Immunisations: Quick Guide

MediRecords lets you record, update, and track a patient's immunisations directly within their record, including linking recalls and managing childhood immunisation schedules. It also integrates with the Australian Immunisation Register (AIR), so you can request and review a patient's AIR history, submit and edit AIR claims, and check which vaccines are due.

Contents:

1. Viewing Immunisations
2. Adding an Immunisation and Linking a Recall
3. Recording an Immunisation with an Overseas Postcode
4. Editing an Immunisation
5. Deleting an Immunisation
6. Childhood Immunisation Schedules
7. Printing Immunisations
8. Requesting Access to View the Patient’s AIR History
   • Prerequisites
9. Retrieving the AIR History
10. Viewing Vaccines Due
11. Editing an AIR Claim
12. Editing an Encounter
13. Editing an Episode
14. Troubleshooting

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.

Recording an Immunisation with an Overseas Postcode

The postcode field only accepts 4 digits, since this is a requirement of the Australian Immunisation Register (AIR), not a MediRecords limitation. If a patient’s postcode doesn’t fit this format, for example an overseas postcode, set the patient’s country to a country other than Australia first. This will allow you to save a postcode that isn’t 4 digits, so the immunisation can still be recorded for your own records.

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
• Provider 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 Providers, 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

Troubleshooting

Immunisation Recorded with an Overseas Postcode Cannot Be Claimed Through AIR

Cause: The postcode field only accepts 4 digits, as required by AIR. To save a record for a patient with an overseas postcode, the patient’s country must first be set to a country other than Australia, which allows a postcode that is not 4 digits to be saved.

Resolution: This is expected: the immunisation can still be recorded for your own records, but saving it this way means it cannot be submitted or claimed through AIR.

Escalate: If the immunisation needs to be claimed through AIR, contact AIR directly for advice, since this falls outside what MediRecords can submit on your behalf.

The AIR History Grid Appears Empty or Doesn’t Show an Expected Immunisation

Cause: The access token issued when requesting access to a patient’s AIR history expires after 60 minutes. If too much time passes between requesting access and retrieving the history, the grid may not populate as expected.

Resolution: Re-request access to the patient’s AIR history to generate a new token, then retrieve the AIR history again.

Escalate: If the AIR history still doesn’t show an expected immunisation after re-retrieving, confirm with AIR directly that the immunisation was successfully submitted, or contact MediRecords Support.

An AIR Claim, Encounter, or Episode Edit Won’t Save

Cause: An AIR claim is only editable if the Immunising Provider and Information Provider belong to the same organisation; otherwise the Edit option stays inactive. Separately, if the AIR access token expires while editing an Encounter or Episode, the edit cannot be completed until a new token is requested.

Resolution: Confirm the Immunising Provider and Information Provider belong to the same organisation before editing a claim. If prompted that the access token has expired, request a new token and re-enter the changes.

Escalate: If the Immunising Provider and Information Provider do belong to the same organisation but Edit remains inactive, or the edit still won’t save after requesting a new token, contact MediRecords Support.