Frequently Asked Questions -
Support Site for Vermont Immunization Registry
SECTION 1 – NAVIGATING THE REGISTRY
Q: Why can’t I log on?
A: Confirm that you are entering the correct user name and password in the login screen. After you click the yellow padlock icon on the healthvermont.gov home page, you will be asked to enter the global user name, vdh, and password, apps. The next screen will ask for your personal Citrix user name and password, which you received when you were issued an account.
Q: What if I make an error?
A: If you make a mistake when you are entering information before you select Save, double click on the error and correct it. If you notice a mistake after you select Save, you can usually still make the change by double clicking on the error, but you may be prompted to enter an explanation for the change. If you need to delete a record, right click on the record. Click Yes when you are asked if you want to delete the record. You will be prompted to enter an explanation for the deletion. After entering the explanation, click the OK button and the record will disappear. Once the record has been deleted, click the Save button.
Q: What if I don’t have all of the information requested in the Patient Record?
A: All fields in the Patient Record highlighted in red are required fields that must be filled out prior to hitting the Save button. If you do not have all the information,
close the record and come back to it when you have all required information.
Q: What if I am unable to enter data?
A: Make sure you have clicked the Maintain button at the bottom of the screen.
Q: Is recording a VIS (Vaccine Information Statement) in the Registry required?
A: It is not a requirement to record a VIS in the Registry. However, the Center for Disease Control (CDC) does require that this information be recorded in the patient’s medical record. If you do enter the VIS information in the Registry, you may print out a Vaccine Administration Record which will track the date the VIS was given and the date of the VIS.
Q: When looking for a patient’s town of residence in the residence field drop down list, why can’t I find the town I’m looking for?
A: The residence field displays a list of legal towns in the State of Vermont. It’s likely that the town you’re searching for is not considered a legal town. The Town of Residence Table enables you to find the legal town associated with the patient’s address.
SECTION 2 – UPDATING RECORDS
Q: What if the Registry information does not agree with my data?
A: If you have information in your charts that is more accurate than what is currently entered in the Registry, you are able to make changes to the patient record or rectify the discrepancy. See Section 1 on how to correct an error.
Q: What do I do if I put in a duplicate patient entry or notice a duplicate patient entry?
A: Contact Registry Support with the patient record that should be deleted.
Q: If we post a DTaP-Hep B-IPV (Pediatrix), will it update the individual shot records?
A: The date will be entered in the DTaP-Hep B-IPV field. This will not be recorded in the fields for each individual vaccine.
Q: Can I enter two different vials of the same vaccine into the practice profile?
A: Yes, you can enter the same vaccine with different lot numbers and expiration dates. Once a vial has been used up, please be sure to delete the record from your practice profile.
Q: What if I look up a patient and it shows my practice associated with the patient, but it is not a patient of ours?
A: If a patient is not associated with a practice prior to your accessing their record, your practice name will autopopulate in the Primary Health Care field. If you are just doing a look-up or opened the record by accident and do not make any changes to it, the patient will not be associated with your practice. If this is your patient, then click the Maintain button and click Save.
SECTION 3 – HISTORICAL DATA
Q: How do I enter the 9th flu shot in the historical tab?
A: Click on the asterisk field under the vaccine column and search for influenza in the drop-down list. You can then start adding the additional flu shots a patient has received.
Q: What if I don’t see a vaccine listed on the historical tab, but a patient received the shot?
A: Click on the asterisk field in the vaccine column and search for the vaccine in the drop-down list. You can then add the date of administration for that vaccine.
SECTION 4 – PRINTING REPORTS
Q: What if I am unable to print the school record?
A: If you are maintaining a patient’s immunization record, you must first either click Save or Cancel. Then you can go up to the patient menu and click Print Immunization Record to print a school form for the patient.
SECTION 5 – PASSWORDS
Q: What if we get a new employee or a current employee leaves?
A: In order to access the Registry, a new employee must sign a confidentiality agreement. Contact Registry Support at 1-888-688-4667 to begin the process of opening a new account. Please also contact Registry Support if an employee with access to the Registry leaves your practice. This will allow us to close their account access to the Registry.
Q: What if I forgot my password?
A: Contact Registry Support at 1-888-688-4667.
Q: How do I change my password?
A: Go to the Application box on the Citrix screen and click the toolbox icon. Then type in your old password and the new password, and then confirm the new password by typing it again.
Q: How often do I need to change my password?
A: You will be prompted to change your password every 90 days.
SECTION 6 – USER SUPPORT
Q: Where can I find more information about the Vermont Immunization Registry?
A: In addition to this FAQ, the Registry has a Quick Reference Guide to help partners use the system, as well as a quarterly newsletter which will keep you upto- date as the Registry grows and evolves. If you would like copies of any of our materials, contact Registry Support 1-888-688-4667.
