Immunization Admin
Table of contents
1.
2.
3.
4.
5.
Helpful Hint – Read this first
CVX Admin
VFC Admin
Immunization Admin
Record/Administer Immunizations
Helpful Hints before you begin setting up you Immunization Admin
1. Vaccine Name - the disease you are protecting against
a. Not the same as the Series or Trade Name
b. PrimeSuite is preloaded with the CDC recommended Childhood vaccine names and
series.
c. Listed in the CDC recommended schedules
i. http://www.cdc.gov/vaccines/recs/schedules/default.htm
2. Vaccine Series – the CDC recommended Childhood/Adult Schedules
a. Different vaccines may have different/multiple schedules
b. Requires a default series for each Immunization Type created
c. Cannot delete the defaulted series
d. A series may be disabled/enabled as needed as long as there is a default series
3. Immunization Type: Schedule based on the patient’s age. Make sure you are setting up the
vaccine series under the correct Immunization Type so that the Immunization Grid will alert you
appropriately when the dose is due or overdue.
a. Childhood – for vaccines only given to children; age range from 0 – 17 yrs and 30 days
b. Adult – for vaccines only given to adults; age range from 17 yrs and 31 days – 120 yrs
(most enter the age of their oldest patient or 100 yrs)
c. Both: a series for vaccines that is the same for children and adults
4. Vaccine Trade Name – the name of the vaccine preparation you are giving
a. NEVER build a Trade Name such as Pediarix as a Vaccine Name – it will not pass to the
registry correctly. (Combo Vaccine setup will be addressed below)
b. These are selected when Administering/Recording a vaccine dose.
c. They can be preselected under Dose Entry Defaults
5. Scheduled Dose – The age when CDC recommends the patient gets the vaccine
6. Subsequent Dose – The next dose is dependent on when the first dose was given
7. Maintenance Dose – the “booster” shots
8. Dose Entry Defaults allows the user to prefill some of the information needed when
administering/recording a dose.
a. Currently the list is hard coded; enter a support ticket to get a new vaccine added to the
list.
b. This is where you select the Trade Name for the dose
c. Use caution when setting a defaulted expiration date if you have multiple vials of the
vaccine with different expiration dates.
9. You will want to edit/review CVX and VFC Admin before you setup your vaccines as you will
be adding these to the Dose and/or Dose Entry Defaults.
CVX Admin
1.
Navigate to Chart > Immunization Admin > CVX Admin. PrimeSuite comes preloaded with the
CDC recommended CVX codes. These can vary between states; so you will need to make sure
that the codes your state recognizes are in the list. You will not be able to edit/remove the
preloaded code; however you can add new codes which can be edited or disabled
NOTE: CVX names and codes cannot be duplicated or use multiple times. Click the link below to
navigate to access the CDC recommended
list: http://www2a.cdc.gov/nip/IIS/IISStandards/vaccines.asp?rpt=cpt
2. To add a new CVX Code:
a. Enter the CVX Name
b. Enter the CVX Code
c. Click Save
VFC Admin
1.
Navigate to Chart > Immunization Admin > VFC Admin. These are the codes that are sent to the
Immunization Registries to indicate VFC Eligibility. You will not be able to edit/remove the
preloaded code; however you can add new codes which can be edited or disabled.
NOTE: VFC Eligibility or VFC Eligibility Codes cannot be duplicated or use multiple times.
Below is the link to the CDC VFC Eligibility
documentation: http://www.cdc.gov/vaccines/programs/vfc/projects/faqs-doc.htm#elig
2. To add a new VFC Eligibility:
a. Enter the VFC Eligibility
b. Enter the VFC Eligibility Code
3. Click Save
Setting up Immunization Admin:
1.
Navigate to Chart > Immunization Admin by clicking on Chart and then Immunization Admin.
NOTE: Combo Vaccine should NEVER be setup as a Vaccine Name; they will not pass to the
Immunization Registry correctly. Combo vaccines will be addressed below)
2.
3.
Click on Vaccine Name – you will see the preloaded CDC recommended list
Select the Vaccine Name you want to review/edit from the list by clicking on it … DTaP is
selected in this view.
a. To add a new Vaccine Name
b.
c.
d.
e.
f.
g.
Type in the Vaccine Name – for this example we will use Rabies.
Enter the description
Select the gender
Check or uncheck “Display for all patients?” In this scenario; you would not need for
Rabies to display for all patients so you would leave it unchecked. In the patient’s chart;
you would set it to display if the patient needs to receive the vaccine
Click Save
Click Select to add the Doses and Dose Entry defaults (instructions below)
4.
Notice that once selected; it defaults to the Childhood Immunization Type; you will see all Series
that have been created for the vaccine. There can be multiple series under each Immunization
Type as well as under multiple Immunization Types. If there is only one series; it will be the
default series for that Immunization Type; such as we see above. You cannot disable a series if it
is the only series.
a.
Adding a series to a new Vaccine Name: In this example; we will use Yellow Fever
i. Enter the name in the Vaccine Series Name
ii. Click Default (it is automatically selected if there is only one series)
iii. Click Save
5.
Once you click on the series; you will see the defaulted Doses for that series. This is what sets
the “Not Due”, “Due” and “Overdue” status in the Immunization Grid on the Facesheet. The
preloaded CDC vaccines include the CDC recommend doses. These may be edited as needed.
a. Combo Vaccines are setup by adding the combo vaccine’s CPT code to each vaccine that
is in the preparation. These are examples of how to setup combo vaccines in
PrimeSuite; please make sure you are using the correct CPT code and CVX codes for
your state and immunization registry.
i. Pentacel – Add CPT code 90698 to DTaP, HIB and IPV; use CVX code 120
ii. Pediarix – Add CPT code 90723 to DTAP; Hep B and IPV; use CVX code 110
iii. ProQuad – Add CPT code 90710 to MMR and Varicella; use CVX code 94
iv. Kinirix – Add CPT code 90696 to DTaP and IVP; use CVX code 51
v. Comvax – Add CPT code 90748 to Hep B and HIB; use CVX code 51
vi. Twinrix – Add CPT code 90636 to the adult series for Hep A and Hep B; use CVX
code 104
b. When a combo vaccine is ordered; the user will be prompted to enter the information in
each of the vaccines that have the same CPT codes associated to it when administering
the dose.
6.
Add a dose:
a. Click on Scheduled, Subsequent or Maintenance (in our example for Yellow Fever; we
would select Scheduled for the initial dose as it is not dependent on a previous dose.
b. Enter the Recommended Age; Overdue Age, the CPT Code, the CVX Code and Notes.
c. Continue adding doses until all of the doses are added. If the second dose is dependent
on the first dose; select Subsequent (Ex Hep B or HPV). If the next dose is a Booster;
select Maintenance. In our Yellow Fever example; we selected a Maintenance dose
d. Click on Save
NOTE: Combo Vaccines – See above
7.
If you have an Immunization Registry interface or plan to purchase one in the future; then you
will need to add the CVX codes for each Dose. The CVX code is mapped behind the scenes to the
CPT code so that when you administer the immunization it sends the correct info back to the
registry. Click on the CVX hyperlink and select the CVX code from the list. You may add more
than one CVX code for a particular dose.
NOTE: It is very important that the correct CVX code is selected; especially when giving combo
vaccines, as this determines in the registry what vaccine was actually given to the patient. EX: If
the provider orders 90701 for DTaP; the CVX code is 01 indicating that DTaP was given. If the
provider orders 90698; the CVX code is 120 indicating that Pentacel was given.
8.
Dose Entry Defaults may be entered for each series (this is optional; but will save the staff time
if they are prefilled); you must select a location when setting these up. If you have only one
location it will default to that location. If you have multiple locations; you need to set different
defaults for each one if you.
Note: You would add Dose Entry Defaults for Vaccine Names that you created following these
same steps.
CAUTION: You may not want to set a defaulted Lot Number and/or Vaccine expiration dates if
you have vials with different expirations dates and lot numbers. If you do enter these; someone
will need to monitor and edit these as you receive new shipments of the vaccine.
9.
Enter the information for the desired fields; you do not have to set defaults for each field. The
fields with the blue hyperlink have a Select List to choose from; these are hard coded and
cannot be edited or removed; notify Customer Support if there is an item that needs to be
added to/removed from the list. Click Save to save your entries.
10. Repeat steps 2 – 8 for all of the vaccines that you give in your clinic.
Record/Administer an Immunization:
1.
Navigate to Chart > Patient Chart > Facesheet > Immunizations
a. The facesheet displays the first 5 vaccines that are due next and the last 5
immunizations that were recorded or administered.
b. The Immunization Grid allows a user to individualize the grid based on the patient’s
history.
i. You can turn “off” an immunization if thepatient would not receive it.
ii. You can turn an immunization on if the patient needs to receive it; such as
Rabies, Yellow Fever, ETC.
iii. You can select an alternate series for that patient.
iv. You can turn the grid on or off (patient specific)
c. Immunizations may be recorded or administered from:
i. Facesheet
ii. Immunization Grid
iii. Orders Tracking
iv. View/Edit Orderd link
d. Entering all information when recording/administering a vaccine insures that the
required information is sent to the registries.
e. There has to be an order for a vaccine to activate the “Administer” option.
2.
When you access the order for an immunization; the Immunization Dose box displays. (Combo
Vaccines recording/administering are demonstrated below)
a. It displays the vaccine series and the dose you are giving
b. If there is not an order; you will only have the option to Record the dose. This is sent
through the registries as “historical” data.
c. Completing all of the fields insures that you are sending all of the required information
to your registry.
d. Click Save – this is the command that sends the information to the registry and saves
your documentation.
3.
Administering a Combo vaccine In PrimeSUITE 2011 (version 16.0.13.xx or less; NOTE: CVX and
VFC entries are available in version 16.0.13.xx or higher):
a. The provider orders the vaccine: we will use Pentacel (90698)
b. Access the order from one of the available options
c. The Immunization Dose box displays. You will note on the right that it displays “1 of 3”;
these represent the number of vaccines in this combo vaccine.
i. The user will need to enter the information under “1 of 3” (DTaP in our
example) and Save.
1. In our example the (Dose1) indicates you are administering the first
dose of DTaP series for the patient.
2. It changes to indicate which dose is being given for the vaccine series
displaying.
3. If you are giving the 3rd dose in the series and it is displaying (Dose 1);
then dose 1 and 2 need to be recorded before you administer dose 3.
ii.
In our example; “2 0f 3” displays; enter the information for HIB and Save
iii.
In our example; “3 of 3” displays; enter the information for IPV and Save
4. This is the current process for documenting Combo vaccines.
a. In PrimeSUITE 2011(version 16.0.14.xx) the user will enter the information once and
upon clicking on Save; it will enter the information in the associated doses. See below.
5.
Recording/Administering Combo Vaccines in PrimeSUITE 2011 (ver 16.0.14.xx; due to be
released later this calendar year)
a. Note that the 3 associated vaccines for Pentacel display in the grid and are highlighted
green. They are highlighted under the Dose that is being given; in this example it is Dose
1.
b. Enter all the info for the dose
c. Click on Save and the information is automatically entered under the 3 individual
vaccines.
Resources:
1. PrimeSuite Help > Immunization Admin documentation
2. eLearning > Catalogue ; search for Immunizations and select the course:
Course MU MO9 PS2011: MO9 - Immunization Registries in PrimeSUITE 2011 (MU Meaningful Use)
To run a report: go to reporting- custom reports- Chart- Immunizations-