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Troubleshooting IIS Vaccine Reporting Errors: Causes, Solutions, and Best Practices

Discover effective strategies for troubleshooting errors in the IIS (Immunization Information System) that can hinder your vaccination reports. This guide explores common causes of discrepancies, such as historical records, incorrect patient information, and improper documentation. Learn how to run the Pt Detail Report effectively, double-check vaccination data, and confirm lot numbers to ensure accurate reporting. We also discuss common pitfalls and provide advice on filling in missing information, avoiding duplicate entries, and managing inventory issues. Stay compliant and maintain accurate records with these practical solutions.

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Troubleshooting IIS Vaccine Reporting Errors: Causes, Solutions, and Best Practices

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Presentation Transcript

  1. Troubleshooting Errors in the IIS How to Find Errors, Why They Affect Your Reports, and How to Fix Them

  2. How Everything Fits Together

  3. Causes for Errors

  4. How to Find Errors

  5. Running the Pt Detail Report • Select “By Service” • Type in the Vaccination Date Range for the report. (We recommend running your monthly report date range each time) • Type in a Birth Date Range that includes only children less than 19 years of age • Ensure that patient VFC eligibility is set to “All” • Choose “No” under Publicly Supplied Vaccine • Click Create Report.

  6. Double Check Historicals Was this vaccine record brought in as an official historical vaccine? Was it administered by your facility and wrongly recorded as historical? OR

  7. Different Facility Listed A float staff member was not logged into the correct location

  8. Fill In Missing Information Missing Fields = No Match

  9. Double Check Lot/Manufacturer • Compare with • What is on the BOX • What is on the Reconciliation Page

  10. Other Possibilities • Inventory not received in IIS before administering • VFC or Insurance improperly recorded (UNK) • Vaccine actually given from wrong supply • PPD Test or travel vaccines can be ignored • Duplicate vaccine given to same patient • May be due to twins or siblings having records inappropriately merged in the IIS. Confirm in your records whether this is true and call the Help Desk.

  11. Run Lot Recall Listing • Generates a list of patients who received this lot • Compare with any records you may have • Find missing patients on either list

  12. Fix in Patient Record

  13. Questions?

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