Australian Immunisation Register (AIR) quality checking in QST 111-22020000

Error-free status code

Error definition

Processing Tip

IM01

Error free

Quality check did not detect errors

Error status codes

Error definition

Processing tip

IM02

Critical

Duplicate record created for an individual

It is an error when a duplicate record has been created for an individual on the AIR. This includes new SIN records where end dated Medicare records exist.

IM03

Critical

Provider number not keyed or updated correctly

It is an error when the vaccination provider has:

• not been keyed/updated, or
• been keyed/updated incorrectly

IM04

Non-critical

Provider phone number not keyed or keyed incorrectly

It is an error when the phone number:

• does not match supporting documentation
• was not keyed correctly

IM05

Critical

Provider start date keyed incorrectly

It is an error when the start date does not match state/territory health approval date.

IM06

Critical

Organisation name, provider name or contact name not keyed or keyed incorrectly

It is an error when the organisation name, vaccination provider name or contact name has not been keyed or has been keyed incorrectly.

IM08

Critical

Business and/or postal address not keyed or keyed incorrectly

It is an error when the business and/or postal address keyed does not match the documentation provided.

IM09

Critical

Ancillary provider type selected incorrectly

It is an error when the vaccination provider type selected does not match the form/supporting documentation.

IM11

Critical

BSB, account number and/or account name keyed incorrectly

It is an error when the keyed details below do not match supporting documentation:

• BSB
• account number and/or
• account name

Note: it is not an error if there is a minor discrepancy in the keying of the account name. For example, when letters in the name are transposed; or one or two letters missing. Any minor discrepancies should be notified to the Service Officer for corrective action.

IM12

Critical

Payment held reason not removed or escalated

It is an error when the Service Officer is processing provider bank details and does not escalate to Local Peer Support (LPS) that a payment held reason was recorded.

IM13

Critical

An individual's address not keyed or keyed incorrectly

It is an error when an individual's address is not updated as per supporting documentation. This includes invalid address entry corrections.

This error code is only applicable:

• when a new Supplementary Identification Number (SIN) registration has been created, or
• where AIR system address has been amended without the correct permissions

IM15

Critical

Incorrect individual, Medicare card number selected or keyed

It is an error when what is selected or keyed does not match supporting documentation, that is:

• the Medicare card number, or
• the individual Reference (IRN, IHL, AIR, SIN)

Note: check comments for possible twin or Snr/Jnr scenarios.

IM16

Critical

Date of service keyed incorrectly

Manual/Online (including pends)

It is an error when the:

• date of service is not keyed or keyed incorrectly
• date of service has not been assessed or has been assessed incorrectly

IM17

Critical

Dose number incorrect with impact

Manual

It is an error when the dose number is not keyed or keyed incorrectly and the error has an impact.

Online (including pends)

It is an error when the dose number has not been assessed or has been assessed incorrectly and the error has an impact.

The impact is on the:

• payments to provider or
• status of the individual

See also IM33 for dose number error without impact.

IM18

Critical

Vaccine incorrect

Manual

It is an error when the vaccine is not keyed or keyed incorrectly and the error has an impact.

Online

It is an error when the vaccine has not been assessed or has been assessed incorrectly and the error has an impact.

The impact is on the:

• payments to provider or
• status of the individual

IM19

Critical

Antigen status incorrect with impact

Manual

It is an error when the antigen status is not keyed or keyed incorrectly and the error has an impact.

Online (including pends)

It is an error when the antigen status has not been assessed or has been assessed incorrectly and the error has an impact. This includes where incorrect brand or immunisation date R&Z’d/C&Y’d with impact.

The impact is on the:

• payments to provider or
• status of the individual

See also IM35 for antigen status error without impact.

IM20

Non-critical

Aboriginal/Torres Strait Islander (A/TSI) indicator not keyed or keyed incorrectly

It is an error when the A/TSI indicator was:

• not keyed
• keyed incorrectly

Note: it is only an error when an indicator does not already exist.

IM21

Non-critical

Additional Header created without justification

It is an error when a Header form has been entered more than once for the same claim.

IM22

Non-critical

Claim ID keyed incorrectly

It is an error when the claim ID keyed does not match supporting documentation.

Note: it is not an error when the claim ID is omitted or unclear and the Service Officer has keyed 'X999' and the last 3 digits of their operator number.

IM25

Critical

Temporary medical exemption end date not keyed or keyed incorrectly

It is an error when the temporary vaccine exemption date does not match the supporting documentation.

IM26

Critical

Start date for medical exemption keyed incorrectly

It is an error when the start date for medical exemption does not match supporting documentation.

IM27

Critical

Catch up date not keyed or keyed incorrectly

It is an error when the catch up date is not keyed or is keyed incorrectly.

IM28

Critical

Natural immunity notification date for Lab testing or physician-based clinical diagnosis date keyed incorrectly

It is an error when the keyed details below do not match the supporting documentation:

• natural immunity notification date and/or
• immunity indicator

IM29

Critical

Manual immunisation history statement not requested

This is an error when the applicant has requested an immunisation history statement and this has not been created.

IM30

Critical

Notification of death not escalated

It is an error when the notification of death was:

• not keyed
• keyed incorrectly

IM31

Critical

Return mail indicator not selected or selected in error

It is an error when the return mail is received and the indicator:

• has not been selected, or
• not received and the indicator has been selected

IM33

Non-critical

Dose number incorrect without impact

Manual

It is an error when the dose number is not keyed or is keyed incorrectly and the error does not have an impact.

Online (including pends)

It is an error when the dose number is not assessed or has been assessed incorrectly and the error does not have an impact.

See also IM17 for dose number error with impact.

IM35

Non-critical

Antigen status incorrect without impact

Manual

It is an error when the antigen status is not keyed or is keyed incorrectly and the error does not have an impact.

Online (including pends)

It is an error when the antigen status is not assessed or has been assessed incorrectly and the error does not have an impact.

See also IM19 for antigen status error with impact.

IM37

Critical

Incomplete and/or inappropriate evidence documentation

It is an error when the processing has occurred with incomplete and/or inappropriate documentation.

Note: this includes a photocopy of a baby book.

IM38

Critical

Appropriate comment/note not included on relevant system/s to support confirmation

It is an error when a file note has not been included to support confirmation of details/action taken.

It is also an error if the comments:

• do not adhere to the Freedom of Information Act
• Include personal information such as staff names within the comment

IM39

Critical

Documentation not signed

It is an error when processing has occurred when documentation has not been signed by the provider and/or applicant when required.

IM40

Critical

Document/Form not processed or processed in error

It is an error when a document or form has:

• not been processed, or
• not correctly processed

IM41

Critical

Duplicate provider registration created

It is an error when a duplicate AIR Provider Registration is created.

IM42

Non-critical

Inappropriate or incorrect Reply Email sent

It is an error when the incorrect or inappropriate reply template is used, that does not address the customer query.

IM43

Critical

ABN number not keyed or keyed incorrectly

It is an error when the ABN number is not keyed or is keyed incorrectly.

IM44

Critical

Principal vaccination provider business address does not match business address of created organisation

It is an error when the principal vaccination provider business address does not match business address of created organisation.

IM45

Critical

Claim header created incorrectly (YIAM or YIAF)

It is an error when a claim header has been created incorrectly and does not match the supporting documentation.

IM46

Non-critical

Insecure email replies not dragged and dropped into the AIR positional mailbox Sent Items folder for quality checking and audit purposes

It is an error when insecure email replies are not moved into the AIR positional mailbox Sent Items folder. These are required for quality checking and audit purposes.

IM47

Critical

Provider and/or parent/guardian not contacted via telephone, letter not sent and/or incorrect letter sent

It is an error when processing has occurred including resolving pends and clarification was not sought from provider/or applicant where required.

IM49

Critical

Encounter or claim deleted incorrectly

It is an error when a pend claim and/or encounter can no longer be located in the AIR system where no deletion was to occur.

IM50

Non-critical

Pend 80 escalated incorrectly/not completed correctly

It is an error when a Pend 80 is escalated to Local Peer Support (LPS) via a Technical Support Tool (LPS and SSO) - Health online form:

• incorrectly, or
• without the correct steps taken prior to escalation

IM51

Critical

Batch/Lot number incorrect or omitted

Manual

It is an error when the batch/lot number is not keyed or is keyed incorrectly.

Online (including pends)

It is an error when the batch/lot number has not been corrected or obtained from the provider or has been incorrectly amended.

IM52

Critical

Provider Minor ID/Software ID/Location ID entered or not entered incorrectly

It is an error when the Location ID (Software/Minor ID):

• entered incorrectly when the corresponding Questions on the form where not ticked ‘Yes’ or the form is not signed
• not entered or updated when the Provider Registration does not match the form request, where the corresponding Questions require processing

IM53

Non-critical

PaNDA naming convention not complete or incorrect

It is an error when the PaNDA naming conventions is not complete or incorrect.

IM54

Critical

Form processed when submitted via unsecure email/HPOS by the individual

It is an error to process a form submitted by the individual by unsecure email/HPOS.

IM55

Non-critical

Incorrectly re-categorised

It is an error to re-categorise to the incorrect work type or area.