Vaccination configuration tool
Contents
1. Go to step 5 5 When the Vaccine Database window opens choose the vaccine being administered this time Click OK A new item vaccine appears in the current transaction displaying the vaccination details 6 Check the vaccination details If necessary amend the details by highlighting the item vaccine and pressing return Click OK to close the details Note The item vaccine values for Dose Site Manufacturer Batch number and Expiry date are extracted from the vaccine database They can be adjusted to correct any changes for this particular vaccination If the Batch Number is amended a prompt will appear to request if the vaccine database should also be updated 2307 m ad HEALTH By preference the Batch Number and Expiry Date should be changed by configuring the vaccination database See the heading Maintaining the Vaccination Database later in this section The date completed details in the Vaccine tab of the Patient Information Panel is also updated 7 Repeat actions 2 6 for any other vaccinations being administered at this time Manufacturer Dose Site Batch No Expiry Date Count Changing the Scheduled Due Date of a Vaccination for a Child There may be instances where it is known that a due date for a vaccination will be missed i e due to a holiday etc To prevent HEALTHone reporting this as overdue the due date can be altered Technique 1 Locate the vaccination concerned in the Vaccin2. 4 Expand the Vaccines section 5 Select and Execute reports as required 2347 m HEALTH Q Population Analysis 7 ET VF V7 s Template Analyses Database Analyses Standard Analyses Diseases Drugs Drugs Cost Dispensed Family Lists of patients Miscellaneous Patients seen PCT Projects Planning Private patients seen Smears Vaccines Patients with a vaccine between two dates Planned vaccines due date Planned vaccines plan of action Vaccination returns HSE Vaccine Monthly All together Vaccine Monthly All together By Doctor Name of GP Yaccine Monthly All together By Doctor Responsible HCP Yaccine Monthly All together Per child Vaccine Monthly History per child Vaccine No Record Vaccine Refusals Active ad inactive patent eee Ee 4 4 Aa a e e e E Reports for the Former method If you are using the former method of recording childhood vaccines use the following report to list those patients who have an overdue vaccination Planned Vaccines Plan of Action Reports for the New method If you are using the new schedule method of recording childhood vaccines use the following report to list those patients who have an overdue vaccination Planned Vaccines Due Dates Overdue vaccine Reports for the Either Method Regardless of what method is being used the following reports are HELIX 235 HEALTH applicable Patient s with a vaccine betwee
3. Administrator KS Medical chapter 29 09 2004 basic medical infon Dr Mary Knigt 29 09 2004 consultation Dr Mary Knigt LB 02 12 2004 vaccine Dr Mary Knig 03 02 2005 vaccine Dr Mary Knigt ZB 16 04 2005 consultation Locum 17 05 2005 consultation Dr Mary Knigt 19 07 2005 consultation Locum Enan ioco Gr Admn Adn Due dates are automatically calculated from the child s date of birth 2247 m HEALTH Recording Non Scheduled Vaccinations The following method is used to record all vaccinations unless a childhood vaccination schedule is being used In cases where a schedule is being used for childhood vaccinations the method Childhood Vaccination Schedules documented later should be employed Technique Recording a Vaccination 1 Open the patient s file and add click on the stethoscope icon E a new medical transaction with a Type equal to Contact and the Name set to vaccination Transaction properties eax Institution Johnssource Type Contact Name i Responsible Dr Admin Admin Date of event 19 01 2011 14 1 0 40 Access rights Export protected Display protected la lalla Speciality genera practice I Legal structure Administrator Johnssource Comment LET Le Lell Health approach Problem A new medical transaction is inserted into the patients file 2 Insert the sequence Shift F4 or transa
4. Right Click on the Vaccination Schedule item and select Apply vaccination schedule Vaccinations from the popup menu A prompt appears with the child s date of birth 6 Click yes when the prompt appears The schedule is activated appears in the Vaccine tab of the Patient panel Recording Phase Recording Vaccinations using the Schedule This process is repeated for each vaccination a child receives The vaccine schedule appears in the Vaccine tab of the Patient Information Panel The vaccination schedule lists the type of vaccination required at a given HELIX 229 HEALTH due date based on the child s date of birth Each vaccination type is linked to a particular vaccine or vaccines in the vaccination database 1 Create a new medical transaction pA Type Contact and Name vaccination 2 Click on the Vaccine tab of the Patient Information Panel to bring it into view 3 Click ONCE on the vaccination that is being received this time to select it 4 Click on the injection needle icon on the Vaccine tab toolbar or use the short cut Ctrl Alt V What happens next is dependent upon how many vaccines are in the Vaccine Database for the selected vaccination type If only one vaccine exists this will be issued immediately with its name today s date batch number expiry date etc Go straight to step 6 If more than one vaccine exists the vaccine database window will open displaying all matching vaccines
5. Vaccination HEALTHone has a number of features which aid the recording and reporting of vaccinations these include A built in database of vaccines that the user can easily maintain Allowing batch numbers and expiry dates to be edited as well as new vaccines to be added e The Pneumococcus schedule for childhood vaccinations that HEALTHone automatically tracks for due dates and received vaccinations from the date of birth e Population analysis reports specifically designed to analyse the childhood vaccinations schedule The Patient Information Panel has a tab dedicated to vaccinations Overdue vaccinations are highlighted and automatically activate this tab causing it to appear in front of the others J Leahy Jordan 04 09 2004 M 6 Years GMS n PP Trend Medical transaction Billing 25 00 Action plan Appointment EN MALA 9 amp x ap Problems X Vaccine B Repeated drug Allergy x og Filter All vaccine Vaccine Completed date Due date a DTP HIB OP First 02 12 1999 _ DTP HIB OP Sec 03 02 2000 DTP DTP 0 5MI 02 12 2004 Hib Titer Led 0 5ml L 02 12 2004 _ poliomyelitis oral 02 12 2004 __ DTP DTP 0 5MI 03 02 2005 _ Hib Titer Led 0 5ml l 03 02 2005 nolinnnelitic forall WY 1920222005 Transactions Zz Filter Full contents Moment of occurrence Responsibl lt gt Administrative chapter LEY 29 09 2004 identification
6. atient Information Panel 2267 ad HEALTH Specifying Recall Dates If childhood schedules are not being used the method of specifying a recall date utilises the item Plan of action If schedules are being used this procedure is NOT required The Vaccine sequence includes the item Plan of action and this will also be present in the current transaction 1 If the item plan of action is not present in the current transaction insert it now by clicking on the Insert Item Button on the item panel toolbar 2 Ensure that plan of action item is selected and press Return to activate it 3 Select vaccine from the associated list Note The object here is to place the word vaccine into the plan of action item not to re state the type of vaccine that has already been done in the item vaccine 4 Cancel the associated list box 5 In the plan of action item details check the Date of event box and enter the RECALL date required 6 Click OKto close the plane of action item The recall date has now been specified This child will now be detected by the population analysis reports designed for childhood vaccination reporting Alternatively you can select the item and right click with the mouse to plan the action and set action plan dates HELIX 227 HEALTH Childhood Vaccination Schedules HEALTHone has a scheduling feature designed to manage childhood vaccinations There are two phases involved e Assign
7. ction 3 Ensure the item vaccine is selected and press Return Vaccine into the new ltem Vaccine now opens and also its associated list 4 Close the Associated List box 5 Click on the Vaccine Button fa to open the vaccination database HELIX 225 HEALTH Alternatively use the short cut Ctrl Alt V The vaccination database window opens Select the dispensed vaccine The dispensed vaccine is not included in the configuration database Vacone 6 Enter text into a filter box 7 Locate the vaccine and select it Click OK The Vaccine details are entered into the item vaccine PLUS the item attributes are also set to their correct values Note The item vaccine values for Dose Site Manufacturer Batch number and Expiry date are extracted from the vaccine database They can be adjusted to correct any changes for this particular vaccination If the Batch Number is amended a prompt will appear to request if the vaccine database should also be updated By preference the Batch Number and Expiry Date should be changed by configuring the vaccination database See the heading Maintaining the Vaccination Database later in this section Vaccine Item Attributes automatically set the values of the selected vaccine 8 Correct the item attribute values if required Click OK to close the item The vaccination details are recorded in the current transaction and also appear on the Vaccine tab of the P
8. e tab of the Patient Information Panel Double Click the vaccination The transaction that contains the schedule opens and the selected vaccination is shown in a dotted box 2 Right Click the vaccination in the dotted box and select Shift Vaccination due date from the pop up menu HELIX 231 HEALTH Health One Version 7 1 User Manual Copyright 2011Helix Health Ltd HEALTH one 2011 File Edt HOR Insert View Analysis Tools Window Help SOJN bt MS Bm wT EEE e EEE Risk Score E AO A Q Leahy Jordan 04 09 2004 M 6 Years GMS n PP lert Medical tansaction Biing 25 00 Action plan Appanimeri dEms A Vache E flepested dug Alergy TESE PITIE L s Filter All vaccine ane Completed date Due date I record of vacona on DIPsHIB OP Fast 02 12 1988 OTP HIBsOP Feet 02 12 1559 r record of vacenadort OTPs HIB OP Second 03 02 20 OTPsHIBsOP Sec 06 02 2000 z aiia ialok OTPla HbIP hepa 04 11 2004 preumococcus N 04 11 2004 DTPis Hi gt IP hepat 04 01 2006 meringis C V 04 01 2006 z Y DTPisHHbIP hepat 04 03 2005 k on Wrap selected item remove rine AT MASE lo wrap b k m er Wrap all items Transachore Bs BB Ge Pater Full contents mi Mi on md chat D amp Move selected tems Up Shift Ctri Up Pl of oft of oll alk ah alt alk of ol Ml G Move selected tems Down Shitt Ctrl Down acm di Use the content as transaction comment y 19 07 2005 conpulaion oom Cr
9. eate a problern iten Zens inte Status active passive Apply vaccination schedule Vacc Shift vaccination due date Plan the action Delete empty tems Dr Admin Admin John SOURCE _ erp P Untitled Paint HEALTH one 2011 a P WE 19 e A prompt box appears to request information about the new due date 3 Complete the prompt box by typing a number and selecting the Day Week Month etc from the drop down selection box e Due date changes for the selected vaccination Note If a number of vaccinations are to be moved select them all before right clicking All selected vaccinations will have their due date altered in the one operation Managing Vaccination Refusals The method of recording a vaccine refusal depends upon how the vaccination is being recorded Former method Not using a vaccination schedule and specifying 2327 aa the refusal directly in the vaccine item e New method Using the Childhood vaccination schedule Former Method If childhood vaccinations are being individually recorded the technique is 1 Open the patient s file and add a new medical transaction with a Type equal to Contact and the Name set to vaccination 2 Insert the sequence Shift F4 Vaccine into the new transaction 3 Ensure the item vaccine is selected and press Return ltem Vaccine now opens and also its associated list 4 Locate the tern refusal in the Associated List box Click o
10. line appears at the end of the database 3 Select the vaccine type from the HEALTHone term drop down box that this vaccine belongs to i e Influenza V 4 HEALTHone automatically offers the type as the name for the vaccine simply select this and type the actual name Complete the other details 5 Click the tick box to save your changes 6 Click the Close button to close the vaccine database window Techniques for Upgrading Users Create the aggregate item Vaccination Schedule and Timing Schedule This action is performed only once and creates the aggregate item vaccination schedule containing the current list of childhood vaccinations In conjunction with this a timing schedule set of rules is declared that states when the vaccinations should occur with respect to the child s date of birth HELIX 237 HEALTH Health One Version 7 1 User Manual Copyright 2011Helix Health Ltd Technique Create the Vaccination Schedule Item 1 Click on the configuration tool icon 2 Select the menu File Open Aggregate or use the short cut Shift F5 The aggregate item screen appears This has its own toolbar 3 Click on the last button on the right of the aggregate tool bar and select the vaccination_pneumo as seen in the screen shot below YK HEALTH one Configuration Tool p Se er 3 atau z Baal Vaccinations ta Term oes Administrative chapter us mode Medical chapte
11. ment This phase is repeated once for each child It places the aggregate item vaccination schedule into the child s file and links the timing schedule to it e Recording This phase is repeated for each vaccination its details date vaccination name batch number expiry date etc Assignment Phase Insert the Schedule into the Child s File A child being presented for vaccination is assigned a Schedule by inserting the aggregate item vaccination schedule into the Basic Medical Information transaction Once inserted the timing is activated by linking the schedule to a timing set of rules and selecting the child s date of birth Technique Insert the Schedule into the Child s File 1 Open the child s patient file 2 Select the Basic Medical Information transaction 3 Open the aggregate item selector by using the short cut Shift F5 Or press 4 Select the aggregate group Pneumococcus Vaccination schedule and click OK 228 D HEALTH Content a pneumococcus vaccination scheduyr vaccine infant DTP al Hib IP hepatitis B Vv pneumocaccus v DTP al Hib IP hepatitis B V meningitis C ntenatal Care DT Pfal Hib IP hepatitis B V liver function tests pneumococcus R meningitis C fy MMF measles mumps rubel nneiimacncectiic Arl The schedule is inserted into the Basic Medical Information transaction Technique Activate the Schedule Timing 5
12. n the Insert button The term refusal now appears in the vaccine content box Note DO NOT type anything else in the item content box i e the name of the refused vaccination because HEALTHone only reports those items with a sole content of the word refusal as being refused The vaccination name is entered in the item comments box 5 If necessary click the expand button to view the item attributes Check the Date of event box and type the name of the vaccination refused in the comment box Click OK to save item 6 Right click on the item and select Display Comments from the pop up menu New Method If a childhood vaccination schedule is being used 1 Select the refused vaccination in the Vaccine tab of the Patient Information Panel HELIX 233 HEALTH 2 Click on the Refusal button x on the Vaccine Tab toolbar Refusal Reporting See next heading Childhood Vaccination Recalling Reporting Childhood Vaccination Recalling Reporting The population analysis reporting is used to produce reports regarding childhood vaccinations The choice of report depends on the method used Former method Not using a vaccination schedule and specifying the recall date in the plan of action item e New method Using the Childhood vaccination schedule Technique 1 Close and save any open patient files 2 Select the menu Analysis Population analysis fi Short cut Shift F7 3 Click on the DatabaseAnalysis tab
13. n the vaccination schedule Technique 1 Insert a schedule as detailed in the procedure Assignment Phase Insert the Schedule into the Child s File above and activate the timing schedule The Schedule now appears in the Vaccine tab with a number of vaccinations in RED indicating that they are overdue 2 Click on the EXISTING vaccination to be linked to the schedule 3 Ensure the EXISTING vaccination is still selected if not click on it once to select it Now click on the schedule vaccination in the Vaccine tab that it is to be linked to The link icon on the Vaccine tab will activate 4 Click on the link icon HELIX 239 HEALTH Health One Version 7 1 User Manual Copyright 2011Helix Health Ltd The link occurs and the scheduled vaccination is marked as completed and turns black in colour 5 Repeat for other vaccinations that require linking 2407 HEALTH
14. n two dates Vaccines Monthly All together Vaccines Monthly All together Per child Vaccines Monthly History per child Vaccines No Record Vaccines Refusals Maintaining the Vaccine Database The vaccination database will need to be updated whenever a new batch of vaccines is received or a vaccine is released on to the market Opening the Vaccine Database 1 Click on the Vaccine tab of the Patient Information Panel for any patient e F Trend eg Etoblems om Vaccine E Repeated drug 4P Alergy EE Aa 4 a Filter All vaccine _ Waecine Completed date Due date DTP HIE 0P First 02 12 1999 L DTP HIB 0F Sec 03 02 2000 OTP al Hib IP hepal 04 11 2004 preumococcus w 04112004 OTP al Hib IP hepal 04 01 2005 P meningitis C fv 04 01 2005 OTP al Hib IF hepal 04 03 2005 S DAS A a a P IERIE Sn 2 Click on the Configure button on the tool bar a Changing Batch and Expiry Dates 1 Locate the vaccine to be edited by typing its name in the 2367 m ad HEALTH VaccineNamefilter box or if known type the old batch number in the Batch Number filter box 2 Once the vaccine has been located edit the old data i e batch number details expiry date etc 3 Click the tick box to save your changes 4 Click the Close button to close the vaccine database window Adding a New Vaccine 1 Open the Vaccine database as outlined above 2 Click on the Plus button l A new blank
15. r Vaccination_pneumo Term list Group a a Ema AELE H administrative information E LMP AGG 7 sumame BMI AGG 7 Ifirst name vaccination schedule El sex vision conclusions 7 marital status appointment Ename of spouse blood pressure Hl address of patient Antenatal Care TJlocality of patient liver function tests 7 postal code of patient Ronansvac 7 telephone private 7 telephone business Member pone A 7 native language u 7 name of partner weight ht 7 name of head of family neat 7 name of quardian hanh cl il name of contact person BMI Dr Admin Admin JohnSQURCE The aggregate item is now created and also its timing schedule 4 Select the menu File Exit and click yes to save changes when prompted 238 fm HEALTH The Configuration Tool closes Linking Existing Vaccinations to a Schedule Upgrading users will have a number of child patients that have already received some childhood vaccinations at the time of the upgrade These vaccinations will appear as independent entries in the Vaccine tab of the Patient Information Panel If the child is under a year old we recommend that a vaccination schedule is also included those vaccines already administered will appear as overdue as far as the schedule is concerned because their entry in the schedule will be blank This problem is overcome by linking the existing vaccinations received to their corresponding entries i
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