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Account, User and Organization:

1. F Mother s Maiden Last ImmuNet ID immunizations J manage immunizations Mother s First Name Reports L 2 If multiple matches are detected a screen presents possible matches organization MARYLAND DHMH user KEITH CHILDRESS role IMMUNET System Manager Patient Search Criteria Last Name patient Gender B Production Region 1 6 0 First Name sa Phone L 5 K Patients Middle Name Patient D manage patient oo enter new patient Birth Date E mage BA i Mother s Maiden Last ImmuNet ID immunizations a L manage immunizations Mother s First Name Reports check reminder a Possible Matches 2 manage custom letters Mother s Mother s t callback ie spe re ae Last Name First Name Middle Birth Date Patient ID Maiden Maiden Gender Status cocasa extract Name First ast check request status n vic report PATIENT SAMPLE 01 01 2001 SIISCLIENT1436301 SAMPLE F group patients PATIENT SAMPLE 02 02 2009 SIISCLIENT1620557 SMITH M A a MARYLAND Production Region 1 6 0 Patients manage patient enter new patient merge patients Immunizations manage immunizations Reports check reminder status manage custom letters request callback cocasa extract check request status vic report group patients check group status parental notification check parental status assessment report check assessment benchmark report check benchmark ad
2. It also allows them to share upcoming training or other important information concerning ImmuNet 2 This organizational information is what will be displayed on various reports generated in ImmuNet 3 Accurate organizational information in ImmuNet will also allow other participating ImmuNet organization s to contact you should the need arise On the Manage Access Account screen click on Edit organization Click on the link to your organization Verify and update organizational information as needed Click on the Save button to save your work anog e DEPARTMENT OF HEALTH AND MENTAL ma a MARYLAND ImmuNet ma Production Region EE Welcome Edit Organizations BUNIE LEWIS Logout Select your organization s name to view and or update information Note parent organization names are marked with an Applications t Index ABCDEFGH JKEL_MNOPARSTITUVWXYZ Manage My Account Change My Password Edit My User Account CAROLINE COUNTY HEALTH DEPARTMENT CAROLINE COUNTY HEALTH DEPARTMENT Manage Access CAROLINE CO PUBLIC SCHOOLS Add User CAROLINE COUNTY HEALTH DEPARTMENT CCHD Add Multiple Users Edit User XI Maintenance Note Information entered in Manage Schools Manage Clinicians and Manage Physicians will populate the drop down lists for specific fields on the Patient Information and Immunization screens From the ImmuNet Home Page find the Maintenance heading in the blue shaded column to the left and
3. hoc list report ad hoc count report ad hoc report status reminder recall Inventory manage inventory manage orders manage transfers shipping documents transaction summary doses administered manual orders Maintenance manage schools manage physicians Click on the Last Name of the Patient you are searching for and ImmuNet will take you to the patient s immunization screen Update Patient Personal Information Last Name PATIENT First Name SAMPLE Middle Name Suffix v Birth Date 01 01 2001 E Mother s Maiden EXAMPLE Last Mother s First Name TEST Last Updated by MARYLAND DHMH on 11 14 2010 Patient Information back to top Patient ID SIISCLIENT1436301 organization MARYLAND DHMH user KEITH CHILDRESS role IMMUNET System Manager Save History Recommend Gender Female v Ethnicity Race Provider PCP School Insurance Provider Policy Number Address Information Responsible Persons 1 Patient Comments 0 Patient Notes 0 w Medicaid ID Record Immunization Birth Order for multiple births Reports Birth Country UNITED STATES v Cancel Last Notice Tracking Schedule ACIP w Nj Status Active v b Allow Reminder and Recall Contact Yes b Language Spoken ENGLISH v VFC Eligibility Verification Date E WFC Eligibility v VIII Patient Demographic Screen Overview Required fields ar
4. jcage Manage My Account User John Cage Change My Password Edit My User Account Manage Access Add User E Aves E mo u Add Multiple Users Edit User List Organizations Edit Organization Ai anea Current list of organizations and applications Select user from this list to update their role or status Applications S s Es ae veep Application Organization Role Status Select Menu Items Menu Groups IMMUNET IR Physicians Standard User Active Roles Manage Portal Menage Hot Topics Manage Related Links Manage FAQs Oweee 7 B Edit User 1 Click on Edit User 2 Search for the user s account in ImmuNet using their full name last name or a 3 2 Rule On the Edit Patient tab edit information as necessary Click on the Modify Access tab Check the box next to the account you would like to edit Click on the Select button Change the user s role by selecting from the Role drop down list Disable or terminate a user s account by clicking on the radio button next to your choice if necessary 9 Click on the Update button to save your work SSeS DA C Verifying Your Organization s Information in ImmuNet It is important to verify your organization s information in ImmuNet for the following reasons 1 This provides the Maryland DHMH with the most current contact information for your organization allowing them to contact your organization for quality assurance purposes
5. you run your reports will not be shown Remember these reports will only include data that has been entered into ImmuNet up until the night before 1 Group Patients Reports Allows users to generate either the Immunization History Report or Health Appraisal Form for a group of selected patients Reminder recall Allows users to create listings letters and mailing labels for patients that have become due or overdue for immunizations Manage custom letter Use this option to create up to three Custom Letter templates for your organization Assessment report This report compiles an organization s immunization data into a useful format Benchmark Report Allows ImmuNet users to retrieve a list and count of patients who have met an immunization benchmark or predefined series of benchmarks Ad Hoc List amp Count Reports Allows users to create customized reports using such criteria as date vaccine group ethnicity and other factors The report function produces two types of reports one type produces lists with information about selected patients the other type produces counts either of patients or of information 11
6. 04 2009 2of4 Pediarix Yess Z check assessment n check benchmark 5 ad hoc list report Vaccines Recommended by Selected Tracking Schedule Add Selected ad hoc count report Select Vaccine Group Earliest Date Recommended Date Overdue Date Latest Date ad hoc report status reminder recall DTP aP 07 02 2009 08 04 2009 09042009 02 01 2016 Inventory nor I manage inventory O HepA 02 02 2010 02 02 2010 02 01 2011 manage orders F HepB 08 02 2009 08 04 2009 02 01 2014 manage transfers shipping documents o Hib 03 16 2009 04 02 2009 02 01 2014 Administrative User Only Functions At least one Administrative User must be designated for an organization The designated staff person must then be assigned the Administrative User role in ImmuNet This can be accomplished by calling and emailing the ImmuNet Help Desk The Administrative User is responsible for performing the following functions in ImmuNet e Manage Access e Maintenance e Inventory X Manage Access From the ImmuNet Home Page select the Manage Access Account button from the top of the ImmuNet screen Then perform the following steps A Add a single user into ImmuNet 1 Click Add User 2 Enter new user information a Last Name First Name b User Id first initial followed by last name not case sensitive c Email Address d When entering additional Administrative Users you must enter your Organization s full address phone number and email address e Click on
7. Maryland ImmuNet Immunization Registry Standard and Administrative User Guide I II III IV Introduction Thank you for enrolling with the Maryland ImmuNet Immunization Registry ImmuNet is a secure and confidential web based immunization information system that houses immunization records for children and adults throughout Maryland This document provides details on the two different types of user roles granted to healthcare providers throughout the state of Maryland Standard vs Administrative User Roles a Standard User This is the primary user of ImmuNet The standard user adds edits and finds patients manages immunization information and prints immunization reports for patients b System Administrative User In addition to having the ability to perform the standard user activities above this is the main contact for ImmuNet within the health care organization Only the administrative user is authorized for the maintenance of all organization specific information including adding new users and setting up schools and clinicians as well as maintenance of the inventory module if used by the organization Objectives With the assistance of this document and the completion of the online training tutorial training webinar and or on site training participants should be able to e Search for existing patients in ImmuNet e Add new patients in ImmuNet e Edit patient demographic information and responsible persons e Manage i
8. Vaccines 1 When adding combination vaccines select only one component of that combination vaccine Based on the trade name provided ImmuNet will plug in the rest of the vaccine components 2 Combination Vaccines will display all vaccine components on the immunization history organization MARYLAND DHMH user KEITH CHILDRESS role IMMUNET System Manager MARYLAND Patient Information VFC Eligible Patient Name First MI Last DOB Gender Mother s Maiden Tracking Schedule Patient ID SAMPLE PATIENT 02 02 2009 M SMITH ACIP SIISCLIENT1620557 Production Region 1 6 0 Address SAMPLE BALTIMORE MD 21211 410 333 4444 ee eeesesesesesese a Patients Comments ol manage patient 2 anier naw palant Patient Notes 0 view or uodate notes a History Ada immunization _Eat Patient sages S Add Immunization Edit Patient Patient Reports Print Print Confidential T ialen ema a Vaccine Group Date Administered Series Trade Name Reaction Hist ae manage immunizations Reports See te DTP aP 04 04 2009 10f5 Pediarx 24 manage custom letters 06 04 2009 2of5 Pediarix Ye Z request callback moe ae Pa cocasa extract HepB 04 04 2009 10f3 Pediarix Yes check request status 06 04 2009 20f3 Pediarix Ys Z vfc report group patients influenza 08 04 2009 1of2 Yes amp EEE ve Pneumococcal 07 01 2010 1of2 Prevnar 13 Yes parental notification a check parental status Polio 04 04 2009 10f4 Pediarix Ye Z ee 06
9. e highlighted in blue and include an asterisk papgy Personal Information mother s maiden name is required Patient Information Address Information Responsible Persons mother s current name is a CDC required field Patient Comments e Must select add comment to add e Comments are chosen from a pick list such as prior allergic reactions allergy to vaccine ingredient existing immunity etc e A start date must be entered to trigger the comment to connect with the immunization schedule e If exact start date is unknown data entry person should default to the date of entering the comment into ImmuNet Patient Notes e This is a free text field for any non sensitive information that needs to be noted such as Child has excessive fear of needles or Child difficult to vaccinate due to biting e Not to be used for sensitive or confidential medical information e Once entered a user cannot delete a note Contact the help desk for assistance IX Immunizations home manage access account forms related links logout help desk 4 een organization MARYLAND DHMH user KEITH CHILDRESS role IMMUNET System Manager MARYLAND Patient Information VFC Eligible Patient Name First MI Last DOB Gender Mother s Maiden Tracking Schedule Patient ID SAMPLE PATIENT 01 01 2001 F EXAMPLE ACIP SIISCLIENT1436301 Address 123 SAMPLE ST BALTIMORE MD 21201 Production Region 1 6 0 a Patients a
10. isplays the number of doses administered for each immunization b This is not the same concept as series c Default is a full dose There are only a few circumstances in which this field would be changed to anything other than a full dose a Hepatitis B i Patients on dialysis are recommended to receive higher doses of Hepatitis B vaccine so would need to use the multiplier b Influenza Multidose vials ii Half of a 0 5 mL adult dose can be given as a valid 0 25 mL dose to a pediatric patient Important to realize that this IS medically a valid FULL dose for that patient However for inventory tracking purposes in the system you would use the half multiplier 6 Owned a If the value in the owned column is blank the immunization DATA are OWNED by your organization This would be a result of either manual data entry of this information or having sent it via data exchange This is only an indication of the organization submitting the data It has nothing to do with the organization that administered the shot to the child b If the value in the owned column is no the immunization DATA are NOT OWNED by your organization Your organization did not enter the shot information into ImmuNet Click on no to find out who owns the shot information Example 7 Reaction a This column represents any reaction the patient had after receiving the vaccine A yes in this column indicates there was a
11. mmunization information and update historical information e Generate patient specific and organizational reports e Add new users and edit existing users in ImmuNet e Manage schools physicians and clinicians e Manage your vaccine inventory using the ImmuNet inventory module Training Resources e Help desk Phone 410 767 6606 or Email mdimmunet dhmh state md us e Self guided online training tutorial e Online screen specific tool light bulb e User manual e Training webinars as needed based on demand e Onsite training as needed based on demand and staff availablity General ImmuNet Tools Windows and Menus A Orient by yellow bar on top of page confirm organization user name and role B Overview of tabs on top of page C Left side menu overview 1 Patients 2 Immunizations 3 Reports D ImmuNet Homepage 1 Announcements Release Notes Inventory Alert Preferences VI Patients A Manage patient 1 Search Select manage patient from the side menu to search for a patient Remember the 3 2 rule minimally three letters from last name and two from first name You can not search with only a last name organization MARYLAND DHMH user KEITH CHILDRESS role IMMUNET System Manager Patient Search Criteria Last Name Gender v Production Region 1 6 0 First Name Phone Patients Middle Name Patient ID manage patient enter new patient Birth Date E
12. om the drop down lists for the ordering authority and administered by fields on the Add Immunization screens XII Inventory A Managing inventory in ImmuNet is not a mandatory feature although it could improve efficiency by allowing AUNE 5 personnel to view it in one place ImmuNet add new inventory lots as it comes in update existing inventory vaccine inventory automatically decrements as immunizations are recorded receive reminders and run reports based on inventory on hand and used B Administrative users can set up the ImmuNet Inventory module by clicking on Manage inventory under the Inventory options r O E edhe M 1 2 3 Click on Show Inventory Select Add Inventory Enter individual lot information Click on Save Repeat this process for each lot in your inventory odifying Quantity on Hand for a Vaccine Lot Click on Manage Inventory under the Inventory options Press Show Inventory Select the appropriate vaccine lot by checking the box next to its Trade Name Click on Modify Quantity Begin by selecting Add or Subtract from the drop down list Enter the number of doses that will be added or subtracted Select the reason for modifying the quantity from the drop down list Click on the Save button to keep the updated information D Updating Inventory Alert Preferences After the ImmuNet Inventory Module has been set up for your organization administrative users can update inven
13. r od manage patient SSS Patient Notes 0 view or uodete notes Se History Add Immunization Edit Patient Re ies ports Print Print Confidential immunizations Date Administered Series Trade ame _ Dose Owned Reaction nst Ea Reports ist ea DTP aP 11 01 2001 10f DTP Yes manage custom letters HepB 10 08 2009 10f3 No Yes request callback cocasa extract MMR 01 01 2002 10f2 MMR I Yes eps ee 01 01 2008 2of2 MMRI Yes vfc report group patients Varicella 01 29 2005 10f2 Varivax Yes check group status Current Age 9 years 11 months 14 days parental notification check parental status Vaccines Recommended by Selected Tracking Schedule Add Selected assessment report 5 Earliest Date Recommended Date Overdue Date Latest Date manage immunizations Sa Ese Ss check assessment benchmark report DTP aP ES hess tose incomes M ad hoc count report o HPV 0101 2010 01 01 2012 01 01 2028 12 31 2027 strap rag mR Compete reminder recall SEO Inventory o Pertussis 01 01 2011 01 01 2012 01 01 2014 See ean H Polio 02 12 2001 03 01 2001 manage transfers Td 01 01 2008 01 01 2008 shipping documents transaction summary Varicella 04 29 2005 04 29 2005 doses administered manual orders A History 1 Vaccine Group 2 Date Administered click on blue hyperlink to view the appropriate vaccine group schedule 3 Series 4 Trade Name 5 Dose a This field connects with the inventory module and d
14. reaction To view the reaction click the hyperlink 8 Hist a If this column indicates Yes this record is historical meaning the immunization was administered by a provider at ANOTHER organization not the organization that owns the data If this column is blank this indicates the immunization was administered by the organization that owns the data i e entered the data into ImmuNet 9 Edit Vaccines Recommended by Tracking Schedule 1 Yellow earliest date allowed 2 Green recommended 3 Blue overdue 4 Pink no longer recommended Add Immunizations three ways to get to screen 1 Select Add Immunization button 2 Record Immunization from Manage Patient 3 Add selected from recommendations Three methods of entering immunizations 1 From ImmuNet Inventory use this field when you administered the shot to the patient and your organization is using the inventory module in the NYSIIS application If you are not using the inventory module the system will not allow you to enter using this option 2 From Other Inventory use this field when you administered the shot to the patient but are not using the inventory module in the ImmuNet application 3 Hist use this field to indicate the number of historical immunization administration dates you want to enter for the patient These immunizations were administered at another organization or multiple organizations You did not administer the shot E Combination
15. select one of the following A Manage schools 1 Administrative users can enter new and update existing schools into ImmuNet Click on Manage Schools under Maintenance Select Add School Enter School information Click on Save Entries will be available from the School drop down list on the Patient Information screen ae eS B Manage physicians Administrative users can enter new or update existing providers in ImmuNet Click on Manage Physician under Maintenance Select Add Physician Enter the Physician or Health Care Organization s information into the appropriate fields Click on Save Entries will be available in the Provider PCP drop down list on the patient Information screen T ON ann C Manage clinicians 1 Administrative Users can enter Clinician and Ordering Authorities for their organizations 2 Click on Manage Clinician under Maintenance 3 Select Add Clinician 4 Click on the radio button next to the appropriate role Roles are defined as Role Definition Clinician The clinician is the person who administers the immunization Ordering Authority The person who ordered the immunization Ordering Check this option for a person that both Authority Clinician authorizes and administers immunizations Enter the clinician s last name Double click on your organization s name to move from the left column to the right hand column Click on the Save button Entries can be selected fr
16. the Save button you will then be prompted to proceed to the modify access tab DEPARTMENT OF HEALTH AND MENTAL HYGIENE MARYLAND ImmuNet Production Region Welcome KEITH CHILDRESS Logout Applications User First Name John IMMUNET User Last Name case Manage My Account User Middle intial Change My Password _ Edit My User Account Username jcage Manage Access ind sascuuseua Add User Add Multiple Users reet Address Sapa Street Address List Organizations Other Address Edit Organization j Add Organization P O Box Applications Security Options City Menu Items Menu Groups State MD he Zip js Roles Email Manage Portal Phone Number Ext Manage Hot Topics Manage Related Links a Note Full address email and phone number are required for administrators Manage FAQs At least one of these fields must be entered 3 Modify User Access Select ImmuNet from the application drop down list Org type can be left as All Types Select your Organization s name for the Org drop down list Select the User s Role and modify their access Click on Add under Add Access Press Save to keep the updated information moaoo o DEPARTMENT OF HEALTH AND MENTAL HYGIENE MARYLAND ImmuNet Production Region Welcome KEITH CHILDRESS Logout Applications Add or remove applications and organizations to which this user has access IMMUNET Username
17. tory alert preferences 1 2 3 4 Click on Manage Inventory under the Inventory options Select Update Inventory Alert Preferences Enter the number of days prior to any lot s expiration date to set up the Inventory that is going to Expire or Expired Lot s with a Quantity alert Select whether you would like to establish Inventory that is Running Low By Vaccine Group or Inventory that is Running Low by Trade Name by clicking on the appropriate radio button If setting up the alert by Trade Name enter the low level alert number into the field next to Trade Name 10 If setting up the alert by Vaccine Group enter the low level alert numbers for each vaccine group listed Notice that this alert separates public stock from private stock After alerts have been updated click on the Save button at the bottom of the screen XIII Reports A Patient specific reports are available for each patient that has been entered into ImmuNet To access the patient specific reports click on the Reports button from either the Personal Information screen or Immunization History screen 1 2 3 4 Vaccine Administration Report DHMH Form 4500 Maryland 896 School Certificate Immunization History Report Immunizations Needed Report B Most organization level reports are generated against the data mart The data mart captures a snapshot of all data entered into ImmuNet every night at midnight Therefore information entered the day

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