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Individual Immunizations

When we add a parent / guardian’s name for verbal consent for a child, where does the parent / guardian’s name show?

It shows on the Consent Directive Details page which you get to by clicking on the blue hyperlink number for the consent.

Should we be ‘end-dating’ the one-time doses of vaccines like influenza, to the next day, because we know that we don’t need a consent period of a year?

Follow your organizational policy / practice decision.

What do I do when a consent has expired or is invalid?

Create a new consent. Use QRC 1.7.

If you wrongly grant consent for an individual, how do you cancel it?

Expire the consent. Use QRC 1.7.

If a child is accompanied by an adult who is not the guardian for the immunization with a paper consent note from the guardian, should this be documented as a note in PHIMS?

Consent is a practice/clinical issue so documentation regarding this situation is a regional decision. However, if documentation is required, Notes is the correct location.

When an incorrectly recorded immunization is deleted, it says that the associated encounter is not deleted. Where do we find the ‘associated encounter’?

The associated encounter can only be seen as part of an audit report.

Do we document the time that the immunization was provided if the provider is documenting the immunization themselves?

This is an organizational documentation decision.

When I try to select the vaccine lot # that I administered, the lot # is not visible in the drop-down but I know it is in the holding point. Why can’t I see the lot #?

Check if the vaccine is expired. To document an expired vaccine immunization in PHIMS, select check box “Display Expired and Recalled Lots” on the Immunization Detail Add page. The other reason could be that the requisition was not received in PHIMS when it was delivered. Verify that all deliveries have been received using manage requesitions in inventory and search for the requisition status “delivered”.

I provided an expired vaccine, but I still need to document it. How do I document an expired vaccine?

Follow your usual process to determine if the immunization is valid. To document the immunization in PHIMS, select check box “Display Expired and Recalled Lots” on the Immunization Detail Add page

Why do some client records have Rotavirus Unspecified rather than Rota 1 or Rota 5?

Rota unspecified is recorded when the vaccine was given at a non-public health location e.g. Dr’s office and PHIMS cannot tell whether it is Rota 1 or 5 because there is only one tariff code.

Because there are different schedules and forecasts for Rota 1 and 5, Rota unspecified is assigned.

If you can ascertain which vaccine was given, you should update the client record.

What do we do if we do not know what type of Rotavirus vaccine a client received from another provider?

If unknown, choose Rota unspecified. Rota – 1 and Rota –unspecified are both forecasted for 2 doses but will each appear on their own line on the vaccine table.

Rota 5 forecasts for 3 doses.

How do I document rabies vaccine lot numbers if I did not order the vaccine? E.g. post exposure

Pre or Post-Exposure rabies vaccine can be documented using the Add Historical Details functionality. The vaccine lot numbers will be in PHIMS if MDA supplied the vaccine. Adjust vaccine from Inventory as required.

How do I document administration of Pre-exposure rabies vaccine?

Pre or Post-Exposure rabies vaccine can be documented using the Add Historical Details functionality. The vaccine lot numbers will be in PHIMS if MDA supplied the vaccine. Adjust vaccine from Inventory as required.

How do I document a historical immunization given elsewhere when the vaccine is not in the drop down box? E.g. DTwPHibHepB?

If the agent is not in the drop-down you can document 1 agent as 2 or more antigens in order to correctly document the agent. In the case of DTwPHibHepB, it should be documented as two separate immunizations: DPT-Hib & HB. It is important to document as such so that the client’s immunization forecast is accurate.

If there are agents not in the drop down that are frequently documented, please submit a request to the Manitoba eHealth Service Desk for the addition.

Why does my client have a forecast for Tdap when they received a Td only 2 years ago?

Review the Forecaster rules. Pertussis will be forecasted for anyone over 18 who has not received a pertussis vaccine.