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Charting: Defer a Vaccine

Version 14.19

Individual Vaccine Deferral

The steps below instruct on how to document an individual vaccine deferral when charting.

  1. Access the patient's chart from the Clinical, Practice Management, or Billing tab.
  2. Create or open a well visit or encounter note.
  3. Select Plan/Orders.
  4. Click the Imm tab.
  5. Select the radio button in the Def column for the vaccine to defer.
  6. Click the Create button.

Note: You may also click the Do Now button and the Refuse/Defer Vaccine window will display.

  1. The Refuse/Defer Vaccine window displays. 
  2. Complete the below fields.
  • Defer until: The default date will be 2 weeks from the date created. To change, click into the field and enter the date to defer until or click the drop-down arrow and select from the calendar. 

Tip: It is recommended if you do not wish to create tasks for the vaccine administration and follow up appointment, clear the Defer until date. This is used when the practice wishes to continue forecasting the vaccine even if the parent has refused. This allows the practice to continue inquiry for administration of the vaccine..

  • Reason: Select a radio button to indicate the reason for deferral.
  • Details: Click the drop-down arrow and select from the list.
  • Vaccine: Will populate with the selected vaccine chosen in the Plan/Orders window.
  • Date: (optional) Will default to the current date. Click the drop-down or type a date if the deferral should reflect a different create date.
  • Time: (optional) Will default to the current time. Click the up/down arrow to select a different time if the deferral should reflect a different create time.
  • Comments: Type additional comments, if necessary.
  • Create consent task for refusal/deferral: Click the checkbox to create a task for a deferral consent form, if this is your practice policy.
  1. Click Save.
  2. Confirmation window displays to create the immunization tasks, click OK.

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Multiple Vaccine Deferrals

The steps below instruct on how to document multiple vaccine deferrals when charting.

  1. Access the patient's chart from the Clinical, Practice Management, or Billing tab.
  2. Create or open a well visit or encounter note.
  3. Select Plan/Orders.
  4. Click the Imm tab.
  5. Select the radio button in the Def column for each vaccine to defer.
  6. Click the Create button.

Note: You may also click the Do Now button and the Refuse/Defer Vaccine window will display.

  1. The Refuse/Defer Vaccine window displays for the first deferred vaccine. 
  2. Complete the below fields.
  • Defer until: The default date will be 2 weeks from the date created. To change, click into the field and enter the date to defer until or click the drop-down arrow and select from the calendar.

Tip: It is recommended if you do not wish to create tasks for the vaccine administration and follow up appointment, clear the Defer until date. This is used when the practice wishes to continue forecasting the vaccine even if the parent has refused. This allows the practice to continue inquiry for administration of the vaccine..

  • Reason: Select a radio button to indicate the reason for deferral.
  • Details: Click the drop-down arrow and select from the list.
  • Vaccine: Will populate with the first selected vaccine chosen in the Plan/Orders window.
  • Date: (optional) Will default to the current date. Click the drop-down or type a date if the deferral should reflect a different create date.
  • Time: (optional) Will default to the current time. Click the up/down arrow to select a different time if the deferral should reflect a different create time.
  • Comments: Type additional comments, if necessary.
  • Create consent task for refusal/deferral: Click the checkbox to create a task for a deferral consent form, if this is your practice policy. 
  1. Click Save.
  2. The Refuse/Defer Vaccine window displays for the next deferred vaccine. 
  3. Complete the fields as described above and repeat until all deferred vaccines have been saved.
  4. Warning prompt displays, click the All button.

  1. Confirmation window displays to create the immunization tasks, click OK.

Three task will be created for the deferral.  

  • Schedule a follow up visit for the vaccine using the Defer until date.
  • (optional) A task will be created to complete the consent for deferral. The task will be created if the Create consent task for refusal/deferral checkbox was selected.
  • A task to administer the deferred vaccine on the deferral date.