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Australian Immunisation Register (AIR) site functions 011-18052200

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This document contains information on how vaccination providers use the AIR site.

On this page:

Identify, view or create individual details on the AIR site

Record, edit or delete an encounter on the AIR site

Update vaccination data already submitted to the AIR site

Record a catch-up schedule for overdue vaccines on the AIR site

Record an immunisation medical exemption on the AIR site

Record returned mail on the AIR site

Print proof of vaccinations from the AIR site

View, modify or request an AIR site report

View payment statements and financial statements on the AIR site

AIR emails from vaccination providers

Resend AIR linking code or vaccination provider number request

Identify, view or create individual details on the AIR site

Table 1

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Step

Action

1

Log on to AIR site

The Healthcare Provider Identifier - Individual (HPI-I) and Healthcare Provider Identifier - Organisation (HPI-O) fields display.

Providers can:

  • key the HPI-I or HPI-O numbers (if known) and select Next
  • skip this by selecting Next

The AIR main menu will show, go to Step 2.

2

AIR main menu

From the AIR main menu:

  • select Identify individual. The Identify Individual menu will expand
  • select Identify Individual from the sub-menu

The Identify Individual page will show, go to Step 3

3

Identify individual page

Complete individual's personal details:

  • Medicare card and individual reference number (IRN), or
  • Individual Healthcare Identifier IHI), or
  • personal information:
    • surname
    • first name
    • date of birth
    • gender
    • postcode range
  • select Search, go to Step 4

Note: a unique match must be made in order for an individual's details to be returned.

4

Search result

Has the individual's record been located in the AIR?

  • Yes, the individual's details display. Select the headings to expand fields to view the following information:
    • update individual - includes Returned Mail, Indigenous Status and Additional Vaccines Required (AVR) indicators
    • planned catch-up
    • due details
    • immunisation details
    • medical contraindications
    • natural immunity
  • No, go to Step 5

5

Record encounter

If the individual's details are not returned through the Identify Individual process:

  • an encounter needs to be recorded for the individual:
  • select Record Encounter (this button will appear under the search details box)

6

Create individual

To create the individual:

  • key the following information in the relevant fields:
    • Indigenous status (if known)
    • Gender (optional) - this is an optional field on the AIR site. Providers should be encouraged to complete it
    • Street address (mandatory)
    • Suburb (mandatory)
    • Post code (mandatory)
  • select Next, go to Step 7

Note: name and date of birth will be what was entered on the Identify Individual page.

7

New record created

To record an encounter, see Table 2.


Record, edit or delete an encounter on the AIR site

Table 2

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Step

Action

1

Record encounter

When an individual's record is located, from the main menu:

  • select Record Encounter. The Record Encounter page displays
  • In the New Encounter section, complete the following information in the relevant fields:
    • Who performed this immunisation encounter
    • Practice location (will only display if provider has more than one active location)
    • Schedule (if the individual is under 20 years of age)
    • Date of service
    • Antenatal Indicator (Valid values are: Yes, No, Unspecified)
    • School name (field only appears if provider has ticked box 'This was performed at a School')
    • Vaccine/brands
    • Batch number
    • Dose (field only appears if 'Other' was chosen from schedule list)
    • Vaccine type: NIP/Commonwealth, or Other
  • Route of administration - Oral (PO), Subcutaneous (SC), Intradermal (ID) or Intramuscular (IM)Select Add

To record an unknown vaccine brand from overseas and flu vaccines select Other from the dropdown menu in the Schedule field.

To record overseas COVID-19 vaccines, vaccination providers must record the country of administration.

Note: fields marked with an asterisk (*) indicate that they are mandatory information.

2

View encounter details

View the encounter details before submitting by checking the information under the Record Encounter heading.

To:

  • add another encounter, select Add another (if available) and go to Step 3
  • edit the encounter select pencil icon before submitting, go to Step 4
  • delete the encounter select bin icon before submitting, go to Step 5

3

Add encounter

The Add another option will only show if the individual is under 20 years of age.

  • Add the encounter details
  • When all encounters are added, submit to the AIR by:
    • selecting Submit
  • the Confirmation page displays showing the Claim ID
  • procedure ends here

4

Edit encounter

Editing encounters before submitting to the AIR:

  • select the pencil icon under the Action column on the encounter line to amend:
    • Who performed this immunisation encounter
    • Practice location (if provider has more than one active location)
    • Date of service
    • Antenatal indicator
    • School name (if applicable)
    • Vaccine/brand
    • Batch number
    • Dose
  • Vaccine type:
  • Route of administration
  • select Update

The provider will be taken back to the summary screen.

To:

    • submit encounter, select Submit, procedure ends here
    • add another encounter, select Add Another go to Step 3

If the Add another option is not available:

  • select Submit
  • repeat steps 1 and 2

5

Delete encounter

To delete an encounter before submitting to the AIR:

  • select the bin icon under the Action column on the encounter line

A Confirmation pop up window will appear.

  • Select Continue to delete the encounter, or
  • Select Cancel to go back to the Review screen

Deleting encounters previously submitted to the AIR

Encounters cannot be deleted if they have been submitted to the AIR using the AIR site. To delete an encounter previously submitted to the AIR, providers must:

  • send the details using HPOS messages, or
  • call the AIR and speak to a Service Officer

Update vaccination data already submitted to the AIR site

Table 3

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Step

Action

1

Update encounter

When an individual's record is located, from the main menu:

  • select Update Encounter. The Update Encounter page shows
  • select the pencil icon under the Action column on the encounter line to amend the following encounter details:
    • Who performed this immunisation encounter
    • Practice location (if provider has more than one active location)
    • Date of service
    • Antenatal indicator
    • School name (if applicable)
    • Vaccine/brand
    • Batch number
    • Dose
    • Vaccine type
    • Route of administration
  • select Update

Note: vaccination data cannot be updated if an information payment has been paid or the encounter was submitted by another vaccination provider.

If the pencil icon is not available to select, providers can:

  • send the details using HPOS messages, or
  • call the AIR and speak to a Service Officer

Record a catch-up schedule for overdue vaccines on the AIR site

Table 4

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Step

Action

1

Record planned catch-up

To record a planned catch up:

  • on the Individual Details page, scroll down to the Planned Catch-up section
  • key Practice Location (this will only appear for providers who have more than 1 active location)
  • select Planned Catch-up for Overdue Vaccines tick box
  • select Save

The page updates to show that the child is on a catch-up schedule and the date it expires.


Record an immunisation medical exemption on the AIR site

Table 5

The Resources page contains a link to Immunisation Medical Exemptions (AIRM06) - eLearning.

Expand table

Step

Action

1

Individual details page

When the individual's record has been located, from the main menu:

  • to view an existing medical contraindication, go to Step 2
  • to view an existing natural immunity, go to Step 3
  • for a medical contraindication exemption, select Medical contraindication from the Identify Individual menu, go to Step 4
  • for a natural immunity exemption, select Natural immunity from the Identify Individual menu, go to Step 5

Note: both options will only appear under the Identify Individual menu if the provider is eligible to record a Medical contraindication or Natural immunity.

2

View existing medical contraindication

View an already recorded medical contraindication by expanding the section under the Medical Contraindication History heading. This heading will not appear if there are no details to display.

Go to Step 6

3

View existing natural immunity

View an already recorded natural immunity by expanding the section under the Natural Immunity History heading. This heading will not appear if there are no details to display.

Go to Step 5

4

Record medical contraindication

Eligible medical practitioners complete the following details in the relevant fields:

  • Practice location (if more than one active location)
  • Vaccine/brand
  • Type:
    • Permanent - end date field does not appear
    • Temporary - an end date must be entered
  • Notification date (this is pre-populated with today's date and cannot be altered)
  • Reason - depending on the exemption type, select reason from the dropdown menu
  • Select Add
  • Go to Step 6

5

Record natural immunity
  • Eligible medical practitioners complete the following details:
    • Practice location (if more than one active location)
    • Disease
    • Notification date (this is pre-populated with today's date and cannot be altered)
    • Laboratory testing or physician based clinical diagnosis date
  • Select Add and then Submit

6

View encounter page

To:

  • add another medical contraindication, go to Step 4
    Note: only 1 disease can be selected at a time. Eligible medical practitioners will need to go to Step 4 for every vaccine/brand they wish to report a contraindication for
  • add another natural immunity, go to Step 5
    Note: only 1 disease can be selected at a time. Eligible medical practitioners will need to go to Step 5 for every disease they wish to report an immunity to
  • edit the details, see Table 2, Step 4
  • delete the details, see Table 2, Step 5

Record returned mail on the AIR site

Table 6

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Step

Action

1

Individual details

When the individual's record has been located, their details display.

Under the Update Individual heading:

  • select the radio button Return Mail Indicator
  • select Save

Print proof of vaccinations from the AIR site

Table 7

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Step

Action

1

Individual details

When the individual's record is returned, select Individual details from the main menu.

To print proof of vaccinations:

  • select Immunisation history heading to expand immunisation history details
  • select Generate PDF for the immunisation history statement to download the PDF
  • open the PDF, check the vaccination history is correct and select the printer icon on the top right of the page

Note: vaccination providers can encourage individuals to access proof of vaccinations using Medicare online accounts or the IHI Service in myGov.


View, modify or request an AIR site report

Table 8

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Step

Action

1

AIR main menu

From the AIR menu:

2

Request new report

To request an AIR report:

  • select the Request tab on the Reports page
  • select the report type required from the list of available reports
  • select Next
  • complete the Request Report template
  • select Request Report or Back
  • report will be available on the View tab

3

Modify report

To modify an existing AIR report:

  • select Reports from the left hand menu
  • select the Modify tab on the Reports page
  • select the report to modify from the list of existing reports
  • select Options to expand the dropdown menu
  • select Modify or Remove
  • complete the Report Criteria template
  • select Request Report or Back
  • report will be available on the View tab

Note: the Return Mail indicator does not automatically remove the individual from AIR site reports when they have moved overseas.

When completing the Request Report template providers who wish to exclude individuals listed as overseas on their report, can select Returned mail on the Include Individuals who have section of the template. The report will display as 'Y' or 'N' in the RETMAIL column.

Sort the RETMAIL column and remove those records displaying 'Y', this will no longer display overseas individuals.

4

View report

To view a previously requested or amended AIR report:

  • select Reports from the left hand menu
  • select the View tab on the Reports page
  • go to the report to be viewed
  • select Options to expand the dropdown menu
  • select Download or Remove
  • choose to Open, Save or Cancel the downloaded report

View payment statements and financial statements on the AIR site

Table 9

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Step

Action

1

Payment statement menu

To access provider statements:

  • select Payment Statements from the left hand menu.
  • an immunisation payment statement, go to Step 2
  • an immunisation notification reconciliation report, go to Step 3
  • a financial statement, go to Step 4

2

Immunisation payment statement

To access an immunisation payment statement:

  • select Immunisation Payment Statement from the expanded left hand menu
  • go to the statement for the payment period
  • select View PDF under the Immunisation payment statement column
  • choose to Open, Save or Cancel download

3

Immunisation notification reconciliation report

To access an immunisation notification reconciliation report:

  • select Immunisation Payment Statement from the expanded left hand menu
  • go to the statement for the payment period
  • select View CSV under the Immunisation notifications reconciliation report column
  • choose to Open, Save or Cancel download

4

Financial statement

To access a financial statement:

  • select Immunisation Financial Statement from the expanded left hand menu
  • select the provider number and financial year from the dropdown menus
  • select Request statement
  • choose to Open, Save or Cancel download

AIR emails from vaccination providers

Table 10

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Step

Action

1

HPOS messages

To access HPOS messages:

  • go to the Home page of the Services Australia Intranet
  • select My Tools (top of the page, dropdown menu)
  • select the Customer Service tab and then the Medicare Portal tile. The Medicare - eBusiness page displays
  • select Source Office from the dropdown menu
  • select HPOS Support from the eBusiness System list and then Submit. The HPOS Support page displays
  • select AIR from Mail Centre. The AIR Mail Centre page displays. Go to Step 2

2

Action HPOS messages

To action emails:

  • key Provider Stem/RA Number when searching for a specific provider email
  • select an email from displayed list
  • select Reply
  • read email and take relevant actions (e.g. amend record)
  • reply using secure email template. The Resources page contains a link to this page
  • select Send

Resend AIR linking code or vaccination provider number request

Table 11

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Step

Action

1

AIR security check

Complete security check see the Verify the identity of recognised vaccination providers for AIR enquiries table.

Does the individual pass the security check?

2

Confirm mailing address from Provider Directory System (PDS)

Log on to PDS, see the Log on to Provider Directory System (PDS) table.

  • Select Program Registration then View. The Program Registration View screen displays
  • In Search ID, enter provider number (stem, first 6 digits only)
  • In ID Type, select:
    • AIR Provider Number for organisation provider numbers (begins with a letter)
    • Medicare Stem for Medicare provider numbers (begins with a number)
  • From the most recent AIR Registration date, select View from the Action column. The provider details will display
  • Confirm the listed mailing address

Go to Step 3

3

Log onto AIR site

Select Admin from left hand side.

From View Client Details screen:

  • AIR Provider name field, enter provider number
  • select Display Client Details button. The Client Details screen displays

Go to Step 4

4

AIR linking code or provider number letter

See Table 4 in the Digital Messaging Capability (DMC) - Health for instructions on how to reissue the:

  • Z2504 (Your Australian Immunisation Register linking code)
  • Z2505 (Your Australian Immunisation Register provider number)

Note: a cover letter will be sent with a copy of the original letter so it can be re-sent to a different address to the original, if required.

Go to Step 5.

5

Record a comment in PDS

From the screen showing provider details:

  • select the Edit button to display the Amend screen
  • select Comments tab
  • select Add New Comments
  • enter comments into New Comment pop up box
  • select Add New to new comment displays