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Immunisation records and data explained:

A guide for immunisation providers

2nd edition, April 2017

Immunisation records and data explained – a guide for immunisation providers 2

Immunisation records and data explained: A guide for immunisation providers, 2nd edition

Published by the State of Queensland (Queensland Health), April 2107

This document updates the 2015 Immunisation records and data explained: A guide for vaccine service providers which was 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) 2017

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 Branch, Department of Health, PO Box 2368, Fortitude Valley BC QLD 4006, email [email protected], phone (07) 3328 9888.

An electronic version of this document is available at www.health.qld.gov.au/clinical-practice/guidelines-procedures/diseases-infection/immunisation/service-providers/records 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.

https://www.health.qld.gov.au/clinical-practice/guidelines-procedures/diseases-infection/immunisation/service-providers/records




Contents

Section 1: Before you begin – what you need to know .............................. 6

1.1 About this guide .......................................................................................... 6

1.2 Important contacts – who can help? ........................................................... 7 Queensland Health ..................................................................................... 7 Public health units ...................................................................................... 7 Medicare Australia ...................................................................................... 8 National HPV Vaccination Program Register .............................................. 8 Practice management software vendors ..................................................... 8

1.3 How to contact the Australian Immunisation Register (AIR)? ...................... 9 1.3.1 Email through AIR’s secure site ......................................................... 9 1.3.2 AIR contact details ........................................................................... 11 1.3.3 AIR – useful websites ...................................................................... 11

1.4 What is an immunisation record? What is immunisation data? ................. 11

1.5 What information is needed to record an immunisation? ........................... 12

1.6 What are some common recording errors and how to avoid them ............ 13

1.7 What immunisation registers are used in Queensland? ............................ 14

1.8 What forms are needed for reporting immunisation information? .............. 15

1.9 How does immunisation affect family assistance payments? .................... 15 1.9.1 Approved exemption to immunisation .............................................. 16 1.9.2 No Jab, No Pay ............................................................................... 16 1.9.3 Helping families understand their child’s immunisation status

and Centrelink ................................................................................. 17

Section 2: Reporting immunisations.......................................................... 18

2.1 Do AIR and VIVAS have similar information?............................................... 18

2.2 How does the HPV Register receive information? ........................................ 18

2.3 How to report immunisations for specific groups? ........................................ 18 2.3.1 All individuals ................................................................................. 19 2.3.2 Amend or correct an immunisation record ...................................... 19 2.3.3 School Immunisation Program – missed vaccinations .................... 20 2.3.4 Refugees above 20 years of age ................................................... 20 2.3.5 Premature infants .......................................................................... 21 2.3.6 Rabies vaccine & rabies immunoglobulin ....................................... 21 2.3.7 Individuals vaccinated overseas..................................................... 21 2.3.8 Immunisations recorded in practice management software but not on AIR ..................................................................................... 22 2.3.9 Immunisations recorded in practice management software but

not on AIR ..................................................................................... 22 2.3.10 Individuals without a Medicare number ......................................... 22 2.3.11 Individuals with Department of Veteran’s Affairs (DVA)

number .......................................................................................... 23 2.3.12 Individuals who are not Australian citizens or residents ................ 23


2.3.13 Revaccination of oncology patients ............................................. 24 2.3.14 Diphtheria/tetanus/pertussis vaccination for pregnant women ..... 24

2.4 How to record dose numbers for specific vaccines ................................... 25 2.4.1 Hepatitis B birth dose ..................................................................... 25 2.4.2 Hepatitis B ..................................................................................... 25 2.4.3 Diphtheria/tetanus/pertussis (DTPa) booster ................................. 26 2.4.4 Meningococcal C/haemophilus influenzae type B (Hib) vaccine ..... 27 2.4.5 Measles/mumps/rubella and varicella vaccine ............................... 27

2.5 How to report other immunisation-related information to AIR or VIVAS? ..................................................................................................... 28 2.5.1 Aboriginal and Torres Strait Islander status ................................... 28 2.5.2 Natural immunity ............................................................................ 28 2.5.3 Medical contraindication ................................................................ 28 2.5.4 Deceased person ........................................................................... 29 2.5.5 Children and adolescents up to 20 years of age on a catch-up

schedule. ....................................................................................... 29 2.5.6 Child or adolescent who has moved overseas ............................... 29 2.5.7 Adverse event following immunisation (AEFI) ................................ 29

Section 3: Checking immunisation records .............................................. 30

3.1 Where to find immunisation records? ........................................................ 30 3.1.1 If you are an immunisation provider ............................................... 30 3.1.2 If an individual requires their immunisation record.......................... 31

3.2 Not sure your immunisation records are transmitting to AIR? ................... 32 3.2.1 Check your practice management software ................................... 32 3.2.2 Check for error messages when records are transmitted ............... 32

3.3 How to check if immunisation records have been transmitted to AIR? ...... 33 3.3.1 AIR’s secure site ............................................................................ 33 3.3.2 AIR reports .................................................................................... 33 3.3.3 Use the AIR payment statement .................................................... 34

3.4 How to follow up children who are overdue for immunisation? .................. 35 3.4.1 Reminders using practice management software ........................... 35 3.4.2 Using AIR reports .......................................................................... 35 3.4.3 Queensland Health (VIVAS) overdue reminder notice ................... 36

Section 4: Appendices ................................................................................ 37

Appendix 1—How to request access to AIR’s secure site? ................................ 38

Appendix 2—How to log onto AIR’s secure site? ............................................... 39

Appendix 3—How to find an immunisation record using AIR’s secure site? ....... 40

Appendix 4—How to use AIR to record an immunisation encounter? ................ 44

Appendix 5—AIR immunisation history form ...................................................... 47

Appendix 6—Resources to help interpret overseas immunisation histories........ 50

Appendix 7—AIR immunisation exemption/natural immunity form .................... 51

Appendix 8—How to request a report from AIR ................................................. 54

Appendix 9—AIR immunisation payment statement .......................................... 56

Appendix 10—Sample reminder letter (for immunisation providers) ................... 59


Appendix 11—VIVAS overdue reminder notice .................................................. 60

Appendix 12—Queensland Health vaccination record form ............................... 61

Appendix 13—HPV vaccination register consent form ....................................... 62

Appendix 14—Whooping cough vaccine program for pregnant women – information sheet and consent form ................................................................... 63

Appendix 15—Queensland Health registration of Medicare provider number/s ........................................................................................................... 64

Appendix 16—The National HPV Vaccination Program Register – helpful information ......................................................................................................... 65

Appendix 17—The National HPV Vaccination Program Register – application for online access .............................................................................. 66

Section 5: Acronyms and Glossary ........................................................... 67

Index ............................................................................................................. 69

Tables

Table 1 How to report vaccines for specific groups to AIR or VIVAS ........................... 19 Table 2 How to record dose numbers for specific vaccines ......................................... 25 Table 3 How to report other immunisation related information to AIR or VIVAS .......... 28


Section 1: Before you begin – what you need to know

1.1 About this guide The term immunisation provider has been used throughout this guide. It 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 immunisation providers in Queensland and can be used for: training new staff or updating current staff answering questions about immunisation record keeping troubleshooting immunisation data issues.

The following symbols are used throughout the guide to draw attention to important information.

TIP! Helpful information that can save time and resources NOTE! Important information for readers to note


1.2 Important contacts – who can help?

(Note: current at time of publication)

Queensland Health Telephone Facsimile Postal address Immunisation Program (IP) (07) 3328 9888 (07) 3328 9720 Reply Paid 2368

Fortitude Valley BC 4006 VIVAS (07) 3328 9398 (07) 3328 9434

Public health units Telephone Facsimile Postal address Metro North (Brisbane North)

(07) 3624 1111 (07) 3624 1199 Locked Bag 2 Stafford DC Qld 4053

Metro South (Brisbane South) (07) 3176 4000 (07) 3000 9130 PO Box 333

Archerfield Qld 4108 Cairns and Hinterland (includes Cape York and Torres Strait)

(07) 4226 5555 (07) 4226 3095 PO Box 1103 Cairns Qld 4870

Central Queensland (Rockhampton) (07) 4920 6989 (07) 4920 6865 PO Box 946

Rockhampton Qld 4700

Darling Downs (Toowoomba) (07) 4699 8240 (07) 4699 8477 PO Box 405 Toowoomba Qld 4350

Gold Coast (07) 5687 9000 (07) 5687 9113 PO Box 10362 Southport BC Qld 4215

Mackay (07) 4885 5800 (07) 4885 5818 PO Box 5580 Mackay MC Qld 4741

North West (Mount Isa and Gulf) (07) 4744 7186 (07) 4744 7192 PO Box 1097

Mount Isa Qld 4825

Sunshine Coast (07) 5409 6600 (07) 5443 5488 PO Box 577 Maroochydore Qld 4558

Townsville (07) 4433 6900 (07) 4433 6956 Locked Bag No 4016 Townsville Qld 4810

West Moreton (Ipswich) (07) 3818 4700 (07) 3818 4701 PO Box 188 Goodna Qld 4300

Wide Bay (Bundaberg) (07) 4303 7500 (07) 4303 7559 PO Box 185 Bundaberg Qld 4670

Wide Bay (Hervey Bay) (07) 4184 1800 (07) 4303 7559 PO Box 724 Hervey Bay Qld 4655


Medicare Australia Telephone Email / Website

eBusiness Service Centre 1800 700 199

[email protected] www.humanservices.gov.au/health-professionals/subjects/doing-business-online-health-professionals

AIR Business Development Officers 1800 700 199 [email protected]

National HPV Vaccination Program Register

Telephone Facsimile Web address

Enquiries 1800 478 734 (03) 8360 8699 www.hpvregister.org.au/health-professionals

Practice management software vendors

Telephone Web address

Best Practice 1300 40 1111 www.bpsoftware.net

Communicare (HealthConnex) (08) 6212 6900 healthconnex.com.au/solution/communicare

Genie Solutions (07) 3870 4085 www.geniesolutions.com.au

GPComplete 1300 794 471 www.gpcomplete.com.au/product-gpcomplete.php

Medical Director/PracSoft 1300 788 802 http://medicaldirector.com/General+Practice

Medtech 1800 148 165 www.medtechglobal.com/au/

practiX (02) 8035 6700 www.isofthealth.com/en-au/Products/General%20practice/Practice%20Management.aspx

Stat Health 1300 007 828 http://stathealth.com.au

Zedmed 1300 933 000 www.zedmed.com.au

mailto:[email protected]

http://www.humanservices.gov.au/health-professionals/subjects/doing-business-online-health-professionals



http://www.hpvregister.org.au/health-professionals


http://www.bpsoftware.net/

http://healthconnex.com.au/solution/communicare

http://www.geniesolutions.com.au/

http://www.gpcomplete.com.au/product-gpcomplete.php

http://medicaldirector.com/General+Practice

http://www.medtechglobal.com/au/

http://www.isofthealth.com/en-au/Products/General%20practice/Practice%20Management.aspx



http://stathealth.com.au/

http://www.zedmed.com.au/


1.3 How to contact the Australian Immunisation Register (AIR)?

1.3.1 Email through AIR’s secure site To access AIR’s secure site refer to Appendix 1. Email through AIR’s secure site can only be used to request amendments, query records or ask questions about the secure site. It is important to provide the individual’s full name, Medicare number and date of birth.

1. On the left side of the AIR home screen, click on the ‘Secure Email’ in the main menu (Figure 1). This screen will display your email history. Clicking on any of the icons (pictured below) will display further detail.

.

2. To open a new email text box, click on the ‘New email’ icon as shown below or alternatively, click on the ‘New message’ in the main menu on the left side of the screen.

Figure 1

3. Type your message in the text box (Figure 2) and click ‘Send’.

Figure 2


4. When the request is actioned a response will be sent by AIRHELP. The status column (highlighted in red in Figure 3) identifies new emails in red text.

Figure 3

5. Click on ‘AIRHELP’ to open the email from AIR. The response will be provided in an email text box (Figure 4).

Figure 4

6. To confirm the amendment has been made, check the individual’s record on AIR after receipt of the email.


1.3.2 AIR contact details Telephone Facsimile Postal address General enquiries Assistance with immunisation histories for individuals, amendments/ corrections to records

1800 653 809 (08) 9254 4810 GPO Box M933 Perth WA 6843

Stationary orders 1800 067 307 Internet help desk Assistance with secure site for immunisation providers

1300 650 039

1.3.3 AIR – useful websites

AIR’s secure site www.humanservices.gov.au/health-professionals/services/medicare/hpos

Information for immunisation providers

www.humanservices.gov.au/health-professionals/services/medicare/australian-immunisation-register-health-professionals

Information for parents/carers

https://www.humanservices.gov.au/customer/enablers/immunisation-requirements

Immunisation stationery orders for immunisation providers

www.humanservices.gov.au/health-professionals/forms/im006

1.4 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 immunisation coverage rates and 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: an individual’s immunisation history not being complete parents/carers not receiving family assistance payments if their child/ren are not

fully immunised an individual receiving unnecessary vaccinations

http://www.humanservices.gov.au/health-professionals/services/medicare/hpos

http://www.humanservices.gov.au/health-professionals/services/medicare/hpos

https://www.humanservices.gov.au/health-professionals/services/medicare/australian-immunisation-register-health-professionals



http://www.humanservices.gov.au/health-professionals/forms/im006


a general practice missing payments for immunisation records that are not reported to the national immunisation database – the Australian Immunisation Register (AIR)

inaccurate statistics about the level of community protection against vaccine-preventable diseases.

1.5 What information is needed to record an immunisation?

Record

Name Address and postcode Date of birth Medicare number (if available)

Ask Does the individual identify as Aboriginal and Torres Strait Islander? Is their Indigenous status noted in your practice management

software?

Check Has the individual told Medicare that they identify as Indigenous or

their child identifies as Indigenous? Has Medicare been notified of any changes in their personal details?

Ask To see any immunisation history documents that may help clarify their immunisation requirements.

Check

On AIR to view the individual’s immunisation record Are there any missing immunisations? Are there any medical conditions that would make them eligible for

additional vaccines?

Record Vaccine names, dose numbers, batch numbers, provider number.

Are they recorded accurately? Scan any documents into your practice management software

Check Has a reminder been set for follow-up immunisations?

NOTE! Is the individual up-to-date for their age? Do not assume an individual

has received all previous recommended vaccinations. For example, a child aged 12 months may not have received their 2, 4 or 6 month vaccinations. Ask for documentation from the parent or check AIR’s secure site to make sure that the child or individual is being immunised appropriately.


1.6 What are some common recording errors and how to avoid them

It is important that all staff using software are aware of the steps required to record and transmit accurate information to AIR. TIP! Request access to AIR’s secure site. Refer to Appendix 1 for

information. By using AIR, providers can check a person’s immunisation history, make sure the person’s name, address and date of birth details are correct on AIR, check if Indigenous status is recorded (the parent or adult must notify Medicare), and check if the immunisation status of children and adolescent is up-to-date or not.

At each visit, confirm with patients that their details are up-to-date, e.g. address,

postcode, Medicare number, Indigenous status. Does the person have a Medicare number? An immunisation record will not

transmit electronically to AIR without a Medicare number. Refer to 2.3.10 Individuals without a Medicare number for advice.

Check the person’s record on AIR before vaccinating. This is an opportunity to identify errors on their record and notify AIR, and to make sure the person is receiving the appropriate vaccines.

Update your practice management software when new upgrades or ‘patches’ are released by software providers. Any changes to the immunisation schedule will then be incorporated into your practice management 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 person’s AIR 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 AIR 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 errors are: RotaTeq not Rotarix or Infanrix Hexa not Infanrix.

For multivalent (combination) 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. The vaccine name can be recorded in the ‘comments’ box.

Before saving an immunisation encounter always check that the actual date given is recorded accurately. Some medical software may default to the date the vaccine was due.

NOTE! All staff who are involved with giving, recording and/or reporting vaccinations should have access to AIR’s secure site.


If immunisation has been given by another immunisation 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 15).

NOTE! Have you selected the right vaccine name and dose number? If the wrong vaccine or dose number is recorded on AIR for a child, then the child may be incorrectly assessed as overdue. Also, three different vaccines with the word ‘Infanrix’ in their name are included in the schedule – make sure the right vaccine is entered into the child’s record.

1.7 What immunisation registers are used in Queensland?

There are three immunisation registers used to record immunisations given in Queensland:

AIR (National)

holds immunisation data for:

VIVAS (Queensland only)


HPV Register (National)


All infants, children and adults resident in Australia

Only records vaccinations administered since 1996

AIR does not record Qfever vaccine, meningococcal A vaccine or rabies immunoglobulin

AIR does not routinely record vaccines given by school immunisation providers

Any vaccine reported to VIVAS that was given in Queensland to a child, adolescent or adult

Only records vaccinations administered since 1996

Note: VIVAS also records vaccine batch numbers.

HPV vaccinations

NOTE! Can your practice management software transmit immunisation records for individuals of all ages? Call the software provider to find out. A software update may need to be installed to allow the full range of vaccines to be reported to AIR.


1.8 What forms are needed for reporting immunisation information?

Name of form Where to access

AIR Immunisation medical exemption/natural immunity form (IMM011.1609) (sample at Appendix 7) Immunisation history form (IMM013.1609) (sample at Appendix 5) Application to register as a vaccination provider (IMM004.1609) (sample not provided)

www.humanservices.gov.au/health-professionals/forms/im011 www.humanservices.gov.au/health-professionals/forms/im013 www.humanservices.gov.au/health-professionals/forms/im004

VIVAS Vaccination record form (sample at Appendix 12) HPV vaccination consent form (sample at Appendix 13) Whooping cough vaccine for pregnant women consent form (sample at Appendix 14) Registration of Medicare provider number/s (sample at Appendix 15)

All forms can be ordered from Queensland Health Immunisation Program Telephone: 3328 9888 or Email: [email protected]

1.9 How does immunisation affect family assistance payments?

Parents receive family assistance payments from the Australian Government if their child or adolescent is fully immunised. If a child or adolescent is not fully immunised then these payments may be suspended unless an approved exemption (see 1.9.1) has been lodged with AIR. Parents 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).

NOTE! AIR will return incorrectly completed forms or medical exemption forms with invalid medical reasons to the provider who submitted them.

https://www.humanservices.gov.au/health-professionals/forms/im011








1.9.1 Approved exemption to immunisation An approved exemption based on either a medical contraindication to immunisation or natural immunity can be lodged with AIR. It is important to report this medical exemption to AIR otherwise a child or adolescent will be assessed as overdue for the relevant vaccines.

It is not necessary to report medical exemption or natural immunity for an adult.

Note: Conscientious objection to immunisation is no longer accepted as a valid exemption to immunisation. Family assistance payments for parents who choose not to vaccinate their children, delay vaccination or partially vaccinate their children will be affected if their child is not up-to-date.

Natural immunity can only be recorded against the following diseases:

hepatitis B measles mumps rubella varicella (chicken pox).

The ‘immunisation medical exemption’ (IMM011.1609) form is used to report both medical contraindication to vaccination and/or natural immunity (refer to Appendix 7).

The form can be accessed at www.humanservices.gov.au/health-professionals/forms/im011

1.9.2 No Jab, No Pay Children up to 20 years must be fully immunised, on a recognised catch-up schedule or have an approved medical exemption notified to AIR to receive immunisation-related family assistance payments – the Child Care Rebate, Child Care Benefit and Family Tax Benefit (Part A supplement).

Funded catch-up vaccines will be available for children aged from 10 to 19 years until the end of 20171.

Parents are notified by Centrelink if their child does not meet the eligibility criteria for family assistance payments.

1 Children aged up to 10 years will continue to receive funded catch-up immunisations through the National Immunisation Program.

NOTE! If the child or adolescent’s AIR record shows as up-to-date but the family has received a letter from Centrelink: Advise the family to contact Centrelink and give their child’s Medicare number or link their Medicare account in their myGov account. It is essential that Centrelink have a record of the child’s Medicare number, otherwise the child’s immunisation status cannot be shared with Centrelink.




1.9.3 Helping families understand their child’s immunisation status and Centrelink

Families may receive a letter from Centrelink advising them their family assistance payments may be suspended if their child or adolescent is not up-to-date with their recommended immunisations. The Centrelink letters are generated using the child’s immunisation status on AIR. The first step is to check the child’s immunisation record on AIR. For those individuals who may have received vaccinations in the School Immunisation Program, an additional check of VIVAS will be required. Contact your local public health unit for advice (see section 1.2).

Refer to section 3.1 for guidance on accessing immunisation records.

Refer to Appendix 3 for guidance on interpreting a child’s due/overdue status on AIR.

After assessing the child or adolescent’s record on AIR, the follow-up action may be to either:

1. If appropriate, offer the child or adolescent vaccinations to bring them up-to-date. A provider can complete the AIR immunisation history form to notify AIR that a child or adolescent is on a catch-up program (Appendix 5). This will allow family assistance payments to be made.

2. Notify AIR of missing information, i.e. vaccines not recorded. Use the AIR encounter screen (Appendix 4), email or telephone AIR (see section 1.3).

3. If necessary request that AIR amend the child or adolescent’s record, i.e. correct dose numbers or vaccine names (see section 2.4). Email or telephone AIR (see section 1.3).

4. If the child or adolescent has a medical contraindication or natural immunity, this also needs to be notified to AIR (see sections 2.5.2, 2.5.3).

5. The parent may need to report their child’s or adolescent’s Medicare number to Centrelink. This will enable Centrelink and AIR to link the record.


Section 2: Reporting immunisations

TIP! Use the online version of the Australian Immunisation Handbook – it has the most up-to-date information about immunisation practices, clinical recommendations and vaccines for Australian immunisation providers. Some sections in the print copy of the current 10th edition have been amended since it was first published. For the online version go to www.immunise.health.gov.au/internet/immunise/publishing.nsf/Content/Handbook10-home

2.1 Do AIR and VIVAS have similar information? AIR and VIVAS do have access to similar immunisation data, although this does depend on the method an immunisation provider uses to send or transfer immunisation records. If an immunisation provider sends immunisation information to: 1. AIR using an electronic method (HPOS/Medicare Online and medical software),

VIVAS can also access this data 2. AIR via AIR encounter screen, email, telephone, fax or post, VIVAS is not able to

access this data 3. VIVAS by fax or post, then VIVAS sends this data to AIR.

2.2 How does the HPV Register receive information? All HPV immunisation information reported to VIVAS by school immunisation providers is transmitted to the HPV Register by VIVAS. Any HPV vaccinations given by other immunisation providers should be reported to VIVAS and it will then be transmitted to the HPV Register.

HPV vaccination records will only be transmitted from VIVAS to the HPV Register if the Queensland Health HPV vaccination register consent form (Appendix 13) is completed and forwarded to VIVAS.

2.3 How to report immunisations for specific groups? Table 1 provides information about how to report specific vaccines to AIR or VIVAS.

NOTE! Most practice management software are able to send information electronically to AIR. To check go to www.humanservices.gov.au/health-professionals/services/medicare/vendors-offering-medicare-online-claiming

NOTE! Only report information to either AIR or VIVAS. There is no requirement to report the same information to both registers.

http://www.immunise.health.gov.au/internet/immunise/publishing.nsf/Content/Handbook10-home

http://www.immunise.health.gov.au/internet/immunise/publishing.nsf/Content/Handbook10-home

https://www.humanservices.gov.au/health-professionals/services/medicare/vendors-offering-medicare-online-claiming



Table 1 How to report vaccines for specific groups to AIR or VIVAS

Immunisations for AIR reporting method VIVAS reporting method

2.3.1 All individuals AIR will record all vaccines given to individuals of all ages, including non-funded vaccines, travel vaccines, seasonal influenza vaccine. The exceptions are QFever vaccine, meningococcal A vaccine and rabies immunoglobulin. Note: Refer to the online edition of The Australian Immunisation Handbook for up-to-date advice on clinical recommendations.

Choose either: 1. Electronic transmission using practice

management software. 2. The ‘encounter screen’ on AIR’s secure

site and enter vaccination details.

Complete a Queensland Health vaccination record form or print an immunisation record from practice management software which includes: person’s full name and address gender and date of birth vaccine details Medicare provider number. Fax or post to VIVAS.

2.3.2 Amend or correct an immunisation record To make amendments to an immunisation record, for example change a vaccine name or dose number. Note: Any amendments to details such as individual’s name, address or date of birth must be notified to Medicare by the individual (or parent of the child).

Choose either: 1. Email on AIR’s secure site to report

amended vaccination details (refer to section 1.3).

2. If Centrelink payments or childcare enrolments are affected telephone AIR on 1800 653 809 and report amended vaccination details.

Note: Check AIR no less than 24 hours later to ensure record has been amended.

OR



2.3.3 School Immunisation Program – missed vaccinations For immunisations missed in the School Immunisation Program. Prior to vaccinating, contact your local public health unit (see section 1.2) and/or the HPV Register (Appendix 16) to check the child’s immunisation history. The HPV Register sends reminder notices to parents/guardians of children who have missed doses. Note: A consent form for sending records to the HPV Register needs to be completed. Contact the Immunisation Program for forms.

Electronic transmission using practice management software. Post or fax HPV consent form to VIVAS (Appendix 13).

Complete a Queensland Health vaccination record form or print an immunisation record from practice management software which includes: child’s full name and address gender and date of birth vaccine details Medicare provider number.

Post or fax HPV consent form to VIVAS (Appendix 13).

2.3.4 Refugees above 20 years of age Queensland Health funds additional vaccines: Diphtheria/tetanus/pertussis Polio Hepatitis B Measles, mumps, rubella.


management software 2. The ‘encounter screen’ on AIR’s

secure site and enter vaccination details.

Complete a Queensland Health vaccination record form or print an immunisation record from practice management software which includes: person’s full name and address date of birth and gender vaccine details Medicare provider number. Fax or post to VIVAS.

OR



2.3.5 Premature infants (Gestation <32 weeks) Preterm infants should be vaccinated according to the recommended schedule at the usual chronological age. Note: Refer to the online edition of The Australian Immunisation Handbook for up-to-date advice on additional vaccines for preterm infants.




Complete a Queensland Health vaccination record form or print an immunisation record from practice management 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.

2.3.6 Rabies vaccine & rabies immunoglobulin Contact local public health unit if required. Note: AIR will record rabies vaccinations but does not record rabies immunoglobulin.

2.3.7 Individuals vaccinated overseas Refer to: Appendix 5 for detailed information on how to complete

the AIR immunisation history form. Appendix 6 for information on overseas immunisation

schedules. Note: Public health units may assist with catch-up schedules.

Choose either: 1. The ‘encounter screen’ on AIR


2. The AIR immunisation history form (IMM013.1609). Fax or post to AIR.

Complete AIR immunisation history form. Email, fax or post to VIVAS. Note: Check with your local public health unit as they may require a copy of the original immunisation record.

OR



2.3.8 Immunisations recorded in practice management software but not on AIR Where there is documentation of immunisations given elsewhere in Australia but not recorded on AIR, an immunisation provider can report this missing information as it ensures an individual’s immunisation history is up-to-date.

Choose either: 1. The ‘encounter screen’ on AIR’s


2. The AIR immunisation history form (IMM013.1609). Fax or post to AIR.

Your local public health unit may also require a copy of the immunisation record. Check before forwarding to them.

2.3.9 Immunisations recorded in practice management software but not on AIR Any missing data needs to be reported to make sure an individual’s record is up-to-date.

Choose either: 1. Electronic transmission using

practice management software 2. The ‘encounter screen’ on AIR’s


3. Use AIR immunisation history form (IMM013.1609). Fax or post to AIR.

Complete a Queensland Health vaccination record form or print an immunisation record from practice management software which includes: person’s full name and address gender and date of birth vaccine details Medicare provider number. Email, fax or post to VIVAS.

2.3.10 Individuals without a Medicare number AIR and VIVAS will record immunisations for individuals who do not have a Medicare number. Following Medicare registration, it may take several weeks before a Medicare number is allocated.

Immunisation records will not transmit electronically without a Medicare number. Use the ‘encounter screen’ on AIR’s secure site and enter vaccination details.


OR



2.3.11 Individuals with Department of Veteran’s Affairs (DVA) number These individuals will have a Medicare number, however they may not routinely use it. A Medicare number is required to ensure any vaccinations can be reported to AIR and are allocated to the individual’s record on AIR. It may be necessary for the individual to request their Medicare number from Medicare.

Report to AIR using the individual’s Medicare number by either: 1. Electronic transmission using

practice management software. 2. The ‘encounter screen’ on AIR’s



2.3.12 Individuals who are not Australian citizens or residents These individuals are eligible to receive funded vaccinations as per the National Immunisation Program. AIR will record these immunisations. Refer to section 2.3.10 if these individuals do not have a Medicare number.

Use the ‘encounter screen’ on AIR’s secure site and enter vaccination details.


OR



2.3.13 Revaccination of oncology patients Note: Refer to the online edition of The Australian Immunisation Handbook for advice on additional vaccines for oncology patients. Revaccination for individuals under 19 years will be funded as per recommendations from the oncology clinic.

Choose either: 1. Electronic transmission using

practice management software. 2. The ‘encounter screen’ on AIR’s



2.3.14 Diphtheria/tetanus/pertussis vaccination for pregnant women Queensland Health funds dTpa vaccination program for all women in their third trimester of pregnancy. (Refer to Appendix 14 for copy of information sheet and consent form)

Electronic transmission using practice management software AND post or fax consent form to VIVAS.

Complete the Queensland Health whooping cough vaccine program for pregnant women consent form. Forms can be ordered from the Immunisation Program. Email, fax or post to VIVAS.

OR


2.4 How to record dose numbers for specific vaccines Table 2 How to record dose numbers for specific vaccines

Information about AIR reporting method VIVAS reporting method

2.4.1 Hepatitis B birth dose Birth to seven days of age; usually administered in hospital. Record as birth dose; given by another provider 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 for this vaccination.

Choose either: 1. The ‘encounter screen’ on AIR’s



Complete a Queensland Health vaccination record form or print an immunisation record from practice management 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.

2.4.2 Hepatitis B A child <10 years who has received three doses is considered up-to-date for hepatitis B immunisation if they received a birth dose and there is a minimum interval of four months between the first dose (may or may not be the birth dose) and the third dose. For example: a. Dose 1 (or birth dose) b. Dose 2 (minimum interval between dose 1 and 2 is

one month) c. Dose 3 – given after four months of age Note: i. For number of doses required for children and

adolescents ≥10 years refer to online version of The





Note: Notify AIR by email or telephone if dose numbers need to be amended. This will ensure a child or adolescent is not flagged as ‘overdue’.

Complete a Queensland Health vaccination record form or print an immunisation record from practice management software which includes: individual’s full name and address individual’s gender and date of birth vaccine details Medicare provider number. Fax or post to VIVAS.

OR



Australian Immunisation Handbook. ii. The above dose numbering sequence does not apply

to a child who is immunised according to the National Immunisation Program schedule, i.e. vaccinated using Infanrix Hexa™ at 2 (dose 1), 4 (dose 2) and 6 (dose 3) months of age

2.4.3 Diphtheria/tetanus/pertussis (DTPa) booster At 18 months of age, children are scheduled to receive a booster dose of diphtheria/tetanus/pertussis vaccine. The vaccines supplied will be either Infanrix™ or Tripacel™. Depending on the child’s date of birth the dose numbers should be reported as:

Vaccination Child’s date of birth

Born before 01/10/2014

Born on or after 01/10/2014

18 months DTPa

4 years DTPa-IPV

Dose 3

Dose 4

Dose 4

Dose 5

Choose ether: 1. Electronic transmission using practice



Note: Notify AIR by email or telephone if dose numbers need to be amended.


OR



2.4.4 Meningococcal C/haemophilus influenzae type B (Hib) vaccine Menitorix™ Record as dose 1.






2.4.5 Measles/mumps/rubella and varicella vaccine Priorix Tetra™ or ProQuad™ For children under 4 years of age this dose should be recorded as dose 2 as it is given as the second dose of measles/mumps/rubella-containing vaccine.






OR


2.5 How to report other immunisation-related information to AIR or VIVAS? Table 3 below provides instructions about how to report other immunisation-related information to AIR or VIVAS.

Table 3 How to report other immunisation related information to AIR or VIVAS Information about AIR reporting method VIVAS reporting method

2.5.1 Aboriginal and Torres Strait Islander status

It is recommended that ALL patients are asked ‘Are you of Aboriginal and Torres Strait Islander origin?’ Aboriginal and Torres Strait Islander people require additional vaccines. You cannot rely on appearance; the only way to find out is to ask everyone. Refer to the current immunisation schedule for additional vaccines for Indigenous people.

Record status in patient notes. Indigenous status will only be recorded on AIR if a person notifies Medicare. Advise parents to notify Medicare of Indigenous status.

Record status on Queensland Health vaccination record form.

2.5.2 Natural immunity AIR will record natural immunity for varicella (chickenpox), measles, mumps and rubella and hepatitis B. There is no need for serology. Refer to the online edition of The Australian Immunisation Handbook for information and recommendations about serological testing.

Use an AIR immunisation medical exemption form (refer to Appendix 7), completed and signed by GP provider. Email, fax or post to AIR. Note: Retain a copy for your own records in the event the form is not lodged with AIR. Check the individual’s record on AIR that the notification has been recorded.

2.5.3 Medical contraindication

Refer to the online edition of The Australian Immunisation Handbook for information on reasons for medical contraindication.

Use an AIR immunisation medical exemption form (refer to Appendix 7) completed and signed by GP provider. Email, fax or post to AIR. Note: Retain a copy for your own records in the event the form is not lodged with AIR.

OR



2.5.4 Deceased person

Submit in writing using practice letterhead, include personal details and signed by a GP provider. Email, fax or post to AIR.

Submit in writing using practice letterhead, include personal details and signed by a GP provider. Email, fax or post to VIVAS.

2.5.5 Children and adolescents up to 20 years of age on a catch-up schedule. Note: Refer to the online edition of The Australian Immunisation Handbook for advice on working out catch-up. Public health units may assist with catch-up schedules.

Use the AIR immunisation history form (refer to Appendix 5) to notify AIR that the child is on a catch-up program. Mark the section for ‘Planned catch-up for overdue vaccines’. Email, fax or post to AIR. Note: ‘Catch-up’ must be completed within six months and can only be recorded once on a child or adolescent’s immunisation history on AIR. If catch-up is not completed within six months, family assistance payments could be affected.

2.5.6 Child or adolescent who has moved overseas

This suspends the child’s record and the child will not be flagged as overdue for immunisation. An immunisation provider can also notify AIR if a child returns from overseas as this will reactivate their AIR record.

Email AIR (refer to section 1.3).

2.5.7 Adverse event following immunisation (AEFI)

Notify Queensland Health of an adverse event by completing the Adverse Event Following Immunisation Reporting form at www.health.qld.gov.au/publications/clinical-practice/guidelines-procedures/aefi-reporting-form.pdf. Email to [email protected] or fax to 07 3328 9434

OR

http://www.health.qld.gov.au/publications/clinical-practice/guidelines-procedures/aefi-reporting-form.pdf

http://www.health.qld.gov.au/publications/clinical-practice/guidelines-procedures/aefi-reporting-form.pdf



Section 3: Checking immunisation records

3.1 Where to find immunisation records? 3.1.1 If you are an immunisation provider

Child personal health record (PHR)

(In Queensland it is commonly referred to as the ‘red book’.)

Parents of newborns are provided with a PHR 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.

AIR Immunisation providers can access AIR’s secure site to view a person’s immunisation record. Refer to Appendices 1, 2 and 3 for information about how to access AIR’s secure site. An immunisation provider can print this history if required.

Public health unit Immunisation providers can contact their local public health unit to obtain a school immunisation history.

Public health units may be able to provide other immunisation histories upon request.

Staff at public health units are not able to give immunisation histories to members of the public.

HPV Register

(for HPV immunisation histories only)

Immunisation providers can telephone the HPV Register on 1800 478 734.

Register for online access to view immunisation histories (refer to Appendix 17 for information).


3.1.2 If a parent or individual needs their immunisation record

Child personal health record (PHR)

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 to make sure the immunisation record can be kept up to date.

Medicare/AIR Parents of children aged less than 14 years can obtain a copy of their child’s immunisation history by:

– Accessing their Medicare online account through myGov. If a parent does not have a myGov account they will need to create one and then link their Medicare account.

– Using the Express Plus Medicare mobile app. Create a myGov account with Medicare linked and then download the app.

Individuals aged from 14 years need to create their own myGov account and link their Medicare record to obtain an immunisation history.

Individuals born prior to 1996 will have an AIR record (obtained from their Medicare record); however, AIR will only record vaccinations that were given after 1996 and only those vaccinations that are reported to AIR by their immunisation provider.

Note: Individuals older than 20 years will not have a complete ‘whole-of-life’ immunisation history on AIR.

NOTE! Can a public health unit give an immunisation history directly to a

member of the public? No. Public health units can only give immunisation histories to an immunisation provider.


3.2 Not sure your immunisation records are transmitting to AIR?

3.2.1 Check your practice management software Immunisation providers 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. Immunisation providers are advised to consult their software provider for training and assistance with technical issues. To help troubleshoot electronic data transmission problems, consider the following questions or check with the software provider: Can the software electronically transmit immunisation records for all individuals (children

and adults) to AIR? Most practice management software packages have the functionality to report to AIR. Go

to www.humanservices.gov.au/health-professionals/services/medicare/vendors-offering-medicare-online-claiming to check.

Does the reporting functionality need to be linked? This may be necessary if different software packages are being used to manage clinical information and billing requirements.

Is the software transmitting immunisation records for individuals of all ages? If not, has an update or ‘patch’ been released by your software vendor and has it been installed?

If your software provider has not released an update to allow reporting for vaccines given to adolescents and adults, contact them to request an update.

What steps are required to check that immunisation records have been transmitted to AIR?

How do I print a detailed list of ‘immunisations given’? Refer to section 1.5 for list of required information.

Refer to section 1.2 for contact details for medical software vendors.

3.2.2 Check for error messages when records are transmitted Immunisation records are transmitted to AIR in batches. Missing information and data entry errors can block the transmission. These errors will need to be fixed before the batch can be transmitted to AIR. Look for: missing Medicare numbers. Refer to sections 2.3.10 and 2.3.11 for information on

reporting immunisations for individuals without a Medicare number, including individuals using Department of Veteran’s Affairs (DVA) numbers

incorrect Medicare provider number

TIP! Do you use different clinical and billing software packages, e.g. Medical Director for clinical records and PracSoft for billing? If so, make sure the two can be integrated otherwise immunisation records will not be transferred from the clinical to the billing module. This will prevent immunisation data being transmitted to AIR. Check with each practice management software vendor for advice.




incorrect dose numbers missing postcode in individual’s address postal addresses using post office (PO) box numbers.

3.3 How to check if immunisation records have been transmitted to AIR?

TIP! Use AIR’s secure site to check an individual’s immunisation history. AIR’s secure site can give you quick access to a current immunisation history. Refer to Appendix 1 about how to register.

There are several methods for checking or reconciling the immunisation records held by a provider with those on AIR. These checks can reduce the number of queries from parents about their child’s immunisation history; ensures the practice receives the correct immunisation-related practice incentive payments; and can identify problems with practice management software that can potentially block transmission. 3.3.1 AIR’s secure site Access AIR’s secure site to view an individual’s immunisation history and check if

immunisations have been recorded. Refer to Appendices 1 and 2 for details on how to access the site.

Immunisation providers can request reports from AIR’s secure site which give a list of individual’s due and/or overdue for immunisations for their practice or for individual providers. Refer to Appendix 8 for more details.

3.3.2 AIR reports Immunisation providers (those with a Practice Incentive Program [PIP] number) can

request an (AIR010A) Due/Overdue practice report from AIR’s secure site. This report identifies children who are considered overdue for any scheduled immunisation.

Use the list to check against practice records and identify any discrepancies or errors. Notify AIR either by email (refer to section 1.3 for details).

To request this report, an immunisation provider will need to access AIR’s secure site (refer to Appendix 1). The report is then requested and is usually available for download approximately 15–30 minutes after the request is submitted. Refer to Appendix 8 or contact AIR’s internet help desk on 1300 650 039 for assistance with requesting this report.

TIP! Is there any missing patient information, such as Medicare numbers or postcodes? Immunisation records will not transmit to AIR without them. A child or adolescent could be flagged on AIR as not up-to-date. The parent may receive reminder letters from AIR or be notified that family assistance payments could be suspended.


3.3.3 Use the AIR payment statement GP providers2 are paid $3 for reporting age-based3 childhood immunisations to AIR.

The statement is sent every month to all GP providers and can also be accessed on AIR’s secure site. It lists the immunisations reported to AIR and payments made.

Use it to check: Are all immunisations encounters accounted for? Amend or update any missing

information by emailing details to AIR through the secure site (refer to section 1.3), or if family assistance payments are involved telephone AIR on 1800 653 809.

Follow up any immunisations that have been rejected for payment. Encounter details can be amended by emailing AIR through the secure site (refer to 1.3).

Appendix 9 shows a sample immunisation payment statement.

2 The AIR immunisation payment is paid to the GP who reports either all or the last vaccine that completes an age-based immunisation schedule. 3 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 influenza type b (Hib), pneumococcal and rotavirus to be considered as a complete age-based schedule.


3.4 How to follow up children who are overdue for immunisation? 3.4.1 Reminders using practice management software Check with software provider about how to set up a reminder system.

TIP! Use the reminder system in the practice management 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.

Proactively send reminders by searching through the medical records (in your practice

management software) for a particular date of birth range, for example, children aged four years old.

Once a list is created, review the records for immunisation status to check for individuals overdue for scheduled immunisations. For example, four-year-old children should receive their fourth dose of scheduled vaccines, however they may have not 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.

If any patients have missed an immunisation, call or send a reminder letter. Refer to Appendix 10 for a sample reminder letter.

3.4.2 Using AIR reports Immunisation providers can request the following reports from AIR’s secure site. These reports identify children who are either due or overdue for any scheduled immunisation. To request these reports, an immunisation provider will need to have access to AIR’s secure site (refer to Appendix 1). The reports are then requested and are usually available for download approximately 15–30 minutes after the request is submitted. Refer to Appendix 8 or contact AIR’s internet help desk on 1300 650 039 for assistance with accessing these reports. AIR010A – AIR Due/Overdue practice report: Lists individuals identified as not fully immunised4 seen by the requesting practice. Available for all GPs in a practice registered with the Practice Incentives Program (PIP). Medicare Benefits Schedule (MBS) item numbers are used to link an individual to a

practice for the purposes of this report. Available electronically and can be requested once, monthly or quarterly.

4 According to National Due and Overdue Rules


AIR021A – Due/Overdue report by Medicare GP: Allows individual GPs (and other registered immunisation providers) to identify individuals

not fully immunised based on 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. 3.4.3 Queensland Health (VIVAS) overdue reminder notice Does your local public health unit send reminder notices? What information does

the local public health unit want returned? Talk to the public health nurse or VIVAS data officer at the local public health unit.

The overdue reminder notices are sent to immunisation providers every eight weeks. Refer to Appendix 11 for a sample copy.

Check the reminders against your medical records. Has there been an increase in the number of reminder notices received? If so, this could

indicate a problem with records being transmitted to AIR. 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 your local public health unit as soon as possible.

Follow up with parents of children overdue for immunisation.


Section 4: Appendices


Appendix 1—How to request access to AIR’s secure site? Immunisation providers can use HPOS (Health Professional Online Services) to access AIR’s secure site to submit immunisation records, view immunisation histories, update provider contact details and request reports. For information go to www.humanservices.gov.au/health-professionals/services/medicare/australian-immunisation-register-health-professionals Medicare’s AIR Business Development Officers (BDOs) can help immunisation providers with accessing and using AIR. Telephone 1800 700 199 or email [email protected]. To request access for GP providers:

1. Go to www1.medicareaustralia.gov.au/ssl/acirCIRGRACC (figure 5) and complete the details online.

2. Select ‘Yes’ for email notification.

3. Click on ‘Request Access’.

4. A notification letter will be posted to the practice address registered with AIR. The details are required to gain access to the secure site.

Note: The username will be the provider number. Retain the password. You will be asked to change the password at initial logon. Every six months the password will need to be changed to maintain security (there will be reminder on AIR’s secure site when this is required.)

Non-GP providers should contact Queensland Health’s Immunisation Program for further advice about how to request access to AIR’s secure site.

Figure 5




https://www1.medicareaustralia.gov.au/ssl/acirCIRGRACC


Appendix 2—How to log onto AIR’s secure site?

If you have not accessed AIR’s secure site before:

1. Upon receipt of the notification letter from AIR, go to www1.medicareaustralia.gov.au/ssl/acircirssamn

2. Click as indicated in Figure 6 to download the authentication file.

3. A new window ‘Obtain Authentication File’ will appear. Insert username and the authentication filename and select ‘Download file’ (Figure 7). Save the file in a shared location for all users to access.

Note: Do not change the file name or file type of the authentication file.

Every time AIR’s secure site is accessed, the username (provider number), password and authentication file will be required.

Figure 6

Figure 7

NOTE! Requests to AIR to re-issue usernames or reset passwords are restricted to the individual GP or service provider whose details were provided upon registration with AIR.

https://www1.medicareaustralia.gov.au/ssl/acircirssamn


Appendix 3—How to find an immunisation record using AIR’s secure site? Immunisation providers can access the immunisation history of an individual through AIR’s secure site via HPOS (Health Professional Online Services). NOTE! Ensure you have your authentication file, username and password

available. NOTE! Is your access to AIR’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 AIR’s internet help desk on 1300 650 039. Access to the secure site is through a GP Medicare provider number – the GP provider must notify AIR and delegate authority to another person to allow AIR help desk staff attend to your query.

• Allow 7–10 working days for the new password to arrive.

1. Go to www.humanservices.gov.au/health-professionals/services/medicare/hpos

2. Click on ‘AIR logon only’ (Figure 8)

Figure 8

https://www.humanservices.gov.au/health-professionals/services/medicare/hpos


3. At the ‘Logon’ screen (Figure 9) select ‘Browse’. A new window will open – you will be required to browse to the file location where the authentication file has been saved.

Note: The authentication file can be stored in a shared folder and can be accessed by multiple users at multiple workstations. Do not change the name or the file type of the authentication file.

4. Insert the authentication file. Click on ‘Send Authentication File’.

5. A pop-up box (Figure 10) will appear requesting a username and password. Enter these details.

6. Select ‘OK’.

Figure 9

Figure 10

7. The ‘Main Menu’ screen will open. From the list on the left side of screen), select ‘Identify Individual’

8. The ‘Identify Individual’ screen (Figure 11) will appear.


Figure 11

9. To locate a record, the following information is required:

surname and first name date of birth Medicare number (optional but will improve the accuracy of search results) Postcode (optional but will improve the accuracy of search results)

Note: Spelling variations or changes to an individual’s name may result in no record being located, e.g. hyphenated first or last names, names with multiple spelling options (Thomas/Tomas, Tyler/Tylar). The AIR record is created using the individual’s details on Medicare, therefore it is important to use as many identified details as possible to assist with the search.

10. Click on ‘Identify Individual’ and the ‘Record Encounter’ screen will open (Figure 12)

Figure 12

11. By scrolling down this screen the individual’s ‘Due Details’ (highlighted in red) and the ‘Immunisation History’ (highlighted in green) can be viewed by clicking on ‘Expand


sections below’ (Figure 13). Antigens considered ‘Overdue’ (highlighted in yellow) will depend on the date the record is viewed. The history can also be printed from this screen (the steps to do this may differ depending on the software program).

Figure 13


Appendix 4—How to use AIR to record an immunisation encounter? 1. Follow the steps in Appendix 2.

2. Once the correct record has been located, click on the ‘Encounter Details’ to expand the details (Figure 14).

Figure 14

3. In the ‘Encounter Details’ area, several age-related tabs are available (Figure 16). These align with the age milestones for infants and children. The ‘other’ tab (Figure 17) is available to record details for individuals above four years. Information that is required to record an encounter are:

a. Who performed this immunisation encounter? Three options are available for selection (figure 15).

Figure 15

b. Date of service

c. Vaccine/s given.


Note: The list of vaccines in the drop-down box will reflect those due at the age tab selected. In the diagram below, the 12-month tab has been selected and therefore the appropriate vaccines for that age group are available in the drop-down boxes (Figure 16).

Figure 16

4. Once all the encounter details have been entered, click on ‘Record Encounter/s’.

5. If the ‘Other’ tab is selected an alphabetic list of all vaccines will appear (Figure 17). The provider information, date of service and dose number will also be required.

Figure 17


6. For older individuals, the ‘Record Encounter’ screen will look different (Figure 18).

a. If vaccines were given on separate dates, using the alphabetic tabs (highlighted in green in Figure 18), select the vaccines given using the drop-down menus and record the date of service for each (highlighted in yellow in Figure 18). Once all vaccine details have been entered, click on ‘Record Encounters’.

b. If all vaccines were given on the same date, check the tick box, (highlighted with a red arrow in figure 18) and enter the date given. Checking this tick box will cause the date of service windows to disappear. Using the alphabetic tabs (highlighted in green in Figure 18) select the vaccines given using the drop-down menus (highlighted in yellow in Figure 18). Once all vaccine details have been entered, click on ‘Record Encounters’.

Figure 18


Appendix 5—AIR immunisation history form The immunisation history form is used for submitting: overseas immunisation history vaccinations administered by another immunisation provider but not reported to AIR.

Steps to complete the form:

1. Download the form at www.humanservices.gov.au/health-professionals/forms/im013

2. The form is downloaded as a pdf document and can either be printed and completed, or completed on the screen by typing the immunisation details into the relevant text boxes.

3. Sight proof of immunisation before completing Part B (circled in yellow in Figure 20).

4. If the immunisations were given to the individual while overseas, please mark an ‘X’ in the ‘If given overseas’ box (highlighted in red in Figure 20).

5. If there is an error or an omission on the individual’s AIR history, only report the immunisation details that are missing. This is most often used when updating information for individuals vaccinated in other states and the vaccination details are not on the individual’s AIR record.

6. 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 the correct antigens to be identified and recorded on the history.

7. Note: If the child or adolescent is on a catch-up schedule, this can be notified by ticking the option, highlighted in green in Figure 20. This allows family assistance payments to be made; however, this notification will only remain in place for six months and can only be lodged once for a child or adolescent.

8. Before submitting to AIR or VIVAS, a copy should be kept on the person’s medical record.

9. Submit the form by posting or faxing to the address or fax number listed on the first page of the form. The form cannot be submitted online using HPOS.




Figure 19


Figure 20


Appendix 6—Resources to help interpret overseas immunisation histories The World Health Organization provides an online tool (available at http://apps.who.int/immunization_monitoring/globalsummary/schedules) which lists international vaccination schedules including antigens and their description (Figure 21). This can assist with identifying catch-up schedules for children from overseas where no health record is available.

To use the tool:

1. Select the country of interest from the ‘Countries List’

2. Click on ‘Select all vaccines’

3. Click ‘OK’; a vaccination schedule for the chosen country will be provided.

Figure 21

The US Centers for Disease Control (CDC) provides a guide to foreign immunisation language terms (available at www.cdc.gov/vaccines/pubs/pinkbook/downloads/appendices/b/foreign-products-tables.pdf) It includes tables listing: terms for vaccine-preventable diseases, vaccines and other items that might be found on

an immunisation record (by language) names of specific vaccines that are used, or have been used internationally, along with

the manufacturer and country or region (where known). This information can help with translating immunisation documents from other countries.

http://apps.who.int/immunization_monitoring/globalsummary/schedules

http://www.cdc.gov/vaccines/pubs/pinkbook/downloads/appendices/b/foreign-products-tables.pdf


Appendix 7—AIR immunisation exemption/natural immunity form The immunisation medical exemption form is used for submitting: medical exemption to immunisation natural immunity to hepatitis B, mumps, measles, rubella and/or varicella.

Steps to complete the form:

1. Download the form at www.humanservices.gov.au/health-professionals/forms/im011

2. The form is downloaded as a pdf document and can either be printed and completed, or completed on the screen by typing the immunisation details into the relevant text boxes.

3. Read page three of the form which outlines valid medical contraindications to immunisation and information about assessing natural immunity.

4. A medical exemption to immunisation can either be considered ‘permanent’ or ‘temporary’. Complete as required (highlighted in red at Figure 22) and indicate the vaccines (highlighted in yellow in Figure 22).

5. If the form is used to report natural immunity, complete the section on page two of the form (highlighted in green in Figure 23).

6. Note: Natural immunity can only be reported for all antigens in a vaccine. For example, for a child to be considered exempt from measles/mumps/rubella vaccine based on natural immunity, they would need to be immune to all three antigens.

7. Before submitting to AIR or VIVAS, a copy should be kept on the person’s medical record.

8. Submit the form by posting or faxing to the address or fax number listed on the first page of the form. The form cannot be submitted online using HPOS.




Figure 22


Figure 23


Appendix 8—How to request a report from AIR 1. Follow steps in Appendix 2.

2. At the ‘AIR Main Menu’ screen, select ‘Reports Menu’ (Figure 24), then ‘Request a Report’ (Figure 24).

Figure 24

Figure 25

3. At the ‘Request a Report’ screen, a list of reports will be available for selection. Once a selection is made, such as the AIR010A – AIR Due/Overdue practice report or the AIR021A – Due/Overdue report by Medicare GP, click on ‘Request Report’.

4. At the screen ‘Request New Report’ (Figure 26) select the purpose for which the information is intended. Choose the appropriate response and click on ‘OK’.

5. At the second ‘Request New Report’ screen, complete the details for each of the report fields. This information sets the parameters for the report request. a. Name of report – will identify the report in the list of reports available for download b. Frequency of report c. Report end date – not required if ‘once only’ frequency is chosen


d. Output of report – csv (spreadsheet) or text e. Options 1, 2 or 3 – make a selection f. Age breakdown – select from either a birth date range or age range g. Due/overdue by disease – select ‘all diseases’ h. Include individuals where – select ‘natural immunity’ and ‘medical contraindication’

has been recorded Choose OK.

6. At the next screen – ‘Request New Report’ (Figure 26) select details to be included in the report.

7. A message relating to the report request will appear on the screen (highlighted in red in Figure 26 below).

Figure 26

8. To download the report, go to ‘Reports Menu’ and select ‘View Reports’ (Figure 27).

Figure 27

9. On the ‘View Report’ screen, a list of requested reports will appear. Tick the appropriate report and select ‘View/Download Report’. A pop-up box will appear asking for the file to be saved, follow the prompts. The reports will be in a zipped folder.


Appendix 9—AIR immunisation payment statement

Figure 28

Page 2 of the statement (image not included) contains information about bank account details for payments .

http://apps.who.int/immunization_monitoring/globalsummary/schedules


Page 3 of the statement (Figure 29) contains details of each immunisation encounter reported to AIR and the payment (highlighted in green), the payment for any catch-up immunisations reported to AIR (highlighted in red) and an explanation code if no payment has been made (highlighted in yellow).

Figure 29


Page 4 of the statement (Figure 30) includes details of payments not made (highlighted in green). Follow the instructions highlighted in red. Figure 30 also shows a section from page 5 of the statement which details the explanation codes referred to in the statement.

Figure 30


Appendix 10—Sample reminder letter (for immunisation providers)


Appendix 11—VIVAS overdue reminder notice (Note: The format may differ across public health unit areas.)


Appendix 12—Queensland Health vaccination record form


Appendix 13—HPV vaccination register consent form


Appendix 14—Whooping cough vaccine program for pregnant women – information sheet and consent form (Note: information sheet is two-sided and consent form has carbon copy – original to be forwarded to VIVAS and copy retained by provider.)


Appendix 15—Queensland Health registration of Medicare provider number/s


Appendix 16—The National HPV Vaccination Program Register – helpful information The HPV Register supports the National HPV Vaccination Program by collecting information about HPV vaccine doses given across Australia. The register can provide: completion and history statements reminders information should a booster be required in the future. In Queensland, doses given through the School Immunisation Program and in general practice are reported to the HPV Register by VIVAS. The Queensland Government HPV vaccination register consent form (Appendix 13) allows immunisation information to be transmitted from VIVAS to the HPV Register. Immunisation providers are advised to call the HPV Register on 1800 478 734 with questions regarding online access or to obtain an adolescent’s immunisation history. Parents can also call the HPV Register and request an immunisation history for their child. Immunisation providers can apply for online access (refer to Appendix 17 for application form) to the register to:

check immunisation status of patients request overdue reports which list patients who have incomplete HPV vaccination

courses. Visit www.hpvregister.org.au/health-professionals



Appendix 17—The National HPV Vaccination Program Register – application for online access


Section 5: Acronyms and Glossary

Abbreviation Name Explanation

AIR Australian Immunisation Register (formerly Australian Childhood Immunisation Register – ACIR) AIR’s secure site

A national register administered by Medicare Australia that records details of immunisations given to all individuals in Australia. AIR’s secure online system accessible by recognised immunisation providers. Go to: www.medicareaustralia.gov.au/hpos/index.jsp

AEFI Adverse event following immunisation (AEFI)

‘Any untoward medical occurrence that follows immunisation and does not necessarily have a causal relationship to the usage of the vaccine’. For information on reporting adverse events go to www.health.qld.gov.au/cdcg/index/adverse.asp

AIH Australian Immunisation Handbook, 10th edition 2013

Go to www.health.gov.au/internet/immunise/publishing.nsf/Content/Handbook10-home

CCB CCR

Child Care Benefit Child Care Rebate

Paid by the federal government Department of Human Services to help with costs of approved child care. Parents will need to have had their children fully immunised, be on a recognised immunisation catch-up schedule, or have an approved exemption to receive the payment.

Due & overdue rules Used by AIR to determine an individual’s immunisation status as either due or overdue for immunisation. Centrelink payments may be suspended for children or adolescents (not individuals over 20 years) determined to be overdue for immunisation.

To download a copy go to www.humanservices.gov.au/health-professionals/services/australian-childhood-immunisation-register/

Family Tax Benefit (Part A Supplement)

Paid by the federal government Department of Human Services to help with the cost of raising children. Parents of children aged less than 20 years will need to have their child or adolescent fully immunised, be on a recognised immunisation catch-up schedule, or have an approved exemption in place in order to receive this payment.

Fully immunised A child or adolescent who has received all childhood vaccines as per the National Immunisation Program schedule (exemptions may apply). For current criteria go to http://immunise.health.gov.au/internet/immunise/publishing.nsf/Content/faq-related-payments#immunised

HHS Health and Hospital Service

Statutory body with responsibility for providing public sector health services in Queensland.

HPV Register National HPV Vaccination Program Register records immunisation data on human papillomavirus (HPV) immunisation.

http://www.medicareaustralia.gov.au/hpos/index.jsp

http://www.health.qld.gov.au/cdcg/index/adverse.asp

http://www.health.gov.au/internet/immunise/publishing.nsf/Content/Handbook10-home

http://www.health.gov.au/internet/immunise/publishing.nsf/Content/Handbook10-home

http://www.humanservices.gov.au/health-professionals/services/australian-childhood-immunisation-register/

http://www.humanservices.gov.au/health-professionals/services/australian-childhood-immunisation-register/

http://immunise.health.gov.au/internet/immunise/publishing.nsf/content/faq-related-payments%2523immunised

http://immunise.health.gov.au/internet/immunise/publishing.nsf/content/faq-related-payments%2523immunised


IP Immunisation Program

Responsible for implementing the National Immunisation Program in Queensland.

NHMRC National Health & Medical Research Council

Promotes the development and maintenance of public and individual health standards.

NCIRS National Centre for Immunisation Research & Surveillance

Provides information for vaccine service providers. Based at The Children’s Hospital at Westmead in Sydney. Go to www.ncirs.edu.au/

NIP National Immunisation Program

A federal government initiative that provides free vaccines to the Australian community through state and territory governments. For the current immunisation schedule go to www.health.qld.gov.au/publications/clinical-practice/guidelines-procedures/immunisation-schedule.pdf

PHR Personal health record

May also be referred to as the ‘red book’—a child health record provided by Queensland Health.

PHU Public health unit Part of Queensland Health with responsibility for protecting health at a population/community level.

RACGP Royal Australian College of General Practitioners

Peak body for GPs, GP registrars and medical students. Develops the Standards for General Practice and provides education and training for general practice.

SIP School Immunisation Program

A Queensland Health initiative that provides free vaccinations for adolescent children delivered through secondary schools.

VIVAS Vaccination Information and Vaccination Administration System

A Queensland Health database that records immunisations for children as well as some vaccines given to adolescents and adults immunised in Queensland.

VRF Vaccination record form

Used to report immunisations to Queensland Health. Call the Immunisation Program to order.

VSP Vaccine service provider

Any healthcare service or provider that provides an immunisation service.

WHO World Health Organization

The directing and coordinating authority for health within the United Nations system.

http://www.ncirs.edu.au/

http://www.health.qld.gov.au/publications/clinical-practice/guidelines-procedures/immunisation-schedule.pdf

http://www.health.qld.gov.au/publications/clinical-practice/guidelines-procedures/immunisation-schedule.pdf


Index

A

Aboriginal and Torres Strait Islander immunisation, additional vaccines ............. 30

Aboriginal and Torres Strait Islander status how to report ............................................... 30 identification ................................................ 30 notifying Medicare ....................................... 12

Acronyms and abbreviations ......................... 69 Adverse event following immunisation (AEFI)

definition ...................................................... 69 how to report ............................................... 31 Queensland Health reporting form .............. 31

AEFI (adverse event following immunisation) ... See Adverse event following immunisation

AIR010A Due/Overdue practice report ......... 37 AIR021A Due/Overdue report by Medicare GP

................................................................... 38 Antigens and reporting natural immunity ....... 53 Approved exemptions to immunisation ......... 17 Australian Immunisation Handbook

advice on serological testing ....................... 30 online .......................................................... 19 vaccinations for oncology patients .............. 26

Australian Immunisation Register access blocked ........................................... 42 amend records by email ............................... 9 authentication filename ................... 40, 41, 43 authority to access ...................................... 42 contact details ............................................. 11 data collected .............................................. 15 due/overdue reports .............................. 37, 38 forms ........................................................... 16 hepatitis B and overdue status ................... 27 how to identify individual ....................... 42–44 how to record an encounter using the secure site .............................................................. 40 how to report overseas immunisation history .................................................................... 23 how to request a due/overdue report .... 37, 56 how to request access ................................ 40 incorrect or incomplete forms ..................... 49 incorrect password ...................................... 42 medical exemption/natural immunity form 53–55 names with variable spelling options .......... 44 national due and overdue rules .................. 69 rabies immunoglobulin ................................ 23 rabies vaccine ............................................. 23 reporting medical exemptions for adults ..... 17 reporting natural immunity for adults .......... 17

reports for immunisation providers ............. 37 request access ........................................... 35 required information to locate a record ...... 44 secure site help desk ................................. 11 stationary orders ........................................ 11 using the encounter screen ...... 19, 42–44, 40 using the secure site .................................. 35 vaccinations given pre-1996 ................ 15, 33 web addresses ........................................... 11 where to find immunisation records ........... 32

Australian Immunisation Register and VIVAS, sharing information .................................... 19

B

Batch numbers and VIVAS ........................... 14 Best Practice ....................................................8 Birth dose hepatitis B, how to record ............ 27

C

Catch-up children and adolescents ........................... 49 how to notify Australian Immunisation Register ................................................ 31, 49 notification for family assistance payments 49 restrictions ............................................ 31, 49

Centers for Disease Control USA, guide to immunisation-related foreign language terms ................................................................... 52

Centrelink ...................................................... 16 child fully immunised on AIR ...................... 16 family assistance payments ....................... 16 family assistance payments suspended .... 16 letter to parents .......................................... 16 requirement for Medicare number .............. 16

Chicken pox (varicella)and natural immunity 17 Child care benefit .................................... 16, 69 Child care rebate .................................... 16, 69 Child incorrectly assessed as overdue ......... 15 Child or adolescent moved overseas, how to

report ......................................................... 31 Child personal health record

immunisation record for parents ................ 33 recording immunisations ............................ 32

Children and adolescents on catch-up ......... 31 Children over 14 years, how to find

immunisation records ................................ 33 Children overdue for immunisation, how to

follow up .............................................. 37–38 Children under 14 years, how to find

immunisation records ................................ 33


Combination (multivalent) vaccines and antigen errors ............................................. 14

Common recording errors ....................... 14–15 Communicare .................................................. 8 Conscientious objection to immunisation ...... 17 Contacts .......................................................... 7

D

Deceased person, how to report ................... 31 Default date for vaccines given ..................... 14 Department of Veteran's Affairs (DVA)

how to report immunisations ....................... 25 immunisation records not transmitting ........ 34

Diphtheria/tetanus/pertussis vaccination for pregnant women ......... See Whooping cough vaccination for pregnant women

Dose numbers diphtheria/tetanus/pertussis vaccination 18 month booster (Tripacel or Infanrix) ............ 28 hepatitis B birth dose .................................. 27 hepatitis B vaccination ................................ 27 importance of accurate reporting ................ 14 measles/mumps/rubella/varicella vaccination (Priorix Tetra or ProQuad) .......................... 29 meningococcal C/Hib vaccination (Menitorix) .................................................................... 29

DTpa vaccination for pregnant women ...... See Whooping cough vaccination for pregnant women

Due and overdue rules for AIR ...................... 69 DVA ......... See Department of Veteran’s Affairs

E

Encounter screen, Australian Immunisation Register .................................... 45, 42–44, 40

F

Family assistance payments ......................... 12 catch-up ................................................ 31, 49

Family tax benefit (Part A supplement) ... 16, 69 Free text and recording immunisations ......... 14 Fully immunised, definition of ........................ 69

G

General practice payments ........................... 12 Genie Solutions ............................................... 8 Glossary ........................................................ 69 GP Complete ................................................... 8

H

Hepatitis B amend dose numbers on Australian Immunisation Register ................................ 27 how to report natural immunity ................... 30

recording dose numbers ............................ 27 Hepatitis B and natural immunity .................. 17 Hepatitis B birth dose, how to report ............ 27 HPOS and accessing Australian Immunisation

Register ..................................................... 40 HPV Register

about online access ................................... 67 application for online access ...................... 68 contact details ...............................................8 data collected ............................................. 15 helpful information ...................................... 67 immunisation histories for parents ............. 67 immunisation records ................................. 32 immunisation reminders ............................. 22 overdue reports for immunisation providers ................................................................... 67 Queensland Health consent form .............. 22

HPV vaccination register consent form ........ 64

I

Immunisation enquiries to public health units 33 Immunisation history form

for reporting overseas immunisation history ................................................................... 23 how to submit ............................................. 49 how to use .................................................. 49 sample copy ............................................... 51 where to find it ...................................... 16, 49

Immunisation medical exemption/natural immunity form how to complete ............................. 30, 53–55 how to submit ....................................... 30, 53 medical contraindications ..................... 30, 53 where to find it ...................................... 16, 53

Immunisation payment statement explanation codes ................................ 36, 60 for amending records ..................... 36, 59, 60 for GP providers ......................................... 36 rejected payments ................................ 36, 58 sample copy ......................................... 58–60

Immunisation Program contact details ............7 Immunisation providers, where to find

immunisation records ................................ 32 Immunisation records

in child personal health record book .......... 32 on the Australian Immunisation Register ... 32 on the HPV Register .................................. 32 school immunisation ................................... 32 where to find ............................................... 32

Immunisation records from public health units ................................................................... 32

Immunisation records not transmitting .......... 34 Immunisation registers used in Queensland 15


Immunisation reminders using practice management software ................................ 37

Immunisation-related information, how to report .................................................... 30–31

Immunisations given but not recorded on Australian Immunisation Register .............. 24

Immunisations given by another immunisation provider, how to report ............................... 24

Incorrect or incomplete forms returned by AIR ............................................................. 16, 53

Indigenous people, additional vaccines ........ 30 Indigenous status

how to ask ................................................... 30 how to report ............................................... 30

Individuals born before 1996, immunisation records ....................................................... 33

Individuals who are not Australian citizens or residents, how to report immunisations ..... 25

Individuals without a Medicare number, how to report .......................................................... 24

Infanrix or Tripacel, recording dose numbers 28

L

Locums .......................................................... 15

M

Measles about natural immunity ............................... 17 how to report natural immunity ....... 30, 53–55

Measles, mumps, rubella vaccine (MMR) and reporting natural immunity .................... 53–55

Medical contraindications approved immunisation exemption ............. 17 how to report ................................... 30, 53–55 listed in the Australian Immunisation Handbook .................................................... 30

Medical Director and PracSoft ................... 8, 34 Medical exemption/natural immunity form ... 53–

55 sample copy ................................................ 53

Medical exemptions, and overdue status ...... 17 Medical exemptions, permanent or temporary

................................................................... 53 Medical software.......... See Practice management

software Medical software vendors ................ See Practice

management software vendors Medicare Australia

eBusiness Service Centre ............................ 8 list of practice management software with AIR compatibility ......................................... 19

Medicare numbers, missing .................... 14, 34

Medicare numbers, reporting immunisations for individuals without a Medicare number 24

Medicare provider number and immunisation records .......................... 14 notifying VIVAS of changes........................ 15

Medicare provider numbers, Queensland Health registration form ............................. 66

Medicare/Australian Immunisation Register, for parents seeking immunisation records ...... 33

MedTech ..........................................................8 Meningococcal A vaccine ....................... 15, 21 Menitorix, recording dose numbers .............. 29 Missing immunisation records ...................... 12 MMR vaccine ..... See Measles, mumps, rubella

vaccine Moved overseas, child or adolescent ........... 31 Multivalent (combination) vaccines, accurate

recording .................................................... 14 Mumps

about natural immunity ............................... 17 how to report natural immunity ....... 30, 53–55

myGov.au account and Medicare Online, for parents and families .................................. 33

N

National HPV Vaccination Program Register ............................................ See HPV Register

Natural immunity approved immunisation exemption ............ 17 based on antigens ...................................... 53 how to report .............................................. 30 serology ...................................................... 30

Natural immunity/medical exemption form . 53–55

O

Overdue reports for immunisation providers 35, 37–38, 56

Overseas immunisation histories, resources to help interpret .............................................. 52

Overseas immunisation history, hepatitis B and how to report doses ................................... 27

Overseas immunisation history, how to report ................................................................... 23

P

Parent reminder letter, sample copy ............. 61 Parents seeking immunisation records ......... 33 Parents seeking immunisation records, using

Medicare/Australian Immunisation Register ................................................................... 33

Practice management software compatibility with AIR ................................. 19 immunisation reminders ............................. 37


updates ................................................. 14, 15 Practice management software vendors,

contact list .................................................... 8 PractiX ............................................................. 8 Premature infants

how to record immunisations ...................... 23 immunisation schedule ............................... 23

Priorix Tetra or ProQuad, recording dose numbers ..................................................... 29

Public health units assistance with catch-up schedules ..... 23, 31 contact list ..................................................... 7 giving immunisation records to the general public ........................................................... 32

Q

Qfever vaccine......................................... 15, 21 Queensland Health

adverse event following immunisation (AEFI) reporting form .............................................. 31 contact details ............................................... 7 forms ........................................................... 16 how to order forms ...................................... 16 HPV vaccination register consent form. 16, 64 overdue reminder notice ....................... 38, 62 registration of Medicare provider number/s form ................................................. 15, 16, 66 reminder notice ..................................... 38, 62 vaccination record form ........................ 16, 64 whooping cough vaccine for pregnant women consent form ......................................... 16, 65

R

Rabies immunoglobulin ................................. 23 Rabies vaccine .............................................. 23 Recording dose numbers ........................ 27–29 Recording immunisations given by a nurse .. 14 Red book ...... See Child personal health record Refugees

funded vaccines .......................................... 22 reporting immunisations .............................. 22

Reminder letter for immunisation providers .. 61 Reminder notice, Queensland Health ..... 38, 62 Reporting immunisations for specific groups

............................................................. 30–31 Reports for immunisation providers, Australian

Immunisation Register ......................... 37, 56 Rubella


S

School immunisation program, how to report missed vaccinations .................................. 22

Secure site (AIR) help desk .................................................... 11 how to request access ............................... 40 using HPOS ............................................... 40

Serology testing ............................................ 30 Stat Health .......................................................8

T

Tripacel or Infanrix, recording dose numbers 28 Troubleshooting

Centrelink and Medicare issues ................. 16 data transmission ....................................... 34 missing information .................................... 34 practice management issues ..................... 34 recording errors .................................... 14–15

V

Vaccination record form, Queensland Health 64 Vaccine refusal or hesitancy and impact on

family assistance payments ...................... 17 Vaccines given by another immunisation

provider ................................................ 15, 24 Valid medical contraindications to

immunisation ....................................... 30, 53 Varicella (chickenpox)


VIVAS contact details ...............................................7 data collected on ........................................ 15 how to report overseas immunisation history ................................................................... 23 overdue reminder notice ...................... 38, 62

VIVAS and Australian Immunisation Register, sharing information .................................... 19

VIVAS forms ..... See Queensland Health forms

W

Whooping cough vaccination for pregnant women funded vaccine ........................................... 26 how to report a vaccination ........................ 26 information sheet and consent form ..... 26, 65

World Health Organization, resources to interpret overseas immunisation history .... 52

Z

Zedmed ............................................................8

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