Edit Organizations

Through Add Organizations, an administrator will have the ability to create an organization. The user will have the ability to denote this organization as child to a parent organization. The fields will be blank except the defaults when adding an organization.

Through Edit Organizations, an administrator will have the ability to find and maintain information for their provider organization. If a user is an administrator for a parent organization, the option to modify information for the parent or any of the parent’s children organizations will be available, with some limitations. The fields will be loaded with existing values when editing an organization.

The administrator will see a Search Criteria legend, when clicking the Edit Organization from the menu. The Search Criteria enables the user to restrict the search results based on the selection made in the search criteria fields. The 'Search' button, when clicked, will list the organizations based on the search criteria. The user will be able to select the organization from the search result and edit it.

Field Name	Description
Show	Restrict the results based on Organization's status. The status 'Both' will include 'Active' and 'Inactive' Organizations.
Organization Type	Restrict the results based on Organization's Type. The drop down lists all available Org types.
Search Field	Restrict the results based on Organization's attributes such as Name, VFC PIN, ZIP etc.
Search String	Search string further restricts the result based on the selections made in above fields. If no value entered for Search String, all matching organizations based on selection made in the above fields will be displayed. The Search String is case insensitive and all organizations that matches exactly or partially (containing the Search String) will be displayed. Example: The selections 'Active' in Show, 'School' in Organization Type and 'Name' in Search Field' with 'mentary' in Search String will display all active school organizations with names containing 'mentary'.

The ability to add an organization or edit the organization information is available to IRIS System Manager, Vaccine Manager, and IR Developer user roles.

Note: The use of special characters ( , “ & ! $ # % ^ * ' etc ) especially the special characters comma(,) and double quotes(“) are not recommended in any free text field as it will produce inaccurate exports for ordering organizations.

Field Name	Description
Status	Radio button to select if an organization is Active or Inactive.
Global Transport	Check button to select when the org is a global transport org.
Org Classification	Required. Radio button to select if Organization is Independent or a Child. If Parent to another organization such will be displayed, and will be read-only.
Name	Required. Free-text field and has no default value.
Applications	Applications that the organization is able to use.
Type	Required. Drop-down pre-populated with Organization Type.
Medicaid ID	Free-text field and has no default.
County	Drop-down and has no default value. Denotes the organization's county.
Public Org	This tells whether the organization is public. This may influence which vaccines the organization can order.
County Org	Drop-down pre-populated with ID counties and has no default value. If the organization is setup as a county organization, the users would be able to run reminder recall and assessments for patients residing in the organization's county.
City Org	This tells whether the organization is a city health department or city health program. If you choose Yes, please make sure to verify the city field for the organization. This will enable you to run Reminder Recall and Assessment reports for patients living in the city specified.

The Vaccine Profile tab has the organization's vaccine order details and additional delivery information. Organization under Active/Noncompliant status requires the following fields in addition to VFC Status and VFC Status Date.

Note: The use of special characters ( , “ & ! $ # % ^ * ' etc ) especially the special characters comma(,) and double quotes(“) is not recommended in any free text field as it will produce inaccurate exports for ordering organizations.

Field Name	Description
Ordering Intents	The possible ordering intents of an org. A combination of VFC, Adult and Pandemic can be selected.
*VFC PIN	6 digit alphanumeric VFC PIN number. *Required if VFC status of Active or Noncompliant. No default value.
VTrckS Org Name	VTrckS has an organization name limit of 30 characters. Use this field to enter the organization name for providers that order vaccine are Active, Suspended, Noncompliant or Pending. No default value.
*Specialty PIN	Specialty PIN of the Specialty Provider. Required if Special Project Provider is selected as 'Yes'*. No default value.
VTrckS Primary Contact Override	Providers that have both VFC Primary Vaccine Coordinator , VFC Backup Vaccine Coordinator and separate Pandemic Primary Vaccine Coordinator and Pandemic Backup VAccine Coordinator should have the Primary Contact Override set. This sets the Main Contact on the VTrckS export as the Pandemic Primary Vaccine Coordinator.
VFC Status	Required. Defaults to Inactive.
VFC Status Date	Required. MM/DD/YYYY format. Default of current date.
*VFC Certification Date	*Required if VFC Status of Active. Date organization certified (VFC) and enrolled in VTrckS. MM/DD/YYYY format. No default value.
VFC Renew Certification Date	Date organization is recertified (VFC) for VTrckS enrollment. MM/DD/YYYY format. No default value.
*Ordering Tier\|Frequency	*Required if VFC Status of Active. Organizations vaccine order schedule. No default value.
Varicella Certified	Certified organization can receive direct shipment of Varicella and MMRV vaccine. Default of No.
Special Project Provider	Special Project Provider radio buttons and accompanying text box. Radio button defaults to No. Text box is required if the Yes radio button is selected. Limited to 4 Numeric Characters only.

The VFC profile tab also has the VFC Provider Population chart displayed. If the provider population was provided as part of VFC re-enrollment, the begin date, end date and the population for this period is automatically loaded when an organization is edited. If the Begin Date and End Date for the provider population chart is changed and 'update' is clicked, the chart data is updated to reflect the provider population for the selected dates. The provider population chart is not available when an organization is added.

Note: If the chart is updated with new dates from the original dates displayed when organization details were loaded, and if the organization is saved, then the provider population saved as part of VFC Re-enrollment process will be overwritten with the selected dates and data.

The Org Contact tab has the organization's contact information with addresses. The below table shows the contact information section fields.

Field Name	Description
*Phone	Required. Phone number of the primary contact person. Free-text fields and have no default value. Only numbers are allowed.
Facsimile	Organization's FAX. Free-text fields and have no default value. Only numbers are allowed.
E-mail	Organization's email contact. No Default value.

The organizations should have three types of addresses (Physical, Mailing, and Vaccine Delivery) and all three address types are required for an organization. The below table shows the address information fields for all the address types.

Field Name	Description
*Address1	Required. Free-text field and has no default value.
Address2	Free-text field and has no default value.
PO Box	Free-text field and has no default value.. *Note: The PO Box is not applicable to Vaccine Delivery address type.
*City	Required. Free-text field and has no default value.
*State	Required. Drop-down field pre-populated with the state abbreviations. Default is ID.
*Zip	Required. Free-text fields and have no default values.
Ext	Zip extension. No Default value.
Populate With Physical Address	When this check box is checked the Physical address is copied to Mailing or Vaccine Delivery address as applicable.

The Staff Contact(s) tab has the organization's individual contact details. The first section (Contact Listing) displays the existing contacts and the second section (Add/Edit Contact) enables the users to add or edit existing contacts.

If an Org's VFC status is INACTIVE, then a contact with role 'Main Contact' is required. If an Org's VFC status is not INACTIVE, and if the ordering intent is only Pandemic, then a contact with role 'Primary Vaccine Coordinator' is required. If an Org's VFC status is not INACTIVE, and if the ordering intent is not just Pandemic, then contacts with roles 'Primary Vaccine Coordinator', 'Backup Vaccine Coordinator', and 'Medical Director or Equivalent are required.

If an organization type is 'School' a Principal contact is required in addition to the Main Contact.

Field Name	Description
First Row: Role	Contact's Role
First Row: Title	Contact's Title
First Row: Name	Contact's Name (First_Name Middle_Name Last_Name)
First Row: E-mail	Contact's E-mail
First Row: Edit	The edit icon, when clicked, will load the current contact details to the Edit form in the Add/Edit Contacts Section
First Row: Del	The delete icon, when clicked, will delete the contact after the users confirms the deletion in the popup. *Note: The required roles (based on the VFC Status) will not have the delete icon and cannot be deleted.
Second Row: Address	The second row of a contact will the full address
Third Row: Phone	Contact's Phone
Third Row: Facsimile	Contact's facsimile
Fourth Row: Medicaid/NPI	Contact's medicaid/NPI number
Fourth Row: Medical License	Contact's medical license

Field Name	Description
*Role	Required. Contact's role. No Default value.
Title	Contact's Title. Required for role Medical Director or Equivalent. No Default value.
*Last Name	Required. Contact's Last Name.
*First Name	Required. Contact's First Name.
Middle Name	Contact's middle Name. No Default value.
E-mail	Contact's E-mail. Required for roles Medical Director or Equivalent, Primary Vaccine Coordinator, and Backup Vaccine Coordinator, Principal or Main Contact (based on VFC Status and organization type). No Default value.
Telephone	Contact's phone.
Medicaid/NPI	Contact's medicaid/NPI number. Required for role Medical Director or Equivalent. No Default value.
Medical License	Contact's medical license. Required for role Medical Director or Equivalent. No Default value.
Address1	Address Line1. No Default value.
Address2	Address Line1. No Default value.
PO Box	PO BOX. No Default value.
City	No Default value.
State	Default is ID.
Zip	No Default value.
+4	Zip extension. No Default value.
Facsimile	Contact's facsimile. No Default value.
	Clicking on 'Apply' will add the new contact or apply the changes to the existing contact loaded in the form. The changes will be visible in the Contact Listing Section. *Note: The changes will be saved permanently only when 'Save' is clicked
	Clicking on 'Cancel' will display a popup confirming the cancellation of the changes and upon confirmation the form will wither be cleared ('Ok') or no changes will be made to the form ('Cancel').

The School Profile tab contains the School District, Type of School and Grades Offered. The school profile is required for provider organization with organization type 'School.'

Field Name	Description
	Clicking on Save will validate the information entered on the screen. A message will appear at the top indicating the status, such as if the user was saved or if there are missing required fields.
	Clicking on Cancel will discard any changes made on the screen. A confirmation message box will appear asking if you want to continue. Pressing OK on the message box will take you back the Home page; Cancel will keep you on the screen without discarding changes.

Field Name	Description
School District	List of Idaho School Districts. School districts are maintained by the Immunization Program on Manage District screen.
School District Code	School District Code for the selected School District. This information is ready only.
Superintendent Name	School District's Superintendent Name (First_Name Last_Name) for the selected School District. This information is read only.
Superintendent Email	School District's Superintendent Email for the selected School District. This information is read only.
Type of School	The type of school. Options are Charter, Private and Public.
Grades Offered	The Grades Offered at the school. Grades listed are K, 1, 7, 12 or NA. The grades listed are the benchmark grades assessed in the School Immunization Report.