Request Reminder Screen

 Introduction to Reminder Reports

The Reminder Request exists so that a user is able to generate mailing reports, address labels, or a patient listing for patients 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 patient, immunization, date, and sort order criteria used to determine which patients must be contacted resulting from being overdue for immunizations.

 Functionality

The Patient Population section will only appear if you are a city or county provider organization or if this feature has been enabled for you. Selecting a specific patient population will enable you to report in a number of unique ways. Listed below are descriptions for county and city providers.

Note: By default, the patient population reports will include inactive patients and patients not allowing reminders. There are ways to remove these patients from your reports if you do not want to report on them. See Additional Options below.

County Organizations

Option

Description

Patients associated with [your organization]

Selecting this option will return only patients who have been administered immunizations by your organization. This is considered normal reporting.

Patients residing in [your] county

Selecting this option will return all patients residing in the county designated for your organization. This option is only available to county providers.

Patients associated with [your organization] or residing in [your] county.

Selecting this option will return a combination of all patients you have immunized within your organization and all patients residing within the county designated for your organization.  This option is only available to county providers.

City Organizations

Option

Description

Patients associated with [your organization]

Selecting this option will return only patients who have been administered immunizations by your organization. This is considered normal reporting.

Patients residing in the city of [your city]

Selecting this option will return all patients residing in the city designated for your organization. This option is only available to city providers.

Patients associated with [your organization] or residing in city of [your city]

Selecting this option will return a combination of all patients you have immunized within your organization and all patients residing within the city designated for your organization. This option is only available to city providers.

Additional Options

Option

Description

Remove Inactive Patients

By default, only when running population reports, the report ignores whether or not a patient is active or inactive. To force this report to use the indicator, check the box "Remove Inactive Patients". All inactive patients will be excluded from your report.

Remove Patients Not Allowing Reminders

By default, only when running population reports, the report ignores whether or not a patient is not allowing reminders. To force this report to use the indicator, check the box "Remove Patients Not Allowing Reminders". All patients not allowing reminders will be excluded from your report.

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Choosing a tracking schedule will determine the set of recommended immunizations and corresponding dates that will be compared to each patients immunization history. If the patient 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 Patient' option, or select the 'Use Tracking Schedule Selected for All Patients' option.

    2. If the 'Use Tracking Schedule Selected for All Patients' 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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Choosing vaccine groups allows you to single out any given vaccines within the selected tracking schedule. If the patient 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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Choosing a school or primary care provider allows you to look only at those patients who have been assigned to a particular school or physician. If the patient 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 and or selecting additional demographic information allows you to look at only those patients who match specific demographic information within their records. If the patient 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 patients 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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Age criteria can be entered as an Age or Birth Date Range.  Selection of one or the other is required.  By Age will be selected by default.

Age Criteria

Description

Age Range

 Indicate in months or years the age range of patients to be included within the report.  

  1. If this radio button is selected both a From and To age are required.  

  2. Were this radio button unselected all information within these fields will be ignored.  

  3. Only whole numbers (no decimals) are allowed.  

  4. Age is calculated as of the current date.

  5. From and To age boundaries are inclusive.  Searching 1 month - 2 months, will include patients exactly 1 and 2 months of age.  For instance, were the report ran on February 2nd, from 1 month to 2 months in age, patients born on January 2nd would be included but those born on January 1st would not.

Birth Date Range

Indicate in MM/DD/CCYY format the birth date range of patients to be included within the report.  

  1. If this radio button is selected both a From and To date are required.  

  2. Were this radio button unselected all information within these fields will be ignored.

  3. The calendars can be used to input these dates.  

  4. Boundaries are inclusive.  Patients born on either date will be included within the report.

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Status criteria can be selected as either Currently Due or Overdue or Due in the Next Number of Months.  Selection of one or the other is required.  Currently Due or Overdue will be selected by default.

Status Criteria

Description

Currently Due or Overdue

When this radio button is selected patients to be included within the report will be those due or overdue for an immunization.  Specifically, patients included will meet two criteria:

  1. Patient is at or has passed their recommended date for an immunization.  Selected Tracking Schedule and Selected Vaccine Group criteria will be applied in this determination.  For instance were DTaP the only vaccine group selected, patients included within the report would only be those recommended for a DTaP immunization, and all other vaccine group recommendations would not be compared against.

  2. The second criteria is that the patient can still receive the applicable immunizations and have them considered valid by the IRIS.  For instance, a patient may have passed their recommended date for an immunization, but were they passed the age requirement for which they could receive that immunization, they would be excluded.  

Recommended dates occurring on the current date will be included.

Due in the Next Number of Months

When this radio button is selected patients to be included within the report will be those becoming due for an immunization within the entered number of months.  They will meet the following criteria:

  1. Patients to be included will be those having a recommended date occurring within the number of months entered.  Consistent with Currently Due or Overdue behavior, Selected Tracking Schedule and Selected Vaccine Group criteria will be applied in this determination.  For instance were DTaP the only vaccine group selected, patients included within the report would only be those becoming recommended for a DTaP immunization within the time frame indicated, and all other vaccine group recommendations would not be compared against.

  2. Recommended dates on the current date will not be included.

  3. Recommended dates occurring on the day after the current will be included.

  4. Recommended dates occurring on the final date, of the months entered boundary, will be included.  For instance, if the report is ran on January 31st, for Due in the Next 2 Months, patients having a recommended date on March 31st will be included, but those having a recommended date on April 1st would not be included.

No more than 6 months into the future can be searched.

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The Last Notice Date criteria can be used to exclude patients who have already received a notice within a specified time frame.

Field

Description

Weeks Since Last Notice

When a number of weeks is specified here, the system will look at the patients who have had a notice generated in that last number of weeks and exclude them from the report. *Note*

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.

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The Sort Order will determine the sequence which the patients 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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Button

Description

When the Generate button is clicked, a query executes in the database according to the report criteria selected. Depending on the number of patients associated with the provider organization that submitted the report request, the query may take several minutes to complete. After clicking on Generate, you will be redirected to the check reminder status screen where you can monitor the progress of the report query. *Note*

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 Notes

 Report Criteria Submission

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.

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

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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