Reports and Forms
Contents
1. txt then press Import Find Your ASCII File Directory ii Cancel l All Files Drive Ec nt4lapyvl 5 Inthe Assessment Site Download box fill in your site assessment range common review date and other information Press rok 11 26 Georgia Registry of Immunization Transactions and Services Reports and Forms P Accsesement Site Download Assessment Site Download Name Of Assessed Site o y mwl States Zipcode 00000 0000 _ Provider Type Assessor s Initials _ Arcesement Date 01 24 2002 Common Assessment 01 01 2002 Pedtom Astezsment Range Calculations in Months Years From 12 Months To 34 Months From 01 01 2002 ovo fi2rai 2000 6 Inthe Importing Empty Records press No 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 Forms2. be useful this file type can potentially harm your computer IF pou do not trust the source do not un or gawe this software Whats 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 Save 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 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 er Ymnnn 2 Januap 19 20 Poe nia Haria Fobow Ue Wile Hep Epi Creaie Edit Sample Size Determination Random Number Gemereine mipir Export Leake An imponi Template Inport Using An Existing Template Edit An Import Template Delete An Import Template Printer Set Up Exit CASA 3 Inthe dialog box choose GRITS to CASA 2003 from the scroll down list Press Uk 4 Inthe Open dialog box locate your newly created CASA text file Click to highlight the appropriate file it will end in
3. complete you may move around anywhere in GRITS and even log out while the file is downloading To return to the status screen press the Check Request Status link 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 14 Press the Delete button 15 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 Requesting a CASA Extract The Clinic Assessment Software Application CASA is a tool provided by the Centers for Disease Control 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 it ina format that may be used to import into CASA for analysis To perform an extract of information for CASA follow these steps 1 Click on Request CASA Extract under Reports on the menu panel Enter Age or Birth Date Range for CASA Extract Age range From 19 through Months Age as of date tt 1 01 2008 Birth date range Earliest Birth Date Latest Birth Date Select Organization County s Clients Associated with GRITS Physicians O Clients Residing in Selected Counties below O Client
4. 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 Accoustahinty Statements COACC WSITEACCT as Reviewed Mark Reviewed Delete Selected Vaccine Accoustahily Statements COA CC TATEA GCT Delete Peiuen to fhe Previous Seren Cancel Show New Reviewed All a 45 Test Org 01 401 2001 0331 2004 Ci Child Site 1 0101 2001 Daai 11 18 Georgia Registry of Immunization Transactions and Services Reports and Forms 2 Atthe 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 mar
5. 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 a E Back 10 To return to the Doses Administered screen press the P EEn button on your browser Ad hoc Vaccine Marking the Report Reviewed Accountability Statements are automatically removed from the screen 90 days after they are 12 Press Mark Reviewed The report will be removed from the list of created new vaccine accountability statements 11 After viewing and or printing a vaccine accountability statement you may mark it as reviewed by clicking the select box of the desired report Reports due to be Note The report you mark reviewed will be marked reviewed for automatically removed all users in your organization from GRITS within seven days are Deleting the Report highlighted in pink 13 To delete the report click the select box for the desired report Reports and Forms Georgia Registry of Immunization Transactions and Services 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
6. process your request Sie Badger Clinic r 2 Atthe 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 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 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 11 6 Georgia Registry of Immunization Transactions and Services 6 Press in the Print dialog box 7 To return to the New Client Form Request screen press the E 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 label
7. Clinic 100 01407 f2004 O64 71 2004 2 Atthe Vaccine Usage screen choose a site from the pick list choose All Sites Combined or All Sites Listed Separately 3 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 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 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 Oo 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 Sepa
8. 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 count 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 Thes
9. Ean 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 this Client Report Description __Aitiona information Displays demographics contact information Vaccine Administration immunization history as well as immunizations Site available Displays demographics registry data contact Complete Immunization information a well as detailed immunization Mone history Displays demographics contact information Immunizations Needed immunization history as well as immunizations Mone needed Ea Displays the immunization history tor a child Person Form 3231 l z attending any school or childcare facility ga Person Displays the immunizations required for a person ta USG Form attend a University System of Georgia college or university Vaccine Administration Record The Vaccine Administration Record VAR or signature form displays demographics contact inform
10. Enter the Date Criteria Target Date Range Frou a Fal TO Fa Birth Date Range Froese aa Fal To a Fa Weeks Since Last Notice MOTE fF farce Dale is Blank today s date wil De nsed Exclude clients more than Month s Overdue Exclude from Today s Date fs Target From Date Specify How to Sort the Report Data Sot1 By Last Name ascending sorts py Sort 274 By First Mame Ascending Sort 4th By Generate Cancel e Ifthe 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 that you run the report e If 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 Georgia Registry of Immunization Transactions and Services Reports and Forms Reports and Forms e Ifthe 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 Sin
11. Tracking Schedule Associated with Each Client f Use Tracking Schedule Selected for All Clients Select the Vaccine Group s f Use All vaccine Groups EPER TETOR EAT OEE IERT EEA f Use Vaccine Groups Selected OTFiaF Adena Hep B Anthrax x __ Remove Hib 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 If 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 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 b
12. af eloibie cients when you select a report output W Revert last notee date io previous fast notice date for ai cients eligible for this reminder Revert Eligible Revert last potice date to previous last notice date for ail clients iaienized by MAIR Physicians Revert All Retuens to ihe 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 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
13. ation 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 a client 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 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 5 To print the nn press the printer icon on the Adobe toolbar Press as in the Print dialog box 11 2 Georgia Registry of Immunization Transactions and Services Reports and Forms Oo Back 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 a client s Manage Client screen or Manage Immunizations screen press Reports 12 At the Client Reports Client screen click on Complete Immunization which is
14. ce 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 Excluding 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 1 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 descend
15. e 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 amp 1 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 the 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 cata 36 1080664796129 Zip exe Ons30 2004 COMPLETE TASA 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 23772 1776669665256 2ip exe Type Application 47 7 KB From 64 73 75 147 Fun Dave Cancel While files from the Internet can
16. e 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 inventory 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
17. e to view or print the report in Adobe Acrobat Reader 5 To print the em press the printer icon on the Adobe toolbar Press as in the Print dialog box 6 To print additional notices press the Q ack 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 11 14 Georgia Registry of Immunization Transactions and Services Reports and Forms Vaccine 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 Steer Badger Clinic Generate Report Report Date Range From oto 2001 To bem 20m Vaccine Usage Request Status Report Hame Status TargetFrom Target To Refresh Site Capitol Square 100 01 701 2001 064 2 2001 aaa Site Capitol Square 100 04707 2004 061 2004 Site Badger
18. ed 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 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
19. ery 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 Mailing Labels Avery Mailing Labels Report Mame psm 2001 Labels 2 Click on Mailing Labels which is underlined and in blue text 3 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 labels 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 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 Lk Press in the Print dialog box E Back 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 underlined reminder request top box to return to the Reminder Requ
20. est 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 Client Query Listing ac clients based on the report Report Mame Client Listing 05 01 2 Click on Client Query Listing which is underlined and in blue text 3 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 nam
21. 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 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
22. gress of your Reports and Forms Georgia Registry of Immunization Transactions and Services request press Check Reminder Status under Reports on the menu panel 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 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 Uk in the Print dialog box E Back 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 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 45 Report Name psm M004 Card Free Text cal the number below to schedule your child s immunizations iaai Phone 555 555 5555 e A report name in the appropriate field if desired e Additional information in t
23. he 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 3 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 11 12 Georgia Registry of Immunization Transactions and Services Reports and Forms 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 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 Lk Press in the Print dialog box ae E Back 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 Av
24. he 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 wih be Physicians 164 2 Clients immunized by ben Physicians 3 Clients that are active within MAR Pavsicians and allow Reminder amp Recall Contact ag Additional criteria includes Birthdate range is not specified County is not specified School is not specified Provider if not specified Weeks Since Last Notice is not specified 4 Clients that have one or more responsible persons that Receive Notices as Additional criteria includes e City is not specified Zip Coide is not specified 5 Clients that Allow Sharing of Immunizations gs B Clients that meet the following criteria regarding vaccination status a3 e Clients that are Recommended or Overdue for one or more vaccinations between January 01 2001 to May 01 2001 Use all vaccine groups Use tracking schedule associated with each client Tota uniber of Chrests Eligible for Reminder 3 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 fast pobce date to today for
25. ildcare facility in Georgia The form displays client and guardian information valid immunization history immunities and medical exemptions If a child has met all requirements for school attendance a Complete For School Attendance box will be filled in on the form otherwise an expiration date is displayed for when the next immunization or review of medical exemption is due To generate the report follow these steps Responsible Person The responsible person pick lists for Form 3231 and the USG Form are populated by all responsible people listed on the Edit Add a New Client screen 1 From a client s Manage Client screen or Manage Immunizations Neither form can be screen press Reports generated if a client has no responsible 2 Atthe Client Reports screen choose a Responsible Person and optionally a physician under the Additional Information column people for the Form 3231 report If the client has only ee eee ida responsible Form 32 Displays the immunization history for a child ea Pe person that conse attending any school or childcare facility responsible person will Physician automatically be selected 3 Click on Form 3231 which is underlined and in blue text 4 Ifthe 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 Es N Responsible Person s GRITS provided expiration date and p
26. ing 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 to stay at this screen while your report is being created You may go anywhere inthe 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 t
27. 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 and not selecting at least one county will return 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 Availabl
28. ites Listed Separately ation that have given immuniz 3 Report Date Range ations e To choose the Report Date Range enter the beginning date in Aa Sites mee the From text box and the ending date in the To text box in pala ie MM DD YYYY format report produces a separate table e The From and To date are required to create a Doses listing doses Administered by Eligibility report ANE R 4 Press the Generate Report button on your screen the organization 5 Press Refresh periodically to check the status of your report that has given Note When a report is completed the report name will appear eee underlined and in blue Under the status column 100 will e Specific Sites This report is a single PRERA table containing 6 Click on the underlined job name The report displays in Adobe doses administered Acrobat Reader data for the selected site if the Printing the Report site has given immunizations 1 To print the report press the printer icon on the Adobe toolbar 2 Press in the Print dialog box E Back 3 To return to the Doses Administered screen press the button on your browser 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
29. ked 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 the Adobe toolbar Press in the Print dialog box 3 To return to the Vaccine Accountability Statements screen press Back the ai 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 Vaccine Accountability Statements are automatically removed from the screen 90 days after they are created Reports d
30. lank Select the School amp Primary Care Provider School Provider PCF z Enter Additional Demographic Criteria City Zip Code County r e o 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 11 8 geographical area However by entering a county you will expand your 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
31. rately 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 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 organization 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 Site s All Sites Combined generated for the Report Date Range following Fram To eo e All Sites Combined This Doses Administered Request Status report ISa single Report Hame Status Target From Target To Refresh table containing Site Capitol Square 100 03 01 2004 04 01 2004 SEN doses administered ORG GRITS Test Organization 100 017012004 o4aoieoo4 data for all sites 2 At the Doses Administered screen choose a site from the pick list within the organiz choose All Sites Combined or All S
32. ress Or enter an Tab in the Manage expiration date from the provided date range Enter a date in the Client chapter format MM DD YYYY and press a 5 Once the report is generated it will be displayed using Adobe HHH Acrobat Reader Refer to the Optimizing GRITS chapter in this manual for more information on Acrobat Reader Physician 6 To print the press the printer icon on the Adobe toolbar The physician pick list Press ae in the Print dialog box is populated by all Oe JA ack 7 physicians added to 7 To return to the Client Reports screen press the your organization on button on your browser the Manage Physicians Seren USG Form University System of Georgia Certificate of Immunization To add a physician E 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 Atthe Client Reports screen choose a Responsible Person If the selected responsible person has an address on file it will appear on the screen beneath
33. s 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 3 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 Residing in Selected Counties Selected Counties Add 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 Available Counties 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 Add Do this for each group desired Tracking Schedule In the top section of the Reminder Recall Request screen Reports and Forms Reminder Request Indicate the Tracking Schedule f Use
34. s within GRITS Physicians or Residing in Selected Counties ae Counties Selected Counties aAdd gt aAdd 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 TASA application 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 age range it 19 through 35 months as of today s date e Abatch process will create a zipped tile that will be stored on our FTP server 4A status page has been created so you can check onthe current status of the extract process Once the status is COMPLETE you can click on the file name and the file will be downloaded ta your PC Ta The file will be comma delimited with the following fields Unique identifier for client Client First Mame Client Last Mame Client Birth Date in format of Whi DO Y Client Race Code Shot type vaccine group Vaccination Date in format of MMOD 3 Once you have the file downloaded and unzipped you can then import the file into the CASA application e The COC CASS application may be found at hitg ww cdc qovvaccines programs cocasainstall htm 11 22 Georgia Registry of Immunization Transactions and Services Reports and Forms Request extract bas
35. 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 Adkittional Input Reminder Letter standard Reminder Letter Report Mame fos 101 001 Reminder Free Test Time for your shota a El Phone 655 555 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 pro
36. 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 ites 1234 Main amp t Anytows G4 30072 Physician wt 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 manual for more information on Acrobat Reader 5 To print the report press the printer icon on the Adobe toolbar OK Press in the Print dialog box Displays the immunizations required for a person to USG Form attend a University System of Georgia college or university E Back 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
37. ue to be automatically removed from GRITS within seven days are highlighted in pink Reports and Forms Georgia Registry of Immunization Transactions and Services 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 coaccrt Public County Generate County Org c45 Test Org A Date From m i1 2001 Date To oss f2004 r Prewioush Generated Reports Mark Selected Reports as Reviewed Mark Reviewed Delete Selected Reports Delete Show F Mew Reviewed Al E 45 Test Org COACTTA 01701 2001 05 51 2004 h 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
38. 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 cal press the printer icon on the Adobe toolbar Press a in the Print dialog box E Back 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 date according to the tracking schedule assigned to the client To generate the report follow these steps 1 From aclient s Manage Client screen or Manage Immunizations screen press Reports 2 Atthe 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 report press the printer icon on the Adobe toolbar Press OK in the Print dialog box Oo Back 5 To return to the Client Reports screen press the button on your browser Reports and Forms Georgia Registry of Immunization Transactions and Services EEn Form 3231 Certificate of Immunization The Certificate of Immunization is required for each child to attend any school or ch
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