Module guide · Clinical

Vaccination

From receiving a cold-chain-tracked vaccine shipment to administering a dose at the bedside, documenting a reaction, and reporting to the state registry, one connected record for every immunization event.

Overview Dashboard Administering a vaccine Vaccine catalog Batches & cold chain Patient views Adverse reactions ACIP schedule Waste tracking Import / export Good practices

What this module is for

Access splits by function: broad clinical roles administer and look things up, pharmacy/management handles the catalog and schedule rules, a wider inventory group manages batches and cold chain, and compliance/pharmacy owns waste reporting.

Who uses it

Physicians, nurses, NPs/PAs, pharmacists, and directors can administer doses, search records, and look up patients. Vaccine catalog entries and ACIP schedule rules are pharmacist/director/admin-only. Batches and cold-chain logging add nurse managers. Waste logging and reporting add compliance and quality staff.

Where to find it

Open Vaccination from the sidebar. A dashboard plus Administer, Catalog, Inventory, Patient records, Adverse Reactions, Schedule, Waste, and Import/Export.

1
Receive & release
A new lot arrives in Quarantine; it's released for use once cold-chain storage is confirmed.
2
Administer
Two-factor identity check, dose details, VIS/consent, and automatic queueing to the state registry.
3
Watch for reactions
Document any adverse event; severe cases are flagged VAERS-mandatory automatically.
4
Stay on schedule
ACIP rules evaluate every patient's due, overdue, and up-to-date doses automatically.

A few terms you'll see throughout

Cold chain is the temperature range a vaccine must stay within from receipt to injection, a reading outside range is an excursion. ACIP rules define which doses are recommended, at what age, and how far apart. VAERS is the federal adverse-event reporting system, mandatory for the most severe reactions. IIS is the state immunization registry every dose is automatically queued to.

Dashboard

Today and period stats, alert tiles for anything needing attention, and a weighted compliance score.

Stat tiles (red whenever above zero)

Field	What it means
Doses Administered Today, Reactions Today, Pending VAERS Reports
Pending / Failed IIS Transmissions, Overdue ACIP Recommendations
Batches Expiring Soon, Batches With Excursions, Low-Stock Vaccines
VFC Doses Administered/Wasted, Not-Done Records	VFC = Vaccines for Children, a government-funded program tracked separately.

A Weighted Compliance Score combines overdue ACIP recommendations (40%), VFC waste ratio (30%), and excursion-free batch ratio (30%) into one green/amber/red gauge. Export a PDF snapshot, or set a custom date range for the trend chart and top-vaccines list.

Administering a vaccine

Search past records, record a new dose, document a refusal, or amend/void an existing record.

Administer Vaccine form

Field	What it means
Patient, Vaccine*	Lot/Batch narrows to usable stock for that vaccine, first-expiring first.
Dose Number*
Administered Date/Time, Site, Route, Dose Volume*	Site and Route required; 15 injection sites, 15 administration routes.
Administering Provider, NPI*	NPI must be exactly 10 digits.
Patient identity verified (two-factor)	Checked by default, name + DOB against wristband, a Joint Commission safety requirement.
VIS Publication/Presented Date, Consent obtained	VIS = Vaccine Information Statement, the mandatory patient handout.
Funding Source, VFC eligible, ICD-10 Encounter Code	11 funding sources, e.g. VFC – Medicaid, Private Pay, Medicare Part B.
Historical record, Historical Source	For doses given elsewhere and logged after the fact.

A separate Record Refusal form documents a dose that was not given, with a required reason (24 options, e.g. Patient Objection, Egg Allergy, Vaccine Out of Stock) and a documenting provider NPI.

Every record can later be Amended (with a reason and amending NPI) or Voided (marked entered-in-error, kept for audit, never deleted).

Completed — dose given

Not Done — refused or contraindicated

Amended — corrected after the fact

Entered in Error — voided

Vaccine catalog

The master reference list of vaccines the hospital can administer. Managing entries is limited to pharmacists, directors, and admins.

New Vaccine form

Field	What it means
CVX Code, Vaccine Name, Category*	12 categories, e.g. Routine Childhood, Travel Vaccine, COVID-19 Booster.
MVX Code, Trade Name, Manufacturer
CPT codes, Target Diseases, ICD-10 Codes, Eligible Age Groups
Doses Required*
Storage Condition*	Room Temp, Refrigerated, Frozen, Deep Frozen, and 3 more; with min/max °C.
Contraindications, Notes

Each entry shows its live inventory (vials available, active lots) and a shortcut to that vaccine's batch list. Deactivate hides it from new administrations without touching history.

Batches & cold chain

Receive shipments, track expiry, and log temperature readings against the storage requirements set in the catalog.

Receive Vaccine Batch form

Field	What it means
Vaccine, Lot Number*
Quantity (Vials), Units per Vial*
Received Date, Expiration Date*
Storage Location, Storage Unit ID*	Location required.
Unit Cost, VFC stock*	Unit cost required, even if 0.

New lots always start in Quarantine and must be explicitly Released (with a releasing provider NPI) before use. A dedicated Batches Expiring Soon view sorts everything first-expiring-first.

Log Temperature form

Field	What it means
Batch/Lot, Recorded At*
Temperature (°C)*	A reading outside the vaccine's safe range is flagged as an excursion.
Storage Unit ID, Device ID, Automated device reading

If a storage unit shows repeated excursions, it can be Quarantined as a whole, with a reason and provider NPI, moving every active batch stored there into Quarantine at once.

Active / Released — usable for administration

Quarantine — held pending release

Recalled —

Expired / Depleted / Destroyed — no longer usable

Patient views

Two per-patient screens: a clinical snapshot, and the full chronological history.

The Immunization Summary shows a green "up to date" or amber "not fully up to date" banner, completion stats, active ACIP recommendations (due, overdue, up to date, catch-up), and any active contraindications. The Immunization History lists every record, administered, refused, amended, or voided, in order. Both offer a PDF download of the patient's full immunization record.

Adverse reactions

Document reactions against a completed dose; the most severe levels are automatically flagged as VAERS-mandatory.

Report an Adverse Reaction form

Field	What it means
Patient, Vaccination Record*	Only completed doses for that patient are listed.
Severity*	9 levels, from No Adverse Event up through Local/Systemic Mild-Moderate-Severe, Anaphylaxis, and Death.
Onset Date/Time, Reaction Description*
Treatment Given, VAERS Report already submitted

Systemic Severe, Anaphylaxis, and Death require VAERS reporting

A red banner appears automatically at these severities. A dedicated VAERS Pending queue lists every mandatory report still outstanding, with a quick Report ID + date form to mark it filed.

ACIP schedule

Look up a patient's due and overdue doses, and, for pharmacy/admin, manage the underlying age and interval rules.

The Due and Overdue screens are patient-lookup tools, search a patient to see their current recommendations, or trigger Re-evaluate Schedule to re-run the rule engine. There's no hospital-wide "everyone due" worklist, this is per-patient.

New Rule form (pharmacist / director / admin)

Field	What it means
Vaccine, Age Group, Dose Number*	7 age groups, Birth through Elderly.
Age Min Days*	Age Max Days optional, open-ended if blank.
Interval Min/Recommended Days	Minimum vs. ACIP-recommended spacing since the prior dose.
Catch-up allowed, Required, ACIP Reference, Series Name

Waste tracking

Log wasted vials/doses against a specific lot, and run accountability reports, with a dedicated VFC report for state/CDC submission.

Log Vaccine Waste form

Field	What it means
Vaccine, Lot/Batch*
Waste Date, Vials Wasted, Doses Wasted*
Waste Reason*	Expired, Temperature Excursion, Broken Vial, Contaminated, Recall, and more.
Disposed At, Disposal Method, Disposed By, Witnessed By, Cost Value*	Disposed At required.

The Waste Report covers a date range with a general view, and a VFC tab with a dedicated CSV export for state/CDC accountability submission (the general report has no CSV export by design).

Import / export

Bulk move data in and out: the vaccination register, VFC reports, a single patient's FHIR bundle, and historical record imports.

Available tools

Field	What it means
Export Vaccination Register	CSV or Excel, by date range and status.
VFC Accountability Report	CSV or Excel export for state/CDC submission.
Export Patient FHIR Bundle	One patient's full immunization history, HL7 FHIR R4.
Import CSV / Excel / FHIR Bundle	Bulk-load historical records; each run reports imported, skipped, and error counts.

Good practices

Release a batch only after confirming cold-chain storage

New lots sit in Quarantine on purpose, releasing without checking storage defeats the safeguard.

Don't skip the two-factor identity check

It's checked by default for a reason, wrong-patient vaccination is exactly what the Joint Commission's identification requirement exists to prevent.

File VAERS reports promptly once flagged

Systemic Severe, Anaphylaxis, and Death reactions are legally reportable, the Pending queue exists so nothing slips through.

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