Immunisations: Quick Guide

Managing immunisation records is a key part of delivering safe, high-quality patient care. MediRecords provides an efficient way to create, update, and track immunisations directly within the patient record. By recording vaccines, linking recalls, and maintaining accurate schedules, practices can ensure patients remain up to date with recommended immunisations while meeting national reporting requirements.

This article explains how to configure your practice for Australian Immunisation Register (AIR) integration, request access to view a patient’s AIR history, retrieve and review AIR immunisation records, and manage vaccines that are due. It also covers how to add, edit, or delete immunisation records, print immunisation reports, link recalls, use childhood immunisation schedules, and edit AIR claims when required.

Australian Immunisation Register (AIR) Integration

MediRecords integrates directly with the Australian Immunisation Register (AIR) to simplify immunisation management.

Through this integration, you can:

• Submit and claim immunisations directly to AIR

• Access a patient’s full AIR immunisation history

• Update AIR records when corrections are required

• View vaccines that are due or overdue

This integration helps keep records accurate, compliant, and up to date while improving workflow efficiency and patient care.

Contents:

1. Viewing Immunisations

2. Adding an Immunisation and Linking a Recall

3. Editing an Immunisation

4. Deleting an Immunisation

5. Childhood Immunisation Schedules

6. Printing Immunisations

7. Requesting Access to View the Patient’s AIR History

8. Retrieving the AIR History

9. Viewing Vaccines Due

10. Editing an AIR Claim

11. Editing an Encounter

12. Editing an Episode

Viewing Immunisations

You can filter immunisations in the Immunisations summary by clicking Filter and picking Given Here, Given Elsewhere, Declined, or any mix of these.

1. Open a patient file, go to the Clinical tab, click Immunisations, then click Filter under the Immunisations tab.
    
    

2. You can also find immunisations by typing the first few letters in the Search field. Press Enter to see the closest matching immunisation records for the patient.

Adding an Immunisation and Linking a Recall

1. To add an immunisation, open the patient record, go to the Clinical tab, and select Immunisations. Click New Immunisation to open the form.
   
    

2. Select the Name of the Immunisation on the left-hand side, then click to select Consent By, Vaccine Type, Site, Dose, Route, Batch No., and Recall.
   
   
    

   ℹ️ Note:

   • In the Vaccine Type dropdown, choose one of the new funding options. Providers must select this to identify the correct funding.
     
      
   • Click the Recall dropdown to select a reason, which helps identify patients who are due or overdue for vaccinations.
     • For child patients, recall dates are calculated from the patient’s date of birth.
     • For adult patients, recall dates default to today’s date and can be changed.
       
        
   • When assigning a Recall, choose an Assignee (User or User Group).
     • If no assignee is selected, no alerts will be generated when the immunisation is due.
       
3. Enter any relevant Comments, click Save, and the Immunisation will be created and added to Today’s Notes.

Editing an Immunisation

1. Open the patient record, go to the Clinical tab, and select Immunisations. Click Edit to open the form. 
   
    

2. Update the required information and then click Save.
    

Deleting an Immunisation

1. Open the patient record, go to the Clinical tab, and select Immunisations. Tick the box and click Delete.
   
    

2. Click Yes to confirm.
   

Childhood Immunisation Schedules

1. Open the patient record, go to the Clinical tab, select Immunisations, and then click Show Child Schedule.
   
   
    

2. Click the Tick next to an immunisation to open the immunisation form. The immunisation name will be pre-selected.
   
    

   ✅ Tip: Schedule Indicators

   • X = Not recorded at the clinic

   • Tick = Administered at the clinic

3. Complete the remaining fields and then click Save.

Printing Immunisations

1. Open a patient file, go to the Clinical tab, click Immunisations, then click the Printer icon under the Immunisations tab.
   
   
    

2. Confirm the printer destination and then click Print.

Requesting Access to View the Patient’s AIR History

1. Open a patient file, go to the Clinical tab, click Immunisations, then go to the AIR Immunisation History tab.
   
   

Prerequisites

• Patient must have a Medicare Number or an IHI Number

• Practice must have PRODA enabled

• User must have:

  • Active Clinical or Integrated subscription

  • AIR registered immunising provider status

Retrieving the AIR History

1. Once a token is retrieved, a new request to access the Patient’s History is sent, and the data in the response will populate the grid. 
   
    
2. The grid will open with all Encounters expanded to display the Episodes nested inside. This is to enable easy viewing for users, and a quick search using CTRL+F if looking for a particular Vaccine name. 
3. Encounters are sorted by Date descending.
    
    
   • The Episode drawers can be closed individually by clicking on the up chevron on the Encounter row. 
   • Or all can be collapsed at once by clicking on the Collapse/Expand All button:

Viewing Vaccines Due

1. Click Vaccines Due
   
    

2. View the read-only list of:
   

   • Diseases

   • Required doses

   • Recommended vaccination dates

Editing an AIR Claim

Claims are editable only if the Immunising Provider and Information Provider belong to the same organisation.

1. Tick a claim checkbox and, if the Edit option is active, click Edit.
   
    

2. Clicking on Edit will open the Edit AIR Immunisation modal.

Editing an Encounter

You can update the following and click Save to apply changes and refresh the AIR history.

• The Date by picking a new date from the calendar or typing it in.
• The Given By Provider by searching and selecting using title, first name, last name, or user code.
• If vaccinations were Administered Overseas, check the box to enable the country list, then search and select by country name or code.
• The School ID must be a number with up to 9 characters.
• Given During Pregnancy by choosing the other radio button.

Editing an Episode

You can update the following and click Save to apply changes.

• Vaccine Name

• Vaccine Type

• Dose (max 3 characters)

• Batch No. (max 20 characters)

• Route