Complete immunization forms for students

After you create series for the immunizations you want to track for your students, you can complete immunization forms to record "date given" information.

To complete immunization forms for students:

  1. Log on to the Health view.
  2. Click the Student tab.
  3. Search for and select the student.
  4. Click the Immunizations side-tab. The immunization form, containing all immunization series, appears.

  5. Immunization form

    Notes:

    • If an immunization record includes a comment, appears next to the date. Hover over to display the comment without having to open the record.
    • If an immunization record is not compliant, appears next to the N. Hover over to display the non-compliance.
    • If an immunization record has no value in the Is Compliant field, this means that an immunization rule definition has not been set up for that immunization yet.
    • If the next dose for an immunization series could not be determined, might appear in the Next Dose column, providing additional information. Usually this is due to an incomplete student enrollment history.
    • To view the details of an immunization dose, click the date that it was administered.
  1. Click the Series ID, such as HepA, to view the details of the student's history with that series.

  2. Details for HepA series

  1. Use the following table to enter information in the fields:

  2. Field

    Description

    Is waived

    Select this checkbox if the student is waived from meeting the immunization requirements for this immunization, such as if she already had chicken pox.

    Note: This checkbox closely ties in with the History of disease checkbox. Usually if one is selected, the other should also be selected.

    Is follow-up required

    Select this checkbox if you need to meet with this student again regarding this immunization.

    Compliance override

    Select this checkbox if an immunization rule says the student is not in compliance, but you know that he is (such as if he received all doses, but not within the specified timeframes).

    History of disease

    Select this checkbox if the student already had this disease, such as chicken pox.

    Note: This checkbox closely ties in with the Is waived checkbox. Usually if one is selected, the other should also be selected.

    Comment

    If you selected the Compliance override or History of disease checkboxes, you must enter a comment.

    Note: Districts can change this requirement by editing or removing the validation rule on the Health Immunization Series table in the Data Dictionary.
  1. Click Save to save your changes. The immunization form page updates accordingly.

  2. Notes:

    • If you selected Is waived, Waived appears for each dose on the immunization form.
    • If you selected Is follow-up required, Follow-up required appears next to the series on the immunization form for this student.
    • If you selected Compliance override, appears in the Is Compliant column next to Y. Hover over the icon to read the text.
    • Click Cancel to cancel your changes.
    • Click Delete if you want to delete this immunization series. A warning pop-up alerts you that doing so will also delete a related Data Dictionary table. Click Continue or Cancel.
  1. Click [add] in the appropriate Dose column. The Dose Details pop-up appears.

  2. " "

  1. Use the following table to enter information in the fields:

  2. Field

    Description

    Date

    Type the date this immunization was given, or click Select Date icon. to select the date.

    Note: To prevent duplicate immunization records, Aspen displays a warning message if you try to enter a dose a second time for the same date.

    Warning message

    Notes:
    • Your Aspen system administrator must associate the user privilege with your security role to be able to see the Skipped, No date, and Is waived checkboxes.  
    • Selecting any of the following checkboxes will clear the Date field and not allow you to enter a date. In addition, only one checkbox can be selected, as none of the three options are valid in combination. A comment is also required if one of the override options is selected.

    Skipped

    Select this checkbox if the student skipped this dose of this series.

    Note: After you save this pop-up, SKIPPED appears in the dose column for the vaccination.

    No date

    Select this checkbox if you know this immunization was given, but the date is not available.

    Note: After you save this pop-up, NO DATE appears in the dose column for the vaccination.

    Is waived

    Select this checkbox if the student is waived from receiving this dose of this immunization.

    Note: After you save this pop-up, WAIVED appears in the dose column for the vaccination.

    Comment

    If you selected any of the checkboxes, you must enter a comment.

  1. To quickly enter additional immunization doses for this student, click Mass Edit at the bottom of the page. The Dose columns update to include Select Date icon., and the fields become editable.

  2. Dose columns

  3. Click in a field, and then do one of the following:
  • Click Select Date icon. to select the date the immunization was given.
  • Type any of the following shortcut keys:
    • t: today
    • s: skipped
    • w: waived
    • n: no date

      • Note: The keys s, w, and n will only work on this mass edit page. As soon as you press Tab to move to the next field, the correct date or override option is entered into the previous field.
  1. Click Save.