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TailorMade Info Technology Solutions Ltd

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Smart Immunisation Clinic

Introduction | Update Details

User Guides

Smart Immunisation Clinic is ready to go as soon as you open it!

We hope that you'll find Smart Immunisation Clinic very intuitive and therefore won't need to much help, but just in case we have provided the following help information...

Smart Immunisation Clinic v5

Designed for Microsoft Windows® Software. Subject to our EULA

Smart Immunisation Clinic Version 5 will only work with Vision 3 and on DLM485 or above. Sites not on DLM485 may continue to use version 4 until their Vision 3 system has been updated.

Support is NOT managed by Vision and must be directed to us via email solutions@tailormadeit.co.uk

Table of Contents

Installation

Installation depends on whether you manage your own practice server or are on a hosted solution

Managed (Hosted) Servers (i.e. AEROS, WES, etc...)

Smart Imm Clinic v5 will be installed for each practice by the managed server team, so you only need open it, to immediately start using Smart Imm Clinic.

Practice Servers

Those practices that manage their own servers will be provided with download instructions in the licence email provided when purchased.

Smart Immunisation Clinic - Modes

Smart Imm Clinic now has two modes for data entry;

Patient Mode

This is the traditional screen that is used in conjunction with a patient record open in Consultation Manager

List Mode

This is new to v5 and is designed to be used without a patient record open; working from either a Vision Patient Group or Vision Appointment List.

List mode enables a very quick method of data entry when working from a pre-defined list of immunisations that may have already been administered.

Stock Control

As soon as you open Smart Imm Clinic for the very first time you will see a list of immunisations displayed in the left window. When selecting an immunisation in this list that currently has no stock you should immediately see the Add Stock button. Alternatively, you may use the Stock menu to manage the stock for each selected immunisation.

Add Stock

Add Stock

This will display the stock screen. Choose which Practice Location the stock is being held and select a vaccine name from the Vision drug dictionary by clicking the Lookup button.

Enter batch number, expiry date and batch stock amount. You may also set a minimum stock level amount which will warn you when this level has been reached by turning the total count red.

Click Update button when finished.

Stock Information

Additional Settings
Edit / Delete Stock
  1. Select an immunisation to display all the batch cards
  2. Select the actual batch card you would like to edit or delete
  3. Click the Stock button shown on the batch card
  4. A question message will appear asking what action you would like to take...

Manage Stock

Exclude expired/no stock

Expired stock or batches with no stock count will automatically hide the relevant batch card(s). Uncheck this checkbox to see expired batch cards displayed in red.

Any expired batches with remaining stock levels will be reflected in the total counts being displayed when this option is unchecked. Expired stock is also location specific.

Expired Stock

Stock Counts

Stock Count

Stock counts (as well as batch cards) are location specific. Therefore your location stock count may differ from total stock count. Changing each location will display the stock (batch cards) and the number of vaccines stored at each location.

Program Settings

Changes to the following areas are practice wide. Program Settings can be accessed from the Open menu when in Patient mode or via the cog wheel icon in List Mode.

Claim Codes - Management Screen

If in Wales you may select "Use Welsh Claim Codes", which will automatically add all the standard immunisation claim code throughout the majority of Wales.

Where claim codes are specific to a regional area these may be added manually.

Adding a Claim Code
  1. Select an immunisation from the list
  2. If in Patient mode - Click the List menu and select Claim Codes
    • If in List mode - Click the cog wheel icon to access Program Settings and select Claim Codes
  3. Click Add button
  4. Enter Claim code and Description that will be displayed when selected on the front screen
  5. Select the appropriate Reason. This will be automatically selected if the immunisation meets the age range criteria
  6. Age range is option, but if entered it will automatically select this claim if the patients age meets this criteria
Edit / Delete Claim Code
  1. Select an immunisation from the list
  2. If in Patient mode - Click the List menu and select Claim Codes
    • If in List mode - Click the cog wheel icon to access Program Settings and select Claim Codes
  3. Select claim code shown in the list
  4. Click Edit or Delete button
Special Risk Reasons

When selecting Special Risk as a reason for an immunisation you may either type out the reason(s) or select from a preset list of conditions.

This preset list maybe amended by each practice.

Patient Mode
  1. Click the List menu and select Special Risk Reasons
  2. Use either the Add, Edit or Delete buttons to amend the list
List Mode
  1. Click the cog wheel icon to access Program Settings and select Special Risk Reasons
  2. Use either the Add, Edit or Delete buttons to amend the list
Immunisation Rules

This section should be used with caution and is initially setup to use the Vision immunisation rules on how each immunisation is entered. Although you may amend these settings in Smart Imm Clinic to suit your practice methods of data entry, you may still find that the Vision screen prompts may still appear when adding the data to the patient record.

Vision immunisation rules are taken from the Department of Health Green book for Immunisation against infectious disease, but where changes have taken place that effect these current rules you can apply these changes immediately, until such time as they are changed within Vision.

Caution: Any changes to Vision immunisation rules or the Green Book will be changed by us in a software update. Therefore any changes you may have made for an immunisation will be overwritten, so that Smart Imm Clinic abides by the same rules as Vision and the Department of Health.

Changes to this screen are audited

These rules are a guide to default settings when selecting an immunisation and may therefore not be the final result of what has been entered into the patient record as the user may change these defaults before data entry.

The immunisation rules allow a practice to change:

Contraindications & Allergies

This section should be used with caution. It will simply display a warning screen in Smart Imm Clinic if a matching Read code exists within a patient record.

Changes to this screen are audited

Each immunisation is shown with its Read code and an editable list of codes along side it.

If you wish to amend the list of Read codes, note that each Read code entered is divided by a comma

About Patient Mode

Patient mode is designed to add immunisation data with a patient record open in Vision. If no patient record is open, an exclamation message will be displayed asking you to start a patient consultation.

Data Entry in Patient Mode

The requirements for entering immunisations in Patient mode are:

  1. Select and immunisation from the list
  2. Select the correct batch details card
  3. Check the Immunisation form and make any necessary changes
  4. Click either Save or Save & Close - Both will record immunisation details immediately into the patient record
    • Smart Imm Clinic will remain open after saving the data to the patient record using Save
    • Smart Imm Clinic will hide after saving the data to the patient record using Save & Close

Note: The recorded immunisation details should be immediately visible in the open patient record.

Show / Hide Smart Imm Clinic

Hide Smart Imm ClinicSmart Imm Clinic can be manually hidden out side the main screen area using the House icon next to the Save & Close button. If clicked it will create a small Imm tab on the right middle side of the screen, which is always shown on top of all open screens.Show Smart Imm Clinic

Should you then need Smart Imm Clinic, you would simply click on this Imm tab to show Smart Imm Clinic

NOTE: Minimising Smart Imm Clinic will not display the Imm tab, as it will be visible in the task bar area and you will need to restore it from here.

Manage the Immunisation Lists

The immunisation list has 4 customisable filter options, which provides a quick way to see just:

Immunisation Quick Filters 

Filter List IconClick the Filter icon to display the Immunisation Selection screen

This will allow you to define each of the filters.

Amend Imm Filters

It is also possible to assign a hotkey to an immunisation, which will automatically jump to this immunisation rather than having to use a mouse. You may set up to 9 immunisation hotkeys.

Add Other Clinical Terms

Add Other TermsAdding Other Clinical terms is immunisation specific and provides a method of entering additional data about the selected immunisation, such as allergies, refused, DNA's etc...

Add other clinical terms

If this icon is not displayed, there are no additional clinical terms for this particular immunisation.

Select an clinical code from the drop down list and click the Add Read button to record the data in the patent record

The clinical terms shown in each list are system settings and cannot be customised, but we would be more than happy to add these for you if you email us the Read Code and assigned immunisation(s).

Immunisation Form

The immunisation form is displayed under the batch detail cards and allows you to change any of the immunisation settings.

Immunisation Form

Certain patients will be subject to Smart Imm Clinic Immunisation Rules and will automatically display relevant due date, reason, site and method.

This will also read the patient record and automatically change the stage according to what has already been entered in the patient record. Therefore if stage 1 has already been entered for the patient, you will see stage 2 automatically selected in Smart Imm Clinic. You can quickly verify this by looking in the patient record or click H\O Immunisations from the List menu, which displays all the patients immunisations, grouped by age. This may also be printed.

Consent

Consent options are part of the immunisation form and may be changed accordingly, where applicable it will be entered with the immunisation:

Reason

Selecting Traveller or Special Risk will display additional fields:

Free Text

There is always a free text field displayed for adding ad-hoc information about an immunisation.

Free Text

There is also a icon beside the free text field that stores an unlimited amount of messages, which may be added to the free text field rather than having to keep typing out repetitive information.

Adding Stored Text
  1. Click the Free text icon to open the stored text screen
  2. Select a line of text
  3. Select either the Append or Replace option
  4. Click Add To Imm button

You may also select multiple lines of text (while holding the Ctrl key) to string them all together.

Replace Text

This will replace any text currently in the main screen free text field.

Append Text

Here you have a few options to either add your selected text to the beginning (Prefix) or end (Suffix) of any current text that may already be in the main free text edit field. There is also an option to add the selected text at the current cursor position in the main screen edit field.

Store Additional Text
  1. Click the Free text icon to open the stored text screen
  2. Click Edit Text button
  3. An editor will open and you simply amend this text accordingly.

Note: Each line in the text editor provides a selectable line option in the list box.

There is no audit trail for free text amendments, which are available throughout the practice.

Add Script

Batch details has an option to set the default for adding an acute script when an immunisation is selected. This may be changed by clicking the script icon on the form to either add a script or not.

Add Script

If the dosage instruction field is displayed a script will be issued. This dosage instruction will be added to the issued script

NOTE: Due to the complexities of prescriber warnings and decision support, Smart Imm Clinic will only display a script; making all the necessary changes set up within the selected batch card. Thereafter, it will be down to the user to proceed through any other messages displayed by Vision when prescribing. This may include having to select an appropriate prescriber.

There are some options when issuing a script which are stored in each batch card.

Out of Practice or OHP

If either Out of Practice, In another Practice or Source unknown is selected, it will display the Out of Practice screen

This is also displayed if an OHP (Other Healthcare Provider/Professional) immunisation is selected

Batch and script details are optional.

Out of Practice

Claim Codes

If an immunisation has a claim code assigned this will display the claim code field. If the claim code includes an age range it will automatically select this claim code if the selected patient is within the claim age range and change the assigned reason for the claim, i.e. Routine, Special Risk, Traveller, Epidemic

Claim codes may be managed via Program Settings or from the List menu.

Adding a Claim Code
  1. Select an immunisation from the list
  2. Click the List menu and select Claim Codes
  3. Click Add button
  4. Enter Claim code and Description that will be displayed when selected on the front screen
  5. Select the appropriate Reason. This will be automatically selected if the immunisation meets the age range criteria
  6. Age range is option, but if entered it will automatically select this claim if the patients age meets this criteria
Edit / Delete Claim Code
  1. Select an immunisation from the list
  2. Click the List menu and select Claim Codes
  3. Select claim code shown in the list
  4. Click Edit or Delete button
Free Text Batch

This option provides a quick ad-hoc method of entering immunisation data with no stock control. All fields are optional

About List Mode

List mode allows you to enter immunisation data without having a patient record open. You can work from a list of patients using either appointments or patient groups or use the patient search to select a patient in Smart Imm Clinic.

To enable List mode click the Open menu and select ether Appointments or Patient Groups.

Appointments

AppointmentsWhen selecting Appointments you may define which appointment list you would like displayed, by using the options available in the left screen area.

  1. Select a Date and Book Owner for the appointments to be listed
  2. You may then apply additional filters to define the amount of appointments listed
    • Select a specific session assigned to the book owner on that day
    • Select a slot type from the selected session
    • Select a status: Booked, Arrived, In Consultation, Seen, Not Seen, or DNA

All sessions, slot types and statues are displayed if none are defined, unless there only happens to be one of each, in which case it will display these in each drop down list.

Any changes to a drop down list can be immediately refreshed by clicking Apply Filters

Selecting a patient within the list will display the patient demographic details on the top banner of Smart Imm Clinic, so that you know which patient record you are about to enter data into.

When the patient name is displayed in the top banner section, Smart Imm Clinic will also check this patients medical record and illuminate the allergies icon if any drug or non-drug allergies are present or if they have been prescribed any antibacterial medication in the last 10 days and the status of all current immunisations, which may be viewed using the "Show previous immunisations" icon or printed.

Some appointment cards in the list may display a phone icon above the appointment time, which you may click to show patient contact details.

Contact Details

The different appointment status icons are the same as in the new Vision appointments app

Appointment Status

Patient Groups

This mode allows you to select an Patient Group currently displayed within Vision, which will then list all the patients within your selected group within Smart Imm Clinic.

Close / Open Patient

When in List mode and with a patient displayed on the Smart Imm Clinic top banner, the drop down list will allow you to Close the currently selected patient in Smart Imm Clinic or Open the patient medical record in Consultation Manager.

Note: Opening a patients medical record in Vision is dependent on smart card rights or Vision security settings depending on your country.

Close or Open Patient record

Patient Search

With no patient is selected in List mode you may search for a patient in Smart Imm Clinic, by clicking the Search Patient option.

Patient Search

This provides two methods for finding patients in Vision, using either Smart Search or Individual Search Fields. When searching; if only one match is found it will immediately select this patient, only if more than one match is found will a list be displayed.

Search Examples

Search Examples

Data Entry in List Mode

Adding Immunisation data in List mode is slightly different than in Patient mode.

You will need to select a patient from either the Appointments or Patient Group list or have selected a patient in Smart Imm Clinic via the patient search option.

In either case the selected patient will be displayed in the Smart Imm Clinic top banner

Adding Immunisation data is a two step process when using List mode;

  1. Clicking Save will store all the immunisation data for the selected patient and the button will display how many immunisations are currently in the list ready to be saved to Vision.
    Save Stored Data
  2. When you are ready to enter the data or you would like to view the stored data, click Save to Vision.
    This will ask you if you "Would like to View or Delete the saved immunisation data"
    • Click YES to view stored immunisation data, which will allow you to remove items from the list
      Saved Immunisations
    • Click NO to save all the stored immunisation data to the patient record in Vision
Allergy Alert

Allergy Alert

The allergies icon is only displayed in List mode for a selected patient, and has two states:

When the illuminated Known Allergies icon is displayed, clicking on this icon will display a tabulated list of all drug allergies and/or non-drug allergies.

Allergy Screen

Antibacterial Medication

Antibacterial medication alert

The antibacterial icon is only displayed in List mode for a selected patient

If any antibacterial medication has been issued in the last 10 days the icon will be displayed. When displayed, clicking on this icon will list all the antibacterial medication and highlight those given in the last 10 days in red.

Antibacterial medication

Consultation Type

All consultations recorded into a patient record use the default type "Clinic", unless changed in Smart Imm Clinic.

If changed you may also set this as your default choice for all future uses.

Smart Immunisation Clinic v4

Table of Contents

Installation

There is no installation!

All you need do is download the program from the website page detailed in the license email you were sent when you purchased Smart Immunisation Clinic. This information is also show on your invoice.

Downloading...

When downloading click the RUN options and simply click UNZIP.

This will automatically extract all the files to run Smart Immunisation Clinic. You may save it wherever you wish, but the default folder location is O:\Download\Smart Immunisations as this is a shared folder and accessible by everybody in the practice.

If you unzip the program to your own computer, others may not be able to access the program, especially when your computer is turned off. So it's best all-round to unzip it to either the O: or P: shared drives.

Create a Smart Immunisation Clinic Shortcut...

When Smart Immunisation Clinic is open click on the File menu and select either:

The desktop shortcut is user specific and therefore will need to be applied to each person's desktop when they have signed into their workstation session.

If you opt for "Add shortcut in Guideline", this will add a button to the Vision Local Index Guideline for easy access to Smart Immunisation Clinic for everybody. Please make sure you have Consultation Manager open first. Note: If you selected this option last year, you will not have to do this again.

Defining Your Immunisations

You may decide which immunisations you would like displayed in Smart Immunisation Clinic by clicking on the View menu > Select Immunisation.

Tick either the Select All checkbox or individually select which immunisations you want used in your practice, then press Save.

The Vaccine drop down list will now only show your selected immunisations.

How to add an Immunisation...

Just select an immunisation from the vaccine drop down list at the top of the form and all the necessary options will light up and become active.

Certain options may stay disabled, as they are not relevant for your selected immunisation.

Once you have selected all the appropriate options on the form, select the batch you want to use in the list and click either:

Save to Vision will add your immunisation and once everything you selected has been entered in the patient record it will return to the Smart Immunisation Clinic main screen again.

Whereas Save and Close will return to the mini toolbar button after entering all the data.

Use the Close button to show the mini toolbar button.

Use the File menu and Exit to close the program or the cross in the top right corner

Batch Numbers

Once you have selected an immunisation you have choices:

  1. Click the "Add Stock" button (preferred). This will store an unlimited amount of individual batches, including expiry date for batch and preferred script name to record. These may then be selected from the list on the main front screen.
  2. You may add an immunisation without entering a batch number. Although you will be shown a screen prompt to check you really want to continue.
    If however you opt to enter an IOS claim: batch numbers are mandatory and you will not be able to proceed unless you deselect the IOS claim or enter/select a batch number.
  3. Click the "Free Batch" button and enter the details manually. This however will not count stock or warn about expiry dates.

If there are any stored batch numbers with expiry dates in the list for the selected immunisation it will automatically select the earliest batch to expiry. Although you may opt to select a different one.

Add Stock - Saved Batch Numbers

You may store an unlimited amount of immunsation batches. Note: all batch number details are stored in the immunisation of each patient record and maybe searched in Vision, so there is no need to retain past history batch details in Smart Immunisation Clinic.

There are 4 checkboxes in the screen.

If Print Script is not ticked: it will just add the script to the patient record, whereas if it is ticked it will print the script.

If Personally Administered is ticked it will apply this setting in the script.

If Private has been selected when entering the immunisation it will turn the script into a private script as well.

If Include Batch details or Drug Name is ticked it will add these details to the free text of the immunisation. This means that it will be visible when looking at the patient record in any view, rather than having to open/view the immunisation.

Once you have entered a batch number, expiry date and selected the vaccine name from the drop down list, click "Save"to add them to the list on the main screen.

Stock Level Count

Within the batch details there is an option to apply immunisation stock levels. This information is shown in the front screen list next to the selected immunisation and shows the total of practice stock as well for the selected immunisation.

Note:

  1. Stock level Counts only work if you use Smart Immunisation Clinic to issue immunisations. If you add an immunisation directly in the patient record it will NOT alter the Stock Level Count. However, you may simply update the Stock Count in Smart Immunisation Clinic.
  2. Stock Level Counts on the main front screen only change on refresh. Which means they will only update if you have added an immunisation or reselected an immunisation or restarted the program. If the screen remains open and someone else has issued an immunisation, it will not change the count immediately.
  3. When selecting a source other than "In this Practice" the stock level count will be disabled on the main screen and will not be included in any counts.
Expiry Date Management

Now that expiry dates are a mandatory part of entering batch details into Smart Immunisation Clinic, it will now try to help you manage the immunisations by offering the earliest expiry date batch number when selecting an immunisation.

It will also inform you when you issue an immunisation on the last date of the expiry period.

There is also a built in safety measure which will not let you issue an expired immunisation and will  automatically reset the stock level to zero and hide all expired batches from the list.

Reason / Claim

The options in this drop down list now include the method of entering immunisation claims, by means of a customised list and/or special risk reasons and work as follows:

When the claim code list is displayed it will automatically show the relevant type of claim codes for your chosen Reason. For example: selecting...

Traveller Reason

When selecting Traveller from the Reason drop down list, it will display a screen to allow you to select a mandatory destination which is required by Vision.

There is also an optional field list for you to be able to be more precise in the actual travel destination. You may either type the destination(s) or select one from the vast list. This will then be added to the immunisation free text in the patient record.

Traveller

The destination details you entered will be displayed in the Status bar area (bottom of main front screen) for your reference until added to the patient record.

To update or change the details just reselect Traveller from the Reason drop down list.

In addition the Other Read Terms drop down list of Read codes will have changed to codes associated with travel. These will need to be entered before entering the immunisation, using the Add button.

Claim Code List

The Immunisation Claim Code list may be opened from the View menu of Smart Imm Clinic. Otherwise it will be automatically invoked upon selecting a specific Reason when entering immunisations.

We have provided a starting set of claim codes which you may add to, or edit and individually delete if not appropriate for your practice.

Claim Codes

This will hold 3 methods of recording claim codes and/or risk reasons.

  1. Selecting Reason = Special Risk will show special risk reasons with no claim codes
  2. Selecting Reason = Claim - Routine or Claim - Special Risk will show any type of standard claim code
  3. Selecting Reason = IOS Routine or IOS Special Risk will show any type of IOS claim code

The Reason selected in the Smart Imm Clinic drop down list has to match the selected Claim code reason, otherwise you will not be able to proceed. This makes sure the correct claim code is used for your chosen reason.

Additionally, each claim code entered in the list is immunisation specific and must match the immunisation you have selected. This does not include selecting a special risk reasons with no claim code.  This makes sure the correct claim code is used for your chosen immunisation.

The final check, is if an optional age range. This will warn you, if your selected claim code is outside the parameters of the patient age.

*Note: This list of claim codes may be opened for editing purposes (i.e. to change the initial order of the claim codes) from the View menu of Smart Imm Clinic and selecting "Show Claim Codes List". Please use with caution!

Add/Edit or Delete

When adding or editing a risk reason, if you do not need to make any claims, simply type the nature of the risk in the field provided at the top of the add/edit form.

Creating Standard Claim codes

Any type of standard claim code will be entered as free text in the notes of the recorded immunisation and enclosed in square brackets. This makes it easier to extract in Microsoft Excel should you need to upload all your claims to a third party. We do provide free Microsoft Excel workbooks to accomplish these tasks.

How to enter a Routine claim code:

  1. Enter Nature of the Risk, i.e. Routine 65-75y, Routine 75y+, 1st Intranasal, etc...(Mandatory)
  2. Select Immunisation for claim from drop down list
  3. Select Reason as Routine
  4. Enter the Claim Code
  5. Using an age range is optional
Routine Claim Code 

How to enter a Special Risk claim code:

  1. Enter the Nature of the Risk, i.e. Diabetes, CKD, etc...(Mandatory)
  2. Select Immunisation for claim from drop down list
  3. Select Reason as Special Risk
  4. Enter the Claim Code
  5. Using an age range is optional
Special Risk Claim Code
Creating IOS Claim codes

If you do make IOS claims, there are two methods of IOS claim:

  1. IOS Routine - will enter the immunisation reason as routine and add an IOS claim using the code your enter
  2. IOS Special Risk - will change the immunisation reason to special risk, and enter the nature of risk within the immunisation, plus enter an IOS claim using the IOS special risk code.

How to enter an IOS Routine claim code:

  1. Enter the Nature of the Risk, i.e. Diabetes, CKD, etc...(Mandatory)
  2. Select Immunisation for claim from drop down list
  3. Select Reason as IOS Routine
  4. Enter the Claim Code
  5. Using an age range is optional
IOS Routine Claim Code 

How to enter an IOS Special Risk claim code:

  1. Enter the Nature of the Risk, i.e. Carer, Pregnancy, etc...(Mandatory)
  2. Select Immunisation for claim from drop down list
  3. Select Reason as IOS Special Risk
  4. Enter the Claim Code
  5. Enter an IOS Risk code
  6. Using an age range is optional
IOS Special Risk Claim Code
Age Range

Adding an age range to an immunisation claim, will warn if the selected patients age is outside the parameters you set when selecting the claim code.

An age may only consist of a "Y" for years and "M" for months. You may enter a single age i.e. all patients over a certain age, or all patients under a certain, or between an age range.

The warning displayed is only advisory and will ask you if you still want to continue.

Free Text / Saved Text

The free text option in Smart Immunisation Clinic stores an unlimited amount of messages. You may also select multiple lines (while holding the Ctrl key) from the list and it will string them all together.

Store Text

Click the Saved Text button to open the screen, then click the Edit menu > Edit/Add Free Text

An editor will open and you simply add your text to the .txt file. Each line in the txt file provides a selectable line option in the list box.

Use either Append or Replace text to add your text description(s) to an immunisation.

Replace Text

This will replace any text in the main screen edit field.

If there is any text already there you will see a warning prompt asking if it is still OK to overwrite the current text.

Append Text

Here you have a few options to either add your selected text to the beginning (Prefix) or end (Suffix) of any current text that may already be in the main free text edit field. There is also an option to add the selected text at the current cursor position in the main screen edit field.

Issue Script

When you initially saved the batch details, there was an option to print script and store dosage instructions, then when you select the batch in the main screen list it will automatically apply those options, i.e. if Print Script was selected it will automatically tick the Issue Script checkbox and show your saved dosage instruction (which you may now overwrite as a one off)

Note: If the vaccine name is to long to fit in the field within the list, you can hover you mouse over it to display a tool tip.

The default Print Script and Personally Administered ticks are applied depending on what you have setup in the batch details screen.

Print Scripts
Personally Administered

Ticking this checkbox will just mark the vaccine as personally administered for search & report purposes.

Batch Number / Expiry Date

Batch numbers and expiry dates can be added to the dosage instructions if you have selected the option in the batch details screen.

Dosage Text

When recording a script, if dosage instructions already exist in Vision for the selected vaccine name it will not overwrite the Vision instructions. Only if the dosage field is blank in Vision will it write the Smart Immunisation Clinic dosage text you have entered.

Note: this field cannot be left empty in Smart Immunisation Clinic when issuing a script regardless of whether Vision has a default dosage instruction.

Source

Selecting Private will disable all the source options and can only be entered as In This Practice

There is an additional source drop down list that will only activate with certain immunisations and will provide a means to enter immunisations given by OHP, Pharmacist or Hospital...

Some of these Read terms have not been added to the Vision immunisation entity and you may see a screen prompt in such cases informing you of this. However, in these instances you may use the Other Read Terms drop down list to record this data.

When selecting any of these the Source option will automatically change to Out of Practice.

Vision Dates (entering data using a past date)

Smart Immunisation Clinic now uses the Vision date. Therefore if you wish to enter past history items, change the Vision Consultation date in your Consultation Manager setup, via the Consultation menu > Options > Setup... > Consultation tab > Date.

Note: When Consultation Manager is restarted (i.e. closed and reopened) it will always automatically revert to the current date.

If you need to enter different dates for each patient record; double click the bottom right side of the Vision status bar to display the consultation screen. Changing the date here will enter the immunisation as this date.

Consent

There are 4 options for Consent:

  1. Consent Given will enter an additional consent Read term to the patient record
  2. 3rd Party Consent is the same as above but will stop at the consent form and allow you to enter the relationship of the person that gave consent.
  3. No Consent/Refused will record the immunisation as refused. This option will show in red text just to highlight its selection.
  4. None will not record a consent in the patient record

Note: There maybe Other Read Terms in drop down list located at the bottom of the Smart Immunisation Clinic main form that you may feel are more appropriate for your particular data entry requirement.

Stage of Immunisation

Stages options will change depending on the immunisation you select, some may grey out if they are not applicable and the wording of others may also change where appropriate.

Other Read Terms....

The list of Read terms shown in this drop down list are immunisation specific and may therefore be different depending on the selected immunisation.

 When you have selected a Read term in the list the "Save to Vision" and "Save and Close" button will be disabled, leaving only the Add button, which is the button you need to use to record the Read term to the patient record.

Selecting a Read term that requires a script name (i.e. allergy) will use the selected vaccine name or you will be prompted to select one if no script name is displayed.

If Traveller is selected from the Reason drop down list this will change the Read codes displayed in this list to Travel codes.

Floating Mini Toolbar button

If you click the Close button on the Smart Immunisation Clinic main screen it will show the floating mini toolbar button, to provide you with a quick and simple way of opening up Smart Immunisation Clinic.

It will also be displayed by selecting Save and Close after recording immunisation data to the patient record.

You may move the button anywhere on the screen by dragging the title bar area.

You may also change where it initially opens on the screen from the File menu by selecting "Set Small Toolbar Position"

Hotkeys

There is a single F6 hotkey assigned to the "Save to Vision" button, which may be enabled or disabled from the File menu.

Apart from the F6 hotkey Smart Immunisation Clinic does not use any other hotkeys and will therefore run quite happily alongside macro programs such as Keyboard Express, Macro Express, etc... if you have an assign F6 hotkey in these other programs just disable it in Smart Immunisation Clinic via the File menu.

Note: The F6 hotkey state is user specific once Smart Immunisation Clinic is running. However, when you initially start Smart immunisation Clinic it will retain the state of the last user to close the program.

Smart Flu Clinic Sidebar

The features are much the same as in the Smart Immunisation Clinic except that it does have its own program setup that applies to all the immunisations in this sidebar. This may be opened from the File menu.

It also uses its own batch details, which can be added from the Add menu.

All other features in the setup are self explanatory.

Vision Quick Access Sidebar

We have designed a new quick access toolbar for Vision 3 to group together all the very popular data entry items. This is presented in a list format and a single click on any item in the list will initiate the Vision entity. You can activate the sidebar from the Smart Immunisation Clinic - View menu.

Some of these items led to management plans or produce searchable lists to help you find what you are looking for very easily.

The Vision Quick Access Sidebar is driven by your user feed back, therefore if you feel something should be added to this list, please do not hesitate to email us.

We will be creating more management plans to add to the list, so look out for updates.

To get back to Smart immunisation Clinic use the View menu

Trouble Shooting

Should you need to terminate any of our programs there is a keyboard hotkey of Ctrl+Esc. This will immediately exit the program. You will also find a reload or exit option in the File menu.

License details and support information are shown in the Help menu

Please review the Updates pages before submitting and questions for support.

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