COVID-19 immunisation integration with Australian Immunisation Register (AIR)

On 31st March 2023 the Vaccination Administration Management (VAM) system that has been used for COVID-19 Vaccine administrations is being decommissioned.  All sites will revert to the use of eMM for COVID-19 vaccinations.

Commencing Monday 13th March, COVID-19 vaccinations administered in eMM will automatically be sent to the Australian Immunisation Registry (AIR) on a daily basis.  

Useful links

• eHealth Clinical Applications Hub 

• Factsheet – NSWH Vaccination AIR and VaxLink Error Monitor (AIR Exceptions Dashboard)

• Reference Guide - NSWH Vaccination AIR and VaxLink Error Monitor (AIR Exceptions Dashboard)

Workflow

1. COVID-19 Vaccinations are ordered and administered on the MAR

2. COVID-19 VAX001 Vaccine QA Report is monitored for any data quality issues

3. Data quality issues are addressed

4. Data is extracted daily and sent to AIR

5. Each record will either be successfully uploaded (no action needed) or rejected

6. If record is rejected, it will appear on the NSWH Vaccination AIR and VaxLink Error Monitor (AIR Exceptions Dashboard)

7. AIR Exception issues are addressed

8. If record is updated on the eMR it will qualify for re-extract and updates will be sent to AIR

Reports available in the eMR via Discern Analytics 2 (DA2)

• Please refer to this QuickStart for details on how to access and use DA2

• Reports will be found in DA2 under Main Menu -> SCHN Vaccination Hub

COVID-19 VAX001 Vaccine QA Report

Purpose

• Displays administered COVID-19 vaccination records that have possible errors so staff can review the records and if necessary correct the data

  • Some errors reported are based on errors that align with errors that AIR will reject when it receives the daily extract and send back to the AIR Exceptions Dashboard

    • E.g. AIR-E-1015 – Vaccine date must be after patient date of birth

  • Some errors reported are records that won’t be sent to AIR in the extract and would need to be entered manually into AIR if required

    • E.g. Overseas address where postcode = 9990

Target Audience

• Vaccination administration data quality managers

COVID-19 VAX002 Vaccine Counts By Grp

Purpose

• Reports out vaccinations administered by group and dose 1 vs. dose 2

  • Age

  • Indigenous Status

  • Gender

• Report has an option to target dose 2 specifically 

• Report has an option that allows exporting to excel

Target Audience

• Vaccination administration data quality managers

• SCHN Pharmacy Managers

• SCHN Executive

COVID-19 VAX003 Vaccine Counts By Day

Purpose

• Reports out vaccinations administered by day in the month selected. Only one calendar month and year can be displayed.

• Report has an option that allows exporting to excel

Target Audience

• Vaccination administration data quality managers

• SCHN Pharmacy Managers

• SCHN Executive

  • Training is NOT offered by Application Training and Support Unit or eMR Unit 

  • Contact your AIR Exceptions Dashboard super user for assistance

Common Questions and Answers

Q.           What happens if AIR rejects the record?
A.            If AIR cannot successfully upload, it will appear on the AIR Exceptions Dashboard (NSWH Vaccination AIR and VaxLink Monitor)

Q.           Where can I find information about the AIR Exceptions Dashboard?
A.            https://nswhealth.sharepoint.com/sites/EHNSW-ClinicalApplicationsHub-Solutions/SitePages/COVID-19%20Opportunistic%20Vaccinations.aspx

• Training is NOT offered by Application Training and Support Unit or eMR Unit. Contact your AIR Exceptions Dashboard super user for assistance

Q.           If an account is needed for the AIR Exceptions Dashboard, how do I get one?
A.            Information is included in the Reference Guide that is available on the eHealth Hub – see link above

Q.           How do I log onto the AIR Exceptions Dashboard?
A.            Once your accounts are created, you will have a link within Stafflink

• Further instructions are included in the Reference Guide

Q.           What do I do if I need help with AIR Exceptions Dashboard
A.            Instructions for support are included in the Reference Guide

Q.           Are there any records that won’t be sent to AIR automatically?
A.           Yes, the following will not be sent, and will be reported in COVID-19 VAX001 Vaccine QA Report

• Overseas address – where postcode is recorded as 9990

• Postcode blank

• State blank

Q.           What visit types qualify for the extract?
A.            All visit types where medications can be ordered and administered will qualify

Q.           If errors are corrected in the eMR, will updates be triggered to send again to AIR?
A.            Yes, if you correct an error on the eMR, the update will be sent in the next extract

Q.           How often will the extract be sent to AIR?
A.            The extract will be sent to AIR once a day on weekdays

Q.           How does this differ to the process we had prior to VAM?
A.           Our prior process only supported automations to AIR when patients were scheduled as Outpatients to the SCHN Vaccination Clinics. This new process allows the same workflow as for any other medication administration to be followed and data automated to AIR