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We are currently updating the OP Help Center content for the release of OP 20. OP 20 (official version 20.0.x) is the certified, 2015 Edition, version of the Office Practicum software. This is displayed in your software (Help tab > About) and in the Help Center tab labeled Version 20.0. We appreciate your patience as we continue to update all of our content.

Immunization Enhancements 14.19.6

Overview

OP sat for certification with the Immunization Integration Program (IIP) from HIMSS adopting the most up-to-date immunization specification standards. Immunization workflow enhancements are one result of this certification work including:

  • A more comprehensive Complete List
  • Streamlined processes to document vaccine deferrals, refusals, and documented immunity
  • Ease of correcting documentation of incorrect administered vaccine details (ie. body site or vaccinator)
  • Streamlined process to correct vaccine inventory errors based on location mistakes
  • Ability to “restart” vaccine forecasting (ie. for patients who had a bone marrow transplant)
  • More comprehensive DAR Vaccine Recall Reports

Delivered Features

  • New fields in Complete List: Dose Size, Dose Units, Doses Given, NDCID, Comments, Source, Administered at Facility (Location) - name and address, Vaccine Status and Status Detail; CVX Code, DNF (Do Not Forecast), *Transmission Status, Entering Facility Name, External information: Provider, Administered Provider, Ordering Provider, Entering Provider
  • Vaccine Statuses: Complete, Partially Administered, Deferred, Refused
  • Enter Immunization button renamed Administer Vaccine
    • Edit/Delete tab removed
  • Current field newly visible in Complete List: Counseling Provider
  • Vaccine records with Adverse Reaction are highlighted yellow
  • New Action buttons for Complete List: 
    • New: enter a single historical vaccine record
    • Edit: edit available fields for selected vaccine record
    • Delete: delete selected vaccine record
    • Refuse/Defer: enter a new vaccine refusal or deferral
    • * Retry Failed: Retries transmissions that are currently marked as warning/errors in the next transmission.
  • New/Edit Vaccine form with access to most of the Complete List fields
  • Indicators displayed on Complete List: Refused; Documented Immunity, has protective titers; Documented Disease
  • Defer/Refuse documentation form
  • Do Not Forecast (DNF) feature
  • Problem List subsection Documented Immunity
  • All Vaccine documentation, edits, deletes are recorded in the Audit Trail
  • Historical Status Indicators tab under Indicators
  • New fields in DAR: 
    • Patient Demographics: Time of Birth, Middle Name included in Patient field
    • Vaccine Status Recall: Birth Time, Vaccine Group, Doses Given, Due Date, Overdue Date
  • Updated VIS sheets - associated with barcodes added to Clinical > Reference Data > More > Immunization Codes > Vaccine Information Sheets
  • Demographics > Basic Information - Middle Name field
  • Patient Chart > History> Perinatal History > Birth Info tab
    • Check the box for part of a Multiple Birth
    • Birth Order with a numeric dropdown up to 9
* Note: Transmission Status column and Retry Failed button will only be functional after user’s state Immunization Registry retests to support OP’s robust bi-directional, real-time transmissions.

Workflow

  • More comprehensive Complete List
    • Above mentioned columns are visible
    • NDCID, CVX populates with documentation of vaccine administration and editing a vaccine record
    • Doses Given represents the number of vaccine doses recorded/administered 
    • Print button on Complete List tab will print the displayed Complete List
  • Streamlined processes to document:
    • Administered vaccines default to a status of Complete
    • Alert when choosing a Vaccine with an Expired Lot
    • Alert when ordering a Vaccine with prior Adverse Reaction
    • Alert when ordering a Vaccine with active indicator: Deferred, Documented Immunity, Refused
    • Alert when selecting improper administration route
    • Current standards to exchange information about vaccines now include coded reasons for deferral/refusal of vaccines. User will be guided to select:
      • Reason: Parent, Patient or Medical Decision
      • Details: Other, Philosophical Objection, Religious, Vaccine efficacy concern, Vaccine safety concern, Medical precaution, Out of Stock
    • Vaccine deferrals
      • Document from Order Worksheet or Complete List
      • Defer will be documented and vaccine will continue to be forecasted
      • Assign Defer Until Date
      • Due dates for Tasks and Orders reflect defer until date or chosen date
      • Check box to order consent for refusal/deferral
      • Tasks created: Schedule f/u visit, vaccine, consent
      • Able to convert a vaccine record to Defer/Refuse
      • Status: Deferred
    • Vaccine refusals
      • Document from Order Worksheet or Complete List
      • Refuse will be permanent and vaccine will no longer be forecasted
      • Check box to order consent for refusal/deferral
      • Able to convert a vaccine record to Defer/Refuse
      • Status: Refused
    • Documented immunity
      • Problem List > New > subsection: Documented Immunity; can not enter directly into the Complete List
      • Problem drop down offers only approved CDC SNOMED codes
      • Edits/Deletes to the Problem Documented Immunity will be reflected in the Complete List
    • Quick Entry vaccines have status of Historical information - source unspecified
  • Vaccine Status Indicators will display on Complete List and the Indicators Tab (read only)
    • Only valid indicators that will stop vaccine forecasting are: Refused, Documented Disease, Documented Immunity, serology
  • Ease of correcting/editing documentation of administered vaccine details 
    • Function no longer available in Enter Immunization (Administer Vaccine) button
    • Adjust incorrect details in form such as body site, lot number or vaccinator
    • Change the vaccine's expiration date to be prior to the date given, the Do Not Forecast checkbox is checked and read-only. Vaccine considered invalid and not forecasted. 
    • Change vaccine status to partially administered, the Do Not Forecast checkbox is immediately set to checked and read-only. Vaccine considered invalid and not forecasted. 
    • Able to convert a vaccine record to Defer/Refuse, vaccine will be returned to inventory
    • Status changes available: Complete, Partially Administered, Deferred, Refused
  • Streamlined process to correct vaccine inventory errors based on location mistakes
    • Administration records tied to inventory will only display information associated with that lot number
    • Change lot number on an administered vaccine - inventory will be reconciled (decreased/increased) and location details will be updated
  • Ability to “restart” vaccine forecasting (ie. for patients who had a bone marrow transplant)
    • Manually check Do Not Forecast (DNF) box in the Edit Vaccine Form - this will mark vaccine as no longer valid for forecasting
    • Forecast will reflect updated status with DNF vaccines removed
  • Historical Status Indicators tab under Indicators
    • Reference list of historical vaccine indicators - may no longer stop forecasting based on best practice
    • Able to delete historical vaccine indicators
    • Newly added indicators will be read only
    • No manual entry permitted
    • Current Indicators will be mapped:
      • Documented Disease (DD) - Documented Disease, Other
      • Documented Immunity (DI) - Documented Immunity, Other
      • Refused (R ) - Refused, Parent Decision (permanent, will no longer be forecasted)
      • Adverse Reaction (AR) - Deferred, Medical Precaution
      • Deferred: vaccine not available (DNA) - Deferred, Other, Out of Stock
      • All other statuses (AS, SC, NR, NRL, DMC, DVH) are not valid reasons to adjust vaccine forecasting and will only remain as historical references
  • More comprehensive DAR Vaccine Recall Reports
    • Doses Given represents number of vaccine doses recorded/administered
    • Vaccine Groups represents the Antigen group of the vaccine recorded
    • Due Date: the date the vaccine is due
    • Overdue Date: the date the vaccine is behind and past the recommended dosing range
Note: New Immunization Registry transmission functionality will be rolled out on a state-by-state basis.