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Immunization Entry

This article explains how to enter immunization information for students. The data that can be entered is based on the diseases, immunizations, and dosage tracks set up by the school. If you are unfamiliar with how to set up or review this data, please refer to the following article.

This article will cover the following topics:

Accessing Student Immunizations

Accessing immunizations can be done anytime a student’s record needs to be reviewed or updated. It requires the admin to have Health Records permissions and for the student to have a birth date in the system. 

To access student immunizations:

  1. Go to School Main > Health Records > Health Records - Student View (beta)
  2. Search and select the necessary student
  3. Select the Immunizations tab
  4. (For first time Health Records users) To access the data, select Yes, I agree to my access being logged
    • If you want to learn more about the Health Access Log, please refer to this article
  5. Click Edit

Entering Student Immunizations

When student immunizations are being updated, there are several ways data can be entered: immunization dates, student exemptions, or disease immunity.

Before data can be saved, you need to click the checkbox to consent that you have reviewed the information and that you are solely responsible for any changes made. 

Enter Student Immunization Dosage Dates

As immunization dosage dates are being entered, the system will display all matching dosage tracks that map to the applicable dates. Once all dosage dates have been entered, the immunization will update with either a or to indicate compliance.

If a dosage date does not match the dosage track requirements, the system will skip that date and consider the next one when determining compliance. If the student is not in compliance due to dosage dates that do not align with any dosage track, you can choose to override all dosage tracks so that the immunization is marked in compliance.

If multiple immunizations apply to the same disease, completing the dosage track for one will cause the other immunizations to be marked as compliant as well.

To enter in immunization dosage dates:

  1. Click on the necessary box in Details for the desired Immunization Type
  2. Enter the dosage date in one of the following formats
    • MM/DD/YY(YY)
    • MM-DD-YY(YY)
    • MMDDYY(YY)
  3. Select the Tab key on the keyboard to enter the next dosage date
  4. Repeat until all dosage dates are entered
  5. (Optional) Select the icon if more dosage dates are needed
  6. (If overriding dosage track) Select exemption
    • Check Override
  7. Once all immunization data has been entered, certify and click Save

Enter Student Exemptions

In addition to entering dosage dates, exemptions can be entered in the system as well. Once the exemption is entered, it will update the immunization to be in compliance. 

To enter an exemption:

  1. Click exemption in Details for the desired Immunization Type
  2. Select the exemption type in Exemption Override
  3. (Medical or Other Exemption only) Check if the student is Immune
  4. (Religious Exemption only) Click to Add To All Immunizations
  5. Set the Exemption Date
  6. (Optional) Enter the Physician, if there is a Certificate on file, or if there are Notes on the exemption
  7. Once all immunization data has been entered, certify and click Save

Entering Disease Exemptions

In addition to entering in immunization dosage dates and exemptions, you can also indicate disease immunity. This will update the student’s compliance for the immunization, as long as the immunization is not set to ignore disease immunity.

To indicate a disease exemption:

  1. In Disease Overview, locate the necessary Disease
  2. In the the Exemption column, set as Had Disease
  3. (Optional) Set the Physician
  4. Set the Exemption Date
  5. (Optional) Set Lab Test Date, Lab Test Results, if they have Certificate on File, and Notes
  6. Once all immunization data has been entered, certify and click Save

For steps on how to generate reports related to this data, please refer to the following article.