Introduction

Guide to documenting administered COVID-19 vaccines.

Topics Covered

  • COVID-19 Vaccine Clinic Template
  • Patient Search
  • CDC Checklist/Patient Allergies
  • Vaccine Administration
  • Vaccine Administration Log


COVID-19 Vaccine Clinic

  1. To open the template, go through the following steps: File>System\Practice Template>Practice Tab>COVID-19 Vaccine Clinic

                             

 

Patient Search

  1. To find a patient, click through the following steps:
  1. Click the “Show All” box.
  2. Select the Appointment Resource with the scheduled COVID-19 vaccine patients.
  3. Click OK.

  1. Select the patient from the search results.


 

CDC Checklist/Patient Allergies

  1. Go through the CDC Checklist and select the applicable options. If none of the options apply, click on the “All Normal” button.


2. Review the common allergies and select all that apply. If the patient has no allergies, check the “No to All (Common) Allergies” box. 


 

Vaccine Administration

  1. Previously administered COVID-19 vaccine(s) will be visible in the “Previous COVID-19 Vaccine” window (see step 2 screenshot). 
  2. To document a COVID-19 vaccine, click in the “Lot #:” field to select the lot number on the vial. 


3. The vaccine details will prepopulate. Complete all required fields. The template will automatically detect (based on previous vaccines) which sequence # and Admin Code to submit. However, if you need to manually change this, select the correct sequence number. If this is a booster shot, check the Booster box.

    1. Note: If VFC, click the box and enter a VFC Reason.
    2. Important Note: If you are documenting on a different day other than when the vaccine was administered, check the “Change Vaccine Administration Date” box. Then enter the date the vaccine was administered.


4. Finally, take a moment to review your documentation: perform a 4-point-check, verify the lot number, and vaccine administration date. If everything looks correct, click on “Save & Add New” to submit to superbill.


 


Vaccine Administration Log

  1. The vaccine administration log tracks all vaccinations for the selected date, provider, and location.

2. You can also see the data stored on the patient's encounter.

 


Resources

  • 4-Point-Check
  • COVID-19 Vaccine Clinic