This article will explain how to chart an immunization for VCH Home Health (HH)/Homebound clients.
The workflow is referred to as CIR - "Create Immunization Record". This process will allow users to enter a vaccine into ImmsBC without creating an appointment.
(CIR was previously known as DIWA - Documenting Immunization Without an Appointment)
Start at the beginning, or jump to the relevant section:
- Set User Defaults (NEW: May 2024)
- Client Search & Registration
- Create Immunization Record (CIR)
- Cancel without saving
Set User Defaults
(Optional) new feature as of May 2024!
* We recommend setting User Defaults to save time and reduce typing & mouse clicks.
* User Defaults can be changed at any time. Different immunizers, dates, and/or locations can be selected by returning to the User Defaults page and re-saving.
1. Select User Defaults from the Navigation Banner at the top of the screen.
2. Fill in the required fields:
- Date of Administration: (back-date the field if you are entering vaccines given in the past)
- Clinic Location: VCH Homebound
The Provider field can be left blank, or populated with the clinician's name who administered the vaccine.
The name may be listed as an ImmsBC Provider (User) or Non-ImmsBC Provider (Contact).
3. After setting the defaults, click Save. A confirmation message will be displayed.
Client Search
1. Locate the client by searching PHN in the global search bar and hitting Enter on the keyboard. Alternatively, the user can also search by first name and last name.
2. Review the search results.
> If the client is already registered, click on their name (hyperlinked) and skip ahead [here].
> If there are no results, check the PHN and the spelling of the name. Conduct a thorough search in case there may be spelling/transcription errors (e.g. the client's PHN was off by one digit).
> If the client is not registered, please proceed to Step 3.
Note: New ImmsBC users may need to filter the results by using the sidebar to select Profiles.
Registration
3. If the client is not registered in ImmsBC, click the Register button on the navigation bar. If it is not visible, look for it under More.
4. Click Register New Citizen.
5. Complete the required fields on the Citizen’s Primary Information page.
> Method A should be used if the client has a PHN (10-digit BC Personal Health Number).
Enter the PHN + postal code (home address) and click Quick Register.
> Method B should be used if the client does not have a PHN, or it is unknown at the time of registration.
6. On the Citizen’s Contact Information page, enter the client's phone number into the Call Back Phone Number field.
7. Re-enter the phone number to confirm accurate entry.
8. Click Review Details. A Confirmation page will display.
9. Review details on the Confirmation Page. Select the Edit button to make any necessary updates.
10. Click Register. If successful, the following message will be displayed:
Create Immunization Record - record a vaccine
1. Click on the Related tab in the client profile to view information related to immunization.
2. 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.
3. Click on the Create Immunization Record button in the Immunization Records Section.
4. Complete the fields in the pop-up and select Record Immunization.
If User Defaults have been previously saved, the applicable values will be pre-populated.
-
Agent: select the appropriate antigen + vaccine type
(e.g. COVID-19 mRNA, Influenza-Inactivated, Pneumo-P-23) - Clinic Location: VCH Homebound (same location regardless of client's address)
- Date of administration
- Time of administration: blank value defaults to 12:00AM
5. 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.
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.
c. Review your consent entry. Tick the Confirmation box and click Create Consent Record.
6. Complete the Immunization Information and Save. All fields with 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 by default.
Other acceptable values include High Risk or Routine Vaccine.
7. Scroll past the Medical Intervention section and click Confirm & Save Administration.
8. Review the information and edit if necessary. and submit the record by selecting Confirm and Save.
9. 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.