We are currently updating the OP Help Center content for the release of OP 14.19 or OP 19. OP 19 is a member of the certified OP 14 family of products (official version is 14.19.1), which you may see in your software (such as in Help > About) and in the Help Center tabs labeled 14.19. You may also notice that the version number in content and videos may not match the version of your software, and some procedural content may not match the workflow in your software. We appreciate your patience and understanding as we make these enhancements.

Immunizations & Vaccines FAQs

When do I use Quick Entry for vaccines?

Quick Entry is used when you're entering historical vaccination information. In this case, the entry of the vaccination will not take a dose out of your inventory.

How do I add vaccines into inventory?

To add vaccines into your vaccine inventory click here to see the solution. 

How do I enter in multi-dose FLU?

To enter in a multi-dose Flu vaccine click here to see the solution.

How do I manage vaccine inventory?

For information on managing your vaccine inventory click here.

When do I use Enter Immunization for vaccines?

To see when you should use the Enter Immunization button for vaccines click here to see the solution.

How do I enter vaccine ordered?

To enter a vaccine that was ordered click here to see the solution.

How do you sign consents from a tablet?

There are multiple ways to pull up a consent form and electronically sign the form from a touchscreen tablet or a computer.

From the Patient Register:

  1. Open the Patient Register by clicking on the Rgstr button.
  2. Click Consents tab.
  3. Click Attach Doc button.
  4. Select consent form that you wish to add.
  5. Click Use Selected Document.
  6. Click Sign button.
  • Have the parent electronically sign the consent form using his/her finger or a mouse.
  1. Click Apply in the Consent/Directive Document window.  
  2. Click Ok to save the consent form.

From the Patient Chart:

  1. Open the Patient Chart by clicking on the Chart button.
  2. Click Immunizations tab.
  3. Click Consent Form.
  4. Select consent form that you wish to add.
  5. Click Use Selected Document.
  6. Click Sign button.
  • Have the parent electronically sign the consent form using his/her finger or a mouse.
  1. Click Apply in the Consent/Directive Document window.  
  2. Click Ok to save the consent form.

From the Patient Account:

  1. Open the Patient Account by clicking on the Accnt button.
  2. Click Consents tab.
  3. Click Attach Doc button.
  4. Select consent form that you wish to add.
  5. Click Use Selected Document.
  6. Click Sign button.
  • Have the parent electronically sign the consent form using his/her finger or a mouse.
  1. Click Apply in the Consent/Directive Document window.  
  2. Click Ok to save the consent form.

From Document Management:

  1. Open the Document Management window by clicking on the Docs button.
  2. Search for patient.
  3. Select consent form that you wish to sign in the Acquisition Panel.
  4. Click Edit button in the Document Controls Toolbar.
  5. Click Sign button at bottom of window.
  • Have the parent electronically sign the consent form using his/her finger or a mouse.
  1. Click Save.  

For information on viewing Consent forms in OP 14, click here.

How do I correct Vaccine Inventory when changing inventory name?

  1. Open Maintain Vaccine Inventory (Practice Management tab > Manage Vaccine Inventory button).
  2. Locate the vaccine in the list and click the ellipses button in the Edit Vaccine Inventory Item Detail column ().
  3. Click the dropdown arrow in the Inventory name field.
  4. Locate and select the new inventory name.
  5. Click Save.
  6. Repeat steps 1-5 for all lots with the name change, this will include any lots that are Inactive.

What is the DTaP-IPV (Kinrix) Pop-up Warning?

The DTaP-IPV warning window provides a warning and conditions for administering the DTaP-IPV vaccine. It compares the patient's data with the requisites for administering DTaP-IPV and displays them in the window.

Warning:

  • Status: Indicates the administration of DTaP-IPV (Kinrix) conditions
  • PATIENT STATUS: Indicates the patient's vaccine administration data for DTaP and IPV compared to the DTaP-IPV status conditions.

Click here to review the Release Notes for 14.8.34 for a detail description of the changes.

How do I view past vaccine inventory?

In order to view past Vaccine Inventory, you must mark the "past" lots as Retired in the Availability field. The Retired lots must also contain a Retired Date. Once that has been confirmed, you may do the following to view past inventory:

  1. Select the Retired radio button in the Availability section of the Vaccine Inventory window.
  2. Add the Date Retired column to the grid.
  3. Click the filter located in the Date Retired column header.
  4. Set a Custom Filter to reflect the date range that you wish to view for the past inventory.



What is the correct spacing for administering live vaccines?

Two or more injectable or nasally administered live vaccines that are not administered on the same day should be separated by at least 4 weeks.

What is a vaccine grace period?

ACIP allows a grace period for vaccine doses administered up to 4 days before the recommended minimum interval age, excluding the rabies vaccine. Vaccines given in the grace period will be considered valid. If a vaccine was administered 5 or more days earlier than recommended it is not valid and must be repeated using the recommended minimum interval. 

Why am I getting an error for improper vaccine administration route when administering a vaccine?

With the new certification standards, users must be prevented from documenting an improper administration route. One of the common vaccines this may be occurring is with Rotavirus. Below is an image of the error message you will receive when an administration route is incorrect.

To correct the error follow the steps below.

  1. Navigate to Practice Management tab > More (Reference Data group) > Vaccine Products.
  2. Click the vaccine to be edited.
  3. Click the ellipsis button.
  4. Click the drop-down in Route of administration and select the correct route from the list.
For Rotavirus the route of administration should be PO.
  1. Click the Save button.
  2. For complete information on Vaccine Products, click here.

How do I change a vaccine from defer to refused?

If a vaccine was originally marked as deferred and you need to change to refused, follow the steps below.

  1. Navigate to Clinical, Practice Management or Billing tab > Patient Chart.
  2. Search for and select the patient.
  3. Click Immunizations then Complete List tab.
  4. Highlight the vaccine that is deferred and click the Delete button.
  5. Click the Refuse/Defer button and complete the Refuse/Defer Vaccine window.
The tasks for the vaccine deferral will need to be manually deleted.

How do I change a vaccine from refused to deferred?

If a vaccine was originally marked as refused and you need to change to deferred, follow the steps below.

  1. Navigate to Clinical, Practice Management or Billing tab > Patient Chart.
  2. Search for and select the patient.
  3. Click Immunizations then Complete List tab.
  4. Highlight the vaccine that is refused and click the Delete button.
  5. Click the Refuse/Defer button and complete the Refuse/Defer Vaccine window.
The tasks for the vaccine refusal will need to be manually deleted.

How often will VIS Sheets be updated?

Note: Federal law allows up to 6 months for a new VIS to be used.

When Does OP update VIS Sheets?

OP will update the VIS Sheet Edition Dates and the corresponding barcode numbers in a release following the date when the CDC updates its Vaccine Information Statement (VIS) Lookup Table.

Note: You must take the build updates to get these updates.

What is your responsibility with VIS Sheet management?

It is the practice’s responsibility to upload any URL link changes into their Local Content Library and/or Handouts associated with visit templates.


How can I add or edit VIS Sheets?

In OP, the VIS Sheets will be populated by OP with barcoded VIS Sheets from the CDC. You only have the ability to archive VIS Sheets.

When do I use the New button on the Immunizations Complete List tab?

From the Complete tab of a child's Immunization record you have the ability to create new vaccine records. The New button can be used to enter historic vaccine records, in place of Quick Entry. From this window you may enter detail information for a vaccine such as: route, body site, source of vaccine information, administering facility and adverse reaction, to name a few.


Why did OP eliminate the ability to mark a vaccine as Series Complete?

Vaccine logic and indicator capabilities were built before information regarding immunizations was shared with Immunization Registries. The specifications regarding immunization information exchange now require a finite way of describing this information for sharing, and it is associated with coded data sets. OP is now certified under this robust standard, and we must adhere to the certified pre-determined data specifications.

To review information about certification click here.

Why do immunizations previously marked Series Complete now forecast an additional vaccine?

Practices have marked vaccines Series Complete even when it was against ACIP forecasting which includes, catch up and minimal intervals including the 4 day grace period rule. The immunizations sent to immunization registries follow ACIP guidance. There is an inherent conflict between what the immunization registries say the patient needs and what OP did. When we moved to the new certification standard, all vaccines were again processed through the updated vaccine logic. Using this logic, if the vaccine was complete, OP set the indicator to Series Complete. But, if in accordance with current best practice, the vaccine is not complete, the provider/practice will have to reaffirm they disagree with ACIP and best practice and choose not to give the patient an additional vaccine.

This is especially important since ACIP logic has evolved over time and years ago providers indicated a vaccine as Series Complete. With the new functionality, every user can see who over-rode the ACIP guidance and why. This makes the information transparent to the rest of the practice.

What did OP do with the previous vaccine indicators?

Below is a list of how the previous vaccine indicators are mapped on the Historical Status Indicators tab.

  • Documented Disease (DD): Documented Disease, Other.
  • Documented Immunity (DI): Documented Immunity, Other.
  • Refused (R): Refused, Parent Decision (permanent, will no longer be forecast).
  • 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 remain as historical references.

What is Best Practice on using Refused or Deferred?

The choices of Refused or Deferred are the only valid selections according to the certifications standards. According to Best Practices, we encourage practices to think of the choices in this ways:

  • Refused: If you do not want to ever forecast the vaccine, select Refused.
  • Deferred: If you do not want the vaccine to be given today, some examples are listed below.
    • The parent/patient declined the flu vaccine today, but you want to ask again during the season and in the future.
    • The parent splits vaccines and you are giving 2 today and 2 in 1 month.
    • The child was ill at the well visit and you want the child to return when well.
    • There was no inventory at the visit to give the vaccine, but you want to recall them in a few weeks when you expect to have the vaccine in inventory.

To avoid confusion, think of a refusal as permanent. If a parent/patient declines to receive the vaccine, for any reason, but you intend to continue asking because the patient is due or you want to be able to find them during an outbreak, then the vaccine would be set to deferred. A vaccine that is set to deferred can remain in that status for an unknown period of time or indefinitely, but the vaccine is not permanently refused.

How does the date field work when entering a vaccine deferral?

When selecting Deferral for a vaccine, the Defer until date defaults to 2 weeks. If you want the patient to return on a different date, click the Field and enter the date or select a date from the calendar. When a date is entered in the Defer until field a task is created. If there is no definitive return for the vaccine and you do not want to create the task, remove the date in the Defer until field. The vaccine will continue to forecast as due. When a vaccine is deferred there is no warning message that you are giving a vaccine that is deferred.

However, if you want to stop a vaccine from forecasting for a period of time, you will have to set the status of the vaccine to Refused. Once the period for the refusal has passed, the refused vaccine will be deleted. It is Best Practice to create a task for the staff to delete the vaccine refusal from the Immunizations Complete List after the forecast stop date has been reached.

Provider FAQs Regarding Vaccine Indicators Including Defer/Refuse

Click here to open and print a PDF copy.