Vaccine Cover Page and Adding Historical Vaccine Cover

The Vaccine Cover page serves two purposes

  1. You can view a patient's current and historical vaccine cover,
  2. You can add past vaccine administrations (those done outside of Inca Clinic).

1. Viewing a Patient's Vaccine Cover

The Vaccine Cover page shows the patient's vaccine history in two formats: using the Cover Graph and, below this, the Cover Table which shows the same information in a tabular format.

Vaccine Cover Graph

Understanding the Cover Graph

  • The colour of each bar represents the status of that vaccine administration. The key on the left explains the meaning of each colour.
  • Only for Completed vaccine administrations, the length of the bar indicates the cover provided. Two colours are used to represent these: green indicates cover that is still provided; red indicates cover that has lapsed.
  • For In Progress (Scheduled) vaccines (shown in blue), the bar indicates the cover that will be provided when the vaccine administration is completed.
  • By default, 'Cancelled' and 'Incomplete' vaccines are not displayed. To show these, go to the Display Settings box, and click the Cancelled and/or Incomplete buttons and then click Show.
  • An asterisk (*) at the end of a vaccine indicates that a Substitute Vaccine was used during the administration of the course.
  • You can get more details on a vaccine schedule by placing the mouse over its cover bar, as shown in the screen shot below:

Vaccine Cover Graph Tooltip

The time graph is read-only. You can move along the time line using the left and right arrows:

Vaccine History arrows

You can move back to the default position using the central Home button.

Vaccine Cover Table

The Vaccine Cover Table displays the information displayed on the Cover Graph but in a tabular format. It includes information on each schedule's status and administration dates, and it also displays Cancelled and Incomplete schedules.

The Lock icon indicates that the schedule is completely managed by the Inca Clinic Vaccine Scheduler; if you select a vaccine with this symbol and click Edit Vaccine you can only change the Status of the Vaccine to 'Sero-Converted Confirmed'. If you want to make any other changes then you must use Inca Clinic's Vaccine Scheduler.

The Unlocked icon means that the vaccine cover details were entered manually using the Add Vaccine button, and these can be edited. Note: the Add Vaccine feature is intended only to record historical vaccines, including vaccines that you may have been administered during an off-site visit to a company, school or college. It is important that you do not overuse the Add Vaccine feature: you should use Inca Clinic's Vaccine Scheduler whenever possible.

2. Adding Past Vaccine Cover

The Add Vaccine and Edit Vaccine buttons (located between the bottom of the Cover Graph and the top the Cover Table) are primarily used to add historical vaccine cover data. They also allow you to enter vaccine cover information from an off-site visit to a school or business where Inca Clinic was not used. There are a number of options (or modes) for entering historical vaccine cover.

The following sub-sections describe the options when you click the Add Vaccine button.

Selecting a Vaccine

To select a vaccine, simply start typing any part of the vaccine name. For example, typing 'Twin', 'win' or 'Adult' will display 'Twinrix (Adult) - Primary', as well as other available schedules that match whatever you type.

The lookup list will automatically contain all the schedule types (Primary, Booster, etc) defined for the vaccine. It also includes a special schedule called Unrecognised Schedule, which is explained below.

Adding Historical Vaccine Cover: Basic Mode

The simplest mode allows you to enter the name of a vaccine and then enter basic cover details. This is adequate for single dose vaccines or in the case of multi-dose vaccines where you only have one date for a multi-dose vaccination (e.g., based on a patient's verbal recollection).

Adding hisorical

  1. Select the vaccine and an appropriate schedule type.
  2. Select the Status (Completed, Incomplete, etc.) as appropriate.
  3. Enter the Start Date (this is the date that the vaccine was first given) using the calendar widget or using one of the following formats:
    • Non-US users: dd/mm/yyyy or dd mmmm yyyy. e.g., 23/09/2012 or 23 September 2012.
    • US users: mm/dd/yyyy or mmmm dd yyyy. e.g., 09/23/2012 or September 23 2012.
  4. Optionally enter the source of the information.
  5. Press Save (or tab onto it and press the enter key).

The dialog remains open to allow you to enter further vaccines. It also displays the information from the last saved entry. Press Close to dismiss the dialog.

TIPS: To speed up the process further, use your 'Tab' key to move between fields. On a dropdown list, use the up/down arrow keys. You can use the Enter key when you have tabbed onto the Save button.

Adding Historical Vaccine Cover: a Completed multi-dose vaccination

If you have the complete history of a patient's schedule from their Vaccination Record card or other documentation, you can if you wish enter the entire schedule. This is particularly useful for multi-dose vaccines such as Twinrix or Rabies HDCV. NOTE, whereas this mode can be used with single-dose schedules, it will not be useful very often.

Adding Historical Vaccine Cover: a Completed multi-dose vaccination

  1. Select the vaccine and an appropriate schedule type.
  2. Select the Status (Completed, Incomplete, etc.) as appropriate.
  3. Enter the Start Date (Day 0 - Date 1). This is the date that the vaccine was first given.
  4. To add the rest of the schedule click, the Record full schedule… link below the first date field.
  5. Inca Clinic will try to calculate the reminder of the schedule based on the schedule selected in step 1. For example, in a Twinrix schedule started on the 10th September and based on a Day 0, 30 and 180 schedule, the system will add 10th October for Day 30, and 10 March (in the following year) for Day 180.
  6. You can change the dates suggested by clicking on each date and amending them as desired. The dates automatically added are likely to be close to the ones that you want to enter, thus saving effort.
  7. Complete the rest of the information and press Save.

TIPS: You can add or remove dates from the schedule. To add an extra date, click the '+' (plus) button below the last date in the list. This will create an extra row into which a date can be entered. To remove a date, click the 'X' button located to the left of the last date in the list (you can delete only the last date in the list).

Adding Historical Vaccine Cover: an In Progress multi-dose vaccination

Inca Clinic gives you the ability to record a schedule that is In Progress. Any outstanding vaccines doses due to be given can be administered later using the Vaccine Administration screen (in a consultation). This mode is ideal for patients that present with a partially complete schedule from another clinic or where the first administration was given off-site and you are now updating Inca Clinic. NOTE, whereas this mode can be used with single-dose schedules, it will not be useful very often.

Adding Historical Vaccine Cover: an In Progress multi-dose vaccination

  1. Select the appropriate Vaccine/Schedule.
  2. Set the Schedule Status to In Progress.
  3. Add the Start Date (Day 0 - Date 1). NOTE the start date must be in the past; if the start date is the future or today then you should instead use the Vaccine Scheduler.
  4. Any administrations that are in the future will appear in Red, indicating that they are planned.
  5. Continue to input the rest of the information, changing the dates as desired, and then press 'Save'.
  6. Any scheduled dates in the future can then be managed using the Vaccine Administration and Vaccine Scheduler like any other vaccine schedule.

Special Case 1: Handling Unknown Vaccine Brands

On occasion, a patient with a vaccine brand that is not available in your country, or otherwise unknown to you may present. To handle this scenario, Inca Clinic has been configured with 5 generic vaccines, to cover common diseases. The names of each vaccine is the name of the disease followed by the text “Vaccine (Generic)”, giving the following:

  • Hepatitis A Vaccine (Generic)
  • Hepatitis B Vaccine (Generic)
  • Hepatitis A&B Vaccine (Generic)
  • Tetanus Vaccine (Generic)
  • Typhoid Vaccine (Generic)

These are configured to provide cover periods based on common branded vaccines, but you should adjust the cover periods to conform with local policies, using the Vaccine Schedule Manager. You can add your own generic vaccines using the same naming conventions shown above.

Using the disease name followed by the text “Vaccine (Generic)” makes it easier to find generic vaccines in the vaccine lookup list. This is a convention but it has no special meaning. These vaccines should also have their Active flag set to False on the Product page, so they do not appear in the Vaccine Scheduler. This reflects the fact that they are designed only for entering vaccine history.

Showing the "generic" vaccines

Special Case 2: Handling Unrecognized Schedules

There may be rare occasions where a patient presents with a vaccine administration schedule that is unfamiliar to you and has no equivalent in Inca Clinic. In this situation you can use one of the “Unrecognized Schedule” entries in the Vaccine lookup list. This is a special type of schedule to which following rules apply:

  1. It's only available for vaccines that have a multi-dose schedule (not for single dose vaccines).
  2. It can only have a Schedule Status of Incomplete.
  3. Cover against the disease is never inferred.

Note: You will not see the Unrecognised Schedule as a schedule type in Inca Clinic. An Unrecognised Schedule is automatically created for every vaccine with a multi-dose schedule; there is no need to create these schedules. Note also that such schedules are available only to enter historical vaccine administrations.

vaccine_history.txt · Last modified: 2013/04/22 10:15 by sean
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