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Overseas immunisations and processing history forms in the Australian Immunisation Register (AIR) 011-10020000

This document outlines the recording of overseas and historical vaccinations to the AIR.

View PF in Definitions for more information on using these functions.

On this page:

Check source location of the Australian Immunisation Register (AIR) - immunisation history form (IM013)

Check the history form and create header to record a manual encounter

Locate customer and process an IM013 form

Check source location of the Australian Immunisation Register (AIR) - immunisation history form (IM013)

Table 1

Step	Action
1	Check source location in PaNDA Check the Source Location for the IM013 form on the PaNDA work item. If the form is received from: HPOS, go to Step 2 Email, PaNDA or Scanning Operations Centre (SOC), go to Step 8
2	IM013 form received via HPOS In the PaNDA work item: select Open in HPOS in the top right corner of work item review the Form Upload Mail Centre - View Mail screen to confirm details Check the Sent for field to identify who sent the form: individual provider (doctor), the provider name is shown delegate, the form shows as Sent for doctor's full name, by delegate's full name organisation, the form shows as Sent for organisation's name, by the authorised person's name unidentified, the name in the Sent for or From sections matches the patient or another individual HPOS user. Service Officers can check this by opening the attachment under File Name If the form is submitted by: the provider who signed the form, or a delegate on behalf of a provider, or organisation, see Table 2 an unidentified source, go to Step 3 the patient, go to Step 7
3	HPOS - IM013 form sent by an unidentified source Service Officers must: not process AIR forms submitted by an unidentified source check if the immunisation history has been recorded on the AIR: Recorded, add a note in PaNDA and complete the work item Not recorded, make one attempt to contact the practice and advise on the correct submission channel For outbound calls, Service Officers must use the script in Table 2 > Step 5 in Authentication and release of information for Australian Immunisation Register (AIR). If contact is: successful, go to Step 4 unsuccessful, go to Step 5
4	Speak to practice and advise correct submission Tell the practice: the IM013 form submitted via HPOS by <Sender Name in HPOS> cannot be processed forms submitted via HPOS must be lodged by: the provider who signed the form the nominated HPOS delegate acting on behalf of the provider who signed the form an authorised person for a PRODA organisation to resubmit the form using the correct submission channel After successfully contact, go to Step 6.
5	Contact with practice unsuccessful Service Officers must: not process the IM013 form reply to the sender via HPOS message Go to Step 6.
6	Reply via HPOS message and complete work item To reply to the sender using HPOS message: Select Open in HPOS in the top right corner of the PaNDA work item Select Reply Open the Z2924 HPOS text template (notepad document) Copy the template text into the Text field Add the sender's fist name and IM013 form number to the message Attach theUpload AIR forms using HPOS form upload infographic: Save the infographic to a file of choice Select Choose file Locate the infographic from its saved location and select the file Select Open Confirm the file appears next to Choose File Select Add File Confirm the correct file is attached, if not, select Remove and attach the correct file Finalise Message Check the attachment, message and name are correct, if: not correct: select Cancel confirm cancellation start again correct, select Send The PaNDA work item Add a comment outlining action taken: Successful contact: 'IM013 form submitted by <person first name> has been returned as not sent via correct delegation channel. Called practice and spoke to <first name> and advised to resubmit using correct HPOS delegation.’ Unsuccessful contact, 'Attempted to contact practice/provider on <date/time> no answer. Returned form via HPOS messages ref <HPOS reference number from PaNDA (for example, 123456789-1)>'. Check the correct Medicare card number or SIN number and customer's <SURNAMEFIRSTNAME> are saved to the work item. See Classifying work for Medicare in Kofax Complete PaNDA work item. See Work Optimiser for staff
7	HPOS - IM013 form submitted by patient Service Officers must: not process the form return the form to the patient using the Z2334 We need more information to process your form standard letter Letter Management: Save the letter to the secure folder Upload the letter to the PaNDA work item Once uploaded, delete the letter from the secure folder In the PaNDA work item: Add a comment noting the IM013 form was submitted by the patient and returned with a letter Check the correct Medicare card number or SIN number and customer's name <SURNAMWFIRSTNAME> are saved to the work item. See Classifying work for Medicare in Kofax In mainframe, Add a comment noting the IM013 form was submitted by the patient and returned with a letter. Complete PaNDA work item. See Work Optimiser for staff
8	IM013 Form received by email or SOC Confirm if the IM013 form was sent by the provider or practice. Before contacting the provider or practice, Service Officers must: check the form for any missing details review Actions for incomplete immunisation history IM013 form on the Resources page for incomplete forms Is the form missing details and needs to be returned? Yes, go to Step 9 No, go to Step 10
9	Contact provider/practice Service officers must make one attempt to contact the provider/practice to confirm the form was sent by them. For outbound calls: use the script in Table 2 > Step 5 in Authentication and release of information for Australian Immunisation Register (AIR) Tell the provider/practice: when forms are received manually, Services Australia contacts the provider or practice to confirm the form was submitted by them the form is incomplete and must be resubmitted digital submission options are available Return the form to the provider/practice: use the Z2334 We need more information to process your form standard letter save the letter to the secure folder upload the letter to PaNDA work item once uploaded and sent, delete the letter from the secure folder In PaNDA and mainframe add a comment recording the contact outcome, missing information and advice provided. 'Spoke with doctor <provider number> or <first name> (doctor/nurse/receptionist) advised form is missing <add details of what is missing> and to re-submit the form’. The PaNDA work item: Check the correct Medicare card number or SIN number and <SURNAMEFIRSTNAME> are saved, see Classifying work for Medicare in Kofax complete the PaNDA work item. See Work Optimiser for staff Use this contact to promote digital submission options If the promotion of digital options generates a negative response from the practice: Complete the Technical Support Tool (LPS and SSO) - Health online form Request a Business Development Officer (BDO) to contact the practice LPS will escalate to the AIR program Support team who sends the request to BDOs. LPS to BDO referral information requirement LPS must include: a copy of the form that prompted the referral how the form was lodged, for example manual lodgement the provider number the practice name the contact person name, the person the service officer spoke to the initial conversation and outcome the reason the form was not submitted digitally Was contact with the provider/practice successful? Yes, procedure ends here. No, go to Step 11
10	Contact and confirm form was sent by provider/practice Service Officers must: contact the provider/practice to confirm the IM013 form was submitted by them for outbound calls, use the script in Table 2 > Step 5 in Authentication and release of information for Australian Immunisation Register (AIR) tell the provider/practice that when forms are received manually, Services Australia contacts the provider/practice to confirm the form was submitted by them. confirm the form was sent by the provider/practice use this time to promote digital options In PaNDA and mainframe add a comment confirming the form was submitted by the provider or practice and the contact outcome. 'Confirmed with doctor (provider number) or <first name> (doctor/nurse/receptionist) that the form was sent by provider/practice'. Was contact successful and the form confirmed as submitted by the provider/practice? Yes, process the form, see Table 2 > Step 3 No, return the form, go to Step 11
11	Return form when sender cannot be confirmed Service Officer is unable to determine who sent the form or could not contact the provider/practice. Return the form to the parent/guardian or individual (patient) Use the Z2334 We need more information to process your form standard letter save the letter to the secure folder upload the letter to the PaNDA work item once uploaded and sent, delete the letter from the secure folder In PaNDA and mainframe add a comment noting the sender could not be confirmed and the form was returned with a letter. 'Unable to confirm who sent the form, returned to parent/guardian/patient with letter'. The PaNDA work item Check the correct Medicare card or SIN number and customer <SURNAMEFIRSTNAME> are saved, see Classifying work for Medicare in Kofax complete work item in PaNDA. See Work Optimiser for staff

Check the history form and create header to record a manual encounter

Table 2

Step	Action
1	Check IM013 form is complete Check the following sections are complete: Part A - Individuals details Part B - Immunisation details Part C - Vaccination provider’s details and declaration Note: if the form only has a catch-up schedule and no vaccines are listed, do not create a claim header. The Record or amend catch up schedules in the Australian Immunisation Register (AIR) page contains information about recording catch-up schedules. Are all sections completed? Yes, continue processing form, go to Step 3 No: review Actions for incomplete immunisation history IM013 form on the Resources page if the form needs to be returned, go to Step 2
2	Incomplete form - Return the form to the provider/practice Review Actions for incomplete immunisation history IM013 form on the Resources page. Return the form to the provider/practice Use the Z2334 We need more information to process your form standard letter Save the letter to the secure folder Upload the letter to the PaNDA work item Once uploaded and sent, delete the letter from the secure folder The PaNDA work item Check the correct Medicare card or SIN number and customer <SURNAMEFIRSTNAME> are saved, see Classifying work for Medicare in Kofax. Provider detail not supplied If provider details are not supplied, return the form with a standard letter to the parent/guardian or customer Complete work item in PaNDA. See Work Optimiser for staff Procedure ends here.
3	Check if vaccination details supplied are already recorded Check if the vaccination details on the IM013 form are already recorded on the AIR. Log on to mainframe On a blank screen, Key YCUI. The YCUI - Registration Amendment Search screen shows Key the Medicare card number or person's details from form Press [Enter]. The YCUA - Amendment Registration screen shows Press [PF14] to go to the YIRD - Episode History-Basic screen and view the immunisation history Note: if some details are recorded and others are not, continue to process the form and only record the missing vaccines. Are all the listed vaccinations on the form already recorded on the AIR? Yes: do not update add processing note in PaNDA, for example, 'NFA vaccines already recorded' Check the correct Medicare card or SIN number and customer <SURNAMEFIRSTNAME> are saved on the PaNDA work item, see Classifying work for Medicare in Kofax Complete the PaNDA work item. See Work Optimiser for staff No, go to Step 4
4	Create immunisation history header Check the form to see if vaccines were given in Australia, overseas or both. If the vaccines were given in Australia and overseas, Service Officers must create separate headers for each type of information. For vaccines given: in Australia, go to Step 5 overseas, go to Step 6
5	Record immunisations given in Australia In mainframe: On a blank screen, key YIAF. The YIAF - Create/Amend Header - Register History Form screen shows The immunising provider pre-populates with A56801A Key the following claim header details: Information provider number, provider number recorded in Part C of form Claim ID, X9 and full P Number. For example, X922221 Quoted number, number of immunisation encounters Receipt date, use the declaration date at Part C of the form Press [Enter] Press [PF9 - UPDATE]. The YXCB - Selection screen shows Go to Table 3.
6	Record immunisations given overseas In mainframe: on a blank screen, key YIAM. The YIAM - Create/Amend Header - Manual Claim Form screen shows Key the following claim header details: Information provider number, provider number recorded in Part C of form Claim ID, X9 and full P Number. For example, X922221 Quoted number, number of immunisation encounters Immunising provider number, A92009H Receipt date, use the declaration date at Part C of the form Immunisation date, if there are multiple dates choose the earliest date to create the header Press [Enter] Press [PF9 - UPDATE]. The YXCB - Selection screen shows Go to Table 3 Note: if the error message 'information provider not current' shows when keying details in the YIAM screen: Process the form using the YIAF screen, do not split the process between YIAM and YIAF screens. Use only YIAF screen Key A92009H as the information provider Add a comment noting the vaccinations were administered overseas. 'Information provided not current at time of vaccinations administered overseas, reported by <provider number/name>. IM013 form received on <ddmmyy> PaNDA work ID: <work ID number> '

Locate customer and process an IM013 form

Table 3

Step	Action
1	Locate customer Search for the customer in mainframe: In the YXCB - Individual Selection screen, key the: Medicare card number, or customer’s details from Part A of the IM013 form Press [Enter]. A list of possible matches shows Is the customer's record listed? Yes: key (/) to select the correct record and press [Enter]. The YIAE - Encounter Details screen shows go to Step 3 No: use CDMS to search for the customer go to Step 2
2	Search CDMS and add customer Use CDMS to search for the customer before creating a new SIN in mainframe. Customer found in CDMS: Use PIN/Medicare card number to locate the customer in mainframe, Go to Step 3 Customer not found in CDMS: Add the customer in mainframe: From the YXCB - Individual Selection screen, remove Medicare card number if present Press [PF10] - to add a new child or customer to AIR as a SIN record Key the address and gender supplied by the provider Go to Step 3
3	Update and record encounters If a vaccine given overseas conflicts with a vaccine given in Australia, record the Australian vaccine. Where possible, the Service Officer should process: Australian vaccines as A status, and overseas vaccine as Y status Note: if there are more than 3 polio vaccines recorded on the form, see More than 3 Polio doses before 3.5 years of age on the Resources page. Record the immunisation information from the IM013 form: Key vaccination dose date in the Imm Date field Press [Enter]. The message PF9 to update shows Press [PF9] to update. The YIAN screen shows For all vaccines listed on the same date of service, key (if supplied): Y/N in the antenatal field Vaccine code and dose number Batch number Vaccine type code (NIP or OTH) Route of administration code (IM, ID, SC, PO, NS) Press [Enter] Country of administration The country of administration no longer needs to be recorded. If the IM013 lists the country of administration for COVID-19 vaccine, continue to add the vaccine information in mainframe. Go to Step 4.
4	Check for pend Check each vaccine episode line of data for pends. Pended episodes are in red text and a warning message shows. Does the St (status) field show A? Yes, go to Step 4 No, if St field shows P and the Pend Count field is not 00: Go to Process pended claims in the AIR and action pended antigen/s with appropriate action code/s. The RSN field will shows pend code number for reference Press [Enter] Press [PF9 - UPDATE]. The YIAE - Encounter Details screen shows Go to Step 5
5	Finalise update Does more than one encounter need processing under this header claim? Yes: on the YIAE - Encounter Details screen, press [PF15 - NEW ENC] to add a new encounter go to Step 2 Note: if screen clears, go to Step 6 No: If indigenous indicator has been completed, go to Step 8 If a catch-up schedule needs to be recorded, go to step 7 If no further action is required, make sure the work item is categorised correctly, and PaNDA naming conventions are met, see Classifying work for Medicare in Kofax Complete the PaNDA work item. See Work Optimiser for staff
6	Access claim in mainframe In mainframe: Key YICE anywhere on a blank screen. The YICE - Claim Selection (Encounter Processing) screen shows Key provider number Key claim ID Press [Enter] Claims entered previously with these search criteria will show. Changing the Rcpt Date From and To fields narrows the search Key (/) in the cursor field to select the correct claim Select [PF15 - ADD ENCTR]. The YXCB - Selection screen shows Go to Step 2, if required, to record additional encounters
7	Record catch up schedule Does a catch up schedule need to be recorded? Yes: see Record or amend catch up schedules in the Australian Immunisation Register (AIR) Add comments in PaNDA check the correct Medicare card number or SIN number and <SURNAMEFIRSTNAME> are saved on the PaNDA work item, see Classifying work for Medicare in Kofax If the provider completed the Indigenous status and it is different to what is recorded, go to Step 8 No, complete work item in PaNDA, See Work Optimiser for staff
8	Update indigenous details for AIR SIN records If the indigenous question is not completed and left blank, do not update the record. Note: any updates to Indigenous status recorded from AIR forms can only be viewed in mainframe and do not transfer to CDMS. Check CDMS Personal tab Are the details recorded on CDMS? Yes, do not update the record No, update the record: On a blank screen in mainframe, Key YCUI, the YCUI - Registration Amendment Search screen shows Key Medicare number, SIN number or individual's details Press [Enter] - the YCUA - Amendment Registration screen shows Key Y or N in the Indigenous field Press [Enter], the message PF9 TO UPDATE shows Press [PF9 - UPDATE], the message update successful will show Add comments in PaNDA Check the correct Medicare card number or SIN number and customer <SURNAMEFIRSTNAME> are saved on the PaNDA work item, see Classifying work for Medicare in Kofax Complete the PaNDA work item. See Work Optimiser for staff