Immunisation records and data explained: A guide for vaccine service providers

Transcription

1 Queensland Health Immunisation records and data explained: A guide for vaccine service providers

2 Immunisation records and data explained: a guide for vaccine service providers Published by the State of Queensland (Queensland Health), June 2015 This resource is based on the 2009 Immunisation: Recording, Reporting & Rates a step-by-step guide for practice staff developed by General Practice Queensland. This document is licensed under a Creative Commons Attribution 3.0 Australia licence. To view a copy of this licence, visit creativecommons.org/licenses/by/3.0/au State of Queensland (Queensland Health) 2015 You are free to copy, communicate and adapt the work, as long as you attribute the State of Queensland (Queensland Health). For more information contact: Communicable Diseases Unit, Department of Health, GPO Box 48, Brisbane QLD 4001, immunisation@health.qld.gov.au, phone (07) An electronic version of this document is available at records/default.asp Disclaimer: The content presented in this publication is distributed by the Queensland Government as an information source only. The State of Queensland makes no statements, representations or warranties about the accuracy, completeness or reliability of any information contained in this publication. The State of Queensland disclaims all responsibility and all liability (including without limitation for liability in negligence) for all expenses, losses, damages and costs you might incur as a result of the information being inaccurate or incomplete in any way, and for any reason reliance was placed on such information.

3 Contents Section 1: Before you begin what you need to know What is an immunisation record? What is immunisation data? What information is needed to record an accurate immunisation record? What are some common recording errors? How to avoid them What immunisation databases are used in Queensland? What information does VIVAS need to record an immunisation? What forms are needed for reporting immunisation information? ACIR VIVAS How does immunisation affect family assistance payments? Approved exemptions to immunisation...8 Section 2: Reporting Immunisations What are the differences between ACIR and VIVAS? Do ACIR and VIVAS share information? How to report immunisations for specific groups? Children aged below ten years of age Adolescents Refugee children up to ten years of age Refugees above ten years of age Premature infants Birth dose hepatitis B Hepatitis B (how to record dose numbers for children vaccinated overseas) Rabies immunoglobulin & rabies vaccine (post exposure) Children vaccinated overseas Immunisations given by another VSP but not recorded on ACIR Immunisations recorded in medical software but not on ACIR or VIVAS Children without a Medicare number Children who are not Australian residents or citizens Pneumovax 23 vaccine (23vPPV) Japanese encephalitis (JE) vaccine...13 Immunisation records and data explained: a guide for vaccine service providers

4 Revaccination of oncology patients Diphtheria/tetanus/pertussis vaccination for pregnant women How to report other immunisation related information to ACIR or VIVAS? Aboriginal and/or Torres Strait Islander status Conscientious objection to immunisation Natural immunity Medical contraindication Deceased child Child aged under seven years on a catch-up schedule Child who has moved overseas Adverse event following immunisation (AEFI)...15 Section 3: Checking Immunisation Records Where to find immunisation records? If you are a vaccine service provider If a parent requires an immunisation record for their child Not sure your immunisation records are transmitting to ACIR? Check your medical software Check for error messages when records are transmitted How to check if immunisation records have been transmitted to ACIR? Use ACIR s secure site Use the ACIR payment statement Contact local public health unit How to follow up children who are overdue for immunisation? Queensland Health overdue reminder notice Reminders using medical software Using ACIR reports...19 Section 4: Appendices...21 Appendix 1 Contacts list...21 Appendix 2 Queensland Health vaccination record form...23 Appendix 3 Queensland Health registration of Medicare provider number/s...24 Appendix 4 VIVAS overdue reminder notice...25 Appendix 5 How to complete an ACIR immunisation history form...26

5 Appendix 6 ACIR immunisation history form...28 Appendix 7 Resources to help interpret overseas immunisation histories...29 Appendix 8 ACIR immunisation exemption medical contraindication form...30 Appendix 9 ACIR immunisation exemption conscientious objection form...31 Appendix 10 ACIR immunisation payment statement...32 Appendix 11 How to request access to ACIR s secure site?...35 Appendix 12 How to log onto ACIR s secure site and find a child s record?...36 Appendix 13 Sample reminder letter (for VSPs)...38 Appendix 14 The HPV Register what you need to know...39 Appendix 15 HPV vaccination register consent form...40 Abbreviations and Glossary...41 Index...43 Immunisation records and data explained: a guide for vaccine service providers

6 The term vaccine service provider (VSP) has been used throughout this guide. The term refers to any person involved in handling immunisation records, especially those working in a general practice setting, such as GPs, practice nurses, reception staff and/or practice managers. This guide has been written for vaccine service providers in Queensland and can be used for: training new staff or updating current staff answering frequently asked questions about immunisation record keeping troubleshooting immunisation data issues. The following symbols are used throughout the guide to draw attention to important information. R TIP! Helpful information that can save time and resources O NOTE! Important information for readers to note

7 Section 1: Before you begin what you need to know For definitions of terms or acronyms see the abbreviations and glossary section on page What is an immunisation record? What is immunisation data? An immunisation record refers to a person s immunisation history which includes details about when and what vaccines have been given. Immunisation records are documented by healthcare providers as part of an individual s medical history. These records can then be transmitted to centrally held databases. These collected immunisation records form data, which in its entirety can help measure the effectiveness of immunisation programs. It is therefore crucial that immunisation records are documented and reported in a consistent and accurate way. Consequently, it is essential that healthcare providers document and report immunisation records accurately. Incorrect or missing immunisation records may result in: a child s immunisation history not being complete parents/carers not receiving family assistance payments a child or adult receiving unnecessary vaccinations a general practice missing payments for immunisation records that are not reported to the national immunisation database (ACIR) inaccurate statistics about the level of community protection against vaccine-preventable diseases. 1.2 What information is needed to record an accurate immunisation record? Record Ask Check Ask Check Record Check Name (or alias) Address and postcode Date of birth Medicare number (if available) Do you or your child identify as Aboriginal and/or Torres Strait Islander? Is their Indigenous status noted in the medical software? Has the parent told Medicare that they identify as Indigenous? (Notifying Medicare makes sure the child s ACIR record is correct.) Have they told Medicare of any change in personal details? To see any immunisation history documents. Are there any missing immunisations? Are there any medical conditions that would make them eligible for additional vaccines? Any immunisations already given. Vaccine names, dose numbers, batch numbers. Are they recorded accurately? Scan any documents into medical software Has a reminder been set for follow-up immunisations? Are there any medical contraindications that need to be reported? O NOTE! Is the child up to date for their age? Do not assume a child has received all previous recommended vaccinations. For example, a child aged 12 months of age may not have received their 2, 4 or 6 month old vaccinations. Ask for documentation from the parent or check ACIR s secure site to make sure that the child is being immunised appropriately. Immunisation records and data explained: a guide for vaccine service providers 5

8 1.3 What are some common recording errors? How to avoid them It is important that all staff using software are aware of the steps required to record and transmit accurate information. R TIP! Has the immunisation schedule changed recently? Updates for your medical software will include any changes to the immunisation schedule and will reduce the likelihood of vaccine errors. At each visit, confirm with patients that their details are up to date, e.g. address, postcode, Medicare number, Indigenous status. Does the patient or child have a Medicare number? An immunisation record will not transmit electronically to ACIR without a Medicare number. Refer to for advice. Update your medical software when new upgrades or patches are released by software providers. Any changes to the immunisation schedule will then be incorporated into your medical software. VIVAS records vaccine batch numbers. Record the batch number for each vaccine given. Check the correct vaccine dose number has been entered otherwise the child s ACIR immunisation record will not reflect an accurate history. For example, the vaccine Menitorix should be recorded as Dose 1. Immunisations must always be linked to a GP Medicare provider. Immunisation records will not electronically transmit to the ACIR without a GP provider number. If the vaccine is administered by a registered nurse, record this in the comments box. Select correct vaccine names. Examples of similar vaccine names which can cause inaccuracies on a child s ACIR and VIVAS immunisation history are: RotaTeq not Rotarix or Infanrix Hexa not Infanrix. For multivalent vaccines (e.g. Infanrix Hexa) select combination option as this will eliminate antigen errors. Never use free text to record a vaccine. Select correct antigens. Vaccine name can be recorded in the comments box. Before saving an immunisation encounter always check that the actual date given, and that it matches the date in the record. Select whole of life box to ensure all vaccines given are captured on your medical software (if available on your medical software). If immunisation has been given by another vaccine service provider, record as not given here when entering history information. Notify VIVAS of any changes to GP Medicare provider numbers (including locums) using Queensland Health registration of Medicare provider number/s form (Appendix 3). O NOTE! Have you selected the right vaccine name and dose number? If the wrong vaccine name or dose number is inadvertently selected and then reported to a database, the child s immunisation record will be inaccurate and the child may be assessed as overdue for an immunisation. 6

9 1.4 What immunisation databases are used in Queensland? There are two immunisation databases used in Queensland: ACIR (National) holds immunisation data for: Children resident in Australia and aged from birth to 7 years of age Note: Any vaccination administered to a child in this age group can be recorded by ACIR. This includes travel vaccinations, influenza vaccination and other vaccines outside the funded National Immunisation Program. VIVAS (Queensland only) holds immunisation data for Children resident in Queensland and aged from birth to 10 years of age (including birth dose hepatitis B) School immunisation program vaccines Oncology patients up to 18 years of age (those requiring revaccination) Refugees (all ages) Rabies vaccine and immunoglobulin (postexposure) Pneumovax 23 (23vPPV) for Indigenous adults Japanese encephalitis for Torres Strait Islanders State-funded, time-limited programs such as whooping cough vaccination for pregnant women Note: VIVAS also records vaccine batch numbers O NOTE! Can your medical software transmit immunisation records for individuals above 7 years of age? Talk to your medical software provider to find out. If the software used in your practice cannot transmit vaccines outside the childhood schedule, then some vaccinations (for example Boostrix ) will not be transmitted to the database. Refer to Section 2 for information. Update: In May 2015, the federal government announced the establishment of a register to collect school-based adolescent vaccinations (due to be operational in 2017) and an adult vaccination register (due to be operational from September 2016). 1.5 What information does VIVAS need to record an immunisation? To record an immunisation encounter VIVAS requires the following details of the person being vaccinated: Full name (or alias) and address Date of birth and gender Medicare number (if available) Aboriginal and Torres Strait Islander status Vaccines administered, including date given, dose numbers, batch numbers Medicare provider number of doctor who administered vaccines Print a history or a list of immunisations given (from medical software) and fax or post to VIVAS. Refer to the contacts list in Appendix 1. R TIP! Any records which do not include the above information will be returned to the VSP. Immunisation records cannot be entered onto VIVAS without this information. Make sure you send all the required details the first time to avoid the record being returned with a request for more information. Immunisation records and data explained: a guide for vaccine service providers 7

10 1.6 What forms are needed for reporting immunisation information? ACIR Conscientious objection to immunisation (refer to 1.7 below) Medical contraindication Immunisation history Forms can be found at australian-childhood-immunisation-register/ VIVAS Queensland Health vaccination record form HPV vaccination consent form Whooping cough vaccine program for pregnant women data collection and consent form (time-limited program) Registration of Medicare provider number/s Forms can be ordered from QHIP 1.7 How does immunisation affect family assistance payments? Parents/guardians receive family assistance payments from the federal government if their child is fully immunised. If a child is not fully immunised according to their age then these payments may be suspended unless an approved exemption (see below) has been lodged with ACIR. Parents/guardians will receive notification from Centrelink if payments are affected. Family assistance payments linked to immunisation are: Child care benefit Child care rebate Family tax benefit (Part A supplement) O NOTE! Family assistance payments from the Federal government are related to a child s immunisation status on ACIR. For more information go to Approved exemptions to immunisation Approved exemptions to immunisation are for: Medical contraindication Conscientious objection to immunisation (refer to note below) Update: From 1 January 2016, exemptions from immunisation will only be allowed for medical reasons. From this date, parents who choose not to fully immunise their children will no longer be eligible for family assistance payments. For more information go to strengthening-immunisation-for-young-children 8

11 Section 2: Reporting Immunisations 2.1 What are the differences between ACIR and VIVAS? Which database? Reporting method How and when to report Important: ACIR Through Medicare Online and medical software (electronic transmission) Electronic transmission Transmit daily VSPs should consult their software provider regarding this function and for assistance with configuring and transmission procedures. VIVAS By completing a Queensland Health vaccination record or printing an immunisation list from medical software Fax or post to VIVAS Send weekly VSPs should seek assistance from their software provider to generate a list that includes all required patient details. Refer to 1.5 for advice. 2.2 Do ACIR and VIVAS share information? Yes. ACIR and VIVAS share immunisation data, although how this occurs depends on the method a VSP uses to send immunisation records to either database. If a VSP sends immunisation information to: 1. ACIR using electronic transmission (Medicare Online and medical software) VIVAS collects this data 2. VIVAS by fax or post VIVAS sends this data to ACIR 3. ACIR via telephone, fax or post VIVAS is not able to collect this data O NOTE! Avoid sending immunisation records to ACIR over the telephone, fax or via the post. If a VSP sends information to ACIR using one of these methods, VIVAS is not able to access the information and this may result in some variances between ACIR and VIVAS. 2.3 How to report immunisations for specific groups? The table below provides directions about how to report specific vaccines to ACIR or VIVAS. Table 1 How to report vaccines for specific groups to ACIR or VIVAS Immunisations for ACIR reporting method OR VIVAS reporting method Children aged below ten years of age Note: Children with medical risk factors and Indigenous children may require additional vaccines. Refer to the current edition of The Australian Immunisation Handbook for advice on additional vaccines for these children. Electronic transmission through Medicare Online and medical software Complete a Queensland Health vaccination record form or print an immunisation record from medical software which includes: child s full name and address child s gender and date of birth vaccine details Medicare provider number Fax or post to VIVAS. Immunisation records and data explained: a guide for vaccine service providers 9

12 Immunisations for ACIR reporting method OR VIVAS reporting method Adolescents For immunisations missed in the School Immunisation Program. Note: A consent form for sending records to the HPV Register needs to be completed. Contact QHIP for forms. The HPV Register sends reminder notices to parents/ guardians of children who have missed doses Refugee children up to ten years of age For vaccines funded under the National Immunisation Program Refugees above ten years of age Queensland Health funds additional vaccines Diphtheria/tetanus/pertussis Polio Hepatitis B Measles, mumps, rubella Electronic transmission through Medicare Online and medical software. Post or fax HPV consent form to VIVAS. Note: Check with your medical software provider to make sure the software can transmit immunisation records for individuals above seven years of age. If the software is not able to transmit this information, complete a Queensland Health vaccination record form or print an immunisation record from medical software which includes: child s full name and address child s gender and date of birth vaccine details Medicare provider number Fax or post to VIVAS. Electronic transmission through Medicare Online and medical software. Electronic transmission through Medicare Online and medical software. Note: Check with your medical software provider to make sure the software can transmit immunisation records for individuals above seven years of age. If the software is not able to transmit this information, complete a Queensland Health vaccination record form or print an immunisation history from medical software which includes: person s full name and address date of birth and gender vaccine details Medicare provider number Fax or post to VIVAS. Also note on immunisation record for refugee vaccination Complete a Queensland Health vaccination record form or print an immunisation record from medical software which includes: child s full name and address child s gender and date of birth vaccine details Medicare provider number Post or fax HPV consent form to VIVAS. Complete a Queensland Health vaccination record form or print an immunisation record from medical software which includes: child s full name and address child s gender and date of birth vaccine details Medicare provider number Fax or post to VIVAS. Complete a Queensland Health vaccination record form or print an immunisation record from medical software which includes: person s full name and address date of birth and gender vaccine details Medicare provider number Fax or post to VIVAS. Also note on immunisation record for refugee vaccination 10

13 Immunisations for ACIR reporting method OR VIVAS reporting method Premature infants (Gestation <32 weeks) Preterm infants should be vaccinated according to the recommended schedule at the usual chronological age. Refer to the current edition of The Australian Immunisation Handbook for advice on additional vaccines for preterm infants Birth dose hepatitis B (Birth to seven days of age; usually administered in hospital) Record as birth dose. Note: A child who has not received a dose of hepatitis B vaccine in the first seven days following birth will not be flagged as overdue Hepatitis B (how to record dose numbers for children vaccinated overseas) A child who has received 3 doses according to an overseas schedule is considered up to date for hepatitis B immunisation. This must be recorded as given at 0, 1 and 6 months. For example: i. Birth dose ii. Dose 2 given between 1 and 2 months of age iii. Dose 3 given between 6 and 18 months of age Rabies immunoglobulin & rabies vaccine (post exposure) Electronic transmission through Medicare Online and medical software. Complete a Queensland Health vaccination record form or print an immunisation record from medical software which includes: child s full name and address child s gender and date of birth vaccine details Medicare provider number Fax or post to VIVAS. Complete a Queensland Health vaccination record form or print an immunisation record from medical software which includes: child s full name and address child s gender and date of birth vaccine details Medicare provider number Fax or post to VIVAS. Complete a Queensland Health vaccination record form or print an immunisation record from medical software which includes: child s full name and address child s gender and date of birth vaccine details Medicare provider number Fax or post to VIVAS. Note: Notify ACIR of correct dose numbers to ensure the child is not flagged as overdue. Contact local public health unit if required. Immunisation records and data explained: a guide for vaccine service providers 11

14 Immunisations for ACIR reporting method OR VIVAS reporting method Children vaccinated overseas Refer to: Appendix 5 for detailed information on how to complete the ACIR immunisation history form. Appendix 6 for a sample of the ACIR immunisation history form. Appendix 7 for information on overseas immunisation schedules. Note: Public health units may be able to assist with catch-up schedules Immunisations given by another VSP but not recorded on ACIR Where there is documentation of immunisations given elsewhere in Australia but not recorded on ACIR, a VSP can report this missing information as it ensures a child s immunisation history is up to date Immunisations recorded in medical software but not on ACIR or VIVAS Any missing data needs to be reported to make sure a child s record is up to date Children without a Medicare number ACIR and VIVAS will record immunisations for children who do not have a Medicare number. Following Medicare registration it may take several weeks before a Medicare number is allocated Children who are not Australian residents or citizens These children are eligible to receive funded vaccinations as per the National Immunisation Program. ACIR and VIVAS will record these immunisations. Complete ACIR immunisation history form. Fax or post to VIVAS. Note: Check with your local public health unit as they may require a copy of the original immunisation documentation. Complete ACIR immunisation history form. Fax or post to VIVAS. Complete a Queensland Health vaccination record form or print an immunisation record from medical software which includes: child s full name and address child s gender and date of birth vaccine details Medicare provider number Fax or post to VIVAS. Complete a Queensland Health vaccination record form or print an immunisation record from medical software which includes: child s full name and address child s gender and date of birth vaccine details Medicare provider number Fax or post to VIVAS Complete a Queensland Health vaccination record form or print an immunisation record from medical software which includes: child s full name and address child s gender and date of birth vaccine details Medicare provider number Fax or post to VIVAS 12

15 Immunisations for ACIR reporting method OR VIVAS reporting method Pneumovax 23 vaccine (23vPPV) For Indigenous adults (aged 15 years and above) and medical-at-risk children (below 10 years of age) Japanese encephalitis (JE) vaccine For Indigenous people and only administered to those who are resident of the Torres Strait Islands. Electronic transmission through Medicare Online and medical software. Note: Check with your medical software provider to make sure the software can transmit immunisation records for individuals above seven years of age. If the software is not able to transmit this information, complete a Queensland Health vaccination record form or print an immunisation record from medical software which includes: person s full name and address person s gender and date of birth vaccine details Medicare provider number Fax or post to VIVAS. Electronic transmission through Medicare Online and medical software. Note: Check with your medical software provider to make sure the software can transmit immunisation records for individuals above seven years of age. If the software is not able to transmit this information, complete a Queensland Health vaccination record form or print an immunisation record from medical software which includes: person s full name and address person s gender and date of birth vaccine details Medicare provider number Fax or post to VIVAS. Complete a Queensland Health vaccination record form or print an immunisation record from medical software which includes: person s full name and address person s gender and date of birth vaccine details Medicare provider number Fax or post to VIVAS. Complete a Queensland Health vaccination record form or print an immunisation record from medical software which includes: person s full name and address person s gender and date of birth vaccine details Medicare provider number Fax or post to VIVAS. Immunisation records and data explained: a guide for vaccine service providers 13

16 Immunisations for ACIR reporting method OR VIVAS reporting method Revaccination of oncology patients From Lady Cilento Children s Hospital and up to the age of 18 years. Refer to the current edition of The Australian Immunisation Handbook for advice on additional vaccines for oncology patients. Revaccination will be funded as per recommendations from the oncology clinic Diphtheria/tetanus/ pertussis vaccination for pregnant women Queensland Health is currently (as at June 2015) providing a timelimited, funded dtpa vaccination program for women in their third trimester of pregnancy. Electronic transmission through Medicare Online and medical software. Note: Check with your medical software provider to make sure the software can transmit immunisation records for individuals above seven years of age. If the software is not able to transmit this information, complete a Queensland Health vaccination record form or print an immunisation record from medical software which includes: child s full name and address child s gender and date of birth vaccine details Medicare provider number Fax or post to VIVAS. Complete a Queensland Health vaccination record form or print an immunisation record from medical software which includes: child s full name and address child s gender and date of birth vaccine details Medicare provider number Fax or post to VIVAS. Complete the Queensland Health whooping cough vaccine program for pregnant women data collection and consent form. Forms can be ordered from QHIP. Fax or post to VIVAS 2.4 How to report other immunisation related information to ACIR or VIVAS? The table below provides directions about how to report other information related to immunisation to ACIR or VIVAS. Table 2 How to report other immunisation related information to ACIR or VIVAS Information about ACIR reporting method OR VIVAS reporting method Aboriginal and/or Torres Strait Islander status It is recommended that ALL patients are asked Are you of Aboriginal and/ or Torres Strait Islander origin? You cannot rely on appearance; the only way to find out is to ask everyone. Aboriginal and Torres Strait Islander children require additional vaccines. Refer to the current immunisation schedule for additional vaccines for Indigenous children. Record status in patient notes. Indigenous status will only be recorded on ACIR if a parent or guardian notifies Medicare. Advise parents/guardians to notify Medicare of a child s Indigenous status. Record status on Queensland Health vaccination record form. 14

17 Information about ACIR reporting method OR VIVAS reporting method Conscientious objection to immunisation For current information on exemptions for immunisation refer to the Immunise Australia website at Refer to 1.7 for more information Natural immunity Usually applies to varicella (chickenpox). There is no need for serology. Refer to the current edition of The Australian Immunisation Handbook for information on serological testing for varicella immunity Medical contraindication Refer to the current edition of The Australian Immunisation Handbook for information on reasons for medical contraindication. Refer to 1.7 for more information. Use an ACIR conscientious objection form (Appendix 9), completed and signed by parent and GP provider. Fax or post to ACIR. Note: Retain a copy for your own records and in the event the form is not lodged with ACIR. Submit in writing using practice letterhead stating that the child does not require a vaccination as they have natural immunity. Include the child s personal details. The letter must be signed by a GP provider. Fax or post to ACIR. Use an ACIR medical contraindication form (Appendix 8), completed and signed by GP provider. Fax or post to ACIR. Note: Retain a copy for your own records and in the event the form is not lodged with ACIR Deceased child Submit in writing using practice letterhead, include child s personal details and signed by a GP provider. Fax or post to ACIR Child aged under seven years on a catch-up schedule This puts a notification on the child s record which allows family assistance payments to be made. Refer to the current edition of The Australian Immunisation Handbook for advice on working out catch-up. Public health units may assist with catch-up schedules Child who has moved overseas This suspends the child s record and the child will not be flagged as overdue for immunisation. A VSP can also notify ACIR if a child returns from overseas as this will reactivate their ACIR record Adverse event following immunisation (AEFI) Call ACIR on Call ACIR on Submit in writing using practice letterhead, include child s personal details and signed by a GP provider. Fax or post to VIVAS. Notify Queensland Health of an adverse event by completing the adverse event following immunisation reporting form at publications/clinical-practice/guidelines-procedures/aefi-reporting-form. pdf. to: CDIS-NOCS-Support@health.qld.gov.au or fax to Immunisation records and data explained: a guide for vaccine service providers 15

18 Section 3: Checking Immunisation Records 3.1 Where to find immunisation records? If you are a vaccine service provider Personal health record (PHR) or child health book (In Queensland it is commonly referred to as the red book.) Parents are provided with a PHR for a newborn prior to discharge from hospital. The PHR includes a section to record immunisations. Parents should be encouraged to bring the PHR to each immunisation appointment. ACIR VSPs can access ACIR s secure site to view a child s immunisation history. Refer to Appendix 11 and 12 for information about how to access. A VSP can print this history for a parent/guardian. VSPs can call ACIR to obtain a history. Public health unit (PHU) VSPs can contact their local public health unit to obtain a school immunisation history. Public health units may be able to provide childhood immunisation histories upon request. Staff at public health units are not able to give immunisation histories to parents/guardians. HPV Register (for HPV immunisation histories only) VSPs can telephone the HPV Register on Refer to Appendix 14 for information about the HPV Register If a parent requires an immunisation record for their child Personal health record (PHR) Medicare/ACIR Parents are provided with a PHR (in Queensland commonly referred to as the red book ) for their baby prior to discharge from hospital. The PHR includes a section to record immunisations. Parents should be encouraged to bring the PHR to each appointment Parents/guardians of children aged less than 14 years can obtain a copy of their child s immunisation history by: 1. Using Medicare online accounts at au/customer/services/medicare/medicare-online-accounts 2. Requesting a statement at www1.medicareaustralia.gov.au/ ssl/acircirgcert. This will be sent in the mail. 3. Visiting their local Medicare office 4. Calling ACIR on Parents/guardians of children older than 14 years can contact ACIR on to request information. ACIR also sends history statements to parents/guardians of children aged 18 months of age and 5 years of age. O NOTE! Public health units cannot give immunisation histories directly to members of the public. Public health units can only give immunisation histories to a vaccine service provider. 16

19 3.2 Not sure your immunisation records are transmitting to ACIR? Check your medical software VSPs use a range of software to manage their clinical and billing records. Each software package records patient details and medical information using its own specific format. VSPs are advised to consult their software provider for training and assistance with technical issues. To help troubleshoot electronic transmission problems, consider the following questions or check with the software provider: Can the software electronically transmit immunisation records to ACIR? If yes, do I need to turn on this function? How is this done? Can the software transmit all (children and adult) immunisation records to ACIR? If not, you will need to know how to report adolescent and adult immunisations. Refer to 2.3 for information. Are there any ways I can check that immunisation records have been transmitted to ACIR? How do I print a detailed list of immunisations given? Refer to section 1.2 for list of required information. Refer to Appendix 1 for a contact details for medical software vendors. R TIP! Do you use different clinical and billing software packages? If so, make sure the two are integrated otherwise immunisation records will not be transferred from the clinical module to the billing module. This will prevent immunisation data being transmitted to ACIR with your Medicare claims. Check with your medical software vendor for advice Check for error messages when records are transmitted Immunisation records are transmitted to ACIR in batches, usually with Medicare claims. Missing information in one record can prevent a batch from being transmitted to ACIR. These errors need to be corrected before the batch can be transmitted. Check for the following errors: missing Medicare numbers. Refer to for information on reporting immunisations for children without a Medicare number incorrect Medicare provider number incorrect dose numbers missing postcode or errors in postal address R TIP! Is there any missing patient information, such as Medicare numbers or postcodes? Immunisation records will not transmit to ACIR without them. A child will be flagged on ACIR as not up to date. The parent may receive reminder letters from ACIR or be notified that family assistance payments could be suspended. Immunisation records and data explained: a guide for vaccine service providers 17

20 3.3 How to check if immunisation records have been transmitted to ACIR? R TIP! Use ACIR s secure site to check a child s immunisation history. ACIR s secure site can give you quick access to a child s current immunisation history. Refer to Appendix 11 about how to register. O NOTE! Is your access to ACIR s secure site blocked? If you enter the wrong username or password more than three times your access will be revoked. If you do not use the secure site for more than three months, your password will expire. To reset the password call ACIR s secure site help desk on Access to the secure site is through a GP Medicare provider number * the GP provider must notify ACIR and delegate authority to another person to allow ACIR help desk staff attend to your query Use ACIR s secure site Access ACIR s secure site to view a child s immunisation history and check if immunisations have been recorded. Refer to Appendices 11 and 12 for details on how to access and use the site. VSPs can request reports from ACIR s secure site which give a list of children due and/or overdue for immunisations for their practice or for individual providers. Refer to for more details Use the ACIR payment statement GP providers 1 are paid $3.00 for reporting age-based 2 childhood immunisations to ACIR. The statement is sent every month to all GP providers and lists the immunisations reported to ACIR and payments made. Are all immunisations encounters accounted for? Report any missing encounters by calling ACIR s general enquiries line on Follow up any immunisations that have been rejected for payment. Errors can be corrected by calling ACIR s general enquiries line on Alternatively, write the details on the immunisation payment statement and fax it to ACIR. Refer to Appendix 1 for contact details. Appendix 10 shows a sample immunisation payment statement Contact local public health unit The local public health unit may be able to provide information on immunisations given to individuals aged above seven years. 3.4 How to follow up children who are overdue for immunisation? The Royal Australian College of General Practitioners (RACGP) promotes reminders to initiate prevention, before or during the patient visit. They can be either opportunistic or proactive. 3 1 The ACIR immunisation payment is paid to the GP who reports either all or the last vaccine that completes an age-based immunisation schedule. 2 A completed age-based immunisation schedule must include an immunisation against each disease listed on the NIP. For example, a child at two months of age should receive vaccines for diphtheria, tetanus, pertussis, polio, hepatitis B, Haemophilus influenzae type b (Hib), pneumococcal and rotavirus to be considered as a complete age-based schedule. 3 Royal Australian College of General Practitioners (RACGP) 2006, Putting prevention into practice 2nd edition ( The Green Book ). 18

21 3.4.1 Queensland Health overdue reminder notice Sent to VSPs every eight weeks. Refer to Appendix 4 for a sample copy. Check these reminders against medical records. Do you need to report any new or missing data? Write on the reminder notice and return it along with any copies of relevant immunisation documents to local public health unit. Follow up with parents/guardians of children overdue for immunisation Reminders using medical software 1. Check with medical software provider about how to set up a reminder system. 2. Proactively send reminders by searching through the medical records (in your software) for a particular date of birth range, for example, children aged four years old. 3. Once a list is created, review the records for immunisation status to check for children overdue for scheduled immunisations. For example, four year old children should receive their fourth dose of scheduled vaccines however they may not have returned for follow-up since their last immunisation at around 18 months of age. A reminder will be important to prompt their parents that immunisations are required at this age point. 4. If any children have missed an immunisation, call or send a reminder letter to parents/guardians. Refer to Appendix 14 for a sample reminder letter. R TIP! Use the reminder system in the medical software to help keep track of scheduled immunisations. Set the reminder at each immunisation encounter to make sure prompts are made for future immunisation appointments Using ACIR reports VSPs can request the following reports from ACIR s secure site. These reports identify children who are either due or overdue for any scheduled immunisation. Available reports are: ACIR010A ACIR Due/Overdue practice report Lists children identified as not fully immunised 4 seen by the requesting practice. Available for all GPs in a practice registered with the Practice Incentives Program. MBS item numbers are used to link a child to a practice for the purposes of this report. Available electronically and can be requested once, monthly or quarterly. ACIR021A Due/Overdue report by Medicare GP Allows individual GPs (and other registered immunisation providers) to identify children not fully immunised based on Medicare Benefits Schedule (MBS) services provided by the practitioner. Can be sorted according to overdue immunisations against a particular disease, e.g. measles. Can be sorted based on location or multiple locations for the practitioner. Available electronically and can be requested once, monthly or quarterly. To request these reports, a VSP will need to have access to ACIR s secure site (refer to Appendix 11). The reports are then requested and are usually available for download from the secure site approximately hours after the request is submitted. For assistance with accessing these reports, contact ACIR s secure site helpdesk on According to National Due and Overdue Rules Immunisation records and data explained: a guide for vaccine service providers 19

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23 Section 4: Appendices Appendix 1 Contacts list Note: current at time of publication Queensland Health Telephone Facsimile Postal address Immunisation Program (07) (07) Reply Paid 2368 VIVAS (07) (07) Fortitude Valley BC 4006 Public health units Telephone Facsimile Postal address Metro North (Brisbane North) (07) (07) Metro South (Brisbane South) (07) (07) Cairns and Hinterland (includes Cape York and Torres Strait) (07) (07) Central Queensland (Rockhampton) (07) (07) Darling Downs (Toowoomba) (07) (07) Gold Coast (07) (07) Mackay (07) (07) North West (Mount Isa and Gulf) (07) (07) Sunshine Coast (07) (07) Townsville (07) (07) West Moreton (Ipswich) (07) (07) Wide Bay (Bundaberg) (07) (07) Wide Bay (Hervey Bay) (07) (07) Locked Bag 2 Stafford DC Qld 4053 PO Box 333 Archerfield Qld 4108 PO Box 1103 Cairns Qld 4870 PO Box 946 Rockhampton Qld 4700 PO Box 405 Toowoomba Qld 4350 PO Box Southport Business Centre Qld 4215 PO Box 5925 Mackay MC Qld 4741 PO Box 1097 Mount Isa Qld 4825 PO Box 577 Maroochydore Qld 4558 Locked Bag No 4016 Townsville Qld 4810 PO Box 188 Goodna Qld 4300 PO Box 185 Bundaberg Qld 4670 PO Box 724 Hervey Bay Qld 4655 Immunisation records and data explained: a guide for vaccine service providers 21

24 Australian Childhood Immunisation Register (ACIR) General enquiries Assistance with immunisation histories for parents and VSPs Stationary orders Telephone Facsimile Postal address (08) GPO Box M933 Perth WA 6843 Secure site help desk Assistance with secure site (for VSPs) Web addresses ACIR s secure site Information for VSPs Information for parents/carers Stationary orders for VSPs www1.medicareaustralia.gov.au/ssl/acircirgseco Medicare Australia Telephone Web address ebusiness Service Centre doing-business-online-for-health-professionals National HPV Vaccination Program Register Telephone Facsimile Web address Enquiries (03) Medical software vendors Telephone Web address Best Practice (07) Communicare Systems (08) Genie Solutions (07) GP Complete Medical Director/PracSoft MedTech PractiX Stat Health Zedmed

25 Appendix 2 Queensland Health vaccination record form VSP Number (e.g. BN 0000) AND Medicare Provider No. Doctor/Clinic Details (place stamp here) Surname Given Names Alias Surname Alias Given Names Date of Vaccination Vaccine/Antigen Dose Number Batch Number Infanrix hexa Rotavirus Date of Birth Medicare Number Gender M F Ref No Prevenar 13vPCV MMR Hib/MenCCV Please Tick Box Aboriginal Aboriginal and TSI TSI Non Aboriginal or TSI Not Stated Hepatitis A MMR/Varicella dtpa/ipv Residential Address Influenza vPPV (Pneumovax) Telephone Number Birth Dose Hepatitis B Given: Date Given: Surname Given Names Alias Surname Alias Given Names Date of Birth Medicare Number YES Postcode Gender M F Ref No Varicella Hepatitis B dtpa (Boostrix) BCG Other Date of Vaccination Vaccine/Antigen Dose Number Batch Number Infanrix hexa Rotavirus Prevenar 13vPCV MMR VACCINATION RECORD FORM Hib/MenCCV Please Tick Box Aboriginal Aboriginal and TSI TSI Non Aboriginal or TSI Not Stated Hepatitis A MMR/Varicella dtpa/ipv Residential Address Influenza vPPV (Pneumovax) Postcode Varicella Telephone Number Hepatitis B dtpa (Boostrix) Birth Dose Hepatitis B Given: YES BCG Date Given: Other ORIGINAL Forward every week to Queensland Health using VIVAS, CDU, REPLY PAID 2368, FORTITUDE VALLEY BC QLD 4006 Immunisation records and data explained: a guide for vaccine service providers 23

26 Appendix 3 Queensland Health registration of Medicare provider number/s Communicable Diseases Unit Registration of Medicare Provider Number/s On completion, return this form/s to QHIP, Communicable Diseases Unit, Queensland Health, PO Box 2368, Fortitude Valley BC 4006 or fax to (07) PHOTOCOPY THIS FORM IF REQUIRED PLEASE PRINT CLEARLY Current VSP number of the practice Current name of practice registered on VIVAS Address of the above practice: Postal address: Practice Telephone No: Practice Facsimile No: Practice Address (if available): Please provide details below for doctors to be registered at the practice and/or doctors who are no longer working at the practice. (Please tick appropriate box.) PLEASE ENSURE DOCTOR S NAME IS AS REGISTERED WITH MEDICARE New Registration Commencement Date:../../. To be Removed 1. Doctor s Surname: Given Names: Medicare Provider Number New Registration Commencement Date:../../. To be Removed 2. Doctor s Surname: Given Names: Medicare Provider Number New Registration Commencement Date:../../. To be Removed 3. Doctor s Surname: Given Names: Medicare Provider Number New Registration Commencement Date:../../. To be Removed 4. Doctor s Surname: Given Names: Medicare Provider Number 24

27 Appendix 4 VIVAS overdue reminder notice Immunisation records and data explained: a guide for vaccine service providers 25

28 Appendix 5 How to complete an ACIR immunisation history form The immunisation history form is used for submitting: overseas immunisation history vaccinations administered by another VSP but have not been reported to ACIR. The history form can be downloaded or ordered from ACIR. Refer to Appendix 1 for contact information for ACIR stationary orders. Three copies are required and should be distributed to: Original copy Provider s copy Parents copy VIVAS PO Box 2368 Fortitude Valley BC Qld 4006 Or Fax: Retain for your own medical records. This can be scanned into the child s medical file (or kept in the paper file if applicable). Give a copy to the parent/guardian for their records. Steps to complete the form: 1. Sight proof of immunisation before completing Part B (figure 1 below). 2. If the immunisations were given to the child while overseas, please mark an X in the If given overseas box (column on right side of the form). 3. If there is an error or an omission on the child s ACIR history, only report the immunisation details that are missing. This is most often used when updating information for children vaccinated in other states and the vaccination details are not on the child s ACIR record. 4. When recording vaccine details in Part B, if the vaccine brand name is unknown, then select other (please specify), for example use dtpa rather than Infanrix. This allows ACIR to identify the correct antigens and record the details on the child s record. Figure 1 26