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SDIR wants every authorized participant to use the electronic registry
system in the best way possible.
To Participate in the San Diego Regional Immunization Registry
(SDIR)
Before joining the Registry, all participants must:
- be an entity allowed under California Health and Safety Code
Sections 120440 and 120175 to participate in a registry
- sign a Memorandum of Agreement (MOA) with SDIR
- have their staff trained on how to use the registry by an SDIR
Representative
- be available for periodic follow-up visits by a SDIR Representative
- inform parents/patients that record will be shared with others,
give opportunity to "opt out" and provide SDIR Disclosure
form
- conform to federal guidelines for protected health information
as stated under HIPPA
Before you join the Registry, you should assess your
Practice for Operational Readiness! There are several ways to use
the Registry, and SDIR will work with you to implement
the Registry in any size or type of practice. Below is
an outline of the optimal operational process.
Ideal Procedure for using SDIR
|
Process |
Office
Area |
Activity |
|
Step 1:
Logon to the Registry |
from any computer in the office/practice |
1. Staff updates vaccinators for the day.
2. Staff reviews facility/site vaccine inventory.
|
|
Step 2:
Patient registration |
nurses station, exam room or
other available computer |
1. The patient/parent
is asked for the CA Immunization Record (CIR) also know as
the yellow card or other immunization record.
2. The staff searches for the patient in the Registry
(SDIR).
If patient is found, they verify that demographic information
is current as well as enter any shots shown on the CIR that
are not found in the Registry.
If the patient is not found, staff will then create a new
record by entering demographic and historical immunization
record information.
|
|
Step 3: Assessment |
nurses station, exam room
or other available computer |
1. Staff assesses using the Registry
(or printout) to determine if shots are needed.
2. The provider verifies the recommendation
and orders shots.
3. The shots are given.
|
|
Step 4:
Data entry of shots given |
nurses station, exam room
or other available computer |
1. The shots are entered as they are prepared
or after they are given (on the same day.)
2. The next due date is automatically generated by the Registry
or entered manually by the user and the patient and/or parent
is informed when to return.
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Step 5:
The CIR is updated |
nurses station, exam
room or other available computer |
1. Shots are documented on patient's
CIR (if patient has no CIR, a new CIR is printed out for the
patient and/or parent.)
2. Shots are documented in patient chart or an updated patient
immunization report is printed for patient record.
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Benefits of using the optimal method:
- Using the registry as an assessment tool prior to or at the
time of the visit reduces missed opportunities
- All immunizations given are entered into the registry and thereby
a complete record of all immunizations given by any provider is
generated
- Allows for use of reminder and recall activities
- Data entry is integrated into the office flow and doesn’t
pile up
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