With CIR - "Create Immunization Record", users can enter a vaccine into ImmsBC without creating an appointment.
(CIR was previously known as DIWA - Documenting Immunization Without an Appointment)
Context:
- CIR is a streamlined solution for data entry (same-day or back-entry)
- This workflow is designed for clinics who do not use the full scope of ImmsBC appointments, check-in, and inventory management.
(e.g. Long Term Care, Home Health, some public health units, primary care, staff clinics, pop-ups)
Article navigation:
- Set User Defaults (NEW: May 2024)
- Create Immunization Record - record a vaccine
- Cancel without saving
- Video Tutorial (PPHIS Education)
- Data quality check - running the report
Set User Defaults
Please refer to the support article for details.
* As of May 2024, User Defaults will apply to the Create Immunization Record (CIR) process. However, it is not mandatory, and can still be left blank.
* If users are batch entering a number of records for a given date and clinic, we recommend setting user defaults to save time.
Create Immunization Record (CIR)
1. Use the global search bar to locate the client's profile (Person Account).
Note: If multiple results appear, select the profile that is EMPI-verified and active. Inactive "not in use" records will display a banner and a reason for inactivation (e.g. duplicate, deceased).
2. Click on the Related tab in the client profile to view information related to immunization.
3. Review the client's Relevant Immunization History. Information in this section comes from Panorama/Provincial Immunization Registry (PIR), and will include COVID, Influenza, and Pneumo doses.
4. Click on the Create Immunization Record button in the Immunization Records Section.
5. Complete the fields in the pop-up and select Record Immunization. All fields are mandatory.
If User Defaults have been previously saved, the applicable values will be pre-populated.
- Agent: select the appropriate antigen + vaccine type
- Clinic Location: start typing the Clinic name, then select from the menu options.
- Date of administration
- Time of administration: blank values default to 12:00AM
6. Complete the Informed Consent section for the agent selected above.
a. Click Record Consent.
b. In the Consent pop-up, click Grant, and continue filling all fields marked by asterisks (*).
Click Next to proceed.
NEW as of July 2024: users can record consent for multiple agents simultaneously!
If you cannot find the provider name (person who got the consent) under Non-ImmsBC Provider (Contact), try searching under ImmsBC provider (User). If the provider name is still not found, add them to the Contact list. Please refer to the Help File.
If Substitute Decision Maker / Parent / Guardian is selected, a secondary set of mandatory fields will show.
c. Review your consent entry. Tick the Confirmation box and click Create Consent Record.
7. Complete the Immunization Information and Save.
All fields with a red asterisk (*) must be completed.
* Note: The provider is the clinician/immunizer who administered the vaccine.
* Note: If your lot number is not found, check "show depleted lot numbers" and open the picklist again. This should refresh the lot number list.
* Note: Reason for Immunization can be left blank.
8. If applicable, a Medical Intervention note can be entered in the next section.
Note: this step in ImmsBC DOES NOT replace the PARIS AEFI form. All AEFIs must be entered separately into PARIS.
Proceed by clicking Confirm & Save Administration. (This is NOT the final step)
9. In the summary box, review the information and edit if necessary. Submit the record by selecting Confirm and Save a second time.
10. A "success" message will display if the submission went through.
The CIR process can only add one vaccine at a time. Repeat for other antigens as needed.
Cancel without saving
At any time, users may exit out of the CIR form by completing the following:
1. Click the X in the top right corner.
2. When prompted, select Cancel and close.
Video Tutorial from PPHIS Education
Running the CIR (DIWA) Submissions report
[Click here] for guidance on how to run the report for your clinic.
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