Adding Vaccines to a Medical Chart in iClinic

1. Introduction 

• Purpose: This guide provides comprehensive, step-by-step instructions for adding vaccines to a patient’s medical chart using the iClinic system. 

• Key Features: Recording new vaccinations, updating past vaccine records, and managing vaccine inventory efficiently. 

2. Accessing the Patient's Medical Chart 

1. Log In:  

• Sign in to your MDLand iClinic account using your credentials. 

2. Navigate to the Waiting Room:  

• Select the patient for whom you wish to record a vaccine. 

• Click the patient’s name to open the Office Visit. 

3. Adding a New Vaccine 

1. Access the Vaccine Section:  

• Scroll down to the Vaccine Section within the office visit. 

• Click Edit or select Vaccine from the navigation bar on the left. 

2. Add a New Vaccine:  

• Click New Vaccine to open the new vaccine entry form. 

Filling Out the New Vaccine Form 

• Required Fields:  

• Fields marked with a red asterisk (*) are mandatory. 

1. VFC Eligibility: 

• Click the dropdown next to Eligibility. 

• Select the appropriate option. 

2. Information Source: 

• Click the dropdown next to Information Source. 

• The default option is New Immunization Record for new entries. 

3. Vaccine Group: 

• Select the vaccine group from the dropdown. 

4. Vaccine Selection: 

• After selecting the vaccine group, choose the specific vaccine from the dropdown. 

5. Inventory Selection: 

• The inventory will display based on the selected office location, vaccine group, and vaccine. 

• If inventory exists, it will be displayed. Otherwise, this field may remain blank. 

• Note: Utilizing vaccine inventory helps save time and improves tracking. 

6. Funding Source: 

• Click the dropdown next to Funding Source. 

• Choose either Private Vaccine (Privately Funded) or Public Vaccine (Publicly Funded). 

7. Manufacturer: 

• Select the manufacturer as indicated on the vaccine packaging. 

8. Vaccine Information Statement (VIS) Date: 

• If provided today, click the Today button. 

• For past dates, click the calendar icon to select the date. 

9. National Drug Code (NDC): 

• Ensure both the vaccine group and vaccine fields are completed. 

• Relevant NDC options will appear in the dropdown. Select the appropriate one. 

10. Unit of Measure: 

• Choose the unit of measure from the dropdown:  

• IU (International Unit) 

• mL (Milliliter) 

11. Administration Site: 

• Select the site where the vaccine was administered from the dropdown. 

Adding Multiple Vaccines 

• Click Add More Vaccine to extend the form and enter additional vaccines. 

• Ensure all required fields are completed for each vaccine. 

12. Save the Record:  

• After entering all information, click Save. 

• The vaccine will now appear in the Vaccine Group with the administered date. 

4. Viewing and Editing Vaccine Records 

1. Access via Medical History:  

• Go to Medical History from the office visit or patient home. 

• Scroll to the Vaccine Section and click Edit. 

2. Review Vaccine Information:  

• View current and previously entered vaccine records. 

5. Adding Past Vaccines 

1. Access the Vaccine Section:  

• Click Past Vaccine to open the entry form. 

2. Enter Past Vaccine Information:  

• Select the Vaccine Group and specific Vaccine. 

• Choose the Information Source (default is Historical Information Source Unspecified). 

• Enter the Administration Date. 

3. Add Multiple Dates or Records:  

• Click Add More Date to record multiple administration dates for the same vaccine. 

• Click Add More Vaccine Record to add additional vaccines. 

4. Save Past Vaccine Records:  

• Ensure all fields are accurately completed. 

• Click Save to update the patient’s medical chart. 

6. Best Practices 

• Always double-check data before saving to ensure accuracy. 

• Use the vaccine inventory feature for efficient data entry and management. 

• Record the VIS date accurately, as it is critical for compliance. 

• Regularly review vaccine records for completeness. 

7. Troubleshooting Tips 

• Inventory Not Displaying:  

• Confirm that the correct office location, vaccine group, and vaccine are selected. 

• NDC Not Showing:  

• Ensure both vaccine group and vaccine fields are filled before checking the dropdown. 

• Missing VIS Date:  

• Verify that the date is selected either through the Today button or calendar icon. 

8. Support Guidelines 

• In-App Support: Utilize the iClinic help feature for immediate assistance. 

• Technical Support: Contact IT support for technical issues related to vaccine entries. 

• Compliance Officer: Consult for regulatory questions regarding vaccine documentation. 

Thank you for following this guide. Accurate vaccine recording ensures quality patient care and regulatory compliance.