Introduction to Reminder Reports

The Reminder Request exists so that a user is able to generate mailing reports, address labels, or a client listing for clients in their organization. Read further to find out how to use criteria to improve the results of your report.

Purpose

The Request Reminder screen is used to select and submit the client, immunization, date, and sort order criteria used to determine which clients must be contacted resulting from being overdue for immunizations.

• Functionality

  • Selecting a Client Population

    • Reporting for Clients associated with your organization

    • Reporting for Clients residing in selected counties

    • Reporting for Clients within your organization or residing in selected counties

  • Selecting a Tracking Schedule

  • Selecting Vaccine Groups

  • Selecting a School or Primary Care Provider

  • Entering/Selecting Additional Demographic Information

  • Selecting Dates

  • Selecting Sort Order

• Report Criteria Submission

• Selecting a Client Population

This section will only appear if you are a county provider organization or if this feature has been enabled for you

Selecting a specific client population will enable you to report in a number of unique ways. The table below describes the different options and how they will affect the report.

NOTE: This report criteria is entirely independent of other reporting criteria. For example, the report will still only return clients who are due or overdue for vaccines.

• Reporting for Clients associated with your organization:

  1. Select this option and any other report criteria you wish to use for the report. Selecting a county is not required.

• Reporting for Clients residing in selected counties:

After selecting this option you must select a county or counties to be used for the report. Selecting this option and not selecting at least one county will return an error stating that you must select a county to continue.

Note: By default, any counties that have been assigned to your organization to be used with in reporting should already be selected in the Selected Counties box.

1. Below the client population options you will have two boxes where counties will be available for selection. Available Counties and Selected Counties.

2. Move any county you would like to report for into the Selected Counties box by selecting it in Available Counties box and clicking on the Add> button. Note: You should notice it move from the Available Counties box to the Selected Counties box.

3. Remove a county you do not wish to report for by selecting it in the Selected Counties box and clicking on the <Remove button. Note: You should notice it move from the Selected Counties box to the Available Counties box.

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• Reporting for Clients within your organization or residing in selected counties:

In addition to reporting for selected counties your normal organizational clients who have been administered immunizations by you will be returned on the report. After selecting this option you must select a county or counties to be used for the report. Selecting this option and not selecting at least one county will return an error stating that you must select a county to continue.

Note: By default, any counties that have been assigned to your organization to be used with in reporting should already be selected in the Selected Counties box.

1. Below the client population options you will have two boxes where counties will be available for selection. Available Counties and Selected Counties.

2. Move any county you would like to report for into the Selected Counties box by selecting it in Available Counties box and clicking on the Add> button. You should notice it move from the Available Counties box to the Selected Counties box.

3. Remove a county you do not wish to report for by selecting it in the Selected Counties box and clicking on the <Remove button. You should notice it move from the Selected Counties box to the Available Counties box.

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• Selecting Tracking Schedule

Choosing a tracking schedule will determine the set of recommended immunizations and corresponding dates that will be compared to each clients immunization history. If the client is overdue for any vaccinations according to the selected tracking schedule, then he or she will be included in the reminder report outcome, given all other report criteria is met.

1. Within the 'Indicate the Tracking Schedule ...' section, select the 'Use Tracking Schedule Associated with Each Client' option, or select the 'Use Tracking Schedule Selected for All Clients' option.

2. If the 'Use Tracking Schedule Selected for All Clients' option is selected, then choose a tracking schedule to base the entire reminder report on by selecting a tracking schedule from the pick list.

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• Selecting Vaccine Groups

Choosing vaccine groups allows you to single out any given vaccines within the selected tracking schedule. If the client is overdue for any of the selected vaccine groups according to the selected tracking schedule, then he or she will be included in the reminder report outcome, given all other report criteria is met.

1. Within the 'Select the Vaccine Group(s) ...' section, select the 'Use All Vaccine Groups' option, or select the 'Use Vaccine Groups Selected' option.

2. If the 'Use Vaccine Groups Selected' option is selected, choose the vaccine groups to include. Scroll though the vaccine group list and either double-click on the desired vaccine group name, or click on the vaccine group name and then click the  Add >  button. All selected vaccine groups will appear in the right listbox in green font. *Note*

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• Selecting a School or Primary Care Provider

Choosing a school or primary care provider allows you to look only at those clients who have been assigned to a particular school or physician. If the client has been assigned to the selected school or to the selected physician, then he or she will be included in the reminder report outcome, given all other report criteria is met.

1. To choose a school, within the 'Select the School & Primary Care Provider ...' section, select a school name from the 'School' pick list.

2. To choose a primary care provider, within the 'Select the School & Primary Care Provider ...' section, select a physician name from the 'Provider (PCP)' pick list.

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• Entering/Selecting Additional Demographic Information

Entering and or selecting additional demographic information allows you to look at only those clients who match specific demographic information within their records. If the client has a specific city, zip code, or county associated with their record then he or she will be included in the reminder report outcome, given all other report criteria is met.

1. To enter in a specific city, within the 'Enter Additional Demographic Information ...' section, type in the name of the city in the text box labeled 'City'.

2. To enter in a specific zip code, within the 'Enter Additional Demographic Information ...' section, type in the first five digits of the clients zip code in the text box labeled 'Zip Code'.

3. To choose a county, within the 'Enter Additional Demographic Information ...' section, select a county from the 'County' pick list.

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• Selecting Dates

Date criteria can be entered as a Target Date Range, a Birth Date Range, and a number of Weeks Since Last Notice, as described in the table below. None of this information is required to run the report.

Enter the Target Date Range in the From and To text boxes in the format MM/DD/CCYY, or click on the calendar icon to set the date.

Enter the Birth Date Range in the From and To text boxes in the format MM/DD/CCYY, or click on the calendar icon to set the date.

For either date range, the From date, To date, or both dates can be left unspecified, described as follows:
--	If the To date is unspecified for the Target Date Range, the report date range will include the From date up to and including today's date.
--	If the To date is unspecified for the Birth Date Range, the report date range will include the From date and all days in the future up to and including today's date.
--	If both dates are left unspecified for the Target Date Range, then today's date will be entered for both From and To.
--	If both dates are left unspecified for the Birth Date Range, then all dates up to and including today's date will be considered.

Enter a number of weeks in Weeks Since Last Notice. All clients who have a notice generated within the number of weeks specified will be excluded from the report. Example: Little Johnny had a notice generated 1 week ago. For Weeks Since Last notice you enter 2 weeks. Little Johnny will be excluded from the report because he has had a notice sent in the last 2 weeks.

Enter a number of months from which you wish to exclude clients from. If you enter 1 month all clients overdue for any vaccine past 1 month will be excluded from the report.

Enter whether you wish to exclude clients overdue more than X month's from Today's Date or the Target From Date.

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• Selecting Sort Order

The Sort Order will determine the sequence which the clients are listed for whatever report output is selected.

1. Within the 'Specify How to Sort the Report Data ...' section, choose the primary information field to sort the report on by selecting the information field name from the 'Sort 1st By' pick list.

2. Then choose how to sort the information field selected in step one by selecting Ascending or Descending from the second 'Sort 1st By' pick list.

3. Repeat steps one and two for any additional ordering sequences using the 'Sort 2nd By', 'Sort 3rd By', and 'Sort 4th By' pick lists.

4. If the sort order is not specified, the system will default to ordering the report results first by last name ascending and second by first name ascending.

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• Selecting Vaccine Groups Note

To remove any vaccine groups from the report criteria, either double-click the selected vaccine group name in the right list box, or click on the selected vaccine group name from the right list box and then click the  Remove <  button.

• Selecting Dates Note

The last notice date for a client can be viewed in the Edit/Enter New Client screen. This date is the last date a reminder report (letter, card, mailing label or client list) was generated for that client.

• Report Criteria Submission Note

After submitting your report by clicking on the  Generate  button you can work in any area of the system without interrupting your report or causing system problems. To check on the status of your report click on the check reminder status link in the menu panel.

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