Adding Immunisation Data

Once your patients are sorted into patient groups you can add the immunisation data into Vision 3.

There are two ways of adding data:

Adding Immunisation Data using Vision+

To add immunisations using Vision+:

  1. Log into Vision 3 as usual.
  2. From the Windows Notification Area, right click Vision+ and select Practice Reports - Patient Groups:

  3. In search, enter the description of the first patient group, for example "20 sept" and select Search .
  4. Select the group required and the patient group page displays:

  5. To view patient details, select Expand on the description line.
  6. From the Practice List Report highlight the description line and select Merge Patient Group .
  7. The Mailings screen displays, select the Bulk Insert tab:

  8. Choose Select All to select all the patients in the group.
  9. Now, select Codes.
  10. The SNOMED CT/ Read term Code Search page displays.

    11. Note – Practices in England are presented with the SNOMED CT Code search screen to search for SNOMED CT terms. Practices in Scotland, Wales and Northern Ireland continue to search for Read terms.

  11. England only - From the SNOMED CT code search screen, select Active Only to display active codes.
  12. If you do not know the code, enter the search term for example “flu” into the search at the bottom of the screen and select Search.

  13. Scotland, Wales and Northern Ireland only - From the Readcode search screen enter the search term and select Search:

  14. Highlight the clinical term for a flu vaccination procedure and select Insert .
  15. Select OK.
  16. The Codeset Codes screen displays:

  17. In the Comments column, enter the batch number from the patient group name.
  18. Select OK to apply the code.
  19. The Patient’s record is updated:

Important – This adds the clinical term to the patients record as an immunisation with the batch number in the comments. The type of immunisation, batch number and site do not automatically complete. To update a patient record with this information, you must manually update each patient, see Updating Patient Group Immunisation Data or use tools such as Keyboard Express or Macro Express .

 

  1. From the Vision 3 front screen, select Consultation Manager .
  2. Select Consultation - Select a Patient Group.
  3. The Consultation Manager - Groups or Clinical Audit Search Browser displays:

  4. Under the Group tab, highlight the patient group you want to edit and select OK.
  5. The Patient Groups screen displays:

  6. Select the first patient in the list and select Select the Group Patient .
  7. The patient's record opens in Consultation Manager:

  8. View the immunisation record either in Journal or filter by Immunisation.
  9. Double click the immunisation record to edit it.

  10. Select Edit and update the immunisation record as required:

    • Batch Number - Enter the batch number from the patient group name.
    • Site - Enter the immunisation site from the patient group name.
    • In Practice - Defaults to In this Practice, update location as required
    • Date - Defaults to the date that the clinical code was added.

  11. At this point it is recommended to update the patient's record with any changes from the tear-off slip, such as ethnicity or contact details.
  12. To view the next patient in Consultation Manager select Next Group Patient .
  13. Repeat steps 8 to 12 until all records are updated.

Adding Immunisation Data into Vision 3 using Smart Clinic

Add Influenza Batch Details

You need to add each batch to the “Influenza – Seasonal” vaccine, which then automatically files the correct vaccine type and batch details, including vaccine name.

To add influenza batch details:

  1. Open Smart Clinic .
  2. Select Influenza – Seasonal:

  3. Select Stock and Add Stock.
  4. Use Lookup to find and select the vaccine administered from the drug list available, for example, QIVc, QIVe or TIV:

  5. Enter the Batch number and Expiry date.
  6. For Batch stock enter the amount of vaccines you have been delivered for use in practice. If you are not using Smart Clinic for stock control enter 9999.
  7. Select Update to save the batch card.

Repeat this process for each separate batch number.

Bulk Entering the Immunisation

To bulk enter immunisations:

  1. Open Smart Clinic .
  2. Select Open - Patient Groups:

  3. From the Group Description section, choose Select:

  4. Locate the patient group you wish to use for bulk data entry and choose Select. All patients in the group are displayed.
  5. Select Automated bulk data entry:

  6. Select Influenza – Seasonal to list all the batches available.
  7. Select the required batch number for the patient group.
  8. Change the immunisation details as required, for example, site details or consent given.
    9. Note - You can add any vaccine name details to the free text comments.
  9. Once you are happy with all the details on the immunisation form, select Start:

The system starts saving the immunisation data to each patient record in Vision 3. This process may be paused and restarted, or stopped completely if required.

A green tick displays next to the patient's name once their record is updated.

Important – Bulk data entry cannot be undone once the data is saved to a patient record, it must be removed or edited manually.
Important – This process only adds data, it does not edit existing data or delete any data within a patient record.

Please Note:

  • Once the process starts, the immunisation details cannot be changed unless you stop the process
  • If you use Pause, when you restart, the process continues from where it left off
  • Stop clears and resets the whole process, so when you restart, it begins at the first patient in the list
Note – To print this topic select Print in the top right corner and follow the on-screen prompts.