Reports Only User

 Purpose

The Reports Only User screen is used for users with the 'Reports Only User' role. This role has limited functionality and is used to simply view a record and generate reports for that record. The normal editing functions of a typical user are not available to a 'Reports Only User'.

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 Client Searching

  1. Click on 'view client report' in the menu panel.

  2. The functionality used in searching for a client in this screen is identical to the search details outlined in the Manage Client/Immunizations screen.

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 Information Provided

The Reports Only User screen displays a large portion of the information held in the registry database for the client. It is possible, and can be useful, to print this screen. But, if you do print screens, please note the following:

Print screen isn't a registry system function, but rather a function of Internet Explorer and Netscape. If you use Print Screen it may print the web site address location on the bottom of the page, and this is a registry system security issue. This web site address is valid for one full day from the time of printing due to the fact that users must have the ability to leave the connection to the registry open. If you print screens and give them to parents or others, please do one of the following: 1) at a minimum, manually cut off the web address, or 2) on your browser, go into File, Page Setup, and remove the footer data.

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The Client Information section displays a header titled Client Information  at the top of the page. This header includes client demographics, selected tracking schedule, a list of client comments, as well as other client-distinct information. The header also displays the client's eligibility status.

Displays any responsible person for the client (up to 4 persons). The table below describes the information displayed.

Field Name

Description

Name

This field displays the name of the responsible person assigned to the client.

Relationship

This field displays the relation of the responsible person to the client.

Address

This field displays the mailing address assigned to the corresponding responsible person. If there is no mailing address, the street and/or other address will be displayed.

Phone

This field displays the phone number assigned to that particular responsible person.

Notices

This field displays whether or not the responsible person is checked to receive notices.

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The  Immunization History  table lists all vaccinations the selected client has received to date. Immunizations listed in the table are ordered alphabetically first, then by 'Date Administered'. The table columns are defined as follows:

Column Name

Description

Vaccine Group

This column lists the vaccine group name for each immunization received.

 Date Administered 

This column gives the date the client was given the vaccine. Click on the date hyperlink 07/26/2007 to view the "Explanation of Dose Status" popup for that particular immunization. This popup window displays the tracking schedule rule applied to the selected dose for that vaccine series.

 Series 

This column denotes the sequence number within the immunization series.

 Trade Name

This column displays the trade name of the vaccination received.

 Dose

This column displays the number of doses the client received. Values that may be displayed are 'HALF', 'FULL', 2, 3, 4, and 5 to indicate the number of doses deducted from inventory. For immunizations not deducted from inventory, this field is empty.

Owned?

This column displays the organization that entered the immunization into GRITS. If the column is empty, your organization owns the immunization. A 'No' in this column indicates the immunization is not owned by your organization. To view the organization that entered the shot into GRITS, click the "No" hyperlink and an information window will open, which displays the organization and contact information.

 Reaction 

This column reports any reactions the client had after receiving a vaccine. If the column is empty, no reactions are documented. A 'Yes' in this column indicates there was a reaction. To view the reaction, click the "Yes" hyperlink and an information window will open, which displays documented reactions.

 Hist? 

This column reports whether the recorded immunization was historical or not. If the column is empty, the immunization is "NEW" and possibly deducted from an organization's inventory. A "NEW" immunization can only be editted and/or deleted by the organization that owns the record. A 'Yes' in this column indicates the immunization was recorded as "HISTORICAL". A "HISTORICAL" immunization can be editted by any GRITS organization; when a "HISTORICAL" immunization is editted, ownership of the immunization is transferred to that organization.

The client's age is displayed within a solid blue field between the immunization history and recommendations sections.

The age is included as well on the Vaccine Administration Report in a field to the right of the client's name.

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The recommended vaccinations and corresponding dates for the selected client reside in a table titled Vaccines recommended By Selected Tracking Schedule at the top of the table. The vaccine group list appearing in this table represents all vaccinations included in the tracking schedule assigned to this client. The table columns are defined as follows:

Column Name

Description

 Vaccine Group

This column gives the recommended vaccine group name. Click on the vaccine hyperlink DTP/aP to view the "Explanation of Dose Status" popup for that particular vaccine recommendation. This popup window displays the tracking schedule rule applied to the selected recommendation for that series.

 Earliest Date

This column displays dates which note the earliest date the selected client could receive the corresponding immunization.

 Recommended Date

This column displays dates which note the date that the selected client is recommended to have the corresponding immunization.

 Overdue Date

This column displays dates which note the date that the client is past due for the corresponding immunization.

 Latest Date

This column displays dates which note the date after which the client should not receive the corresponding immunization.

The dates found in the Vaccines recommended by Selected Tracking Schedule table can be shaded with color for emphasis. The colors applied to the dates within the columns are defined as follows:

Color

Description

    - Date -    

Yellow will only be applied to those dates within the column Earliest Date. Dates with yellow shading mean that particular immunization has not yet been received, is equal to or past the earliest date, and is before the recommended date.

    - Date -    

The color green will only be applied to those dates within the column Recommended Date. Dates with green shading mean that particular immunization has not yet been received, is equal to or past the recommended date, and is before the overdue date.

    - Date -    

The color blue will only be applied to those dates within the column Overdue Date. Dates with blue shading mean that particular immunization has not yet been received and is equal to or past the overdue date.

     Completed     

The 'Completed' field is applied to a vaccine recommendation when immunization have been completed according to the client's selected tracking schedule. Pink shading will span across all columns in the table.

The 'Immunity Recorded for Vaccine Group' field is applied to a vaccine recommendation when a client comment has been added that specifies a client is immune to a specific virus. Pink shading will span across all columns in the table.

The 'Contraindicated' field is applied to a vaccine recommendation when a client comment has been added that contraindicates administration of a specific vaccine. Pink shading will span across all columns in the table.

The 'Maximum Age Exceeded' field is applied to a vaccine recommendation when a client has exceeded the maximum age for receiving a specific vaccine. For instance, when a client reaches the age of 5, PCV and HIB should no longer be administered. If a client started PCV or HIB but did not complete, the "Maximum Age Exceeded" message will display. Pink shading will span across all columns in the table. If no immunizations have been administered, the vaccine row will simply be removed from the vaccine recommendation section.

 

The 'Maximum Doses Met or Exceeded For Vaccine Group' field indicates that the maximum number of doses that is allowed to be given for a specified vaccine has been met or exceeded. For instance, 5 doses of DTaP are recommended, but if invalid shots are repeated, the maximum number of DTaP doses that can be administered is set to 6 due to other risk factors.

In the event a combination vaccine such as Comvax is administered to a client and the vaccine groups for the combination vaccine have different recommendations for the next dose, each vaccine group's Earliest Date surrounded by a GRAY border as a warning to ensure the next combination vaccine is administered correctly for both earliest dates.

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 Functionality

For the most part, the Reports Only screen is for display purposes only. The functionality it does contain deals with generating and printing reports.

Button

Description

When the  Reports  button is clicked, the Reports Available for Client screen is displayed so that you may generate and/or print reports for the selected client. *Note*

When the  Cancel  button is clicked the user will be directed back to the 'Search' screen.

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 Viewing the Schedule Explanation Screen

The Schedule Explanation pop-up window is used to display vaccination rules applied to a selected dose. This can aid in explaining why a dose was not valid or why a recommendation displays a particular date. The window displays a table view of the schedule for the dose that was selected. For example, if you are wondering why a dose of DTaP is marked Not Valid, click on the vaccination date for that dose; the Schedule Explanation pop-up window will display the series for DTaP and a comment regarding why the immunization is not valid, "Age at immunization for this dose exceeded the maximum age." The selected dose in the series will be highlighted in yellow.

  1. For a specific dose in the immunization history section, click on the date administered hyperlink in blue. (07/26/2007).

  2. A window will open displaying the series associated with the selected dose.

    • If the selected dose is part of a series, it will be highlighted in yellow.

    • If it is Not Valid, the reason for being Not Valid will be displayed.

  3. If the dose is not part of a series in this schedule, a message indicating that the dose is not part of a series in this schedule will appear. Note: If this is the first dose given for a vaccine group and it is recorded prior to the minimum age, it will also give this message.

  4. When finished viewing the information in the window, click on the 'X' in the upper right hand corner to close the window and return to the main registry screen.

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  1. In the Vaccines Recommended by Selected Tracking Schedule section, click on a vaccine group name, such as DTP/aP.

  2. The window will open displaying the schedule for the vaccine group.

  3. The selected dose in the series will be highlighted in yellow. Note: If a client had no immunizations in the series and was too old to complete, the first dose in the series will be highlighted.

  4. When finished viewing the information in the window, click on the 'X' in the upper right hand corner to close the window and return to the registry.

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 Notes

All notes in Red indicate an important message concerning client or immunizations

Any immunization record (row) that appears in the  Immunization History  table in all Red font indicates the client had a reaction to the corresponding immunization.