 Schools Administrator role Manage Users User Manual Rpts HEN 02 0 2005 Release Version 5 2 0 Form 3231 expiration date range Data exchange CPT to TN DEM 4215 2004 Release Version 5 1 0 Show Transactions screen and VFC Sites screen HEN 99 30 2004 Release Version 5 0 0 Data exchange HL 2 4 realtime and new shots from inventory c reports NEW 0744 2004 Release Version 4 8 0 File Input for School Users and School imm Status Reporting in Support HEN 07 01 2004 Release Version 4 7 0 HIPAA auditing and Merge Client screen DEM 06 16 2004 Release Version 4 6 1 influenza Preservative Free NEW 96 04 2004 Release Version 4 6 0 inventory Management Action Codes and Transfers 5 WER 02 26 2004
170. is is followed by the Expired section that displays all public lots that are expired and have a quantity on hand greater than zero Park Street Clinic Inventory Counts for Public Vaccines Display printable version for counting physical inventory Printable Version Submit physical inventory count to State Return to the Previous Screen Enter doses counted in inventory Trade name Lot Number pese Size Active Exp Date Countea DECAVAC DEC1078 5 ge 02 10 2009 Engerix B Adult HEPB1 1 N 12 25 2008 Fluzone PF 6 35 Months FLU123 25 ue 06 30 2009 PedvaxHIB HIB2 5 N 12 25 2008 Tripedia 73216 5 Ne 0717 2010 Varivax VARI 1 b 12 25 2008 Varivax VAR2 1 N 12 25 2008 Public expired vaccine to be returned to McKesson Select Trade name ____ Lottumber Dose Size Active Exp Date Doses on Hand EI DAPTACEL DTAP1 1 N 0708 2008 20 e Only public lots will be displayed e Lots that are decremented to zero in GRITS during the reporting period are displayed for one reporting period or until they receive a zero count The possibility exists that while GRITS inventory states inventory is zero a Site may still have physical inventory for the vaccine lot e Lots that expire are displayed in the Expired section if they have a quantity on hand in GRITS greater than zero Expired 7 20 Georgia Registry of Immunization Transactions and Services Managing Inventory lots can be returned electronically in GRITS on the Count Inv
171. is rule e g A client who receives 6 or more doses of DTaP before the age of 7 years is not recommended to receive an additional dose of DTaP In this case we would enter 6 as the max doses and 7 Y years as the max age Trade name If this series can only be satisfied by a trade named vaccine enter information for this rule z S pt Acceptable Maximum Trade Alternate Les Result Result Override EEN able Gender Vaccines Doses Name Series Sas Rules Interval Rules KEE Rules Rules Groups Available Trade name s Selected Trade Name s Comvax PedvaxHIB mm 1 Select any trade names from the list on the left into the list on the right More than one trade name may satisfy this series Only enter a trade name rule if this series can ONLY be satisfied by the trade name s selected and not just the vaccine Alternate Series If there are other series that can replace doses in this series add the information 12 10 Georgia Registry of Immunization Transactions and Services Tracking Schedule i Invoke i Unacceptable Acceptable Maximum Trade Alternate Invoke Result Result Override Unacee able Gender Vaccines Doses Hame Series on Rules Inte Rules Vaccine Rules Rules Groups Add Alternate Series Adeno wl Vaccine Group Tetanus Diphtheria Y Age Before Al D v Number of doses in alternate series Number of doses to be replaced Se Alternate Series
172. ish to view in the Display Last lt gt Records field This field will display the last lt gt of records entered The default value for this field is 100 e Enter date or used the calendar view immunization for a specific Client Date of Birth 3 Press and transactions for the selected criteria will be displayed Opt Out Immunization Transactions The Opt Out Immunization Transactions for heading will be displayed at the top of the second section along with the organization name and record count Opt Out Immunization Transactions for GA Help Desk Record Count 4 INSURED VACCINES EENS Se F DTP aP HepB Polio 1147 2004 Pediarix 2268GSK public COVERED 11 071 996 ie DTP aP HepB Polio 0810 2004 Pediarix 123GSK public MEDICAID 12021973 INSURED VACCINES Z DTP aP 0647 2004 Infanrix Inf2505 public COVERED 11071996 DTP aP 059034978 Infanrix Inf2505 public MEDICAID 12021973 Immunization Immunizations given are listed in alphabetically order Date Administered Date the immunization were administered to the client The dates will be displayed in descending order if multiple immunizations for the same group Displays the trade name lot number and whether the vaccine was state supplied or private vaccine for the site The client s eligibility at the time the immunization was given The Client s date of birth received the immunization Trade Name Lot Client Eligibility Date of Birth Edit W
173. istory screen 3 On the Edit Lead Screening page you can also delete your last Test Action by pressing Dette Your Test Action will be deleted and you will be returned to the Immunization History screen Entering Opt Out Immunizations The Opt Out Pre Select Immunization screen is used to identify new immunization information to be recorded and saved on the Record Opt Out Immunization screen These screens will allow the user to record New immunizations from inventory without being assigned to a Client 1 On the lick on Manage Opt Out Imms link under the Immunization section of the menu panel Entering Opt Out Immunizations To enter new opt out immunizations follow these steps Managing Immunizations Georgia Registry of Immunization Transactions and Services Opt Out Pre Select Screen Note This screen is used to record immunizations for clients who have already opted out of the registry Refer to the Opting Out Opting In section in the Managing Clients chapter for instructions on opting out clients 10 18 Client Information CLIENT OPTED OUT Only new immunizations can be added Active immunization inventory on 03 01 2006 Unselect All Defaults for new immunizations immunization New Organization Site GRITS Test Site v Ig Fi Ordering Authority Smith Jane v Influenza Administered By Johnson Will v MESES O Client Eligibiity v Mumps SE a Client Date of Birth P Rubella F r 8
174. istry of Immunization Transactions and Service Managing Clients Personal Information Last Updated by GA Help Desk on 02 27 2006 1 2 3 4 10 11 Managing Clients Save Immunize Edit Next Reports Data Exchange Cancel Last Name HANCOCK SSN First Name JOHN Gender M OF O Unknown Middle Name Birth Date 08 1 2 2003 Mother s Maiden Last SMITH County Gwinnett v Mother s First Name JANE Last Notice Last Name Required field Generation of reminder and recall notices Reminder and recall notices are generated for every responsible person associated with a client given that the following conditions are met First name Required field Middle name Optional field Mother s Maiden Last Required field GRITS will allow you to save the record without this field completed however it will request you gather this information for future deduplication Mother s First Name Required field GRITS will allow you to save the record without this field completed however it will request you gather this information for future deduplication SSN The SSN field is optional If the field is blank a SSN may be entered Once the SSN is entered and saved however a provider cannot change it In addition it will not show on the Manage Client screen it will say On File and will not appear on any reports The SSN will be used for parental access to the system As the SSN cannot be eas
175. itional criteria includes City is not specified Zip Code is not specified 5 Clients that Allow Sharing of Immunizations 85 6 Clients that meet the following criteria regarding vaccination status 83 Clients that are Recommended or Overdue for one or more vaccinations between January 01 2001 to May 01 2001 e Use all vaccine groups Use tracking schedule associated with each client Total Number of Clients Eligible for Reminder 83 Last Notice Date Options On the bottom of the Reminder Request Process Summary screen you have the option of resetting the last notice date which will affect future reminder recall notices generated using this information Your options on the last notice date table include Last Notice Date Options Set last notice date to today for ali eligible clients when you select a report output v Revert last notice date to previous last notice date for ali clients eligibile for this reminder Revert Eligible Revert last notice date to previous last notice date for ali clients immunized by WIR Physicians Revert All Return to the previous screen Cancel 1 Set the last notice date to today s date This is the default option and is indicated by a check mark 2 Set the last notice date to reflect the previous last notice date for all clients eligible for this reminder by pressing Revert Eligible Use this option if you wish to revert the last notice date to the previous last notice date for all clients
176. ization Other organizations trying to access the record will receive a message referring them to you for further client information 9 Allow Reminder and Recall Contact By choosing Yes from the pick list you are allowing reminder recall notices to be sent to this client s responsible person s If the parent chooses not to have reminder recall notices sent choose No from the pick list 10 Funding Programs Eligibilities This is a required field that gives information on the client s eligibility to receive publicly funded vaccines To select an eligibility type funding program highlight the appropriate funding source in the box at the left by clicking on it Then press Add Multiple funding programs eligibilities may be selected 11 Eligibility Date This is a required field that gives the date the client s eligibility was effective This field is used during the date exchange process to determine if the client s eligibility should be updated due to more current incoming eligibility data 11 Insurance Providers To select an insurance provider from the list at left highlight the provider by clicking on it Then press Add Multiple insurance providers may be selected Responsible Person s Tab The Responsible Person s tab allows you to identify client contact information and the persons to whom you may send reminder recall notices The only required field under this tab is the Relation field However if you want notices
177. ization Transactions and Services Glossary 3231 Report 11 4 definition G 2 A Accessing GRITS exiting GRITS 3 3 favorites 4 2 opening GRITS 3 2 setting GRITS as home page 4 3 shortcuts 4 2 time outs in GRITS 3 3 ACIP definition G 1 schedule 12 2 Adobe Acrobat Reader problems running 4 7 running reports 4 6 Announcements 5 3 B Bookmarks 4 4 definition G 1 Browser clearing history files 4 6 definition G 1 deleting temporary Internet files 4 5 full screen mode 4 6 C CASA definition G 1 extracts 11 22 CDC definition G 1 Certification of Immunization 11 4 Clients active inactive status 9 8 comments 9 10 deduplicating 9 11 definition G 1 editing 9 4 entering 9 4 finding 9 2 last notice 9 5 Index opt in GRITS 9 14 opt out of GRITS 9 12 reminder recall contact 9 8 responsible persons 9 8 saving 9 6 sharing of immunization data 9 8 social security number 9 5 Clinicians adding 6 15 definition G 1 deleting 6 16 editing 6 16 listing all 6 17 ordering authority 6 15 printing all 6 17 Complete Immunization Report 11 3 definition G 1 CRA definition G 1 D Data exchanges Definition G 2 deduct from inventory 13 4 13 6 error messages flat file 13 23 exchange data status 13 12 exchange data details 13 15 organizational extract 13 9 response flat file 13 20 response HL file 13 26 status of job 13 14 submitting flat file 13 3 submitting
178. k box Additionally two historical immunizations will be entered e For Influenza one new immunization will be entered that deducts from inventory e Form Measles one historical immunization will be entered that contains the Measles vaccine it does not affect inventory Selecting Historical Immunizations For vaccines you do not have in inventory you can only enter Historical immunizations that do not deduct from inventory Immunizations available for historical shots only Provider Organization Date Administered ES vie en Ve ae SO veer en Adeno Lyme Smallpox Anthrax Oo MCY a Tetanus ay BCG MPSV a Typhoid a Cholera PCY Yellow Fever bes DTPiaP a PPY kz Diphtheria Pertussis Encephalitis Plague To Hepa Polio ki HepB Rabies Hib Rotavirus z 1 You may enter a default Provider Organization and or Date Administered for historical immunizations You will be able to edit both of the following defaults for each immunization on the Record Immunization screen e Enter the name of the organization that administered all or most of the immunizations in the Provider Organization field in the Immunizations Available for Historical Shots Only section Managing Immunizations e Enter a default immunization date in the Date Administered field using the MM DD YYYY format or use the pop up calendar by clicking the calendar icon to the right of the field If using the calendar icon choose a m
179. k Selected Reports as Reviewed Mark Reviewed Delete Selected Reports Delete Show 7 New C Reviewed C All Select Report Hame vie Jee ee al C G45 Test Org COACCT 01 01 2001 03 31 2004 At the Ad hoc Vaccine Accountability Statements screen a series of pick lists will appear for selecting the level of report you wish to create 2 Report Type Choose the type of vaccine accountability statement you wish to create from the pick list provided Depending on your organization setup your options will be one of the following e PRIACCT1 Private Site and ORGACCT1 Private Organization e SITEACCT Public Site and COACCT1 Public County e Public Health Districts only SITEACCT Public Site COACCT1 Public County and DPHACCT1 Public District 3 Site Organization or County Org Choose the site or organization for which to create a vaccine accountability Statement from the pick list provided The org site pick list you will see depends on the report type you have chosen e Site pick list is displayed if PRIACCT1 Private Site or SITEACCT Public Site report type is chosen e Organization pick list is displayed if ORGACCT1 Private Organization report type is chosen e County Org pick list is displayed if COACCT1 Public County report type is chosen 11 20 Georgia Registry of Immunization Transactions and Services Reports and Forms 4 Report Date Range e To choose the Report Date Range choose a beginning date
180. king Schedule A schedule of recommended vaccines their dosage and periodicity information The tracking schedule is used to validate a chent e immunization history and makes recommendations for future vaccinations based on that history Transfer Transport of vaccine inventory between two sites User Roles GRITS users are categorized into hierarchical roles that determine their level of access to the functions of GRITS The four provider roles are Administrator Inventory Control Typical User and Reports Only Users Individuals who access GRITS in some way whether it be for printing reports entering immunization information tracking inventory or entering organization specific maintenance information USG Form The official University System of Georgia USG form required for college students attending USG college or university which displays the student s immunization history Vaccine Accountability Statement A summary report used to calculate fiscal responsibility for vaccine that is spoiled or expired and when physical inventory is less than what is expected in inventory for a site organization or public health district Vaccine Administration Record A client report that displays demographics contact information immunization history and immunization inventory available for the selected clinic site Vaccine Group A category that describes one type of vaccination For example the vaccine trade nam
181. l of its components Modify Schedule The Modify Schedule page will allow you to update the schedule name description schedule grace period and locked to others flag preventing other users in your organization from updating the schedule In addition you can update a series add delete intergroup conflicts or view and print the complete schedule 12 4 Georgia Registry of Immunization Transactions and Services Tracking Schedule Schedule Details Schedule Name CDC ACIP View Complete Description Grace Period In Days 4 Min Interval After Not Valid 0 Locked To Others Series Intergroup Conflict Add Series to this Schedule Add Remove selected Series from this Schedule Series Details Select tame TTT Dose Count invoke On Use invoke On Age invoke On High Risk IT No Adeno 1 Yes No oO Anthrax 7 Yes No No View Complete Schedule You may view and print the schedule from the View Complete Schedule screen If you do not want the menu items along the side of the screen to print click the Printable Version button Click the Print button on your browser Saving a Schedule To save updates to the schedule select the Save button To return to the Manage Schedules page select the Cancel button Remember that you must save changes before leaving Manage Schedules or changes will be lost Saving occurs in 2 phases The process to save a schedule is e Create or update a series within t
182. l users with the last name you entered or if you left the name fields blank all users in the organization To edit information on one of these users click on the user s last name 4 Inthe Edit User screen change information as appropriate e If you decide not to make any changes to a user s information press Cancel Then press OK in the cancel confirmation box GRITS will return you to the Manage Users screen 5 When your changes are complete press Savel 6 When the updated information is saved to the registry database the message User Updated will appear in the upper right corner of the Edit User screen 7 To return to the Manage Users screen press Cancel once Inactivating Users A user is active by default until you indicate otherwise in the Edit User screen By making a user inactive you are denying that user access to GRITS until he or she is made active again For example if a user takes a leave of absence you may wish to make him or her inactive To make a user inactive follow these steps 1 Follow Steps 1 3 under Editing User Information Maintenance Georgia Registry of Immunization Transactions and Services 2 Onthe Edit User screen click the Inactive radio button under Status 3 Press Savel When the updated information is saved to the registry database the message User Updated will appear in the upper right corner of the Edit User screen 5 To return to the Manage Users scr
183. layed Packing Guide You can generate a packing guide for the selected transfers 2 Packing Guides will be generated r each of the transfers selected The packing guides are generated in order by transfer id 3 Once the packing guide is generated it will be displayed using Adobe Acrobat Reader Refer to the Optimizing GRITS chapter in this manual for more information on Acrobat Reader 4 To print the report press the printer icon on the Adobe toolbar Press Print in the Print dialog box 5 To return to the Shipping Documents screen close the Adobe Acrobat Reader window by pressing the X in the upper right corner Shipping Invoice To generate shipping invoices follow these steps 1 On the Shipping Documents screen press Invoices 8 12 Georgia Registry of Immunization Transactions and Services Managing Inventory Transfers 2 Two invoices one for the receiving site one for the sending site will be generated for each of the transfers selected The invoices are generated in order by transfer id All of the receiving site invoices are generated first followed by the sending site s copy 3 Once the invoice is generated it will be displayed using Adobe Acrobat Reader Refer to the Optimizing GRITS chapter in this manual for more information on Acrobat Reader 4 To print the report press the printer icon on the Adobe toolbar Press Print in the Print dialog box 5 To return to the Shipping Docume
184. lect the appropriate query file 4 Press on to submit your file for processing 5 Verify the file s in the message box provided and Press Ok uu to begin processing Please wait until you see Data Exchange Result screen to allow GRITS to get all of your files IF you are uploading a large file this may take several minutes 4re you ready to upload HMO Query File C tempihmo_query_test txt Cancel 6 The Exchange Data Result screen will display the query file submitted and the job name Press to review job summary information 13 8 Georgia Registry of Immunization Transactions and Services Data Exchange Exchange Data Result The following HMO query file was uploaded e Ctempihmo_query_test txt Check Status Job Name which is set as default string Job 12 27 2005 14 19 22 has been presented for processing Refer to the Exchange Data Status section later in this chapter to review the job summary information contained on the Exchange Data Status screen Organizational Extract From the Organizational Extract menu option you may generate a Flat File HL7 2 3 1 or HL7 2 4 extract of client immunization and comment information as a downloadable text file When the user submits an organizational extract request GRITS generates an output file of all clients with immunizations and comments who are associated to the provider organization and who match the filter criterion selected on the Organizational Extrac
185. lecting countermeasure activities such as the administration of vaccines or the dispensing of drugs that occur during a Public Health Event Glossary Georgia Registry of Immunization Transactions and Services G 2 Data Exchange A feature that allows you to automatically exchange immunization batch files with GRITS Deduplication An automatic process that displays potential client matches to help ensure that client records are not duplicated in GRITS Desktop The default screen on your computer that displays when no programs are open The desktop contains shortcut icons that allow the user to open the represented programs and files from the desktop screen Doses Administered by Eligibility A report will give you information on how many immunizations of each vaccine where administered by eligibility status Eligibility The client s insurance status or funding program used to determine the client s eligibility for State Supplied VFC vaccine External Organization An organization that does not utilize the GRITS registry May be selected when creating an inventory transfer to a site not in the receiving organization pick list Favorite See Bookmark Grace Period The default period of time prior to and following an immunization This time period is used to validate a client s immunization history it does not affect immunization recommendations Georgia Registry of Immunization Transactions and Servic
186. leting a Franster rriaire anana a aaa aaa EES des 8 9 Shipping Re el CEET 8 10 To print shipping documents for outbound iraneiers 8 10 To print shipping documents for a single pending outbound transfert ccccsecceceesteeeeenteeeees 8 11 To print shipping documents for a single pending inbound or completed Iranster 8 12 PACKING QUICG EE 8 12 SHIPPING ee 8 12 SHIPPING LADEIS is s kl bis Sees no scheet 8 13 ee ele E WEE 8 13 lee EE 8 13 Merging Of Lots in Inventory 1 cc cccceececeeecesneceeneeceueeesaaecseneeceuneecaeessaaecsenenecsesesassseneeeseneessaness 8 16 Viewing Details of a Completed Historic Transfer 8 16 Viewing Transfer Detats iaaeaie eaae riaa aa rraian aiae riaa a iradon kada iin 8 16 MaM eine Ke EC ai E ce a e ae teeta cect creda eaa ae Er aaae a ena En a enean a aaa ena Eaa Saa aa u cessseeventdees 9 1 FINdING CENTS EE 9 2 Use of Pick Lists Images ENEE ENEE AEN eege 9 4 Editing Entering Client Information ccccccccceeeeceeeeeeeeeeaeeeeeeeceeeeeceaeeeeaaeeeeeeeeseaeeesaaeseeeeeseaeeesaaeeeeaeeseaes 9 4 Personal Information Header 9 4 Available BUTONS EE 9 6 Priority Groups Section eege ENEE EENS EES 9 6 Client Information Tab 409 EeEEENEE SEENEN EENEG ov iiaeia 9 7 Responsible Person s Tab vssccciecctiicseeiescccseiciuecsvvesecbevedecestsvesse sevveeeciavvesanessvnedebeeesge seusiiededorvecs 9 8 Client Gommente Taben Eege EES e bisae dedee eee EEN iiie einai a Eaa 9 10 Deduplicating Client Hec
187. list will default to Create a New External Site If the site you are transferring to is not already listed in the site pick list leave the receiving site as Create a New External Site 3 For anew external site enter in the Site name and address information The site name is required but the address is optional NOTE Once you save the transfer the name and address information for the external site is not editable 4 The external sites you create will appear in the external site pick list for your organization in the future Editing Transfers The sending site can edit a transfer until the receiving site accepts the transfer The sending site is not changeable on a transfer To Edita transfer perform the following steps 1 On the Display Transfer screen select the pending outbound transfer you wish to edit by clicking on the transfer id 2 You will be routed to the Create Edit screen for the selected transfer 3 You can change the receiving organization and or receiving site by selecting a different site from the pick list 4 You can change the number of doses transferred To selecta lot to transfer enter a number in the Doses Transferred field To deselect a lot enter blank or zero in the Doses Transferred field Any inventory that is expired after you shipped the transfer will be highlighted in pink 6 To save the changes press the Hold Shipping Documents or Ship button Deleting a Transfer The sending si
188. ll on the Select a Physician to Edit screen Select a Physician to Edit Physician Name 1 Pick a Physician Add Physician List All Physician Listing Hame Street City State ZIP Email Doctoer Ima 321 Anystreet Anytown GA 55555 5555 gritsphys usernet net Pediatrician Ima 321 Anystreet Anytown GA 55555 5555 gritsphys usernet net Printing All Physicians To print out a list of all the primary care providers in your organization s database follow these steps 1 Click Manage Physicians under Maintenance in the menu panel 2 Press LS Al in the Select a Physician to Edit box Do one of the following e Choose File then Print from your browser s menu bar In the Print dialog box press OK e Or press the printer icon on your browser s toolbar 4 If your printout is cut off try setting your printer to landscape To do this e Choose File then Print from your browser s menu bar e Inthe Print dialog box press Properties e Inthe Properties box find the section where you may specify orientation Choose landscape e Press OK e Press OK in the Print dialog box Maintenance Georgia Registry of Immunization Transactions and Services EEEN Required fields are shown in blue type For example when entering information on the Add Site screen the Site Adding Sites name is required thus they are shown in blue type Input fields not shown in 2 Managing Sites Administrators use the Manage Site screens to a
189. ll increase your entry time and decrease the odds of finding the client due to typing and interpretation errors We recommend that you supply four characters of the client s last name and three characters of the first name only unless the client s name is very common in which case supplying a complete name birth date or mother s maiden name will help narrow the search 1 Click on Manage Client under the Clients section of the menu panel 2 Inthe Client Search Criteria box you have several options for finding your client Client Search Criteria Last Name Gender Om Or Ona First Name SSN d Mother s Maiden Last Phone S Mother s First Name Chart Birth Date Es GRITS ID e Last Name Entering the first three letters of the client s last name along with the first two letters of the first name will initiate a search of all clients matching those letters Entering fewer than three letters in the last name field will result in an exact name search for example entering the letters Li will produce only last names of Li If the client s name is common typing in the full name will narrow the search e First Name Entering the first two letters of the client s first name along with the first three letters of the last name will initiate a search of all clients matching those letters If the client s name is common typing in the full name will narrow the search e Mother s Maiden Last
190. m keyboard to mouse These shortcuts will work in almost all Microsoft software not just Internet Explorer 4 8 Georgia Registry of Immunization Transactions and Services Optimizing GRITS Keyboard Shortcuts in GRITS Shortcuts below that are marked with an asterisk behave differently in Netscape than they do in Internet Explorer Read the explanation for the shortcut in question for more information Deleting data When a field or a portion of a field is highlighted typing something deletes the highlighted information and replaces it with the characters you typed If you hit the Delete or Backspace key the highlighted information is deleted To place the cursor in a specific position within highlighted text position the cursor where you want it and click the left mouse button once Tab The Tab key advances the cursor to the next field Internet Explorer moves through the fields in the order specified by the Web page When the cursor reaches the last field it advances back to the first field on the screen when Tab is pressed In Netscape the Tab key moves the cursor from left to right top to bottom regardless of the tab order specified by the Web page Shift Tab Holding down the Shift key and pressing the Tab key will bring the cursor back to the previous field In Internet Explorer the cursor will go back to the previous field defined by the Web page In Netscape the cursor will go to the previous
191. mation about the client such as insurance carrier primary care physician chart number etc Only the Tracking Schedule and Funding Programs Eligibilities insurance medical assistance information and Eligibility Date fields under this tab are required 1 Chart You may type in your organization s chart number for the client A client may have numerous chart numbers associated with him or her each number is organization dependent Ethnicity Choose the client s ethnic background from the pick list provided 3 Race Choose the client s race from the pick list provided Provider PCP Fill in the client s primary care physician PCP or health care organization from the pick list if provided This information is used only for reporting Client Information Responsible Person s Client Comment s Chart 100 225 Tracking Schedule CDC ACIP v Ethnicity Not Hispanic or Latino v Status Inactive v Race Black or African American E Allow Sharing of Immunization Data Yes E Provider PCP Doe Jonathan Mi Allow Reminder and Recall Contact Yes Vv School Peach Street Elementary v Eligibility List Selected Eligibilities MEDICAID a Add gt INSURED VACCINES COVERED PEACHCARE NATIVE AMERICAN ALASKAN NATIVE v Remove Eligibility Date 08 2 2003 E Insurance Providers Selected Providers STATE HEALTH A Add gt UNITED HEALTHCARE OF GEORGIA
192. ml will be deducted from inventory Body Site vV Route v Historical Immunizations 3 2S eS EE EE Z DTP aP moon E C Grp Wed v i Measles 01 23 2008 Fa wer v Managing Immunizations Georgia Registry of Immunization Transactions and Services Historical Combination Vaccines For combination vaccines the Trade specified for the system to know that the immunization was in fact Name must be specified for the 1 Verify or enter the Date Provided and Ordering Authority for the new immunization s listed in the New Immunizations table Choose a Trade Name Lot number for each immunization from the Trade Name Lot pick list Note Selecting a trade name for a new immunization will display an informational message indicating the number of doses and the lot dose size that will be deducted from inventory when the shot is stored Also upon trade name selection a second informational message will appear if the client age is outside the recommended age for the vaccine being entered at the time it was administered 2 Enter pick list information for the following fields for each vaccine e Administered By This field should be filled with the name of the clinician that administered the immunization The field will display default data e Body Site This field should be filled with the area of the body where the immunization was given e Route This field should be filled with the method of
193. mmuno deficiencies serologic immunity and history of Varicella These medical exemptions are part of the criteria used to determine the expiration date on the 3231 report Refer to the 3231 report section of the Manage Reports chapter for more information Georgia Registry of Immunization Transactions and Services Managing Clients CIE Recording new immunizations given to opt out clients When the DHR Opts Out a client all existing new immunizations are kept on the Opt Out imm history page Refer to the Opt out immunization section of the Manage Immunization chapter for more details on viewing and recording new immunizations for opt out clients proceed carefully A table below the message box contains one or more names of potential matches within GRITS If one of these names matches your client click on the client s last name to display his or her information GRITS will identify matching clients even if the client has had a name change therefore if you do receive a list of potential matches click on the link s to determine whether one of the links matches your client s record Client Match Detected Based on the new client information that you entered it is likely that your client is already registered in this system You are strongly urged to consider using one of the clients listed below To select a matching client click on the Last Name of the client in the table shown below If you still wish to ove
194. modify 3 Press Modify Quantity On the Modify Doses on Hand screen enter the following information Manage Inventory Georgia Registry of Immunization Transactions and Services 7 10 Manage Inventory Save Changes to Doses on Hand for Selected Site Save Return to the Previous Screen Cancel Modify Doses on Hand for Selected Site Lot Doses on tradename Kn mma Acton amount Pemon 19 ADD 10 v DECAVAC 10090 Receipt of Shipment MMR II m2123 48 SUBTRACT 20 Damaged in transit to provider eeneg under weu 23 SUBTRACT 23 Refrigeration failure v Refrigeration equipment was damaged or disabled by natural disaster Refrigeration failure natural disaster v that had direct effect on the equipment Power outage external to the facility and human error re electrical outlets power cords and i 5 i Refrigeration failure equipment failure temperature settings was not a factor Refrigeration failure natural disaster Refrigeration failure power outage e Under Amount enter the number of doses to be added or subtracted e Choose a primary explanation for changing the quantity of the vaccine lot by selecting from the Reason pick list Refer to the list on the previous page for a description of the reasons for adding or subtracting inventory e Choose a secondary explanation for changing the quantity of the vaccine lot by selecting from the Secondary Reason pick list The Secondar
195. n G 5 roles 11 4 Georgia Registry of Immunization Transactions and Services V Vaccine Accountability Statement 11 17 definition G 5 Vaccine Administration Record 11 2 definition G 5 Vaccine group definition G 5 Vaccine trade name definition G 5 Vaccine Usage Report 11 15 definition G 5 VFC definition G 5 VFC Comprehensive Report 11 17 definition G 5 VFC Inventory Transactions Report 11 17 definition G 6 Georgia Registry of Immunization Transactions and Services Georgia Registry of Immunization Transactions and Services
196. n an error stating that you must select a county to continue e Clients within your organization or Residing in Selected Counties This option will return a combination of the two previous options It will return all clients active within your organization and or all clients residing within the county ies you select After selecting this option you must select a county or counties to be used for the report Selecting this option and not selecting at least one county will return an error stating that you must select a county to continue 3 Below the options you will have two boxes where the counties will be available for selection Available Counties and Selected Counties 4 Move any county you like to report for into the Selected Counties box by selecting it in Available Counties box and clicking on the Add gt button You should notice it move from the Available Counties box to the Selected Counties box 5 Remove a county you do not wish to report for by selecting it in the Selected Counties box and clicking on the lt Remove button You should notice it move from the selected Counties box to the Available Counties box 6 Press button to submit extract 7 A screen will display instructing you to check the status of the extract by going to the Check Request Status screen 8 Click on Check Request Status under Reports on the menu panel You may click the Refresh button at any time to update the status of the report You have th
197. n name on the table at the bottom of the Manage Clinicians screen If you choose this latter option skip to Step 4 3 At the Clinician Search screen enter the last and first names of the clinician and press Find to bring up his or her information Then click on his or her last name in the Search Results table Or leave both fields blank and press Find to bring up a list of clinicians within the organization You may then click on the last name of the clinician within the Search Results table to bring up his or her information Clinician Search Last Name l First Name l To get a complete list of clinicians leave both fields blank and press the find button Cancel 4 Make the desired changes or updates to the clinician s information Georgia Registry of Immunization Transactions and Services Maintenance 5 Press Savel 6 Once the clinician s information is successfully updated the message Updated clinician lt last name gt lt first name gt will appear at the bottom of the screen 7 To return to the Manage Clinicians screen press Cancel Deleting Clinicians 1 Click on Manage Clinicians under the Maintenance section of the menu panel 2 On the Manage Clinicians screen choose a health care site from the Site List 3 Press Find Clinician Or click on the appropriate clinician name in the table at the bottom of the Manage Clinicians screen If you choose this latter option skip to Step 5
198. nating the need for multiple user accounts for one person In order to utilize the parent child switch org function the user s organization must request that a parent child or vendor client relationship be created in the registry EI el H The username and Adding Users password fields are A person with administrator access may add delete or edit users of generally entered with GRITS To add a user to the registry follow these steps lowercase letters However if they are Adding users entered in mixed case 1 Click on Manage Users under Maintenance in the menu panel upper and lower case be sure to enter 2 To add auser press the Add User button Enter the following them the same way on information for the user the GRITS login screen e First name last name and middle initial optional Add User Provider Org Hame GRITS Physicians Save Since there is no Organization Code GRITSPH SE password verification on User First Name ma the Add User screen User Last Name User enter this information User Middle Initial carefully Once the Submit button is Username imauser pressed there is no way aca for an organization age EE al administrator to look up Status Active inactive the password If the Street Address 555 Anystreet password was entered Other Address P O Box incorrectly or the user city Anytown State GA zl zip 5555 forgets the password or the organization administrator may go e Username
199. ng 0501 criteria e J Click on Client Query Listing which is underlined and in blue text Your request will be listed on the Reminder Request Status screen the bottom table shows the name of the request the date and time it was started and the status of the request e You have the option of moving to other portions of GRITS or using other functions of your computer while you are waiting for your report to process To return to check the progress of your request press Check Reminder Status under Reports on the menu panel e f you choose to stay at the Reminder Request Status screen while your request is processing press Refresh occasionally to check the status 4 Once the report name is underlined and appears in blue your report is ready Click on the report name to view or print the report in Adobe Acrobat Reader 5 To print the Si press the printer icon on the Adobe toolbar Press OK in the Print dialog box 7 OH Back 7 6 To print additional notices press the button on your browser At the Reminder Request Status screen click on the underlined reminder request top box to return to the Reminder Request Process Summary screen Creating a client query text file This function is not yet available When it becomes operational new GRITS User Manual pages will be sent to you with instructions on how to use this function Georgia Registry of Immunization Transactions and Services Reports and Forms Vacc
200. nge Data Details screen allows you to review data exchange job response files input files output files log information regarding the review of response input output files and detailed job summary information The Exchange Data Details screen is divided into three sections download or upload files download log and summary information Download Files section The Download Files for job name section contains data exchange response files and output files for completed data exchange requests Click on the blue underlined file name to download and review a download file Download Files for Job 09 30 2005 14 00 19 Refresh Response File 1KB Cancel Available Response File e Response File The response file is generated by GRITS listing job summary detail information and error messages for a data exchange request Refer to the Response File section later in this chapter to review the response file information and possible error messages Available Output Files Output files are data exchange files generated by GRITS Provider Organizations that use applications other than GRITS for tracking immunizations can use GRITS output files to keep their system up to date with information in GRITS The output files are intended to be downloaded from GRITS and uploaded into a different application You will receive output files in one of the following file formats depending on your provider organization s data exchange file
201. nization submits their inventory count See Inventory Count Alert Inventory counts are date and time stamped Any inventory transactions including immunizations entered after the inventory count has been submitted will be included in the reporting period for the following month Inventory counts should only be submitted once per month although it is possible to submit an inventory count twice in the same month allowing for vacations holidays etc A warning message will appear when more than one inventory count is submitted for the month GRITS will not allow an inventory count to be submitted within 7 days of a previous inventory count to ensure the accuracy of the reports Manage Inventory Georgia Registry of Immunization Transactions and Services Note A Reporting Period is the period between monthly physical inventory counts Submitting an Inventory Count 1 Click on Manage Inventory under the Inventory section of the menu panel 2 At the Inventory Alerts screen press Show Inventory At the Show Inventory screen select the site that you want to count inventory from the Site pick list Press Count Inventory 5 The Count Inventory screen will display In the Count section of the screen all lots that were active for the selected site since the last inventory count are displayed as are those without activity since the last inventory count but have a quantity on hand greater than zero Th
202. nization registries help to avoid the peaks and valleys of disease outbreaks by providing accurate up to date information about the immunizations that children receive The Georgia Registry of Immunization Transactions and Services The Georgia Registry of Immunization Transactions and Services GRITS is a population based Web application containing consolidated demographic and immunization history information GRITS is able to perform a variety of functions for health care providers including e Recording immunizations contraindications and reactions e Validating immunization history and providing immunization recommendations e Producing recall and reminder notices vaccine usage and client reports and Clinic Assessment Software Application CASA extracts e Managing vaccine inventory When a provider is entered into GRITS immunization data from existing electronic data systems can be loaded into the registry s database In addition GRITS receives weekly birth and death data from the Georgia Vital Statistics database New births are generally loaded into GRITS within two to three weeks GRITS also contains all Georgia birth data from January 1 1998 to the present GRITS is provided to health care providers in Georgia To use the registry providers are required to attend a GRITS training session and sign an enrollment agreement The State of Wisconsin developed the Immunization Registry in 1999 The Georgia Dep
203. nter the following information e Choose the appropriate comment contraindication from the Client Comment pick list Enter the date to which the comment refers in the Applies To Date field This field is required if a client comment has been selected Fill in the field using the MM DD YYYY format or use the pop up calendar by clicking the calendar icon to the right of the field Then choose a month and year from the pick lists at the top and choose a day by clicking on the appropriate calendar day Press OK 3 To enter the comment into the Client Comments Listing and enter a new comment or view the next comment press Next 4 Toclear existing information and enter a new comment press New 5 To cancel unsaved information you entered press Cancel Deleting an existing comment 1 Select the radio button next to the comment you wish to delete on the Client Comment Listing table 2 Press Delete 3 Press OK in the confirmation box Deduplicating Client Records After you enter a new client and press one of the buttons that will save the data GRITS initiates a process that ensures that the client information you entered does not duplicate a client that already exists in GRITS If after attempting to save a new client you receive a message box titled Client Match Detected you should read the message and Entering Medical Exemptions Client comments are used to record medical exemptions including allergies i
204. nths From 01 01 2002 Up 70171999 1 12731 2000 6 Inthe Importing Empty Records press Nol 7 Inthe Importing Combination Shots box press No 8 Now that your GRITS data is successfully imported into CASA you will be returned to the main CASA screen Reports and Forms Georgia Registry of Immunization Transactions and Services 11 28 Georgia Registry of Immunization Transactions and Services Reports and Forms Tracking Schedule In this chapter Creating a schedule Viewing a schedule list Deleting a schedule Modifying a schedule Viewing a complete schedule Adding a series Modifying a series Deleting a series Introduction This manual is designed to guide the user in creating or modifying immunization schedules A schedule is a collection of series owned or maintained by a provider organization A series is a collection of doses of a vaccine A client is recommended to get each dose in a series at the ages and intervals assigned in the rules Rules apply at the schedule series and dose level Rules are table driven Manage Schedules allows you to set up the rules that apply to a vaccination Only users that have Administrator privileges may access manage schedules The major activities allowed by Manage Schedules include 1 Create Schedule 2 View Schedule List 3 Delete Schedule 4 Modify Schedule a View Complete Schedule b Add Series c Modify Series d Delete Series The ACIP schedule is the d
205. ntrol and Prevention s CDC website pertaining to the Adult ACIP schedule The Child ACIP Schedule link brings the user to a section of the Centers for Disease Control and Prevention s CDC website pertaining to the Child ACIP schedule The GRITS FAQs link brings the user to a section of the Georgia Immunization Program website with answers to frequently asked questions regarding GRITS and other immunization registry topics The Georgia Academy of Family Physicians link brings the user to the official Web site for information on the Georgia Academy of Family Physicians The Georgia Chapter of the American Academy of Pediatrics link brings the user to the official Web site for information on the Georgia Chapter of the American Academy of Pediatrics The Georgia Immunization Program link brings the user to the official Web site for information on the Georgia Immunization Program The Georgia Public Health Publications and Forms link brings the user to a site containing many forms such as Hearing and Vision Screening Annual Reporting forms The Georgia Registry of Immunization Transactions and Services link brings the user to the official Web site for information on the Georgia Immunization Registry and is the source for answers to frequently asked questions The National Immunization Program link brings the user to the Centers for Disease Control and Prevention s CDC Web site for immunization information The State Electr
206. nts screen close the Adobe Acrobat Reader window by pressing the X in the upper right corner Shipping Labels TE To generate a shipping labels follow these steps Printer settings for labels vary between ippi Labels 1 On the Shipping Documents screen press compliers Tey 2 A shipping label will be generated for each of the transfers printing out a test selected The receiving site must have a complete address label on a regular on file for a shipping label to be generated A complete sheet of paper and address includes a street address or p o box city state 5 compare to your digit zip Labels are generated in order by transfer id label sheet 3 Once the label is generated it will be displayed using Adobe Acrobat Reader Refer to the Optimizing GRITS chapter in this manual for more information on Acrobat Reader 4 To print the labels press the printer icon on the Adobe toolbar Press Print in the Print dialog box 5 To return to the Shipping Documents screen close the Adobe Acrobat Reader window by pressing the X in the upper right corner Accepting a Transfer The Display Transfer Details screen allows a user to accept a transfer You must accept an incoming transfer in order for the doses to be added into your inventory Accepting a Transfer To accept a transfer follow these steps 1 Onthe Display Transfer screen select the pending inbound transfer you wish to accept by clicking on the transfer id
207. o Client Immunization Date Range When this option is selected the extract will include clients who have at least one client or immunization update date that falls within the specified date range Note GRITS will provide a list of all immunizations for the clients returned 6 Select a client status Select Client Status All Active Inactive O Permanently Inactive Deceased e Indicate whether you wish to view clients of all status or if you wish to include only clients who are active inactive or permanently inactive deceased by clicking the appropriate radio button 7 Enter a job name and select an extract format Data Exchange Georgia Registry of Immunization Transactions and Services 13 12 Select Extract Format Job Name GRITS ASCII Flat File Format O HL7 2 3 1 Transaction Format O HL 2 4 Transaction Format Generate Cancel e To give the extract a meaningful name enter the desired text in the Job Name text box If the job name is not specified a title will be automatically assigned with the word Extract followed by the date and time that the extract was created e Indicate whether you wish for the extract file to be created in the GRITS ASCII Flat File Format HL7 2 3 1 Transaction Format or HL7 2 4 Transaction Format by clicking the appropriate radio button By default the format of the extract is the GRITS ASCII Flat File Format Note For HL7 requests GRITS provides an
208. of Immunization Transactions and Services Reports and Forms e If you choose to stay at the Reminder Request Status screen while your request is processing press Refresh occasionally to check the status 4 Once the report name is underlined and appears in blue your cards are ready Click on the report name to view or print the cards in Adobe Acrobat Reader 5 To print the cards press the printer icon on the Adobe toolbar Press OK in the Print dialog box RA OH Back e 6 To print additional notices press the button on your browser At the Reminder Request Status screen click on the underlined reminder request top box to return to the Reminder Request Process Summary screen Labels The labels output option produces 30 labels per page on Avery Mailing Labels 5160 To generate mailing labels follow these steps 1 Under the Additional Input column for the Labels section of the table enter a report name if desired Avery Mailing Labels Report Name oe an 2001 Labels Click on Mailing Labels which is underlined and in blue text Your request will be listed on the Reminder Request Status screen the bottom table shows the name of the request the date and time it was started and the status of the request Mailing Labels e You have the option of moving to other portions of GRITS or using other functions of your computer while you are waiting for your labels to process To return to check the progress of your
209. of the contact person for the site Phone This column lists the phone number of the site Ship Date This column lists the date the transfer was shipped On the screen the details of the incoming transfer are displayed The details include the following information 8 14 Georgia Registry of Immunization Transactions and Services Managing Inventory Transfers Transfer Vaccine Items KH C E C Expiration Doses DEE EE arenen DTP aP DAPTACEL Drei N 12 31 2004 Receipt of Transfer NOTE Once the DTP aP Infanrix INF K 12 31 2005 E Receipt of Transfer transfer is DTP aP HepB Polio en PED123 Y 06 30 2005 1 Receipt of Transfer acce pte d t h e Influenza Months FLUSS Y 10 31 2004 10 Receipt of Transfer receiving site is Influenza eet FLU555 N 12 31 2005 10 Receipt of Transfer accountable for the Measles Mumps Rubella MMR II ABC123 K 12 31 2004 2 Receipt of Transfer i nven tor y d I f th ere Td Td TD324 Y 09 01 2004 10 Receipt of Transfer isa problem with the transfer please contact the Vaccine Group This column gives the vaccine s name Fora sending site to combination vaccine all vaccine names are make corrections listed BEFORE Trade Name This column gives the vaccine s trade name accepting Lot Number This column lists the lot number of the vaccine Public A Y in this column indicates that the vaccine was state supplied An N indicates that the vaccine was privately purchased Exp Date This column
210. ommended 4 dose series assumes that the series starts from age 2 6 months followed by a 2 and 3 dose every 2 months and a final 4 dose given at age 1 4 years The addition of jump rules allow a client to complete the series with only 2 or 3 doses in the event there is a lapse in the client s immunizations A 3 dose series exists for children who receive their 1 dose from 7 11 months The addition of jump rules allow a client to complete the series with only 2 doses in the event the client s first dose is from 12 14 months or if there is a lapse after the client s first dose A 1 dose series exists for children who receive their 1 dose at age 15 months and older TriHIBit is not allowed to be used in this series because the series does not contain multiple doses All multiple dose series only allow TriHIBit as the final dose The Immunization Evaluator allows only one jump per immunization therefore the following jump rules apply Hib 4 dose Dose Age Jump Rules Note 1 2 6m none 2 12 14m 1 Jump to dose 3 and use dose 3 rules 2 15 m 2 Jump to dose 4 and use dose 4 final dose rules 3 12m 1 Jump to dose 4 and use dose 4 final dose rules 4 none Hib 3 dose Dose Age Jump Rules Note 1 7 11 m none 1 12 14m 1 Jump to dose 2 and use dose 2 rules 2 15 m 1 Jump to dose 3 and use dose 3 final dose rules 3 none HIB 1 dose Dose Age Jump Rules N
211. on s telephone number including the area code in this field Extension Enter the responsible person s extension to the above telephone number if any into this field Street Address Enter the responsible person s street address into this field Other Address Enter the responsible Gerson zs additional address information if any into this field For example a suite number or apartment number could be entered here Mailing Address Enter the responsible person s post office box or mailing address if different that the street address into this field If there is an address entered in this field it will be Georgia Registry of Immunization Transactions and Services Lt Mailing Address The responsible person s address is displayed as the client s address on screens and client reports If there is an address entered in the mailing address it will be displayed instead of the street address If there is more than One responsible person for a client the relationship code is used to determine whose address to use Managing Clients displayed as the client s address on the remaining client information tabs and client reports e City Enter the responsible person s city into this field e State Choose the responsible person s state from the pick list provided e ZIP Enter the responsible person s ZIP code in this field e 4 Enter the responsible person s 4 code in this field
212. on 1 On the Immunization History screen press to go to the Add Lead Test Action screen 2 On the Add Lead Screening page the Test Last Completed Recommended Date and Risk Level fields display the uploaded Lead data and cannot be edited Managing Immunizations Georgia Registry of Immunization Transactions and Services Add Lead Screening Test Last Completed 09 30 2008 Recommended Date 11 17 2008 Risk Level Low risk based on address Test Action j Date ES Last Action Test Action Test Action Date Organization Date Entered 3 To add a Lead Test Action select the Test Action from the Test Action dropdown The options are e Test Submitted Provider performs the blood draw in the office and submits it to the lab for testing e Test Not Submitted Provider indicates no blood lead testing is being initiated at this time e Test Referred No blood draw in the provider s office client is referred to a lab for testing 4 Enter a date for the Date field using the MM DD YYYY format or use the pop up calendar by clicking the calendar icon to the right of the field If using the calendar icon choose a month and year from the pick lists provided and choose a day by clicking on the appropriate calendar day 5 Press ze This will save your Test Action entry and return you to the Immunization History screen Note The Last Action section of the screen displays the detail of the Test Action currently dis
213. onals to access the consolidated information on the immunizations that any child has received They help doctors remind parents when their children are due or overdue for immunizations They help health care professionals stay abreast of the complex immunization schedule Why We Need Immunization Registries The U S now enjoys the highest immunization rates and lowest disease levels ever but sustaining them is not easy One of the greatest challenges is the growing complexity and volume of immunization information e Over 11 000 children are born each day each needing 18 22 shots by age six to protect them from debilitating life threatening diseases e An increasingly complex childhood immunization schedule makes it difficult for health professionals to keep up even with the help of books charts and training e Families are more mobile than ever before They relocate change employers change insurers and change doctors with increasing frequency e Research shows that many parents whose children are not up to date with their immunizations mistakenly believe that they are Many doctors also overestimate the coverage of their patients e Because of increasing concerns about vaccine safety some parents in the absence of disease may not choose to immunize their children Better data about the immunizations given can help address these concerns 1 2 Georgia Registry of Immunization Transactions and Services Introduction Immu
214. onic Notifiable Disease Surveillance System link brings the user to the state of Georgia s SendSS web site where the user can report any instance of a required notifiable disease The Vaccine Adverse Event Reporting System link brings the user to VAERS an information and reporting system for vaccine safety Adverse events can be reviewed and reported on this site Home Page Georgia Registry of Immunization Transactions and Services 5 5 The Vaccine Information Sheets link brings the user to the Immunization Action Coalition s Web site which provides downloads of the CDC s Vaccine Information Statements VISs in many languages Upcoming Events The Upcoming Events section of the main screen lists immunization conferences and events that may be of interest to immunization providers 5 6 Georgia Registry of Immunization Transactions and Services Home Page gp Maintenance In this chapter Managing Users Managing Schools Managing Physicians Managing Sites Managing Clinicians Required fields are shown in blue type For example when entering information on the Add User screen the user s first and last name are required thus they are shown in blue type Input fields are not shown in blue are optional If an administrator also needs data exchange capabilities the administrator data exchange role must be assigned Managing Users GRITS is set up to accommodate a variety of user types Each user will h
215. onth and year from the pick lists provided and choose a e clicking on the appropriate calendar day Press 2 Press at the top of the screen Record Immunizations screen Selecting Priority Groups The Priority Groups section is used to collect Public Health data during a pandemic response event or preparedness exercise Such as the response event to a Pandemic Influenza outbreak If your organization is selected for an event and the event is ongoing then the Priority Group section will be displayed on the Record Immunizations screen for you to select the appropriate priority group category for a client obtained through candidate screening Priority Groups Event Description Begin Date End Date Priority Group 2008 Test Event 08 01 2008 Pick a Priority Group E Priority Group Assignment Pick a Priority Group 1 Effective priority group categories are available in the pick list displayed The Priority Group Value Code is displayed in the pick list When selected a full description of the selected priority group will be listed below the event description Entering New Immunizations New Immunizations 2 Date Provided 09 24 2008 logi242008 PS Ordering Authority Unknown EI M DTP aP Pediarix 234dhp public v Johnson Will v 1 dose s at 5ml will be deducted from inventory Body Site vV Route v Influenza Fluzone gt 6 Months flu1 23 public v Johnson Will v 2 dose s at 25
216. orde nnt 9 11 Opting Out Opting il ese ei eee ee an ia a a dade ais ay ae ede ee ane 9 12 Printing Opt Out and Opt In Forme wu sccccsccccesccceeseececececeneseeaaecseneeceeeeeseaaeseeneecseneeseassseseeseeeeeseeanenes 9 12 Immunizations for clients that have COoied Out 9 13 OPUING IN DEE 9 14 Managing IMMUNIZATIONS cceeeeeeeeeeeee eee eeeeee eens eeee eens enon sens eeen ses neee sess eeeeseeseeneeseseeeeeseseseeeseseneeeesesenens 10 1 Viewing Client Immunization Information ccccccccceeseeeeeee cece eeeeaeeeeeeeceeeeesaaeeeseeeeseeeeesaeeesaeeeeeeteed 10 2 Glint Informatiori TEE 10 2 ee EE 10 3 Vaccines Recommended by Selected Tracking ZGchedule 10 4 Features on the Immunization History Screen 10 5 Entering MIMUMZatlonsy EE 10 6 Selecting New Immunizations 0 1 scccceeccecssccceneeceneeeesaeeseneececetecsaesssaaecseneecensesasssscenecsnetesnassneneees 10 6 Selecting New and Historical Immunizations 0 1cccceccceeeececneceeeeecenaeeseneececeeeceneesaesseneesenetetsanens 10 7 Selecting Historical Jmmuntzattons cece ceceneecseneececeeecaestenaeceeneeceeeesaesseneecedeneesnasteeneees 10 8 Selecting PHOrity Ee e EE 10 9 Entering NEW IMMUNIZATIONS is eessen idee REES Add 10 9 Entering Historical Immunizations ccceeeeeceeenneeeceenne eee eeeaaeeeceenaeeeeeeaaeeeseeaaeeesseaaeeeseenaneessenneees 10 10 Applying an Override Rule to a Cliente Immunization escccccccecesceeesseceeeecenseetensesesneecsnneeeaees 10 10
217. organization Clinicians added to the registry through this function will be available from pick lists used for recording immunizations Adding Clinicians 1 Click on Manage Clinicians under the Maintenance section of the menu panel 2 Press Add Clinician Edit Clinician Information Role Clinician C Ordering Authority Ordering Authority Clinician Prefix een Delete Last Name use Cancel First Name hm t lt S SOSOSCSCSCSCwCST SCS Middle Name EH Suffix RN Complete site listing Selected sites EAST GRITSPH Eric s Test Site a NORTHEAST Add All gt gt ORANGE STREET CLINIC CENTRAL GRITSPH NORTH GRITSPH CLINIC PARK STREET CLINIC Remove SOUTH GRITSPH CLINIC SES WEST GRITSPH CLINIC Address Information optional Street1 B21 Anystret Street 2 e popxf city antowan State ca z zpkees J Emi Area Code kees Phone Number 555 Fee Pal 3 At the Add Clinician Information screen choose a role for the clinician Definitions of these roles are as follows Maintenance Georgia Registry of Immunization Transactions and Services Required fields are shown in blue type For example when entering information on the Managing Clinicians screen the clinician last name is required thus they are shown in blue type Input fields are not shown in blue are optional When entering clinician site information on the Add Clinician screen you may move the sites in th
218. ote Tracking Schedule Georgia Registry of Immunization Transactions and Services 1 m none Hib Merck 3 dose Dose Age Jump Rules Note 1 2m none 2 4m none 3 ly none Note that we require the doses to be Comvax or PedvaxHIB and the last dose can also be TriHIBit There is no jump for 7 11 month olds Min Interval and Age To Validate Age Adjacent Hon Adjacent Unacceptable Jump Min Interval and Age Rule Interval Intervals Vaccines Forward to Validate Minimum Interval 4 M Y Minimum Age D Minimum Interval to Validate There are doses in a series that are valid in spite of being received prior to the minimum adjacent interval The minimum adjacent interval is still applied to recommendations In these cases enter the minimum interval to validate and attribute that will apply to this dose For example the ACIP schedule recommends a minimum interval of 6 months between dose 3 and dose 4 for DTaP however an exception to this rule also exists stating that dose 4 is acceptable as early as 4 months after dose 3 For this reason the minimum adjacent interval is set to 6 months and the minimum interval to validate is set to 4 months Minimum Age to Validate This rule allows you to specify a minimum age to validate that is different than the minimum age displayed for a dose Enter the minimum age to validate and attribute on the dose The minimum grace p
219. ough User Interface Data Exchange Date Entered 02 28 2006 10 41 15 AM 2 To indicate a half or multiple dosage choose the appropriate response from the Dosage from Inventory pick list For example e Half lf a half dosage of an adult formulation was used for a child indicate half e Multiple If two or more doses of a pediatric formulation were used on an adult select the number of doses used 3 To indicate a partial dosage check the Partial Dose checkbox For example check this box if a partial dosage was administered because the needle broke or came out or the vial broke A partial dose immunization is not a valid shot for a vaccine series 4 Update information in the Eligibility Dosage from Inventory Partial Dose Date Provided Ordering Authority Administered By Administered Route and or Body Site fields on the Edit Immunization screen The VIS Date For field can only be edited on the day the immunization was administered and it must decremented from inventory 5 To record a reaction to the immunization check the box next to the applicable reaction 6 Press L_ Se Deleting New Immunizations Note that you will not be able to delete non historical immunizations that are owned by another organization 10 12 Georgia Registry of Immunization Transactions and Services Managing Immunizations 1 On the Immunization History table select the vaccine you wish to delete by clicking on the vaccine s paintbr
220. p up window titled Client Data Exchange Information The pop up window displays data exchange jobs that inserted or updated the selected client Information for this window is not available prior to GRITS Release V5 5 0 March 2006 Cancel When pressed the button clears all entered information and does not save it to GRITS The Find Client or Enter New Client screen is displayed Priority Groups Section The Priority Groups section is used to collect Public Health data during a pandemic response event or preparedness exercise Such as the response event to a Pandemic Influenza outbreak If your organization is selected for an event and the event is ongoing then the Priority Group section will be displayed on the Edit Enter New Client screen for you to select the appropriate priority group category for a client obtained through candidate screening Georgia Registry of Immunization Transactions and Service Managing Clients Priority Groups Event Description Begin Date End Date Priority Group 2008 Test Evert 08 01 2008 Pick a Priority Group Priority Group Assignment Pick 2 Priority Group 1 Effective priority group categories are available in the pick list displayed The Priority Group Value Code is displayed in the pick list When selected a full description of the selected priority group will be listed below the event description Client Information Tab The Client Information tab gives additional infor
221. piration date 20080101 too funding source of inventory lot many active vaccine lots were found for Site ID Site Nam No matching trade name Make sure the trade name in inventory and the incoming file Twinrix match Given lot number 9002 the Activate your inactive lot and vaccine lot was found but it is resubmit the immunization to deduct inactive for Site ID Site from inventory Name VACCINE LOT NUMBER 13 26 Georgia Registry of Immunization Transactions and Services Data Exchange Flat File Response File Messages Errors Resolution Vaccine lot number not on incoming transaction for Site ID Site Name VACCINE LOT NUMBER Specify a lot number from which GRITS should deduct inventory The vaccine is not associated to any inventory for Site ID Site Name VACCINE LOT NUMBER GRITS did not locate inventory from which to deduct Ensure your inventory is up to date in GRITS and ensure the inventory lot on your file is correct Vaccine lot number D600EF matches two or more active lots with different trade names for Site ID Site Name No inventory was deducted GRITS identified two lots in your inventory with identical lot numbers but with different trade names Verify the inventory lot numbers are correct This immunization is too old 08 01 2004 to adjust inventory for Site ID Site Name VACCINATION DATE Adjus
222. played on the Immunization History screen If no current Test Action has been entered for the client this section will be blank Editing a Lead Test Action If you have entered a Lead Test Action for a client the Lead Screening section will display the Edit Lead Action button to access Edit Lead Test Action screen Client Information Eligible for State Supplied Vaccine Yes Client Name First Ml Last Birth Date Gender Mother s Maiden Tracking Schedule Chart JANE CLIENT 12 25 2003 F SSMITH CDCIACIP Address 123 MAIN STREET ANY TOAN GA 30303 404 555 5555 CG nt E oOmments SS 09 30 2008 Test last completed Lead Screening 1117 2008 Low risk based on address Edit Lead Action 1119 2008 Test submitted 10 16 Georgia Registry of Immunization Transactions and Services Managing Immunizations Editing a Lead Test Action 1 On the Immunization History screen press to go to the Edit Lead Test Action screen Edit Lead Screening Test Last Completed 09 30 2008 Recommended Date 11 17 2008 Risk Level Low risk based on address Test Action Test Submitted w Date 11719 2008 He Last Action Test Action Test submitted Test Action Date 11 19 2008 Organization JLA Public Health Org Date Entered 12 02 2008 10 36 42 4M 2 On the Edit Lead Screening page to edit your last Test Action you can update the Test Action and or Date and press L228 This will save your changes and return you to the Immunization H
223. position the cursor click the mouse in the desired field Clicking in a field Clicking in a field will place the cursor in that position Double clicking in a field When a field contains one character string with no spaces you may highlight the entire field by double clicking anywhere in the field If the field contains words separated by spaces double clicking highlights only the word at which the cursor is pointing Triple clicking in a field When a field contains words separated by spaces the entire field may be highlighted by triple clicking anywhere in the field Dragging the mouse To highlight a field hold down the left mouse button within a field and drag the mouse across the field Right clicking in a field When you right click in a field GRITS displays a pop up menu with various options If any items are grayed out there is either no text currently selected or no text is currently on the clipboard The pop up menu options are as follows Undo Undo reverses your last action Undo may be repeated several times Cut Cut deletes all highlighted text in the current field and places it on the clipboard Optimizing GRITS Georgia Registry of Immunization Transactions and Services Copy Copy duplicates all highlighted text in the current field on to the clipboard without changing the highlighted field Paste Paste inserts the contents of the clipboard into the current field Delete Delete removes the highli
224. press Shipping Documents You will be routed to the Shipping Document screen The completed transfer will be the only transfer listed Georgia Registry of Immunization Transactions and Services Managing Inventory Transfers TI Managing Clients In this chapter Finding Clients Use of Pick Lists in GRITS Editing Entering Client Information Saving Client Information Deduplication of Clients Opting Out Opting In Clients Manage Client vs Manage Immunizations Manage Client and Manage Immunizations are the same query in other words they both utilize the client search function The difference is that the Manage Client query will display the Manage Client screen which consists of the client s demographic information responsible person s etc while the Manage Immunizations query will display the client s Immunization History screen Because GRITS receives birth record downloads you should attempt to find a client in GRITS before entering him or her as a new client However GRITS will attempt to deduplicate compare entered information against information saved to the registry for duplicate clients client records prior to saving the information on the Enter New Client screen Finding Clients When searching for an existing client in GRITS more information is not always better By entering too much information about a client mother s maiden name social security number phone number birth date etc you wi
225. processed Immunizations and comments are listed as either Processed or No Client Match e Processed Client Immunization and Comment This row displays the number of clients immunizations and comments in a data exchange upload that are processed Processed clients immunizations and comments will either be Accepted Rejected or Pending o Accepted Client Immunization and Comment This row displays the number of clients immunizations and comments in a data exchange upload that are accepted by GRITS Accepted clients immunizations and comments can either be Accepted Rejected or Pending e New Client Immunization and Comment This row displays the number of clients immunizations and comments in a data exchange upload that were not previously in GRITS and will be inserted as a result of the upload 13 18 Georgia Registry of Immunization Transactions and Services Data Exchange e Updated Client Immunization and Comment This row displays the number of clients immunizations and comments in data exchange upload that already exist in GRITS and are updated as a result of the upload e Already in GRITS Immunization and Comment This row displays the number of immunizations and comments in a data exchange upload that already exist in GRITS but are NOT updated by the upload o Rejected Client Immunization and Comment This row displays the number of clients immunizations and comments in a data exchange upload were rejected
226. r e Deduct From Inventory Indicate whether new immunization transactions will deduct from GRITS inventory 13 2 Georgia Registry of Immunization Transactions and Services Data Exchange Data Exchange Availability to User Roles Once your provider organization is setup to your requested configurations you will need to set up certain users of the GRITS system with access to the data exchange functionality The current user roles with access to data exchange functionality are e Data Exchange User e Administrator Data Exchange e Typical User Data Exchanger e Parent Admin Data Exchange e HMO Data Exch Typical User e HMO User Flat File data exchange This section pertains to provider organizations with the following data exchange set up File Format Flat File Data Direction PO to GRITS or Bi directional Submitting a Flat File Upload 1 Click on Exchange Data under the Data Exchange menu group on the menu panel The following fields will be displayed You can process only Exchange Data one job atatime If omer you attempt to initiate a NOTE if Job Name is biank today s date will be used second job before the Client File Name first job completes the immunization File Name Exchange Data Status Comment File Name ES screen will display a At this time we are only accepting files with total size less than 31 457 280 bytes 30 00 MB message that reads Processing has not completed on p
227. r and resubmit the file s Click on the blue underlined file name to download and review an upload file Uploaded Files for Baldwin12230501 Client File 50KB Immunization File 69KB Available upload files e Flat File Client file Immunization file and or Comment file e HL72 3 1 file e HL72 4 file Download Log section The Download Log for job name section contains log information pertaining to users who have downloaded Response Files and Output Files for review The following fields will be displayed Download Log for Job 09 30 2005 14 00 19 No Download Logged Data Exchange Georgia Registry of Immunization Transactions and Services e File The file name of the response file output file or input file that has been downloaded e User Name The name of the user who downloaded the response file output file or input file e Download Date The date the response file output file or input file of the response file output file or input file was downloaded Summary Information section The Summary Information for job name section contains all information pertinent to the exchanged data file that was processed Summary Information for 409 G0070 Processed Accepted New Updated Already in GRITS Rejected Pending Inventory Updated Inventory Not Updated No Client Match Total pe oo oo eae Hae a nr ON za ON ON EN OH d Ga CO Ga CO EA CO GA CO GA CH Ga All clients in a file are
228. ract DES Destroyed Expired Subtract TRA Historic Doses Transferred Subtract WAS Historic Doses Wasted Subtract REC Historic Receipt of Inventory Add RET Historic Doses Returned Subtract ERR Historic Error correction Subtract Add e Select the default option All Sites with Inventory from the Site Name pick list or choose a specific site name to limit your search e Select the default option All Vaccine Groups from the Vaccine Group pick list or choose a specific vaccine group to limit your search e Select the default option All Trade Names from the Trade Name pick list or choose a specific trade name to limit your search e Select the default option All Lot Numbers from the Lot Number pick list or choose a specific lot number to limit your search 7 14 Georgia Registry of Immunization Transactions and Services Managing Inventory e Select the default option All Funding Sources from the Funding Source pick list or choose a specific funding source to limit your search Note the pick lists Site Name Vaccine Group Trade Name Lot Number and Funding Source function together to filter available options For instance when a site name is chosen in the Site Name pick list only trade names and lot numbers for the selected site are displayed likewise when a trade name is chosen from the Trade Name pick list only sites that have that trade name in inventory and only the lot number s specific to the that trade n
229. ransactions screen Only immunization transactions that were deducted from inventory are listed on the report Manage Inventory Georgia Registry of Immunization Transactions and Services Each site within your organization will be listed separately on the report Each site s immunization transactions are ordered by the trade name lot funding source and client name columns Immunization Transactions The top table on the report provides a list of immunization transactions including the following information Date Administered The date the vaccine was administered to the client is listed in this column Transaction Date The date the immunization transaction is entered into GRITS is listed in this column Client Name Transactions are next sorted by Client Name Birth Date The Birth Date of the client is listed in this column Chart If your organization has listed a chart number for the client it is listed in this column Vaccine Group The vaccine group of the vaccine administered is listed in this column Trade Name The trade name of the vaccine administered is listed in this column The transaction table is ordered by the trade name column Lot The lot number of the vaccine administered is listed in this column Funding The funding type of the vaccine administered is listed in this column Either PUBLIC or PRIVATE Eligibility Status The eligibility status under which the immunization was administered is list
230. re optional 2 Onthe Manage Schools screen choose the school whose information you would like to edit from the Select a School to Edit pick list at the top of the screen Or click on the school s name in the School Listing at the bottom of the screen Select a School to Edit School Name Pick a School D List All 3 Add or change information in the Add School box 4 Press Savel 5 Once your changes are successfully saved School Updated will appear in the upper right corner of the box 6 Press Cancel twice to return to the Manage Schools screen Deleting Schools 1 Click on Manage Schools under the Maintenance section of the menu panel 2 Onthe Manage Schools screen choose the school whose information you would like to delete from the Select a School to Edit pick list at the top of the screen 3 Inthe Edit School box press Delete A A box will open asking if you want to delete this school Press DR 5 GRITS will return to the Manage Schools screen and the message School deleted will appear at the upper right corner of the screen Listing All Schools A list of all schools entered into an organization s database may be viewed by choosing List All on the Manage Schools screen Select a School to Edit School Name Pick a School D Add School List All School Listing Hame Street City Phone Georgia School 123 Anystreet Anytown 655 555 5555 x555 SUNNYDAY CHILDCARE 1414 MAIN ST Anytown 655 5
231. reated to date Transfers in this section are listed in descending order transfer id Transfer Id The GRITS internal tracking number Transfer Type The type of transfer All transfers in this section are outbound Transfer Status The status of the transfer On Hold or Shipped See the Creating Editing Deleting a Transfer section for more information on transfer status Sending Organization Site PIN Name This is the sending site s contact information as it is entered on the manage site screen To edit this information refer to the Managing Sites section in the Maintenance chapter of this manual Managing Inventory Transfers Georgia Registry of Immunization Transactions and Services 8 3 In the historic section a transfer may have the Internal transfer type This is displayed only for a transfer between sites within the same organization and you have selected to display All Transfers in the site pick list The internal transfer represents the inbound and outbound transfer record Receiving Organization Site PIN Name This is the receiving site s contact information as it is entered on the manage site screen The receiving site is not required to have information entered To edit this information for one of your own site s refer to the Managing Sites section in the Maintenance chapter of this manual You cannot enter the receiving site s information for another organization s site in the re
232. red report 12 Press Mark Reviewed The report will be removed from the list of new vaccine accountability statements Note The report you mark reviewed will be marked reviewed for all users in your organization Deleting the Report 13 To delete the report click the select box for the desired report Reports and Forms Georgia Registry of Immunization Transactions and Services Ad hoc Vaccine Accountability Statements are automatically removed from the screen 90 days after they are created Reports due to be automatically removed from GRITS within seven days are highlighted in pink 11 21 14 Press the Delete button 15 Press in the message box The report will be removed from the screen The Data extracts such as CASA and synchronization down loads may take more than 20 minutes to download depending upon the size of your organization Instead of waiting on the status screen for the down load to complete you may move around 1 anywhere in GRITS and even log out while the file is downloading To return to the status Age range From 19 through as Months v Age as of date mom E screen press the Check Request Status link Clients Associated with GRITS Physicians Note The report you delete will be deleted for all users in your organization Requesting a CASA Extract The Clinic Assessment Software Application CASA is a tool provided by the Centers for Disease Control
233. ree sections e Public state supplied vaccine lots that have expired with doses remaining in inventory that need to be returned e Private vaccine lots that have expired with doses remaining in inventory that need to be returned or destroyed e Vaccine lots that have expired with no remaining doses or lots that have been marked as returned or destroyed 6 You must enter the return public and private doses separately Returning Public Vaccine 1 Select any public vaccine that you are returning You may select more than one lot at a time 2 Press Returned o mark the lot as returned to McKesson The vaccine should be returned to the McKesson distribution center by following the guidelines found under the heading Returning Federal Expired Vaccine located under the resources on the web section on the GRITS home page Manage Inventory Georgia Registry of Immunization Transactions and Services Returning Private Vaccine 1 Select any private vaccine that you are returning You may select more than one lot at a time 2 Press Returned to mark the lot as returned Destroying Private Vaccine 1 Select any private vaccine that you are destroying You may select more than one lot at a time 2 Press Destroyed to mark the lot as destroyed Selecting Inventory Transactions 1 Click on the Manage Inventory menu item under the Inventory section of the menu panel 2 At the Inventory Alerts screen press Show Transactions
234. revious data exchange e Job Name Optional field e Client File Name Required field e Immunization File Name Required field e Comment File Name Optional field 2 Optional If Job Name is left blank GRITS will use the current date for a job name Type a job name if desired 3 Press to select the Client file you wish to upload Data Exchange Georgia Registry of Immunization Transactions and Services 13 4 4 Press to select the Immunization file you wish to upload 5 Press to select the Comment file you wish to upload Skip to step 7 if your provider organization s data exchange account is setup not to deduct from GRITS inventory Deduct from Inventory Users only If your data exchange account is set up to deduct from inventory two additional fields will be displayed Last upload 0 days ago on 01 10 2005 Modify inventory from immunizations From Today A e Last upload Displays the number of days since your last upload and the date of that upload e Modify inventory from allows the user to indicate whether or not immunizations will deduct from GRITS inventory for the current data exchange file Additionally it allows the user to set an age limit on immunizations that will deduct from inventory For instance the value 7 days indicates that only immunizations administered within the last 7 days are Options include Do Not Deduct From Inventory no immunizations will deduct from GRIT
235. ring VFC state supplied vaccine Entered on the manage site screen PRIORITY GROUP For Public Health Events clients are screened and categorized into CDC determined priority groups and vaccines are administered to persons meeting appropriate priority age and time between dose groupings PUBLIC HEALTH EVENT An act or series of acts used to prepare for counteract or offset a possible preparedness or actual response agent release or disease outbreak Radio Button An input circle that when clicked fills with a black dot to indicate a selection For example on the Manage Clients screen of GRITS the client s gender is indicated by selecting the radio button beside M F or N A Reason Primary explanation for changing the quantity of a vaccine lot Recall Notice A card or letter that informs a responsible person or client of immunizations that are overdue Release A new version of an application which usually includes enhancements and software fixes Each release of an application is indicated with a number for example GRITS release version 3 0 Reminder Notice A card or letter that informs a responsible person or client of immunizations that are due in the future Responsible Person A parent relative or guardian who is associated with the client and may act as a contact A client may also act as the responsible person for him or herself Secondary Reason Secondary explanation for ch
236. rride the system match and save the client as entered on the previous page click the Override button below Please keep in mind that if you choose to ignore a legitimate client match the immunizations stored for your chent will not de contained in one client record As 2 result client immunization management will become unwieldy Override System Match Possible Client Matches 1 Mother s Mother s HANCOCK JOHN 084 2 2003 100 225 JANE SMITH 555 5555 If after reviewing all the names given in the table you do not id a match for your client press the LOverride System Match J button A confirmation box will appear press OK Be aware that if you do override the listed matches and end up creating a duplicate record for a Client it will be difficult to manage the client s immunization and personal information and the registry will lose its accuracy and efficiency Opting Out Opting In The Georgia Immunization Registry Law OCGA sec 31 12 3 1 as interpreted by the Rules and Regulations grants requesters the option of having immunization records removed from the immunization registry by submitting a written opt out request The regulation further states that if an opt out request is received prior to enrollment of a child in the registry then no immunization record shall be created If this request is received following enrollment of a child in the registry the Department shall remove all immunization records for the child from the re
237. rt is generated it will be displayed using Adobe Acrobat Reader Refer to the Optimizing GRITS chapter in this manual for more information on Acrobat Reader 5 To print the press the printer icon on the Adobe toolbar Press OK in the Print dialog box 11 2 Georgia Registry of Immunization Transactions and Services Reports and Forms OH Back e 6 To return to the Client Reports screen press the button on your browser Complete Immunization Report The Complete Immunization report displays demographics contact information and a detailed summary of the client s immunization history This report will typically be used as a physician s chart copy To generate the report follow these steps 11 From aclient s Manage Client screen or Manage Immunizations screen press Reports 12 At the Client Reports Client screen click on Complete Immunization which is underlined and in blue text 13 Once the report is generated it will be displayed using Adobe Acrobat Reader Refer to the Optimizing GRITS chapter in this manual for more information on Acrobat Reader 14 To print the press the printer icon on the Adobe toolbar Press ns in the Print dialog box OH Back 7 15 To return to the Client Reports screen press the button on your browser Immunizations Needed Report The Immunizations Needed report displays demographics contact information immunization history and immunizations recommended by dat
238. s Appendix GRITS Help Desk If you are experiencing difficulties or have questions regarding GRITS you may contact the GRITS Help Desk Several individuals staff the help desk All calls are logged and tracked through to completion calls are put in a pending status until a remedy to the user s problems is found The GRITS Help Desk hours are 8 00 a m to 5 00 p m EST Monday through Friday Help Desk telephone number 866 483 2958 Help Desk e mail address aimmreg dhr state ga us Appendix Georgia Registry of Immunization Transactions and Services If you experience any problems accessing or dealing with the help desk please contact Lisa Roberts DHR Immunization Registry Manager at 888 223 8644 or email gaimmreg dhr state ga us A8 Georgia Registry of Immunization Transactions and Services 3189 Report Discontinued 2007 see Supplemental Vaccine Certification Form 3231 Report see Certificate of Immunization ACIP Advisory Committee on Immunization Practices Along with the Centers for Diseases Control and Prevention CDC provides written recommendations on the administration of vaccines to adults and children in the United States These recommendations include a schedule of dosage contraindication and periodicity information for each vaccine This harmonized schedule is the default schedule within GRITS Bookmark A browser tool used for accessing Web sites quickly After setting a
239. s Client a Tpeseripton T Aionan information Displays demographics contact information Vaccine Administration immunization history as well as immunizations Site E available Displays demographics registry data contact Complete Immunization information as well as detailed immunization None history Displays demographics contact information Immunizations Needed immunization history as well as immunizations None needed Responsible f Displays the immunization history for a child Person Form 3231 f jx attending any school or childcare facility Physician v Responsible K Person Displays the immunizations required for a person to USG Form attend a University System of Georgia college or university Physician v Vaccine Administration Record The Vaccine Administration Record VAR or signature form displays demographics contact information immunization history and immunization inventory available for the selected clinic site The responsible person s and clinician s signatures are also gathered on this form To generate the report follow these steps 1 From aclient s Manage Client screen Manage Immunizations screen or Reports Only User screen press Reports 2 At the Client Reports screen choose a Site under the Additional Information column for the Vaccine Administration report 3 Click on Vaccine Administration which is underlined and in blue text 4 Once the repo
240. s deleted Backspace Backspace deletes the character to the left of the cursor H the field is highlighted all highlighted text is deleted Home The Home key positions the cursor to the left of the first character in the field End The End key positions the cursor to the right of the last character in the field Shift Using the Shift key in conjunction with any key affecting cursor position will highlight all characters in the field between the starting cursor position and the ending cursor position For example if the cursor is at the end of a field and Shift Home is typed the cursor is repositioned to the left of the beginning of the field and the entire field is highlighted 4 10 Georgia Registry of Immunization Transactions and Services Optimizing GRITS Ctrl Using the Ctrl key in conjunction with any key affecting cursor position will move the cursor all the way to either end of the field or the next space in the indicated direction Using the Ctrl and Shift keys simultaneously not only moves the cursor but also highlights all text in the field between the starting cursor position and the ending cursor position Space When the cursor is at a check box the Space bar toggles the check mark on and off Mouse Shortcuts in GRITS Unless otherwise specified mouse clicks refer to the left mouse button Internet Explorer automatically positions the cursor in the field specified by the Web page Netscape does not To
241. s is the inventory that is available for usage on the manage immunization screen e Inactive Select the Inactive option to view only those vaccine lots that do not have any doses remaining in inventory or that were set to inactive by a user Inactive vaccine lots that have expired are only viewable when the Expired radio button is selected e Non Expired Select the Non Expired option to view any active or inactive inventory that has not yet expired e Expired Select the Expired option to view any inventory that has expired Expired vaccine is automatically set to inactive by the system the day after the expiration date 4 To view inventory for a different site within your organization select the site name from the Site pick list 5 Choose to view Inactive Non expired or Expired vaccine click on the appropriate radio button 6 Once the appropriate site s inventory displays select the vaccine lot you wish to update by clicking on the vaccine s trade name which is underlined and in blue 7 On the Edit Vaccine Inventory Information screen make desired changes to the Manufacturer Trade Name Lot Number Dose Size Expiration Date Funding Program Lot Active or Cost per Dose fields for each vaccine lot These fields should only be edited only if the vaccine from the lot has not yet been administered Manage Inventory Georgia Registry of Immunization Transactions and Services 8 To modify the quantit
242. screen functions are Immunize Press this button and the Pre Select Opt Out Immunization screen will be displayed so new immunizations for opted out clients may be added Clear Form Press this button and all criteria selected will be cleared from the options fields Cancel Press this button and changes and or selections made are lost and the Opt Out Immunization History screen is displayed Editing Opt Out Immunizations Editing Opt Out Immunizations 1 On the Opt Out Immunization Transactions table select the vaccine you wish to edit by clicking on the vaccine s notepad icon in the Edit column 2 To indicate a half or multiple dosage choose the appropriate response from the Dosage from Inventory pick list For example e Half If a half dosage of an adult formulation was used for a child indicate half e Multiple If two or more doses or a pediatric formulation were used on an adult indicate the number of doses used 10 22 Georgia Registry of Immunization Transactions and Services Managing Immunizations Client Information CLIENT OPTED OUT Edit Immunization Vaccine Group HepB Vaccine Display Name HepB Peds Trade Name Recombivax Peds Vaccine Lot Number REOO70 public Client Date of Birth 01 01 2003 ES Eligibility INSURED VACCINES COVERED v Dosage From Inventory Fui Partial Dose Date Administered 01 18 2005 E Ordering Authority Unknown v Administered By
243. search to all responsible persons who reside in the selected county If you do not wish to specify a city ZIP code or county leave these fields blank e To enter a city type the city name within the first field e To enter a ZIP code enter the five digit number in the next field e To enter a county choose from the pick list in the third field 7 Date Criteria e Target Date Range When a target date is specified the report will include those clients that are due overdue for immunizations within the date range To choose a target date range enter the beginning date in the From text box and the ending date in the To text box in MM DD YYYY format Note These dates can range from the past to the future therefore you have the capability to run a recall reminder or a combination of the two Enter the Date Criteria Target Date Range From E To Birth Date Range From To E Weeks Since Last Notice NOTE if Target Date is blank today s date wil be used Exclude clients more than z Month s Overdue Exclude from Today s Date Vi Target From Date Specify How to Sort the Report Data Sot1 By Last Name 7 Ascending ha Sort 3 By sl l had Sort 2 By First Name sl ascending zl zen at By z x Generate Cancel e lf the From date is unspecified for the Target Date Range the system will use the date that you run the report e Ifthe To date is unspecified for the Target Date Range the system will use the date
244. sh to include only selected groups by clicking the appropriate radio button e If you choose to include only selected groups select these groups by clicking on a group or highlighting a chosen group Add gt and pressing Do this for each group desired 13 10 Georgia Registry of Immunization Transactions and Services Data Exchange Note This will limit the search to clients who have been administered the selected immunizations However GRITS will provide a list of all immunizations for the clients returned 5 Select date criteria and enter a date range Select Date Criteria No Date Criteria Vaccine Administration Date Range Birth Date Range OO Client Immunization Update Date Range e Indicate whether you wish to include no date criteria or if you wish to specify a data range for vaccine administration date birth date or client immunization update date by clicking the appropriate radio button e Enter the beginning date in the From text box and the ending date in the To text box using the format MM DD YYYY o Vaccine Administration Date Range When this option is selected the extract will include clients who have received an immunization during the specified date range Note GRITS will provide a list of all immunizations for the clients returned o Birth Date Range When this option is selected the extract will include clients who have a birth date that falls within the specified date range
245. ss EL trac king Users Copyright 2001 State of Wisconsin Department of Health and Family Services Latest Revision 04 09 2004 5 Press the sign next to the index item you wish to view A list of help items will appear 6 Click on the name of the help item to view it You may also click on the document icon next to the help item 7 The help information you selected will display on the right side of the help box 8 Use the links at the top of the screen or scroll down to view the information you need 9 To return to a previous help screen or to skip ahead one screen use the box s Back and Forward buttons 10 To collapse an index item press the sign next to the item 11 To close out of the help box press the X button in the top right corner of the box Viewing searching the general help index To view or search the general help index follow these steps 1 Follow Steps 1 3 under Contents of general help ER Georgia Registry of Immunization Transactions and Services Appendix 2 Press the Index tab on the top left side of the help box ki GRITS Help Screens Microsoft Internet Explorer provided by EDS COE Back gt A A Qsearch Favorites CBristory he Sp Sf S 2 Contents Index Search Edit Immunization _ Screen Type in the keyword to find edit Purpose Edit Edit Client The Edit Immunization screen is used to update informat
246. ss mmunize to save entered information and display the Immunization History screen Or 2 Choose Manage Immunizations under the Immunizations section of the menu panel This will bring up the Find Client screen For information on finding clients refer to the Finding Clients section in the Managing Clients chapter of this manual Viewing Client Immunization Information The Immunization History screen holds a large amount of information on each client in GRITS The screen has three sections Client Information History and Vaccines Recommended by Selected Tracking Schedule Client Information The Client Information section at the top of the Immunization History screen gives vital information on the client such as name date of birth tracking schedule address chart and a scrollable list of client comments Comments that are often contraindications with the use of a particular vaccine will be identified on the client s immunization recommendations Use this information to verify that the client indicated is the client for whom you were searching To edit this information press and refer to the Editing Entering Client Information section in the Managing Clients chapter of this manual Client Information Eligible for State Supplied Vaccine Yes Client Name First Ml Last IMA JEAN CLIENT Birth Date Gender Mother s Maiden Tracking Schedule Chart 04 10 2004 F PARENT CDCIACIP Address ANY STREET ALTLANTA GA 23111 55
247. ssage is displayed This site doesn t have any active inventory 6 Press at the top of the screen Managing Immunizations Georgia Registry of Immunization Transactions and Services Record Opt Out Immunization Screen 7 Atthe Record Opt Out Immunization screen verify or use the pick list to select information for the following required fields Client Date of Birth Client Eligibility Date Administered and Ordering Authority Client Information CLIENT OPTED OUT Only new immunizations can be added OK Cancel New Immunizations 2 Client Date of Birth 0027970 E Client Eligibility MEDcAaD YS Date Administered 0601 2007 E Ordering Authority Smth Aere zl Save Trade Hame Lot Humber Funding Source Administered By V Influenza Fluzone 6 MonthsiAZ45678 public D Johnson VW sl 2 7 Body 5 2 dose s at 25ml will be deducted from inventory Site iett arm sl Route intramuscular 7 V Rotavirus RotaTeq 2007 ABiprivate D Johnson Will sl o A Body i 5 1 dose s at 2ml will be deducted from inventory Site iett thigh Route intramuscular sl Recommended age is gt 42 days and lt 224 days OK Cancel VIS Dates for New Immunizations Fluzone gt 6 Months Influenza 06 30 2006 Choose a Trade Name Lot number for each immunization from the Trade Name Lot pick list Once the Trade Name Lot is selected the VIS Date for the selected immunization will be displayed in the VIS Dates for New Immunizations
248. ssociated with that organization meet ALL of the sort options will be displayed Sort Options Opt Out Immunization Sorting Options Date Administered From P To fe Date Entered From Es To el Provider Site GRITS Test Site v Administered By B G Ordering Authority i EEN Immunization DTP aP Trade Name Lot Ww Client Eligibility ES User Name v Display Last 100 Records Client Date of Birth FS 2 The first section is the selection criteria that can be used to view immunization information for a specific site on the Opt Out Immunization History Screen You can limit the number of immunizations displayed by selecting one or a combination of the following sorting options e Enter the From and To dates for when the immunizations were given e Enter the From and To dates for when the transactions were entered in GRITS e Select a site whose transactions you wish to view from the Provider Site pick list e Select a clinician from the Administered By pick list e Select a clinician from the Ordering Authority pick list 10 20 Georgia Registry of Immunization Transactions and Services Managing Immunizations e Select a vaccine from the Immunization pick list e Select a trade name lot combination from the Trade Name Lot number pick list e Select eligibility from the Client Eligibility pick list e Select a user from the User Name pick list e Enter the number of records you w
249. t When From and To dates are entered for the Date shot was given only immun izations deleted immunizations and partial dose immun izations will be returned for the Print All Transactions report Transactions marked Historic are no longer available in the inventory pick lists beginning with GRITS version 4 6 0 Transactions that were entered prior to the 4 6 0 release will retain the historic codes Manage Inventory Georgia Registry of Immunization Transactions and Services Transaction Action Code Description 6b Refrigerator door left ajar Subtract 6c Stored at inappropriate temperature Subtract range 6d Refrigerator unplugged inadvertently Subtract 6e Refrigerator unplugged not plugged Subtract back in 7 Refrigeration failure 7a Refrigeration failure natural disaster Subtract 7b Refrigeration failure equipment Subtract failure 7c Refrigeration failure power outage Subtract 8 Transfer 8a Receipt of Transfer Add 8b Outbound Transfer Subtract 8c Outbound Transfer Deleted Subtract 11 Lost or unaccounted for 11a Fewer than nominal doses in Multi Subtract dose vial 11b Missing or unaccounted for Subtract ERROR Error correction ERRSUB Error correction Sub Subtract ERRADD Error correction Add Add Immunize Immunizations Given Subtract Delete Immunizations Deleted Add RETX Returned Expired Subt
250. t Stored at inappropriate Subtract temperature range Refrigerator unplugged Subtract inadvertently Refrigerator unplugged not Subtract plugged back in Refrigeration failure Refrigeration failure natural Subtract disaster Refrigeration failure equipment Subtract failure 7 8 Georgia Registry of Immunization Transactions and Services Managing Inventory Refrigeration failure power Subtract outage Lost or unaccounted Fewer than nominal doses in Subtract for Multi dose vial Missing or unaccounted for Subtract Error correction Error correction Sub Subtract Error correction Add Add 7 Press Savel Note In the event the lot is inactive and doses on hand are modified to be greater than zero the system will prompt you to determine if you want to reactivate the lot Click OK to activate the lot or Cancel to keep the lot inactive All edits will be saved with either choice 8 Once your updates are saved to the registry s database the message Inventory was updated successfully will appear at the bottom of the screen 9 Press Cancel to return to the Show Inventory screen Modifying Quantities of Multiple Vaccines To change inventory quantities of multiple vaccine lots follow these steps 1 Follow Steps 1 3 under Updating Inventory 2 Once the appropriate site s inventory displays put a check mark next to the vaccine lots whose quantities you want to
251. t screen The output file s should then be loaded into the provider organization s immunization or health related application Submitting an Organizational Extract Request To select and submit organizational extract criteria you will need to select filtering criteria on the Organizational Extract screen an online form Follow these steps to generate an extract 1 Click Organizational Extract under the Data Exchange menu group on the menu panel 2 Select a value for Organization ID s The Select Organization ID s section ONLY appears for an organization who is a parent in a parent child relationship with another organization or a vendor in a vender client relationship Organizational Extract A Complete humunization History Will Be Generated for Ali Clients That Meet the Selection Criteria Below Select Organization ID s Allclients for Parent and all Child Organizatons O All Clients for Parent Organization Al clients for these child organizations Available Organizations Selected Organizations i Add gt Remove Data Exchange Georgia Registry of Immunization Transactions and Services Regardless of the criteria submitted to limit the results of an organizational extract GRITS will always provide a complete immunization history for each client returned in the extract file e Indicate whether you wish to view all clients associated with the parent and child organizations associated with
252. t and wastage information regarding VFC public inventory but in addition to displaying vaccine usage by eligibility it also separates out usage for clients 19 and older See Submitting Inventory Count in the Manage Inventory chapter for generating the VFC GIP Comprehensive Report Vaccine Accountability Statement The Vaccine Accountability Statement displays vaccine distribution usage and wastage information regarding VFC public inventory The report additionally gives information on discrepancies between a site s physical count of inventory and what is expected in GRITS Replacement costs for unaccounted for spoiled and expired vaccines are calculated Site level Reports Site level vaccine accountability statements are produced for each site that has inventory These reports are automatically produced when a physical inventory count is submitted on the Submit Inventory Count screen e SITEACCT a vaccine accountability statement for sites with inventory whose organizations report to a Public Health District e PRIACCT1 a vaccine accountability statement for sites with inventory that do not report to a Public Health District Reports and Forms Georgia Registry of Immunization Transactions and Services Note The report you receive PRIACCT1 or SITEACCT is determined by your organization s setup in GRITS which is handled by the State Organization level Reports For each organization after all sites with inventor
253. t the length of time allowable to deduct from inventory and resubmit the immunization or enter the immunization from inventory in the user interface HL7 Response File The HL7 Response File is a downloadable and printable electronic document that contains all information pertinent to a processed data exchange upload GRITS generates a General Acknowledgement ADT message according to the ANSI Health Level 7 HL7 Standard For additional information regarding the HL7 Standard refer to the GRITS HL7 General Transfer Specification Data Exchange Georgia Registry of Immunization Transactions and Services 13 28 Georgia Registry of Immunization Transactions and Services Data Exchange wm Organizations In this chapter Parent Child Switch Org WW Parent Child Switch Org A child client The Parent Child Switch Org screen will allow selected users who organization cannot belong to a parent organization or a vendor organization to switch to be setup as a their child or client organizations without having to log out and log parent vendor to its back into the registry In order to switch to your related organizations parent vendor a parent child or vendor client relationship must be requested by your organization organization and created at the state level by DHR The organization s administrator will notify DHR which user role s will have access to this function The Parent Child S
254. te can delete an outbound transfer if the receiving site has not accepted the transfer transfer is pending To delete a transfer follow these steps 8 9 Managing Inventory Transfers Georgia Registry of Immunization Transactions and Services 1 Onthe Display Transfer screen select the pending outbound transfer you wish to delete by clicking on the transfer id 2 You will be routed to the Create Edit screen for the selected transfer press Delete 3 Press OKI in the confirmation box Edit Transfer Details 247 Status Deleted 03 30 2004 Return to Display Transfer screen Return Modifications to the transfer will NOT be saved Sending Site Test Private Site EN Receiving Organization GRITS Physicians X Receiving Site Hame PIH ORANGE STREET CLINIC 45454 EN Sort Receiving Site By Site Name Site PIN Transfer Rem Expiration Dose a EAES DTP aP HepB Polio Pediarix PEDS59 01 01 2005 HepB Hib Comvax M577 Y N 12 31 2004 0 10 Measles Mumps Rubella MMR II M545 h N 10 01 2004 40 10 4 Press Return to return to the Display Transfers screen 5 The non expired doses are added back into your inventory as active inventory Shipping Documents You can generate a packing guide shipping invoices and labels for transfers To print shipping documents for outbound transfers 1 On the Display Transfer screen press Shipping Documents 2 You will be routed to the Shipping Document screen 8 10 G
255. tepad icon in the Edit column 10 14 Georgia Registry of Immunization Transactions and Services Managing Immunizations 12 At the Edit Historical Immunization screen press to display the Immunization Data Exchange Information pop up window Immunization Data Exchange Information Job ID Process Start Date Organization Hame 5809 01 03 2006 04 33 31 PM GA Help Desk 5808 01 03 2006 04 31 21 PM GA Help Desk Job ID Unique identifier for data exchange jobs Process Start Date Date time a data exchange job started processing Organization Name Organization who submitted the job 13 Press to close the pop up window Entering a Lead Test Action If a client has been assessed for lead screening the Lead Screening section will display below Client Comments on the Immunization History screen This section will include information on the last lead test completed the current lead risk assessment based on the client s address the current lead test action if any and a button to access the Add Edit Lead Test Action screen Client Information Eligible for State Supplied Vaccine Yes Client Name First Ml Last Birth Date Gender Mother s Maiden Tracking Schedule Chart JANE CLIENT 12 25 2003 F SSMITH CDC ACIP Address 123 MAIN STREET ANY TOAN GA 30303 404 555 5555 Comments Al a 09 30 2008 Test last completed Lead Screening 1117 2008 Low risk based on address Add Lead Action Entering a Lead Test Acti
256. that you run the report e f both the From and To dates are left blank the system will find those clients who are due or overdue as of the date that you run the report e Birth Date Range When a birth date range is specified the report will return those clients who have a birth date that falls within the range entered To choose a birth date range enter the beginning date in the From text box and the ending date in the To text box in MM DD YYYY format 11 8 Georgia Registry of Immunization Transactions and Services Reports and Forms Reports and Forms e If the From date is unspecified for the Birth Date Range the report will include the oldest clients in the system e Ifthe To date is unspecified for the Birth Date Range GRITS will use today s date e Weeks Since Last Notice When a number is entered in this field the report will include only those clients who have not received a reminder notice within the specified number of weeks prior to the current date e Exclude clients more than X Month s Overdue If the user select a number of months the system will exclude clients overdue by more than the number of months you have selected When the user selects to exclude clients more than X months overdue the user can also specify either of the following e Exclude from Today s Date Excluding from Today s Date will exclude any clients overdue more than X months from today s date e Exclude from Target From Date E
257. the screen Parent Child Switch Org screen will be changed to the organization selected The Switch to Organization pick list will To view another continue to display the parent vendor organization followed by its child client child client organization s organization or to SE back to your 5 The user will have access to the same features on that home organization organization based on the role assigned to him her at the repeat steps 1 3 parent vendor organization 6 Press Cancel to return to the home page 14 2 Georgia Registry of Immunization Transactions and Services Organizations wm Appendix In the Appendix Online Help GRITS Help Desk A 2 Online Help Ea GRITS online help function provides you with both screen specific help and a general help index You may access online help from any screen in GRITS by pressing the yellow light bulb on the menu bar in the right corner of the screen Screen Specific Help To access screen specific help follow these steps 1 Press the light bulb on the menu bar located at the top right of the screen on which you would like help 2 A box with screen specific help information will display This help box may have any or all of the following features yA manage client immunizations Microsoft Internet Explorer provide fet x Back gt A search Syravorites ttor S Sp Sf a 2 Ki Help Contents Manage Client Immunizations Scr
258. the Adobe toolbar Press in the Print dialog box 3 To return to the Vaccine Accountability Statements screen press Q Back the button on your browser Marking the Report Reviewed 1 After viewing and or printing a vaccine accountability statement you may mark it as reviewed by clicking the select box of the desired report 2 Press Mark Reviewed The report will be removed from the list of new vaccine accountability statements Note The report you mark reviewed will be marked reviewed for all users in your organization Deleting the Report 1 To delete the report click the select box for the desired report 2 Press the Delete button Reports and Forms Georgia Registry of Immunization Transactions and Services Vaccine Accountability Statements are automatically removed from the screen 90 days after they are created Reports due to be automatically removed from GRITS within seven days are highlighted in pink 11 19 3 Press in the message box The report will be removed from the screen Note The report you delete will be deleted for all users in your organization Viewing Ad Hoc Vaccine Accountability Statements 1 Click on Ad hoc Reports under the Reports section of the menu panel Create Ad Hoc Vaccine Accountability Report Report Type COACCT1 Public County 7 Generate County Org G45 Test Org v SET Date From Io 01 2001 z Date To Jose 2004 D Previously Generated Reports Mar
259. the administrator is responsible for the maintenance of all organization specific information including users sites physicians and clinicians This user may run reminder recall reports and Clinic Assessment Software Application CASA extracts This role also access to the administrative menu items which includes a lists of vaccines trade names manufacturers and insurers as they exist in the registry Data Exchange HMO User Data exchange and HMO users are able to automatically exchange immunization batch files through GRITS In addition this user is be able to view client reports The user s organization must be authorized for data exchange before this role can be utilized Administrator data exchange The administrator data exchange contains all the capabilities of the administrator user plus access to data exchange functions The user s organization must be authorized for data exchange before this function can be utilized Maintenance 6 2 Georgia Registry of Immunization Transactions and Services Parent Administrator The parent administrator contains all the capabilities of the administrator user plus the parent child switch org When choosing user function A Parent Administrator can switch to child client names for the registry organizations in order to manage users inventory etc for the be as specific as possible This will avoid confusion as users are added over time child client organizations thus elimi
260. the client s chart number only will produce a single name match Note To find a client using this method the chart number must have been entered previously for the client 3 Press Find If multiple records are found matching the information you entered a table listing up to 75 matches with detailed information on each will be shown below the Find Client Information box To choose a Client from this list click on the client s last name underlined and in blue suas ossible Matches 2 other s DOE gt A JOHN 08401 2008 JOHN 09 25 2008 SALLY SMITH 5 If only one client matches your search the Manage Client screen for that individual will display automatically D If no clients match your search recheck the information you entered for accuracy If you suspect the client has not been entered into GRITS proceed to Entering New Clients Managing Clients Georgia Registry of Immunization Transactions and Services Use of Pick Lists in GRITS When entering information on new clients or editing client information you will use pick lists for many fields GRITS uses pick lists fields that contain a list of options from which you may choose rather than free text fields for certain input data The advantages of pick lists over free text fields include e Ease of use Pick lists allow users to quickly fill in a data field without typing in the information e Health Level 7 HL7 compliant HL7 is a method of cat
261. the parent organization or associated with selected child organizations by clicking on the appropriate radio button e If you choose to include only clients associated with selected child organizations select these organizations by clicking on an organization or highlighting a chosen organization and Add pressing Do this for each organization desired Note This will limit the search to only those clients who are associated with the selected organizations 3 Select and filter the extract by county Select County s All Counties O Use Counties Selected Available Counties Selected Counties Add gt Remove e Indicate whether you wish to view clients residing in all counties or if you wish to include only clients residing in selected counties by clicking the appropriate radio button gt e If you choose to include only clients residing in selected counties select these counties by clicking on a county or highlighting a chosen county and pressing a Do this for each county desired Note This will limit the search to only those clients who reside in the selected counties 4 Select and filter the extract by vaccine group Select the Vaccine Group s Use All Vaccine Groups Use Vaccine Groups Selected Available Vaccine Groups Selected Vaccine Groups A Add v Remove e Indicate whether you wish to include all vaccine groups in the search criteria or if you wi
262. the system will check to see if the incoming lot matches any of your existing inventory lots If the lot is considered a match the incoming doses will be added to your existing lot If the incoming lot is not a match a new lot will be created The incoming lot must have the same values in the following fields for the lots to be considered a match 1 Trade Name 2 Lot Number will match upper case to lower case 3 Funding Source 4 Dose Size 5 Expiration Date In addition matching lot information may be merged with an existing lot according to the following business rules 1 An incoming lot can be merged with an existing inactive lot If the lots are merged the existing lot will become active 2 If two lots are merged that have different manufacturers keep the existing manufacturer 3 If two lots are merged that have different Cost per Dose and the existing lot s cost per dose is not 0 null olank keep the existing Cost per Dose 4 If two lots are merged that have different Cost per Dose and the existing lot s cost per dose is 0 null blank keep the Cost per Dose on the incoming lot Viewing Details of a Completed Historic Transfer The Display Transfer Details screen allows a user from the sending or receiving site to view the transfer details for a completed historic transfer Viewing Transfer Details To view the details of a completed a transfer follow these steps 1 On the Display Transfer scr
263. tion follow these steps 1 Click on Request Dose Admin under the Reports section of the The Doses Admin menu panel istered by Eligibility Doses Administered by Eligibility Report Criteria Reports may be siete Arsise Conbned SSCS generated for the Report Date Range following From Al e All Sites Combined S Th is Doses Administered Request Status report is a single Report Hame Status TargetFrom Target To Refresh table containing Site Capitol Square RRE RE Cancel doses administered ORG GRITS Test Organization 100 01 01 2004 04 01 2004 data for all sites o within the organiz ation that have given immuniz 3 ations e All Sites Listed Separately This report produces a At the Doses Administered screen choose a site from the pick list choose All Sites Combined or All Sites Listed Separately Report Date Range e To choose the Report Date Range enter the beginning date in the From text box and the ending date in the To text box in MM DD YYYY format separate table listing doses administered data for each site within the organization that has given immunizations Specific Sites This report is a single table containing doses administered data for the selected site if the site has given immunizations e The From and To date are required to create a Doses Administered by Eligibility report 4 Press the Generate Report button on your screen 5 Press Refresh periodically to check the status of
264. to stay at this screen while your report is being created You may go anywhere in the GRITS application while the report is being created and may return to the status screen by clicking on the Check Reminder Status link under Reports on the menu panel Likewise you may close out of GRITS and return to the status screen by clicking on the Check Reminder Status link after logging in again other areas of the system while waiting for the reminder recall request to complete You may check the status of your request by clicking on Check Reminder Status under the Reports menu Summary Screen When the report is complete you may click on the blue underlined date to go to the Reminder Request Process Summary screen The Summary screen lists the number of clients involved in the search and the criteria that were used to define the search From the Summary screen you may create various reminder output options Reminder Request Process Summary Step Criteria Evaluated at this Step Clients 1 Clients associated with MWR Physicians 164 2 Clients immunized by WF Physicians 92 3 Clients that are active within MR Physicians and allow Reminder amp Recall Contact 89 Additional criteria includes e Birthdate range is not specified e County is not specified e School is not specified e Provider is not specified e Weeks Since Last Notice is not specified 4 Clients that have one or more responsible persons that Receive Notices 85 Add
265. tory 10 2 reactions 10 4 10 12 10 14 recommended vaccines 10 4 viewing client information 10 2 viewing opt out imms 10 17 Immunizations Needed Report 11 3 definition G 2 Inventory active inactive 7 2 adding new 7 5 adding subtracting from existing 7 8 alerts 5 4 7 3 8 2 counting 7 20 destroying expired vaccine 7 10 printing 7 4 printing transactions 7 18 public private funds 7 3 returning expired vaccine 7 10 transferring inventory 8 2 transaction types 7 12 updating 7 7 viewing 7 3 viewing transactions 7 15 K Keyboard shortcuts 4 8 L Last notice 9 5 11 11 Login 3 2 definition G 3 Logout 3 3 definition G 3 Lot number definition G 3 Georgia Registry of Immunization Transactions and Services Mailing labels 8 12 11 13 Medical Exemptions entering see client comments 9 10 Menu bar 5 2 5 3 definition G 3 Menu panel 5 3 definition G 3 Mouse shortcuts 4 10 0 Opt In definition G 3 opt in client 9 14 Opt Out definition G 3 opt out client 9 12 deleting opt out imms 10 21 editing opt out imms 10 20 entering opt out imms 10 15 viewing opt out imms 10 17 Ordering authority definition G 3 Organizational Extract 13 7 definition G 3 P Packing Guide 8 11 definition G 3 Parent Child Switch Org 14 2 definition G 3 Passwords 6 3 6 4 PDF definition G 3 use in reports 4 6 Physicians adding 6 9 deleting 6 10 editing 6 10 listing all 6 10
266. tory and included in the Transaction Count and Dose Count totals 7 16 Georgia Registry of Immunization Transactions and Services Lot The lot number of the vaccine is listed in this column Funding The funding type of the vaccine is listed in this column Either PUBLIC or PRIVATE Transaction Code The type of inventory transaction that occurred is listed in this column Refer to Transaction reasons and Secondary reasons for an explanation of the transaction codes shown in this column The name of the user who entered the inventory transaction is listed in this column Inventory deductions processed through data exchange will display the username of the person who uploaded the file and double asterisks Doses The number of doses added to or subtracted from inventory transaction is listed in this column User Name Inventory Transaction Totals The Inventory Transaction Totals table at the bottom of the Inventory Transaction Report provides a summary of all transactions on the report groups by each type of transaction reason secondary reason Transaction Code This column displays the code that identifies the transaction reason secondary reason Transaction Description This column displays the description of the transaction reason secondary reason Transaction Count This column represents the number of transactions that occurred for a single transaction reason secondary reason For example two shipments o
267. ts 4 2 definition G 4 keyboard 4 8 mouse 4 10 Sites adding 6 11 deleting 6 13 editing 6 12 inventory 6 12 listing all 6 13 printing all 6 12 Supplemental Vaccine Cert 11 4 definition G 5 System requirements hardware requirements 2 2 Internet access 2 2 software requirements 2 2 T Toolbar definition G 5 Tracking schedule add delete modify a dose 12 17 add delete modify a series 12 6 add delete inter group conflict 12 23 creating a dose in a series 12 16 creating a schedule 12 3 creating a series 12 6 definition G 4 deleting a schedule 12 4 doses tabs 12 17 saving a schedule 12 5 series tabs 12 7 setting up the base schedule 12 3 view complete schedule 12 5 view schedule list 12 4 Transfers accepting an inbound transfer 8 13 creating an outbound transfer 8 5 definition G 4 deleting an outbound transfer 8 9 editing an outbound transfer 8 8 mailing labels 8 12 merging inventory 8 15 packing guide 8 11 pending transfer alert 8 2 sending a shipment to an external organization 8 7 shipping documents 8 10 shipping invoices 8 12 viewing details for completed transfers 8 15 viewing transfer list 8 2 Upcoming Events 5 5 User roles definition G 4 roles 6 2 Usernames 6 3 6 4 Users adding 6 2 adding multiple 6 4 definition G 4 deleting 6 5 editing 6 4 inactivating 6 5 printing a user list 6 6 roles 6 2 USG Form definitio
268. tton If the vaccine has expired a pop up message will be displayed to indicate expired vaccine cannot be shipped Expired public vaccine should be returned to McKesson s distribution center and mark the vaccines doses as returned in GRITS Expired private vaccine should not be sent to McKesson Mark the expired vaccine doses as returned or destroyed in GRITS Georgia Registry of Immunization Transactions and Services 8 7 Be sure to look through the entire receiving organization list before you create an external site Some organizations may be listed under the parent company name or a county may be listed under a district number 8 8 Georgia Registry of Immunization Transactions and Services Edit Transfer Details 248 Go to Shipping Documents screen Transfer will be saved and is viewable by the receiving site Status Shipped 03 31 2004 Shipping Documents Ship the Transfer Ship Transfer will be saved and is viewable by the receiving site Delete Transfer Transfer will be removed and will not be viewable by the sending or receiving site Return to Display Transfer screen Modifications to the transfer will NOT be saved Sending Site Test Private Site EN Receiving Organization Test Org Public Health EN Public Health Site 2 600005 EN Receiving Site Name PIH Sort Receiving Site By Site Name Site PIN Transfer item Expiration Dose a vce Group rade tame
269. ule requires a dose to be from the specified trade name or it will be not valid regardless of other rules Trade name age range rule says that if this dose is from the indicated trade name it must be administered between the age range specified or it will be not valid This is also different from the Age rules that apply to individual doses 4 To delete a trade name age range or dose size rule select the checkbox in the Select column in the Acceptable Vaccines Summary section and click the Delete button Acceptable Vaccines Vaccine Rule Trade Hame Size Mult Min Age MaxAge Primary FLU Unspecified Yes FLU SPLIT FLU SPLIT Age AFLURIA qai DD FLU SPLIT Age AFLURIA PF 18Y DD FLU SPLIT Age FluLaval 17 Years 187 oD FLU SPLIT Age Fuert DE gt 17 Years 18Y DD FLU SPLIT Size OS S05 0D Ii FLU SPLIT Size 05 10 3y oD FLU SPLIT Size 025 10 0D 3 FLU SPLIT Size 0 25 2 0 ey 0D FLU LAIVY FLU LAIVY Age FluMist 2 Sov FLU WHOLE Maximum Doses If there are a maximum allowable number of doses for a vaccine group regardless of immunity or validity of doses then the maximum doses rule applies Tracking Schedule Georgia Registry of Immunization Transactions and Services Unacceptable Acceptable Maximum Trade Alternate TA Result Result Override FEA Gender Vaccines Doses Hame Series r Rules Interval Rules Rules Rules Groups Max Dose e Age 7 we 1 Enter information for th
270. upload Data Exchange Georgia Registry of Immunization Transactions and Services 13 14 e Inventory Updated Deduct from Inventory Users Only This field displays the number of immunization records that were successfully deducted from inventory in a data exchange upload e Inventory Not Updated Deduct from Inventory Users Only This field displays the number of immunization records that were NOT deducted from inventory in a data exchange upload e Pending Clients This field displays the number of clients in a data exchange upload that result in the temporary storage of pending clients Pending clients are stored when a client in a data exchange upload matches more than one existing client in the Immunization Registry pending clients are an indicator that duplicate client records may exist in GRITS Contact the GRITS Help Desk to review and merge Pending Client records e Unmatched Immunizations This field displays the number of immunizations that are not associated with a client in a data exchange upload Unmatched immunizations are NOT processed and loaded into the Immunization Registry Pertains to Flat File users only e Unmatched Comments This field displays the number of comments that are not associated with a client in a data exchange upload Unmatched comments are NOT processed and loaded into the Immunization Registry Pertains to Flat File users only Reviewing Job Status field Upon submitting a data exchan
271. user may delete the count and resulting inventory reports by pressing the Delete button and submit a new inventory count The Delete button is available for five days once the inventory count is submitted 7 22 Georgia Registry of Immunization Transactions and Services Managing Inventory RR Managing Inventory Transfers In this chapter Viewing Transfer Lists Creating Transfers Editing Transfers Shipping Transfers Deleting Transfers Shipping Documents Accepting Transfers Merging Lots Viewing Completed Transfer Details An alert will appear on the inventory alerts page for each pending transfer for your organization The alert will disappear after the transfer is accepted See the Alerts section of the Inventory Chapter for more information on alerts The Display Transfer screen will default to list all transfer types for the site last associated with your user id The historic transfer section will default to list transfers accepted completed in the last 30 days The transfer function of GRITS allows you to view and manage the transfer of inventory between sites within your organization or transfer inventory to another organization Information on inventory transfers for an organization is accessed by selecting manage transfer under the Inventory section of the menu panel This will bring up the Display Transfer screen There are four screens used in the transfer process e Display Transf
272. ush icon in the Edit column 2 At the Edit Immunization screen press Gees 3 Press in the delete confirmation box Reviewing New Data Exchange Immunizations To review a new immunization that has been inserted or updated by data exchange follow these steps 1 On the Immunization History table select the vaccine you wish to review by clicking on the vaccine s notepad icon in the Edit column 2 At the Edit New Immunization screen press to display the Immunization Data Exchange Information pop up window Immunization Data Exchange Information Job ID Process Start Date Organization Name 5809 01 03 2006 04 33 31 PM GA Help Desk 5808 01 03 2006 04 31 21 PM GA Help Desk Job ID Unique identifier for data exchange jobs Process Start Date Date time a data exchange job started processing Organization Name Organization who submitted the job 3 Press Gas to close the pop up window Editing Historical Immunizations To edit a historical immunization use the following steps 4 On the Immunization History table select the vaccine you wish to edit by clicking on the vaccine s notepad icon in the Edit column Managing Immunizations Georgia Registry of Immunization Transactions and Services E E Edit Immunization Rea cti ons Vaccine Group Cholera Vaccine Display Name Cholera Inject Reactio ns to Trade Name Cholera immunizations are Vaccine Lot Humber entered on the Edit Eligibility
273. vaccine group s to unacceptable The example is Pediarix There will be a Pediarix Hepatitis B series but no series for the Polio or DTaP components 5 Unacceptable Acceptable Maximum Trade Alternate man Result Result Override v See Gender Vaccines Doses Hame Series Riles Rules Interval Rules G Rules YaccineGroups Selected Vaccine Group s Hepatitis B Diphtheria Tetanus Acellular Pertussis ei Poliomyelitis 1 Add each unacceptable vaccine group to the list on the right 2 Tab to another page or manage another Series Gender Rules The gender rule determines if a series is included in the schedule for a client The gender rule first determines if the client is of a specified gender If the client is of the specified gender then the vaccine group will be included in Tracking Schedule Georgia Registry of Immunization Transactions and Services the evaluation and recommendations If the client is not of the specified gender the outcome depends on whether the gender rule allows the series to be invoked on use for genders not selected If Invoke on use for clients with gender selected above is true and the client has at least one dose then the vaccine group will be included otherwise the vaccine group will be unevaluated and no recommendations will be made Invoke Unacceptable Acceptable Maximum Trade Alternate Oni Result Result Override Mace Wiel Gender Vaccines Doses
274. val attributes that apply a REECH 28 D v 2 M v 3 M v 1 Enter an interval and interval attribute for each interval that applies e g 28 D Remember the following rules minimum interval lt recommended interval recommended interval lt overdue interval If no value needs to be added leave the field set to O zero 2 You may add another dose at this time or you may finish entering information on other tabs for this dose Note When an alternate series has replaced some doses for the series under consideration the interval between the dose being evaluated and the dose in the alternate series that preceded it is evaluated For example if the primary doses in the Td series are replaced by DTaP then the minimum interval to the Td booster is based on the interval since the final dose in the DTaP series 12 18 Georgia Registry of Immunization Transactions and Services Tracking Schedule 3 To delete a min adjacent interval rule for a dose select the delete button above the overdue interval Non Adjacent Intervals If there are intervals between this highlighted dose and a non adjacent previous dose in the series that apply then enter the interval and attribute a O Minimum anteri NA v D v Non Adjacent Interval Summary Remove selected Non Adjacent Intervals from this dose P seet O vosemumoer D minimum mter o 1 11
275. ve it set at 0 days The current dose displayed for potential modification is indicated by yellow highlighting in the Dose Details section Note The minimum interval after an invalid first dose is determined by the minimum interval set on the first dose GRITS does not use the schedule wide minimum not valid interval setting 12 16 Georgia Registry of Immunization Transactions and Services Tracking Schedule Booster D Min Interval and Age to Validate Minimum age Recommended Age Overdue Age D v D v L Te WS D v Dose Details Remove selected Doses from this Series seet TTT KEE SS eo Add Dose To add a new dose to the series select the New Dose button a new dose will appear in the Dose Details section Set up all applicable dose rules following the steps outlined in the Modify Dose section Delete Dose To delete a dose from the series select the checkbox for the dose in the Select column of the Dose Details section Click the Delete button in the Dose Details section Modify Dose Select the dose you wish to modify by clicking on the dose number hyperlink In the Dose tab the information is displayed for the dose that is highlighted in yellow in the Dose Details section Booster Indicate if this dose is a booster Boosters are administered repeatedly based on the interval rules In other words boosters allow unlimited doses For instance
276. ve visited for LES quick access to recently viewed pages Days to keep pages in history 20 g Clear History SS 3 Inthe Internet Options box click on the General tab 4 Onthe Home Page section of the box press _Use Curent 5 Press o Adding a GRITS Bookmark Netscape 4 7 Click File and choose Open Web Location 2 Type in the GRITS Web address https www grits state ga us Press E 3 Accept any security or certificate warnings Once at the login screen click on Bookmarks on your browser s menu bar Choose Add Current Page 5 The Georgia Registry of Immunization Transactions and Services should now appear on your browser s list of bookmarks Setting GRITS as Your Browser s Home Page Netscape 4 7 1 Atthe GRITS login screen before entering any data click Edit and choose Preferences 4 4 Georgia Registry of Immunization Transactions and Services Optimizing GRITS xi Categor A Ee Navigator D Appearance 9 Navigator Hist Display on Navigator Startup Y Default Browser istor S Set Netscape as your Languages O Blank page default browser Heber Applcetions Home page Set Default Browser Smart Browsing Internet Search O Last page visted Tabbed Browsing Home Page Downloads p D Composer Clicking the Home button takes you to this page or group of pages D Mail amp Newsgroups Location https www grits state ga us choose Fie D Instant Messenger D
277. ventory Count screen Refer to the Submitting Inventory Counts section of this chapter for more information 4 Active Inventory that is Going to Expire this alert displays any inventory within the organization that is going to expire in the next ninety days or less 5 Inventory that is Running Low this alert displays any inventory within the organization that is running low ten doses or less 7 2 Georgia Registry of Immunization Transactions and Services Managing Inventory Viewing Inventory To view the vaccine inventory at a particular site follow these steps 1 Click on Manage Inventory under the Inventory section of the menu panel At the Inventory Alerts screen press Show Inventory 3 The inventory table shown by default will list active vaccines from One site within the organization Following is a description of inventory options available e Active Select the Active option to view only those vaccine lots that have valid non expired doses remaining in the site s inventory This is the inventory that is available for usage on the manage immunization screen e Inactive Select the Inactive option to view only those vaccine lots that do not have any doses remaining in inventory or that were set to inactive by a user Inactive vaccine lots that have expired are only viewable when the Expired radio button is selected e Non Expired Select the Non Expired option to view any activ
278. w alongside them Once you have viewed the announcement and returned to the home page the flag will disappear To view a full announcement do the following Home Page Georgia Registry of Immunization Transactions and Services Click on the underlined announcement title 2 The GRITS Announcement screen will display giving full details and the posting date of the selected title 3 Click on the Return to Main Page link to return to the home page Release Notes Release Notes are found under the Announcements section of the home page This section contains information regarding new releases of GRITS and features included in the releases Release notes may be viewed in the same manner as announcements Inventory Alerts The inventory alerts section will appear on the GRITS home page for users with Administrator and Inventory Control levels of access If a site has expired vaccine a pop up message display where to return public vaccine and expired private vaccines should be returned or destroyed Decrement public and private vaccine doses as returned or destroyed using the Show Inventory screen The inventory alerts section of the home page consists of five tables 1 Inventory Transfer Notifications lists outbound transfers that s On Hold or Shipped and inbound transfers that are Pending Receipt for all sites within your organization Transfers between sites within the same organization will span two lines a pend
279. warnings before the browser will open the site Accept any warnings regarding secure connections or security certificates Both Netscape and Internet Explorer will give you the option of turning off these warnings for future use Security Alert changed by others However there is a problem with the site s ER Information you exchange with this site cannot be viewed or gt security certificate A The security certificate was issued by a company you have not chosen to trust View the certificate to determine whether you want to trust the certifying authority Gei The security certificate date is valid The name on the security certificate is invalid or does not match the name of the site Do you want to proceed View Certificate 3 2 Georgia Registry of Immunization Transactions and Services Accessing GRITS 5 At the GRITS login screen enter your organization code username and password The information on this screen is case sensitive enter the information exactly as you received it Leading the Way to Healthier Lives The information on the Login screen is case sensitive in other words you need to enter the data in upper and or lower case exactly how you received it Welcome to GRITS Please enter your Organization Code User Name and Password and then click the Login button to continue if you need assistance click the Light Bulb at the top right of the screen Organization Code E Username I
280. witch Org screen displays the parent vendor organization followed in alphabetical order by the child client organizations associated to the parent in the Switch to Organization pick list Users who belong to child client organizations cannot switch to their parent vendor or peer organizations When a child client organization is the parent vendor of another organization switching to the lower level organization is allowed The Parent Child To switch to a child client organization follow these steps Switch Org switch is 1 Click on Parent Child Switch Org under the Organizations section only valid for the of the menu panel current user session If the user logs out 2 On the Parent Child Switch Org screen choose the child client of the registry before organization from the Switch to Organization pick list switching back to its home organization organization DM Parent Medical user Ima User roje Parent Administrator the user will be ParentiChild Switch Org returned to the home Current Organization DM Parent Medical organization at the next login The Switch to Organization DM Parent Medical vi home organization is determine by the 3 Press DK organization code username and 4 The user will be switched to the requested organization After the password that are switch occurs the organization name on the yellow title bar at the entered on the login top of the screen and the Current Organization listed on
281. xcluding from Target From Date will exclude any clients overdue more than X months from any target date you have specified NOTE If target date range is left blank today s date will be used Note Clients are shared between organizations therefore another organization may have recently generated a notice for the client Sorting Criteria This section allows you to specify how the data will be sorted If a sort order is not specified GRITS will sort the report results first by the client s last name in ascending order A to Z then by the first name in ascending order e Sort 17 By Choose a primary information field by selecting from the pick list provided e Ascending descending order Choose how the primary field is sorted choose either ascending A to Z or descending Z to A order from the pick list e Complete additional ordering sequences for the second through fourth sorts Generate the report Press the Generate button Depending upon the number of clients associated with your provider organization it may take five minutes or more to generate the data for the various reports While the data are being generated the Request and Output status page indicates the percentage of completion Periodically press Refresh to update the status You may work in Georgia Registry of Immunization Transactions and Services Waiting for reminder requests Once you reach the Reminder Request Status screen it is not necessary
282. y 4 Enter a time unit D M Y 5 Enter a number for the ending of the conflict period for instance 28 days Enter a time unit Repeat until done 8 Select Save button on the Modify Schedule page saves to database SE A begin interval of I day and an end interval of 28 days means that vaccinations from the conflicting vaccine groups will not be valid if received between I and 27 days inclusive of each other Delete Inter group Conflict 1 Select the conflict s you wish to delete by checking the box next to them 2 Click the Delete button Tracking Schedule Georgia Registry of Immunization Transactions and Services 12 24 Georgia Registry of Immunization Transactions and Services Tracking Schedule EE Data Exchange In this chapter Data Exchange Setup Flat File Data Exchange HL7 Data Exchange HMO Data Exchange Organizational Extract Exchange Data Status Exchange Data Details Flat File Response File HL7 Response File Data Exchange Setup The data exchange feature of GRITS provides a means for provider organizations to exchange client and immunization information between GRITS and other immunization applications GRITS supports multiple file formats and methods for uploading and extracting client and immunization information A provider organization s Data Exchange setup determines the type of file format to be exchanged as well as several other important configurations Prior to p
283. y enter the following information _ ba Modify Doses on Hand Damaged in transit Action to provider is only Amount 23 available for Reason Spoiage sl subtracting inventory Soe for public state __ ESE LEE TR Appears contaminated Diluent added when not required Erroneously combined in syringe Leaked from syringe Not needed after prepared Parent or Child refused supplied vaccine e Under Amount enter the number of doses to be added or subtracted e Choose a primary explanation for changing the quantity of the vaccine lot by selecting from the Reason pick list e Choose a secondary explanation for changing the quantity of the vaccine lot by selecting from the Secondary Reason pick list The Secondary Reason pick list will only appear when a secondary reason is required e The inventory transaction reason you select will determine if inventory is added or subtracted Reasons for adding or subtracting inventory Primary Explanation Secondary Explanation Action Receipt of Shipment N A Add Spoilage Parent or child refused Subtract Not needed after prepared Subtract Leaked from syringe Subtract Appears contaminated Subtract Erroneously combined in syringe Subtract Diluent added when not required Subtract Damaged in transit to N A Subtract provider Failure to store Left out overnight Subtract properly Refrigerator door left ajar Subtrac
284. y Reason pick list will only appear when a secondary reason is required Press Savel Returning or Destroying Expired Vaccines To document returning or destroying expired vaccines follow these steps 1 Click on Manage Inventory under the Inventory section of the menu panel 2 At the Inventory Alerts screen press Show Inventory 3 Select the site with an expired vaccine lot from the Site pick list Georgia Registry of Immunization Transactions and Services Managing Inventory 4 From the Show radio buttons select the Expired option to view any inventory that has expired Manage Inventory Add inventory for Site Park Street Clinic Add Inventory Count Physical inventory for Selected Site Count Inventory Show Transactions for Site Show Transactions Return to the Previous Screen Cancel Site Park Street Clinic Y Show Active O inactive O Non Expired Expired Public expired vaccine to be returned to McKesson Ss a SE C DAPTACEL DTAP1 0708 2008 C Eluzone gt 6 Months FLU 195 N Y 07 07 2008 Fi Pediarix DTAPHBIP 25 Y 07M 4 2008 Private expired vaccine to destroy or return L Returned lS Besari nas nan leanas F ActHib HI N N 11 25 2007 O Comvax HEPBHIB1 20 N N o7 g2008 TT Havrix Peds 2 dose HEPA2 19 N N 0713 2008 F VAQTA Peds 2 dose HEPA 19 N N 0745 2008 Expired vaccines SEENEN Ma BOOSTRIX TDAP1 11 25 2007 5 You will see a list of expired vaccines This screen had th
285. y Required Comment Client has been exposedto rabies M Invoke on Use If you only want to see the vaccine group evaluated if a client has received at least one dose of this vaccine select Invoke on Use Invoke on Valid Only Tied to Invoke on Use if you only want to see the vaccine group evaluated if a client has received at least one VALID dose of the vaccine select Invoke on Valid Only Invoke on High Risk GRITS does not currently use high risk functionality If you only want to see the vaccine group evaluated if a client is designated as high risk then select Invoke on High Risk Note A High Risk indicator exists to designate an entire provider organization as high risk Users of the high risk organization will view all clients as high risk For GRITS specifically a client may also be designated as High Risk by a client High Risk indicator Invoke on Age If you only want to see the vaccine group evaluated once a client has reached a certain minimum age select Invoke on Age Minimum Age Tied to Invoke on Age if Invoke on Age is selected add the minimum age and age attribute The vaccine group will be evaluated if the client has reached the minimum age Invoke on Comment If you only want to see the vaccine group evaluated if a client has a specific comment recorded select Invoke on Comment 12 12 Georgia Registry of Immunization Transactions and Services Tracking Schedule Comment Tie
286. y in a given organization have submitted a physical inventory count in GRITS for a given reporting period an organization level vaccine accountability statement will automatically be created by GRITS that combines the site level information into an aggregate report e COACCT1 a vaccine accountability statement for organizations that report to a Public Health District This report combines all site level SITEACCT reports for the organization e ORGACCT1 a vaccine accountability statement for sites with inventory that do not report to a Public Health District This report combines all site level PRIACCT1 reports for the organization Note The report you receive COACCT1 or ORGACCT1 is determined by your organization s setup in GRITS which is handled by the State District level Reports For a Public Health District after all sites with inventory that report to a public health district have submitted a physical inventory count in GRITS for a given reporting period a district level vaccine accountability statement will automatically be created by GRITS The report combines the site level information into an aggregate report e DPHACCT1 a vaccine accountability statement for Public Health Districts Viewing Vaccine Accountability Statements 1 Click on Vac Acct Reports under the Reports section of the menu panel Manage Vaccine Accountability Statements COACCT SITEACCT Mark Selected Vaccine Accountability Statements COACC THSITEA
287. you can earmark a dose for transfer and then give that dose as an immunization enter it as wastage or ship it on another transfer You must reduce the number of doses you are transferring Transfer Item A Expiration Doses Doses SEET No items identified for this transfer Add from Inventory Expiration Doses Doses Se EE eg DTP aP HepB Polio Pediarix PEDS59 01 01 2005 HepB Recombivax Peds MA Y Y 0430 2004 10 m HepB Hib Comvax M577 Y N 12 31 2004 10 fio dE MMR II M545 v Y 100204 35 de MMR II M545 v N 1002004 50 fo Pev Prevnar p555 v Y mmm 20 L Td Td TD555 Y N 142312004 225 ess Varicella Varivax MVA5S5 Y 04 30 2004 5 Vaccine Group This column gives the vaccine s name Fora combination vaccine all vaccine names are listed Trade Name This column gives the vaccine s trade name Lot Number This column lists the lot number of the vaccine Active A Y in this column indicates the inventory is active available for use An N indicates the vaccine is inactive Inactive vaccines are available for transfer if there are non expired doses Public A Y in this column indicates that the vaccine was state supplied An N indicates that the vaccine was privately purchased Exp Date This column gives the vaccine s expiration date Vaccine cannot be transferred after it has expired If a vaccine expires after it has been shipped the vaccine will remain on the transfer items Doses On Hand
288. your organization on button on your browser the Manage Physicians anes USG Form University System of Georgia Certificate of To add a physician immunization _ see Managing The USG Form displays basic student demographic information and Physicians in the applicable immunization history according to the CDC ACIP tracking Maintenance chapter schedule assigned to the student and USG requirements and recommendations Currently no evaluation is applied to the form as to whether USG requirements are met To generate the report follow these steps 11 4 Georgia Registry of Immunization Transactions and Services Reports and Forms 1 From a clients Manage Client screen or Manage Immunizations screen press Reports 2 At the Client Reports screen choose a Responsible Person If the selected responsible person has an address on file it will appear on the screen beneath the Responsible Person dropdown This address will also appear on the USG for as the student s address A Physician may optionally be selected to be included on the USG Form Responsible DOE JANE wi Person J Displays the immunizations required for a person to USG Form attend a University System of Georgia college or university 1234 Main St Anytown GA 30012 Physician v 3 Click on USG Form which is underlined and in blue text 4 Once the report is generated it will be displayed using Adobe Acrobat Reader Refer to the Optimizing GRITS chapter in this
289. your report Note When a report is completed the report name will appear underlined and in blue Under the status column 100 will appear 6 Click on the underlined job name The report displays in Adobe Acrobat Reader Printing the Report 1 To print the report press the printer icon on the Adobe toolbar 2 Press in the Print dialog box 3 To return to the Doses Administered screen press the button on your browser OH Back e 11 16 Georgia Registry of Immunization Transactions and Services Reports and Forms VFC GIP Inventory Reports Two VFC GIP Vaccines For Children Georgia Immunization Program inventory reports are available in GRITS These reports are the VFC GIP Comprehensive Report and the Vaccine Accountability Statement VFC GIP Comprehensive Report The VFC GIP Comprehensive Report is a site level report produced for each site that has inventory This report is automatically produced when a physical inventory count is submitted on the Submit Inventory Count screen The VFC Comprehensive Report COMPREP4 displays vaccine usage by eligibility the most recent inventory count and wastage information regarding VFC public inventory for sites with inventory that do not report to a Public Health District The GIP Comprehensive Report COMPREP410 is for sites with inventory whose organizations report to a Public Health District Like the VFC version it displays the most recent inventory coun
290. zation has listed a chart number for the client it is listed in this column Vaccine Group The vaccine group of the vaccine administered is listed in this column Trade Name The trade name of the vaccine administered is listed in this column Lot The lot number of the vaccine administered is listed in this column Funding The funding type of the vaccine administered is listed in this column Either PUBLIC or PRIVATE Eligibility Status The eligibility status under which the immunization was administered is listed in this column User Name The name of the user who entered the immunization transaction is listed in this column Inventory deductions processed through data exchange will display the username of the person who uploaded the file and double asterisks Date Administered Count Following each site s list of immunization transactions a table displays a count of immunizations for each Date Administered Eligibility Count Following each site s list of immunization transactions a second table displays a count of immunizations for each Eligibility type Eligibility Total Count Concluding the report is an Eligibility Totals table which displays a count of immunizations for each Eligibility type for all sites on the report Immunization Transaction Report by Trade Name Lot Funding Source This report returns immunization transactions as requested using the Vaccine Transaction Filtering Options on the Show T

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