Proof of vaccination and the Australian Immunisation Register (AIR) 011-10070000

Item

Field

Description

1

As at (date)

Date the immunisation history statement was produced.

2

For (name)

Individual the immunisation history statement is for.

3

Date of birth

Individual date of birth, recorded by Medicare or the AIR for individuals not enrolled in Medicare.

4

NIP immunisation status

(only for individuals under 20)

NIP Immunisation status:

• up to date - if an individual is not overdue for any immunisations
• up to date/not up to date - Catch-up schedule active until dd/mm/yyyy
• not up to date - if an individual is overdue for at least one immunisation

5

Schedule

(only for individuals under 20)

Age at which the vaccines are listed on the NIP Schedule (for example 2, 4, or 6 months).

6

Immunisation

Disease antigens immunised against (for example, diphtheria).

7

Date given

Date the vaccine/s was given.

8

Brand name given

Vaccination brand name given (for example, Infanrix-IPV). All recorded vaccination episodes that are at an A or Y status are included on immunisation history statements.

9

Next NIP immunisation/s due

Diseases the individual needs to be immunised against next. If there are multiple overdue dates, only single antigens will be listed (e.g. diphtheria, polio).

10

Date due

(only for individuals under 20)

Date when the next immunisations are or were due. This date may be in future (due) or past (overdue).

11

Notice/s

Notice/s appear under specific circumstances.

See the Examples of notices attachment for images of how these may appear.

Item

Message

Action

1

Mail has been returned from this address

• Access:
• CDMS - Amend Consumer Details for Medicare Personal Identification Number (PIN) records to check/update address details as per the group address recorded on CDMS and remove returned mail flag
• YCUA - Amendment Registration AIR mainframe screen for SIN records to check/update address and remove returned mail flag
• Press [PF18] to acknowledge
• When the address is correct, continue the request by pressing [PF18] - ACK WARN to acknowledge warning
• The message History statement request successful is displayed

2

Most recent address recorded is incomplete

• Access the YCUA - Amendment Registration screen to update address details
• Press [PF22] - STATEMENT for a statement to be generated

3

End date recorded for individual

• Press [PF18] to acknowledge
• Continue the request by pressing [PF18] - ACK WARN to acknowledge warning and continue with the request
• The message History statement request successful is displayed

The warning is only to be acknowledged and overridden if:

• there are no active records for the individual
• the address recorded for the individual in mainframe is the same address given when the security check was performed in CDMS. If it does not match, update the address. See Change requests in the Australian Immunisation Register (AIR)

4

YCEN - Mail History Details screen displays the status 'FAILED' next to a request

• All requests will fail until the problem has been fixed
• When the problem cannot be fixed contact AIR Local Peer Support (LPS) for referral to the AIR helpdesk

Item

Description

1

How do I get proof of my vaccinations?

If you're eligible for Medicare, you can get an Immunisation History Statement online by:

• making sure you have a myGov account
• linking Medicare online

If you're not eligible for Medicare, you can get an Immunisation History Statement online by:

• registering for an Individual Healthcare Identifier (IHI)
• using the IHI service or register for a My Health Record account using your IHI in myGov

You can also:

• check your immunisation record
• update your details, or
• request proof of vaccinations by going to a service centre or calling the Australian Immunisation Register on 1800 653 809

2

Can I get proof of my child's/children's vaccinations?

If your child/children is/are under 14 years of age, you can get proof of their vaccinations online through myGov.

If your child is aged 14 years or older, you will not be able to access their vaccination information. People who are aged 14 years or older can access their information:

• online, or
• give consent over the phone or in person for their parent or guardian to access this information on their behalf. This consent is valid for that instance only

3

My child is aged 14 years or older, can I get proof of their vaccinations?

If your child is aged 14 years or older, you will not be able to access their vaccination history.

Individuals aged 14 years or older can get proof of their own vaccinations online. For contact details, see AIR enquiries.

An individual aged 14 years or older can also give consent for their parent or guardian to access their vaccination information. They can do this over the phone or in person at a service centre. This consent is only valid for that instance.

If a:

• Power of Attorney, guardianship order, administrative order, or other legal arrangement is in place, and
• is registered with Medicare, the parent or guardian has legal authority to act on behalf of the person

The following can submit an Authorisation to act on an incapacitated person's behalf for Medicare purposes form (MO050) if no legal arrangement is in place:

• Parents
• Guardians, or
• carers of individuals aged 14 years or older who cannot manage their own affairs

4

Why can I not get my aged 14 years or older child's vaccination information?

The AIR is administered in accordance with the Australian Immunisation Register Act 2015, the Privacy Act 1988 and the Services Australia privacy policy.

Parents and guardians can access their child's vaccination information until the child turns 14 years of age. When an individual is aged 14 years or older, Services Australia requires their consent to provide their vaccination information. This includes requests for proof of vaccination.

5

I have caring responsibility for someone. Can I get proof of their vaccinations?

You can get proof of vaccinations for someone who is unable to manage their affairs if you have the following registered with Services Australia:

• Power of Attorney
• a guardian or administrative order
• other legal arrangement

If none of these are in place, you can submit Authorisation to act on an incapacitated person's behalf for Medicare purposes form MO050.

6

How do I/my kids get an IHI?

An Individual Healthcare Identifier (IHI) is a unique number used to identify an individual for health care purposes.

You already have an IHI if any of the following apply:

• you have a Medicare card
• you have a DVA card
• you are enrolled in Medicare

If you are not eligible for Medicare or a DVA benefit you can request an IHI through the Individual Healthcare Identifiers (IHI) Service in myGov. You will first need to create a myGov account to access the IHI service.

You can also request an IHI by completing the Request an Individual Healthcare Identifier form (MS003).

You can find more information about IHIs by going to servicesaustralia.gov.au/hi or calling the HI Service on 1300 361 457.

Note: Service Officers should check if the customer is eligible to enrol in Medicare before offering IHI.

7

I/my kids have got an IHI and I need to update the personal details. How can I do this?

You can update your personal details by:

• contacting the Healthcare Identifiers (HI) Service on 1300 361 457, or
• completing the Request an Individual Healthcare Identifier form (MS003)

8

I linked a Medicare account/HI Service/My Health Record to myGov. Why can't I see anything on the proof of vaccinations?

When you link your Medicare account to myGov, your proof of vaccinations might not show any information for a few days. You can log on at any time to check whether your record has been updated.

If you think your vaccinations are missing from your record, speak to your vaccination provider and ask them to record them on the AIR.

9

I/my kids had a vaccination yesterday/today. Why can't I see it on the vaccination evidence?

It can take up to 10 days for any new vaccinations to appear on your immunisation history.

Making sure your personal and contact details are up to date can help. If you have a Medicare Online Account, you can update your details using myGov or the Express Plus Medicare mobile app.

If you are not eligible for Medicare, you can check or update your details with the AIR.

If over 10 days, advise the individual to ask their vaccination provider to send their immunisation history to the AIR.

If their provider has done this already, and it has been a few days since, it may be a pended record. Check the vaccination record to see if it needs to be updated.

10

I/my kids got COVID-19 vaccines overseas. Can I get them recorded on the AIR?

The AIR can record COVID-19 vaccines that are recognised in Australia. They can be recorded if they were given on or after 1 March 2020.

You can ask a recognised vaccination provider in Australia to record your vaccinations on the AIR if the vaccine you've had is:

• approved or recognised to be recorded on the AIR, and
• you received it on or after 1 March 2020

Note: you need documents in English that show what vaccinations you have had.

It is also recommended that your provider records the country the vaccine was given. This will make sure that your vaccines are displayed correctly on your proof of vaccinations.

11

Does my vaccine batch or serial number need to be recorded?

Under legislation, it is mandatory for your vaccination provider to record the batch numbers for all COVID-19, flu NIP and JEV vaccines.

Some vaccines, have a lot number instead of a batch number. The lot number can be entered if there is no batch number.

If the provider does not know the batch number, they should contact their state or territory health department for those details.

12

How does the new legislation about mandatory reporting affect vaccinations?

It is mandatory for vaccination providers to report:

• flu
• COVID-19
• National Immunisation Program (NIP), and
• Japanese encephalitis virus (JEV) vaccinations to the AIR within 10 days of administering them

You don't have to do anything differently. It just means that all your flu, COVID-19, NIP and JEV vaccinations will be recorded on the AIR and show on your immunisation history statement.

13

Can I opt out of the AIR?

You can opt out from receiving correspondence from the AIR and from third parties (such as health professionals) being able to access your information.

You can download a form from the Services Australia website (search 'IM017').

14

Why doesn't the immunisation history statement show all the immunisations I have/my child has received?

If any immunisations are missing from your immunisation history statement, speak to your vaccination provider. Ask them to record them on the AIR. All immunisations recorded on the AIR show on your immunisation history statement.

15

I've got an international vaccine certificate issued by another country. Do I still need to get the Australian one?

This depends on the country you're coming from. You may need to provide evidence of vaccines needed. You should check with your airline and go to the Smart Traveller website for more information.

16

Can you email my proof of vaccination?

The fastest and easiest way to request a statement is using your Medicare online account through myGov. You can also visit a service centre, or the agency can post one to you, but it can take up to 14 days to arrive in the mail.

Emailing statements can only be done in exceptional circumstances, where all other options have been ruled out.

Note: only AIR helpdesk can approve to email proof of vaccination for customers in Australia or overseas. Service Officers and LPS are not to do this unless it is for a customer referred by a Department of Foreign Affairs and Trade (DFAT) consulate staff member.

17

Do I need proof of COVID-19 vaccinations to enter Australia?

You no longer need proof of COVID-19 vaccinations to travel overseas. You can find information about vaccination requirements when travelling overseas on the Smart Traveller web site.

18

I'm overseas and I've lost or damaged my International COVID-19 Vaccination Certificate, what can I do?

You no longer need an international COVID-19 vaccination certificate for travel purposes.

You can find information about international travel on the Smart Traveller website.

19

Why can't I download my International COVID-19 Vaccination Certificate (ICVC)?

You no longer need an ICVC to travel overseas. Your COVID-19 and Influenza (flu) Immunisation History Statement (IHS) has proof of COVID-19 and Influenza vaccinations.

20

Why is my old COVID-19 digital certificate and ICVC still showing in my digital wallet?

Any previously downloaded and saved COVID-19 Digital certificates or ICVCs will remain in a digital wallet (Apple Wallet or Google Wallet) until the user chooses to remove it.

21

Will downloading the new COVID-19 and Influenza (flu) IHS to my digital wallet override my old COVID-19 digital certificate?

No, whatever is in your digital wallet will remain there until you choose to remove it.

22

What happens if I try to download multiple versions of the COVID-19 and Influenza (flu) IHS to my digital wallet?

It is possible for you to have multiple versions in your digital wallet.

Downloaded documents will remain in your digital wallet until it is removed.

23

Can I still have access to an immunisation history statement if I don't have a Medicare card?

You can still get proof that you are vaccinated, even if you don't have a Medicare card. See the Services Australia website, how to get proof through the individual healthcare identifiers service.

24

How do I access my Q fever eStatement?

logging onto the Q Fever Register website and downloading a copy or

Telephone: 1300 QFEVER (1300 733 837)

Monday to Friday: 8:00 am to 3:00pm (Australian Eastern Standard Time (AEST))

Email: register@qfever.org

Once added to the AIR you can use your Immunisation history statement.

Individuals can access their information on the Q Fever Register, including their Q Fever eStatement until 30 June 2025.

Item

Description

1

Are COVID-19 vaccines mandatory in Australia?

All vaccinations in Australia are voluntary, including COVID-19 vaccines and boosters. People maintain the option to choose. This will apply to any COVID-19 vaccination that may become available.

2

My patient doesn't know their Medicare number. Can I just use a special or emergency Medicare number?

It is important to correctly identify your patient so their immunisation history is up to date and they can get proof of their vaccinations.

If a patient cannot find their Medicare card they can use the Express Plus Medicare mobile app to view their digital Medicare card.

You can also go to HPOS to use the:

• Find a Patient to find their Medicare details
• Healthcare Identifier Service for their IHI if they're not eligible for Medicare or DVA
• AIR site and enter their full name and date of birth

3

Can my patient get an exemption for vaccines?

Medical contraindications can be recorded on the AIR for vaccines if there is a valid medical reason as outlined in the Australian Immunisation Handbook. If a medical contraindication is only recorded for one COVID-19 vaccine brand, the exemption will only apply to that vaccine.

Only eligible health professionals are authorised to record medical contraindications.

4

Do I have to record vaccinations on the AIR?

Legislation was passed making it mandatory to report influenza, COVID-19, National Immunisation Program (NIP) and Japanese encephalitis virus (JEV) vaccinations to the AIR. For more information, go to health.gov.au/immunisation

5

What are the rules for mandatory reporting to the AIR?

The Department of Health and Aged Care can provide advice about the mandatory reporting requirements. For more information, go to health.gov.au/immunisation

6

Do I have to record a vaccine batch number?

Yes. Under legislation, it is mandatory to record the batch numbers for COVID-19, flu, NIP and JEV vaccines.

Some vaccines, have a lot number instead of a batch number. Enter the lot number if there is no batch number.

If you do not know the batch number, contact your state or territory health department for assistance.

7

Why do I have to record a batch number?

It is mandatory to record a batch number where the following selected vaccinations were administered in Australia by the reporting provider:

• NIP funded vaccines
• Japanese Encephalitis
• Influenza
• COVID-19 (in Australia and overseas)

8

When is it not mandatory to record a batch number?

Answer:

• where the vaccine was administered overseas (and was not for COVID-19)
• where a NIP vaccine was administered by another provider in Australia, and
• for vaccines that are not funded under the NIP program

9

Who can access the new AIR043A report, what information is in it and why is it useful?

The AIR043A report can be accessed by:

• Health professionals with a Medicare provider number and AIR access
• Medical Practices
• Pharmacies
• Aboriginal Medical Services
• Community Health Centres
• Councils
• Public Hospital
• Public Health Units
• State Health Departments

The provider must have:

• vaccinated the individual at least once using their provider number, or
• the individual is linked to the practice as they have had an earlier MBS service at that location

This report has information about the individual they've vaccinated and vaccine details (such as the vaccine brand and vaccine type), medical exemptions.

Vaccination providers can use this report to extract and reconcile vaccination information that they have previously reported to the AIR. Pharmacies may find this useful to reconcile their claims for payment to be made to the Pharmacy Program Administrator (PPA). PPA will be making payments to pharmacists under the NIPVIP.

10

When is it mandatory to report the Route of Administration, is this mandatory for all vaccines?

It will become mandatory from 1 March 2024 to report the Route of Administration for Japanese encephalitis vaccine (JEV). However, providers are encouraged to record as much information when reporting a vaccination encounter. They can complete this field for all vaccines if they wish to.

It is only mandatory for reporting Japanese encephalitis vaccine (JEV). Reporting a JEV vaccination is only mandatory where the JEV was administered in Australia.

11

My software doesn't include this field or is not available yet, what should I do?

Speak with your software provider to find out when the produce you use will have these fields available. You should always ensure you have updated your system so that you have the latest version of the software.

You can use the AIR Site until your system has been updated to record this additional information in your encounters. It is free to register and use the AIR site. You will be able to record all the required information for a vaccination encounter to ensure you are meeting your mandatory reporting obligations which come into effect on 1 March 2024.

12

Do I need to report serial numbers or include them in this software field?

No, the serial number field has been removed from the AIR Site, software and forms.

The field may still exist until the software has been updated, but it isn't mandatory.

13

When do I have to start reporting these new fields?

You can start reporting these new fields from 3 December 2023 and they become mandatory to report from 1 March 2024.

14

Do I have to report vaccine type for vaccinations that were given prior to 1 March 2024?

No. However, from 3 December 2023 you can provide this information (optional). We encourage all vaccination providers to report this information if they have it. This will ensure AIR contains complete records.

15

What does the field Vaccine Type mean?

Vaccine Type tells AIR what the source of funding for the vaccine is.

16

When should I select the antenatal indicator?

When an individual is pregnant at the time the vaccine was administered.

17

Why do we have to report the 'Vaccine Type'?

The AIR program is delivered on behalf of the Department of Health and Aged Care (DoHAC), Information on their rules is available on the DoHAC website. Direct feedback about the reasons for collection of the vaccine type to DoHAC.

18

If another provider was the immunisation provider and I am just recording the vaccination, do I have to report these fields?

The reporting of this field is only mandatory for the provider who administered the vaccination.

19

Can pharmacies report vaccinations?

Pharmacies can check with their local state or territory health department about which vaccinations they can administer in their state. They should report all vaccinations administered.

20

Can I record vaccines my patient had overseas?

You can record vaccines your patient had overseas if they are a brand that is recognised by the Therapeutic Good Administration (TGA). Your patient must provide evidence of the vaccinations and the English translations if appropriate.

It is also recommended to record the country in which COVID-19 vaccine/s were given.

21

I've tried using the AIR site but couldn't edit/update the encounter

If you are not the original provider that reported the vaccination, you cannot update the information online. You will need to submit the vaccination information to AIR via HPOS message or email.

If you are the provider that reported the vaccination, you will need to use the same provider number that you originally used to report the vaccination. You can update encounters if you see the pencil icon. If you cannot update this information via the AIR site, you can resubmit a request to AIR via HPOS messages or email.

22

I'm a Nurse Practitioner giving vaccinations. Do I need to get my own provider number?

You don't need your own provider number to record vaccinations. You should use the organisation's AIR provider number if you're working at a:

• Vaccination Hub
• Hospital
• GP Respiratory Clinic
• ACCHO
• AMS

23

How do I record vaccinations on the AIR?

Vaccinations are recorded on the AIR using:

• your practice management or clinical software that is integrated with our systems
• the free AIR site via HPOS

24

Do I need to get a PRODA account?

Yes, you need a PRODA account to record vaccinations on the AIR.

The Services Australia website has more information about registering for PRODA based on your organisation structure and practice model.

25

How do I access the AIR site?

If you have a Medicare provider number, you will need a PRODA individual account and to add HPOS as a service. From there, you can access the AIR site.

If you are an organisation, you will need a PRODA organisation account and to add HPOS as a service. You can then link to the AIR site using your AIR provider number and AIR linking code.

You can go to AIR for health professionals and select How to set up your access to the AIR for more information.

26

How do I record vaccinations if I'm having trouble with my software or AIR site access?

The fastest way to record vaccinations on the AIR is by using the AIR site or your software.

If you can't submit information online, use forms:

• AIR immunisation encounter (IM018), or
• AIR immunisation history form (IM013)

Vaccines recorded using forms can take some time to appear on the AIR.

27

How do I get proof of vaccination for my patient?

You can download proof of vaccinations for your patient using the AIR site.

For more information go to AIR for health professionals and select How to view and print reports and statements.

28

I'm a pharmacy how do I correctly record vaccines on the Australian Immunisation Register (AIR)?

When you give a patient a vaccine, you'll need to record it on the AIR. It's important to correctly identify your patient so their immunisation history is up to date. This means they'll be able to get proof of their vaccinations if needed.

Don't use the 'Urgent Clinical Need' special Medicare number for reporting any vaccinations to the AIR. If you do this, the vaccination won't appear on the patient's immunisation history statement.

To find a record on the AIR, you'll need your patient's Medicare card and Individual Reference Number (IRN). If a patient can't find their Medicare card, they can use the Express Plus Medicare mobile app to view their digital Medicare card.