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

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Escalation templates

Do not share these attachments externally. See Freedom of Information - Information Publication Scheme

Escalate all requests for a manual immunisation history statement (IHI) to AIR Local Peer Support (LPS)

use the IHI/SIN or PIN Linking or Merging template attached
classify all emails escalated to AIR LPS that have customer details as SENSITIVE OFFICIAL

$\\INTERNAL.DEPT.LOCAL\Shared\NAT\SERDELEXCEL\WORKPRODIMP\Operation Blueprint Migration\RDT Release Icons\32w\icon-hidden-attachment.png$ IHI/SIN or PIN Linking or Merging template

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Attachments

Do not share these attachments externally. See Freedom of Information - Information Publication Scheme

$\\INTERNAL.DEPT.LOCAL\Shared\NAT\SERDELEXCEL\WORKPRODIMP\Operation Blueprint Migration\RDT Release Icons\32w\icon-hidden-attachment.png$ Example of vaccination evidence - descriptions and samples of immunisation history statement, and International COVID-19 Vaccination Certificate (ICVC)

$\\INTERNAL.DEPT.LOCAL\Shared\NAT\SERDELEXCEL\WORKPRODIMP\Operation Blueprint Migration\RDT Release Icons\32w\icon-hidden-attachment.png$ Immunisation history statement – complete

$\\INTERNAL.DEPT.LOCAL\Shared\NAT\SERDELEXCEL\WORKPRODIMP\Operation Blueprint Migration\RDT Release Icons\32w\icon-hidden-attachment.png$ Immunisation history statement - COVID-19 and flu vaccines only

$\\INTERNAL.DEPT.LOCAL\Shared\NAT\SERDELEXCEL\WORKPRODIMP\Operation Blueprint Migration\RDT Release Icons\32w\icon-hidden-attachment.png$ Notices on AIR immunisation history statements - samples

$\\INTERNAL.DEPT.LOCAL\Shared\NAT\SERDELEXCEL\WORKPRODIMP\Operation Blueprint Migration\RDT Release Icons\32w\icon-hidden-attachment.png$ COVID-19 digital certificate - sample (in use until 2 December 2023)

$\\INTERNAL.DEPT.LOCAL\Shared\NAT\SERDELEXCEL\WORKPRODIMP\Operation Blueprint Migration\RDT Release Icons\32w\icon-hidden-attachment.png$ International COVID-19 Vaccination Certificate (ICVC) – sample

$\\INTERNAL.DEPT.LOCAL\Shared\NAT\SERDELEXCEL\WORKPRODIMP\Operation Blueprint Migration\RDT Release Icons\32w\icon-hidden-attachment.png$ Apple Wallet - how to add IHS to Apple Wallet

$\\INTERNAL.DEPT.LOCAL\Shared\NAT\SERDELEXCEL\WORKPRODIMP\Operation Blueprint Migration\RDT Release Icons\32w\icon-hidden-attachment.png$ Google Wallet - how to add IHS to Google

Information displayed on AIR immunisation history statements

Table 1

Note: customers and staff can request either a complete immunisation history statement or a COVID-19 and influenza immunisation history statement.

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.

Action additional messages when requesting immunisation history statements from mainframe

Table 2

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

FAQs for individuals

In the following table 'I' and ‘you’ refers to the caller making the enquiry.

Table 3

Item	Description
1	Question: How do I get proof of my vaccinations? Answer: If you're eligible for Medicare, you can get an Immunisation History Statement or International COVID-19 Vaccination Certificate 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 or International COVID-19 Vaccination Certificate 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	Question: Can I get proof of my child’s/children’s vaccinations? Answer: If your child/children is/are under 14 years, you can get proof of their vaccinations online through myGov. If your child is 14 or older, you won't be able to access their vaccination information. People who are 14 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 14 or older, can I get proof of their vaccinations? If your child is 14 or older, you will not be able to access their vaccination history. Individuals 14 or older can get proof of their own vaccinations online. For contact details, see AIR enquiries. An individual 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 14 or older who cannot manage their own affairs
4	Why can I not get my 14 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 are able to access their child’s vaccination information until the child turns 14. When an individual is 14 or older, Services Australia requires their consent to provide their vaccination information. This includes requests for proof of vaccination.
5	Question: I have caring responsibility for someone. Can I get proof of their vaccinations? Answer: 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	Question: How do I/my kids get an IHI? Answer: 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	Question: I/my kids have got an IHI and I need to update the personal details. How can I do this? Answer: 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	Question: I linked a Medicare account/HI Service/My Health Record to myGov. Why can’t I see anything on the proof of vaccinations? Answer: 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	Question: I/my kids had a vaccination yesterday/today. Why can’t I see it on the vaccination evidence? Answer: 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 number of days since, it may be a pended record. Check the vaccination record to see if it needs to be updated.
10	Question: I/my kids got COVID-19 vaccines overseas. Can I get them recorded on the AIR? Answer: 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: AstraZeneca COVISHIELD (ASTCOV) AstraZeneca Vaxzevria (COVAST) Bharat Biotech Covaxin (BHACOV) Gamaleya Sputnik V (GAMSPU) Jansen-Cilag COVID Vaccine (JANSSEN) Moderna Spikevax (MODERN) Moderna Spikevax Biv BA.1 ((MODBIV) Moderna Spikevax Biv BA.4-5 (MODBBA) Novavax NUVAXOVID (NOVNUV) Pfizer Comirnaty (COMIRN) Pfizer Comirnaty Biv BA.1 (COMBIV) Pfizer Comirnaty Biv BA.4-5 (COMBBA) Sinopharm BBIBP-CorV (SINBBI) Sinovac Coronavac (SINCOR) 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 important that your vaccination provider records the country the vaccine was given. This will make sure that your vaccines are displayed correctly on your proof of vaccinations. If no country is recorded or it is recorded as ‘unknown’, the vaccination won’t display on your international certificate.
11	Question: Does my vaccine batch or serial number need to be recorded? Answer: Under legislation, it is mandatory that your vaccination provider records the batch numbers for COVID-19, flu and NIP vaccines. Some vaccines, such as Pfizer and AstraZeneca, 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, the will should contact their state or territory health department for those details.
12	Question: How does the new legislation about mandatory reporting affect vaccinations? Answer: 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	Question: Can I opt out of the AIR? Answer: 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	Question: Why doesn’t the immunisation history statement show all the immunisations I have/my child has received? Answer: 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	Question: My/my kids proof of vaccinations don’t match the passport. Can you fix it? Answer: The immunisation history statement show vaccinations you’ve had that are recorded on the Australian Immunisation Register. They’re used for healthcare purposes and aren’t meant to be used for personal identification. Your details on your International COVID-19 Vaccination Certificate show the details you have recorded with Services Australia. If you need the details on your international certificate to match the passport you’re travelling with and you’re enrolled in Medicare, you can contact Medicare enquiries. If you’re not eligible for Medicare, you can update your IHI details with the HI Service on 1300 361 457 or contact the Australian Immunisation Register on 1800 653 809.
16	Question: What does Department of Foreign Affairs and Trade (DFAT) do with my personal information? Answer: You need to agree to consent to share your information with DFAT before a certificate can be issued. For privacy reasons, DFAT won’t keep a copy of your certificate once it’s issued.
17	Question: I’ve got an international vaccine certificate issued by another country. Do I still need to get the Australian one? Answer: This depends on the country you’re visiting. You may be able to use it but you should check with your airline and go to the Smart Traveller website for more information.
18	Question: I would like an International COVID-19 Vaccination Certificate but I only have a partial date of birth on my passport. What can I do? Answer: When you request your certificate online, you can enter a partial DOB to match your passport. For example, ‘MM/YYYY’ or ‘YYYY’.
19	Question: Can you email my proof of vaccination? Answer: The fastest and easiest way to request a certificate 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 certificates 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.
20	Question: I have a hardcopy of my immunisation history statement and International COVID-19 Vaccination Certificate. If I lose it, do I need to pay a fee? Answer: No, proof of vaccination is free, but you will need to request a new copy using your linked services through myGov. You can also attend a service centre or request a copy be mailed but these can take up to 14 days to arrive.
21	Question: Is there an expiry date on the International COVID-19 Vaccination Certificate? Answer: No, there’s only a ‘valid from’ date. International certificates do not expire but if your personal or passport details or vaccination information changes, you will need to request a new one.
22	Question: Do I need proof of COVID-19 vaccinations to enter Australia? Answer: You can find information about travelling to Australia on the Smart Traveller web site.
23	Question: I’m overseas and I’ve lost or damaged my International COVID-19 Vaccination Certificate, what can I do? Answer: If you lose or damage your international certificate, you need to get a new one through myGov. Find out more about accessing myGov while travelling overseas on the myGov website. If you can’t use myGov, contact the Australian Immunisation Register to request a new certificate.
24	Question: I’ve got more than one passport. Which passport do I use for the International COVID-19 Vaccination Certificate? Answer: You should request an international certificate for the passport you want to enter foreign countries with. You can request certificates for both your passports but you can only request a certificate using one passport at a time.
25	Question: I recently received a new foreign passport, but the Department of Home Affairs has yet to attach my visa to it. What do I need to do to get my International COVID-19 Vaccination Certificate? Answer: To get your visa linked, you'll need to submit your updated passport data to Home Affairs. For more information, read the 'Your passport details have changed' page on the Home Affairs website.
26	Question: Why can’t I download my COVID-19 digital certificate? Answer: Your new COVID-19 and Influenza (flu) Immunisation History Statement (IHS) includes your COVID-19 and Influenza vaccinations which replaces the COVID-19 digital certificate (CDC).
27	Question: Why is my old COVID-19 digital certificate still showing in my digital wallet? Answer: Any previously downloaded COVID-19 Digital certificates will remain in a digital wallet (Apple Wallet or Google Wallet) until the user chooses to remove it.
28	Question: Will downloading the new COVID-19 and Influenza (flu) IHS to my digital wallet override my old COVID-19 digital certificate? Answer: No, whatever is in your digital wallet will remain there until you choose to remove it.
29	Question: What happens if I try to download multiple versions of the COVID-19 and Influenza (flu) IHS to my digital wallet? Answer: A downloaded document will remain in your digital wallet until it is removed. If you have updated your IHS, the individual will need to remove any previous versions from their wallet.
30	Question: Why can’t I access my vaccination evidence from the Medicare Express Plus app? Answer: The Medicare Express Plus app will be automatically updated for most users. Where a user’s app did not automatically update, they need to go into the app store and manually do this for it to continue working. If the app is not updated, users will not be able to view or download the old CDC or the new COVID-19 and influenza immunisation History Statement.
31	Question: Why are you removing the COVID-19 Digital Certificate? Answer: The CDC was deployed very quickly in response to the COVID-19 pandemic to use as proof of vaccination. Now that urgency has passed, AIR has enhanced the immunisation history statement. It has a dual purpose and can be used for proof of COVID/Flu vaccination also.
32	Question: Will this change affect my access to my International COVID-19 Vaccination Certificate (ICVC)? Answer: At this stage, there are no changes to the ICVC or its availability.
33	Question: Can I still have access to an immunisation history statement if I don’t have a Medicare card? Answer: 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.
34	Question: How do I access my Q fever eStatement? Answer: 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.

FAQs for health professionals (including community pharmacies)