Contents

• Why is vaccination documentation important?
• What are the various ways I can document vaccinations in Elation?
• Documenting Vaccinations
  • How to use the Vaccine Form (for EHR documentation only)
  • How to use the Vaccine Form (for Immunization Registry reporting)
  • How to use the Immunization Table
• Querying for vaccination history and/or forecast via an Immunization Registry Interface
  • Querying for vaccination history
  • Viewing vaccination history results
  • Importing vaccination history into a patient's chart
  • Querying for vaccination forecast
  • Viewing forecast results
  • Managing querying errors
• Printing Immunization History
• Frequently Asked Questions (FAQ)

 

Why is vaccination documentation important?

Vaccines provide patients with active acquired immunity to a particular infectious disease to help reduce the risk of health complications, or even death, when a patient is exposed to the real causative agent of the disease. It is important to document vaccination information, or lack of, in the patient's chart to enable you to make the best healthcare decisions for the patient.


 

What are the various ways I can document vaccinations in Elation?

You can document vaccinations using one of the following methods:

1. Use the Vaccine Form by clicking on "Vaccination" from a visit note or note draft.
2. Use the Vaccine Form in the Other Info section of the Clinical Profile
3. Use the Immunization Table in the Other Info section of the Clinical Profile
4. Using data from a connected Immunization Registry Interface

 

Documenting Vaccination

 

How to use the Vaccine Form (for EHR documentation only)

1. Open the Vaccine Form using one of the following methods:
   1. Go to the “Other” section of the Patient’s Clinical Profile & click “+ Add Vaccination, detailed”
   2. Open the Immunization Table and click “Actions” -> “Add Details” under a Vaccine Field
   3. Click the “Vaccination” button in a draft Visit Note or Note

2. Fill in the following required fields
   1. Vaccine
      • Vaccine Name = Enter the name of the vaccine
      • Record Type = Select one of the following
        1. New record (performed now)
           • Select this option if the vaccine was administered by your practice
        2. Historical record (performed previously)
           • Select this option if you are recording a vaccine that was previously administered to the patient and reported by the patient, a vaccine record or another source
        3. Declined by the patient (available for certain vaccines)
           • This option is only available for CDC schedule immunizations (ex. polio)
   2. Ordered By = Enter the name of the provider who ordered the vaccine. Please select from the Directory (when possible) or free text the name of the provider.
   3. Given By = Enter the name of the person who administered the vaccine. If entering a provider, please select from the Directory (when possible) or free text the name of the administrator.
   4. Give On = Enter the date and time the vaccine was administered to the patient
3. Fill in the following non-required fields as needed:
   1. Manuf = Select from the list of Manufacturers as provided by our Manufacturer database. If the manufacturer is not on this list, choose “Other”. If the manufacturer is unknown choose “Unknown”. 
   2. NDC # = Indicate the National Drug Code (NDC) for the vaccine. If a vaccine is selected from our database, the NDC # will auto-populate from our database. You can also free text the NDC # here.
   3. Lot # = Indicate the lot # of the vaccine. If the vaccine has been previously documented for any patient in the practice, the most recent Lot # will auto-populate here.
   4. Expiration = Indicate the expiration date of the vaccine. If the vaccine has been previously documented for any patient in the practice, the most recent expiration date will auto-populate here.
   5. Dose = Indicate the quantity of the vaccine, the units administered, and which number in a series of vaccines this dose is for (ex a documented booster Moderna COVID-19 vaccine might be dosage #3 in the series). 
   6. Method = Indicate how the vaccine was administered.
   7. Site = Indicate the physiological location where the vaccine was administered. If the method selected does not have more than one site, the Site field will not appear.
   8. VIS = Specify which Vaccine Information Sheet (VIS) was shared with the patient. 
   9. Reason = Indicate the reason you are administering this vaccine as needed.
   10. Notes = Indicate any additional notes as needed.
   11. Recall = Specify whether a reminder or recall is necessary after administering this vaccine.
   12. Program = Specify the Vaccines for Children (VFC) or other program eligibility, if applicable.
   13. Funded by = Specify if the vaccine was purchased using private or public funds
   14. Source = Indicate the source of the vaccine information being submitted.
4. Click “Save” or “Save & Add Another” to save the vaccination data to the patient’s chart and submit the data to your connected State Immunization Registry.
5. Click “Discard” if you choose to discard the Vaccine Form. All data entered will be discarded.

 

How to use the Vaccine Form (for Immunization Registry reporting)

1. Open the Vaccine Form using one of the following methods:
   1. Go to the “Other” section of the Patient’s Clinical Profile & click “+ Add Vaccination, detailed”
   2. Open the Immunization Table and click “Actions” -> “Add Details” under a Vaccine Field
   3. Click the “Vaccination” button in a draft Visit Note or Note 

2. Fill in the following required fields
   1. Vaccine
      • Vaccine Name = Enter the name of the vaccine
      • Record Type = Select one of the following
        1. New record (performed now)
           • Select this option if the vaccine was administered by your practice
        2. Historical record (performed previously)
           • Select this option if you are recording a vaccine that was previously administered to the patient and reported by the patient, a vaccine record or another source
        3. Declined by the patient (available for certain vaccines)
           • This option is only available for CDC schedule immunizations (ex. polio)
      • Send to an Immunization Registry? = Select “Yes, a record should be sent to an Immunization Registry”
      • Where should the record be sent? = Select the name of your State Immunization Registry in this dropdown.
      • Is the patient in a Priority Population? = Skip this field. You only need to fill in this field if you are reporting from New York City.
      • Patient consents to sharing Personally Identifiable Information? = This is to notify the registry if the patient's consent to share the vaccination was gathered. Certain registries require this consent before you can submit vaccination data to them.
   2. Ordered By = Enter the name of the provider who ordered the vaccine. Please select from the Directory (when possible) or free text the name of the provider.
   3. Given By = Enter the name of the person who administered the vaccine. If entering a provider, please select from the Directory (when possible) or free text the name of the administrator.
   4. Give On = Enter the date and time the vaccine was administered to the patient
   5. Manuf = Select from the list of Manufacturers as provided by our Manufacturer database. If the manufacturer is not on this list, choose “Other”. If the manufacturer is unknown choose “Unknown”. 
   6. NDC # = Indicate the National Drug Code (NDC) for the vaccine. If a vaccine is selected from our database, the NDC # will auto-populate from our database. You can also free text the NDC # here.
   7. Lot # = Indicate the lot # of the vaccine. If the vaccine has been previously documented for any patient in the practice, the most recent Lot # will auto-populate here.
   8. Expiration = Indicate the expiration date of the vaccine. If the vaccine has been previously documented for any patient in the practice, the most recent expiration date will auto-populate here.
   9. Dose = Indicate the quantity of the vaccine, the units administered, and which number in a series of vaccines this dose is for (ex a documented booster Moderna COVID-19 vaccine might be dosage #3 in the series). You must select from the Units dropdown for Units
   10. 
   11. Method = Indicate how the vaccine was administered.
   12. Site = Indicate the physiological location where the vaccine was administered. If the method selected does not have more than one site, the Site field will not appear.
   13. VIS = Specify which Vaccine Information Sheet (VIS) was shared with the patient. 
   14. Recall = Specify whether a reminder or recall is necessary after administering this vaccine.
   15. Program = Specify the Vaccines for Children (VFC) or other program eligibility, if applicable.
   16. Funded by = Specify if the vaccine was purchased using private or public funds
   17. Source = Indicate the source of the vaccine information being submitted.
3. Fill in the following non-required fields as needed:
   1. Reason = Indicate the reason you are administering this vaccine as needed.
   2. Notes = Indicate any additional notes as needed.
4. Click “Save” or “Save & Add Another” to save the vaccination data to the patient’s chart and submit the data to your connected State Immunization Registry.
5. Click “Discard” if you choose to discard the Vaccine Form. All data entered will be discarded.

 

How to use the Immunization Table

You can open the Immunization Table by going to the Vaccination section of the Clinical Profile under Other Info and clicking "Immunization Table". The Immunization Table gives you a visual representation of the patient's vaccine history based off the CDC Schedule. Some additional features of the Immunization Table are:

1. Click    to print the patient's immunization table and vaccine history 
2. Click on the  buttons to see the Center for Disease Control and Prevention's recommendations for vaccinations.
3. Click "Actions" >>> "Add Details" in any Dose box to open the Vaccine Form.

Minimal documentation options:

1. Simply enter a date in the corresponding Dose boxes for the vaccine and you will be able to store a basic vaccination record for the patient for that vaccine
2. Click "Actions" >>> "Patient Declined" to record that a patient declined a specific vaccine
3. Click "Actions" >>> "Patient has immunity" to record that patient is immune to a specific infectious disease

  

 

Querying for vaccination history and/or forecast using a connected Immunization Registry Interface

For customers using an Immunization Registry Interface with Elation, you can query (or request) immunization history or forecast for any patient as long as the required information is stored in the patients demographics.

 

Demographic requirements

To ensure successful queries for vaccination history, please make sure the following demographics information is stored in the patient’s chart.

• Legal First Name
• Legal Last Name
• Date of birth
• Sex at Birth
• Address
• Phone Number (first number)
• Mother’s Maiden Name
  • The Mother’s Maiden Name field is next to the SSN field and can be found by clicking on the “+add additional details” button in the Patient Details section of their demographic.

 

Querying for vaccination history

 

There are two options for querying for vaccination history for a given patient:

1. Click on the “Check Registry” button in the Vaccination section of the Clinical Profile
2. Click “Actions” >> “Check Registry” next to the Other Info section header in the Clinical Profile.
   • User Tip: Elation only allows querying for vaccination history every 15 minutes. If you click the “Check Registry” button and successfully retrieve Vaccination History for the patient, you will not be able to query again for another 15 minutes.

 

Viewing vaccine history results

 

Once the request is successful, you will see the patient’s vaccination history as available within the connected Immunization Registry. The most recent vaccination records will be at the top of the list and you can click on the header of any column to filter by specific details of the record. Vaccination History records include the following details:

1. A “View Registry” button will be available for registries that allow you to directly log in to the registry.
2. Vaccine Group
   • The Vaccine Group is designated by the registry. ‘NOS’ stands for ‘Not Otherwise Specified”.
3. Vaccine Name
4. Date Administered
   • Declined vaccines may also be available and will have the word ‘Declined’ next to the date.

 

Importing vaccination history into a patient's chart

 

The last column “Chart Status” of the Vaccine History will tell you whether or not the vaccination record exists in the Vaccination section of the patient’s chart. Elation will also automatically pre-select the records that are not in the patient’s chart to allow you to easily import those records if desired. Click the “Sign Off & Import” button at the bottom of the Vaccine History to sign off on the Vaccination History and import any selected records into the patients Clinical Profile.

 

Imported vaccine records will have language in the “Notes” section of the record to indicate which Registry the record originated from, the name of the user in the practice who signed off on the record, and the date the record was imported.  

 

 

Querying for vaccine forecast

There are two options for checking the vaccination forecast using a connected Immunization Registry for a given patient:

1. Click “Actions” >> “Check Forecast” next to the Other Info section header in the Clinical Profile.
2. Click “Immunization Table” and then “Check Forecast” in the Immunization Table view

 

Viewing forecast results

 

Once the request is successful, you will see the vaccination forecast for the patient in the Vaccine Forecast dialog. The vaccines forecasted will be listed in alphabetical order and you will see the following:
 

• Due Date
• Earliest Date to Give
• Latest Date to Give 

 

 

Managing querying errors

 

If the request does not return a vaccination history you will see one of the following reasons noted in the Vaccine History dialog:

1. Immunization registry setup is incomplete
   • Additional actions are required to connect you to the Immunization Registry. Contact Support for assistance with this issue.
2. Unable to connect to immunization registry
   • The registry is not responding during this time. Please try again in 30 minutes or Contact Support if the issue persists.
3. No matching patient
   • The registry was unable to find any matching patients based on the demographics information in their chart. Double check the Demographic Requirements for the patient and then try again.
4. Too many patient matches
   • The registry found too many matching patients based on the demographics information in their chart. Double check the Demographic Requirements to see if more information (such as Mother’s Maiden Name) can be supplied to narrow down the search and then try again.
5. Missing patient information
   • You must fill out all Demographic Requirements for the patient and then try again.

 

Printing Immunization History

You can print the patient's Immunization History using one of these two options:

1. Go to the Other Info section of the Patient’s Clinical Profile & click “Actions” >>> "Print Immunization History"
2. Go to the Other Info section of the Patient’s Clinical Profile & click "Immunization Table" and then click   .

 

Frequently Asked Questions

I cannot find the vaccine I am looking for. How do I document this vaccine?

Elation will have all commonly available vaccines in our Vaccine database. Please try searching for the vaccine using other commonly known names.

If you cannot find the vaccine substance you are looking for, you can enter any text in the Vaccine Name and store that as a vaccine substance in your own custom vaccine database. Once you save a vaccine record with the Vaccine Name you created, you will be able to select that same vaccine substance again in the future.

Can I send vaccination data to my State Immunization Registry from Elation?

Elation is working towards establishing connection with each State's Immunization Registry to allow customers to send vaccination data directly from the EHR to their State Immunization Registry. Learn about which State Immunization Registries are currently available through Elation here.

 

Why are certain vaccines missing from the Immunization Table?

The Immunization Table only displays CDC Schedule vaccinations. Vaccines that are not on the CDC Schedule can be recorded using the Vaccine Form, will be visible in the Clinical Profile and will display under Other Vaccines Documented when printed.

Only vaccines with known specified formulations will appear in the Immunization Table. Without formulation we will not be able to accurately tie a vaccine to the correct immunization in the Immunization Table. Recorded vaccines with unspecified formulations will be visible in the Clinical Profile and will display under Other Vaccines Documented when printed.

 

Can I change the vaccines that display in the Immunization Table?

Elation's Immunization Table is designed to match the Center for Disease Control and Prevention's recommendations for vaccinations based off of the patient's age. You cannot change the vaccines that display in the Immunization Table. Vaccines that are not on the CDC Schedule can be recorded using the Vaccine Form, will be visible in the Clinical Profile and will display under Other Vaccines Documented when printed.

 

Can I see more than 6 doses of a given vaccine in the Immunization Table?

The Immunization Table can only display up to 6 (six) doses of a given vaccine. Any additional vaccines will not be displayed in the Immunization Table but it will be visible in the Clinical Profile and will display under Other Vaccines Documented when printed.

   

Related Articles

• All available State Immunization Registry Interfaces