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You are here: Home / Resources / SystmOne Resource Centre / Vaccination Overview / Influenza Vaccination

Influenza Vaccination

The CDRC Influenza Vaccination system is designed to help maximise the uptake of influenza vaccination whilst minimising the burden on general practice.

To use the system: 

  1. Ensure that you have completed the Set-up steps 
  2. Ensure that you have read and understood the Patient Identification mechanism and considered excluding any patients that should not be vaccinated/including any patients that should be vaccinated 
  3. Reports are available to help Planning the logistics of the campaign e.g. numbers of patients eligible, types of vaccines likely to be needed. 
  4. Consider adding PSDs to eligible patients’ records  
  5. Arrange Patient Invitation 
Set-up

To make full use of the CDRC influenza vaccination system:  

  1. Ensure that the influenza patient status alerts are enabled 
Machine generated alternative text:
Setup Links Clinical Tools 
Users 8 Policy 
Prescribing 
Vaccinations 
Appointments 
Data Entry 
Data Output 
Reference 
Referrals 8 Letters 
Workflow 
ails 
user 
System Help 
Mobile Working 8 Integration 
Mews Protocols Status 
Refresh 
Form Maintenance 
Document Library 
Patient Status Alerts 
OOF Alen Actions
Machine generated alternative text:
Imms - Influenza Vaccination - nasal 
Imms - Influenza Vaccination - standard 
Imms 
Men ACV" recommended 
Imms - Pneumovax recommended 
Imms 
Varicella Zoster Vaccination Recommended 
NHS Health Check (Any level of risk 40-75y) 
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Patient Status Marker 
Patient Status Marker 
Patient Status Marker 
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Patient Status Marker 
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  1. It is worth setting SystmOne to carry over vaccine batch numbers – instructions for this can be found here  
  1. Add the influenza vaccination templates to your system. This cannot be done centrally. The CDRC influenza system is currently set up for Fluenz, Sanofi (quadrivalent), Mylan and Fluenz vaccines.  More brands can be added if needed (email necsu.cdrc@nhs.net) 

Please ensure you do not have duplicate vaccination templates (e.g. left from last year) or the vaccination will be recorded twice. 

Go to the vaccination template then click New Template and complete the template as shown below. Spelling, spacing and capitals are important. Remember to also set up the template for Fluenz Tetra 

Machine generated alternative text:
Setup 
Links Clinical Tools 
Users 8 Policy 
Prescribing 
Vaccinations 
Appointments 
Data Entry 
Data Output 
Workflow 
user 
System Help 
Available Vaccinations 
Vaccination Batch Numbers 
Vaccination Templates
Add Vaccination 
Template name Influenza Sanofi Quadrivalent 
Vaccination 
Contains 
Reason 
Travel area 
Nature of risk 
Methcn:l 
Notes 
GMS status 
Claiming GP 
Quadrivalent influenza vaccine Split Virion inactivated (Sam 
INFLUENZA 
0 5mI 
Routine Measure 
Not Applicable 
Unspecified 
intramuscularly 
@ Practice GMS O other GMS C) Not Under GMS 
D Make IOS Claim 
• Registered GP C) Specific GP 
Cancel 
Generics 
Obsolete

Alternative brands in the CDRC system should be set up with the following details: 

  1. All practices will need the following templates : 
  • Template name: Influenza nasal 
  • Vaccine: Fluenz Tetra (AstraZeneca UK Ltd) 1 
  • Method: nasal 
  • GMS Status: Not under GMS 
  • Template name: Influenza Fluad 
  • Vaccine: Fluad Tetra (Seqirus) 1 
  • Method: intramuscular 
  • GMS Status: Practice GMS 
  • Template name: Influenza Sanofi Quadrivalent centrally supplied 
  • Vaccine: Quadrivalent influenza vaccine Split Virion inactivated (Sanofi Pasteur) 1 
  • Method: intramuscular 
  • GMS Status: Not under GMS 
  • This is for the injectable influenza vaccines for under 2 year olds that are centrally supplied.  GMS Status set as Not under GMS so that this isn’t claimed on your FP34D report 
  • Template name: Influenza Flucelvax Tetra Centrally Supplied 
  • Vaccine:  Flucelvax Tetra (Seqirus UK) 
  • Method: intramuscular 
  • GMS Status: Practice GMS 
  • This is for the injectable influenza vaccines for under 2-17 year olds who cannot have Fluenz that are centrally supplied.  GMS Status set as Not under GMS so that this isn’t claimed on your FP34D report 
  1. Practices will need the following templates if they have ordered these brands: 
  • Template name: Influenza Sanofi Quadrivalent 
  • Vaccine: Quadrivalent influenza vaccine Split Virion inactivated (Sanofi Pasteur) 1 
  • Method: intramuscular 
  • GMS Status: Practice GMS 
  • Template name: Influenza Mylan 
  • Vaccine: Quadrivalent Influvac sub-unit Tetra (Mylan) 1 
  • Method: intramuscular 
  • GMS Status: Practice GMS 
  • Template name: Influenza Flucelvax Tetra 
  • Vaccine:  Flucelvax Tetra (Sequirus UK) 
  • Method: intramuscular 
  • GMS Status: Practice GMS 
  • Template name: Influenza Supemtek 
  • Vaccine:  Supemtek Quadrivalent influenza vaccine (recombinant) (Sanofi Pasteur) 
  • Method: intramuscular 
  • GMS Status: Practice GMS 
Vaccine Ordering 

A series of reports will identify an approximate number of patients who will be eligible for influenza vaccination in the next flu season.  This will be effective from August e.g. so if the reports are run in December 2020, they will estimate the vaccine numbers for the 2021/22 influenza vaccination period. 

The reports are broken down into those patients needing nasal vaccine (most children), adjuvanted trivalent vaccine (over 65s), standard injection (most adults under 65), standard injection to be ordered from inform (children who can’t have the nasal vaccine). 

Vaccine Ordering: Needs Influenza Vaccination - nasal (next flu season) 
Vaccine Ordering: Needs Influenza Vaccination Age 18-65 next flu season and at risk 
Vaccine Ordering: Needs Influenza Vaccination Age-65 in next flu season

The current year’s performance reports will provide an estimate of what proportion of patients have taken up the offer of vaccination (including a separate report for over 65s) 

Patient Identification 

The CDRC Influenza System identifies patients who might be eligible for an influenza vaccination based on the Enhanced Service specification, Green Book and the PCC business rules.  These rules are complicated and sometimes not aligned (see table at the bottom of this section). 

CDRC will identify patients who may be eligible for influenza vaccination but it is up to the individual clinician to confirm that they should receive it. 

Patients who might be eligible for vaccination will have syringe this patient status alert: 

Imms - Influenza Vaccination - standard 
Consider an influenza vaccination - standard 
vaccine

The text will indicate if a nasal or standard vaccination is likely to be indicated 

If patients are not identified by the CDRC system you can flag them for vaccination by adding the Needs influenza immunisation (9OX4) code.  Please note – they must fall into one of the categories from the enhanced service (see first column in the table below). 

The following searches identify patients who are likely to be eligible but who do not have a code that satisfies the business rules. If you do not wish these patients to be identified and flagged for vaccination please add the code Seasonal influenza vaccination not indicated (XaZ0k) 

You can add the code Needs influenza immunisation (9OX4) to the record (on or after 1st September) to add the patient to the ‘business rules list’.  You can do this systematically at the beginning of the flu season or the influenza vaccination protocol will prompt you to do this as you vaccinate patients. 

Machine generated alternative text:
Patient identification: Carer but no business rules code 
Patient identification: Chronic Hean Disease but no business rules code 
Patient identification: Chronic Liver Disease but no business rules code 
Patient identification: Chronic Neurological Disease but no business rules code 
Patient identification: Chronic Respiratory Disease but no business rules code 
Patient identification: Institutionalisation but no business rules code 
Patient identification: Suspected but no business rules code 
Patient identification: Suspected Immunosuppression but no business rules code 
Patient identification: Suspected Pregnancy but no business rules code

Identifying Why A Patient Is Eligible 

Click on the influenza icon to open the influenza template. Click on the Check Eligibility button.  The reason(s) for eligibility will be displayed. 

Influenza Vaccination Eligibility 
Appears eligible for influenza vaccination under ES rules 
Respiratory Disease 
To include this patient in the list eligible for infuenza vaccination, type the reason in the box below 
Needs influenza vaccination

To identify the specific Read code(s) that have triggered eligibility for influenza vaccination, right click on the syringe icon and select Why is this Alert on this Patient?  You can then expand the report 

Machine generated alternative text:
Action 
Vvhy is this Alen on this Patient? 
Re-evaulate Alerts for Patient
Machine generated alternative text:
Failure Reasons Complete Evaluation Outputl 
epon: 'Needs Influenza Vaccination - standard' 
Reporting on active patients 
Matching to GMS, Applied patients 
Patient is not in Vaccine Ordering: Needs Influenza Vaccination - nasal' report 
Patient is in 'Needs Influenza Vaccine (excluding patients wth egg allergy)' report 
Repot 'Needs Influenza Vaccine (excluding patients with egg allergy)' 
Reporting on active patients 
Matching to GMS, Applied patients 
Patient is not in 'Flu Imm given: declined or not needed' report 
Patient is in 'In at risk populations or child in current season target age group' report 
Report 'In at risk populations or child in current season target age group' 
Reporting on active patients 
Matching to GMS, Applied patients 
Patient is in in current season target age group' (or another) report 
Patient is in In At Risk Groups Current Season (including children in this season's age group - all codes)' (or 
Repot In At Risk Groups Current Season (including children in this season's age group - all codes)' 
Including active: deceased 8 deducted patients 
Matching to GMS, Applied patients 
Patient is in '*Immunosuppressed patients over 6 months' (or another) report 
Patient is in 'Insttutionalised Patients (intermediary report)' (or another) report 
Patient is in '*Asthma at risk (all)' (or another) report 
Patient is in in current season target age group' (or another) report 
Patient is in '*Carer' (or another) report 
Patient is in '*Chronic Respiratory Disease (excluding asthma) (2016 spec)' (or another) report 
Patient is in '*Chronic Kidney Disease 3-5 (201 6 spec)' (or another) report 
Patient is in '*Chronic Liver Disease (2016 spec)' (or another) report 
Report '*Chronic Liver Disease (2016 spec)' 
Patient is in '*Chronic Neurological Disease (full list) including LD' (or another) report 
Patient is in '*Over 65 in current season' (or another) report 
Patient IS n '*Diabetes (201 6)' (or another) report 
e/ Report '*Diabetes (2016)' 
Matching clinical entries 
Type diabetes melltus (X40JS) (Ongoing Episode) - 31 Jan 2013 
Has a Read code inn Selecting only the most recent matching code 
Including active, deceased 8 deducted patients 
Vvtthout a more recent Read code in 
Matching to GMS: Applied patients 
Patient is in '*Currently Pregnant' (or another) report 
Patient is in '*Chronic Head disease (201 6 spec)' (or another) report 
Patient is in '*Needs influenza vaccine read code this season' (or another) report
Risk Factor ES Business Rules Green Book CDRC
Asthmatics with admission in the last year or on ICS  ✓ ✓ (✓) ✓ 
Asthmatics with oral steroids in the last year ✓ X (✓) ✓ 
Children previously admitted to hospital with LRTI ✓ X ✓ X 
Other respiratory disease ✓ ✓ ✓ ✓ 
Heart disease ✓ ✓ (partial)2 ✓ ✓ 
CKD 3-5 and other diseases suggesting chronic kidney disease. ✓ ✓ ✓ ✓ 
Chronic liver disease ✓ ✓ (partial)3 ✓ ✓ 
Chronic neurological disease ✓ ✓(partial)4 ✓ ✓ 
Learning disability ✓ ✓ ✓ ✓ 
Diabetes ✓ ✓ ✓ ✓ 
Immunosuppression1 ✓ ✓ (partial)5 ✓ ✓ 
Household contacts of the immunosuppressed or shielded patients ✓ X ✓ X 
Pregnant women ✓ ✓ (partial)6 ✓ ✓ 
People in long-stay residential homes ✓ X ✓ ✓ 
Carers ✓ X ✓ ✓ 
Locum GPs ✓ X ✓ X 
Frontline health and social care staff ✓ X ✓ X 
BMI >40 ✓ ✓ (partial)7 ✓ ✓ 
  • 1Patients immunosuppressed due to long term corticosteroids will not be identified automatically by DCS as it is not possible to search for steroid doses.  The enhanced service recommends that only patients on 20mg prednisolone or equivalent for more than 1 month should receive influenza vaccination. 
  • 2 The 2020/21 specification seems to miss some heart disease codes 
  • 3 The 2020/21 specification seems to miss many liver disease codes such as NAFLD, NASH 
  • 4 The 2020/21 specification seems to miss many neurological disease codes such as MS  
  • 5 The 2020/21 specification misses patients who have repeats of relevant drugs that are being issued in secondary care such as transplant immunosuppression.  It also discounts any ‘patient immunosuppressed’ codes (and some others) that are older than 1 year old. 
  • 6 The 2020/21 specification seems to miss many pregnancy codes 
  • 7 The 2020/21 specification only looks for BMI results in the last 3 years 
Planning 

The following searches will identify the number of patients who are currently likely to be eligible for an influenza vaccine (who haven’t already had or declined vaccination).  Theses list can help with planning the vaccination campaign e.g. estimating how many different types of vaccines are needed. 

I Ma Need Influenza Vaccination 
00 
May Need Influenza Vaccination 1 111 housebound 
May Need Influenza Vaccination 1 M 2 (excluding 50-64 as the only reason) 
May Need Influenza Vaccination 2M nasal (LAIV) 
May Need Influenza Vaccination 21 injection (under 2) QIVe (Immform) 
May Need Influenza Vaccination 2G injection (2-1 7) QIVc (Immform) 
May Need Influenza Vaccination 24 injection (18- 64) QIVc or QIVr 
May Need Influenza Vaccination 
injection (-=65) (aalV) 
May Need Influenza Vaccination 2f but has egg allergy
Report Details 
! May Need Influenza Vaccination 1.00 Patients with a Green Book ‘risk factor’*, aged 65y or over in the current season, in the 2-3 year old CFLU cohort 
! May Need Influenza Vaccination 1.01 houseboundPatients in 1.00 who are recorded as housebound 
! May Need Influenza Vaccination 1.12 (excluding 50-64 as the only reason)Excluding the ‘additional’ 50-64y patients who don’t have a Green Book ‘risk factor’* 
! May Need Influenza Vaccination 2.1 nasal (LAV)Children 2-3y in current season OR 2-17y with a Green Book ‘risk factor’* AND not pregnant, immunosuppressed or on aspirin 
! May Need Influenza Vaccination 2.2 injection (under 2) QIVe (Immform)Children 6m-2y with a Green Book ‘risk factor’* 
! May Need Influenza Vaccination 2.3 injection (2-17) QIVe (Immform)Children 2-17 with Green Book ‘risk factor’ who can’t have LAIV 
! May Need Influenza Vaccination 2.4 injection (18 – 64) QIVe or QIVr18-64 with a Green Book ‘risk factor’* 
! May Need Influenza Vaccination 2.5 injection (>=65) (aQIVr)65y+ in current season 
! May Need Influenza Vaccination 2.6 but has egg allergyPatients in 1.00 with an egg allergy 

*These reports also include any patients with the 9OX4 ‘Needs influenza vaccine’ code added on or after 1st September. 

PSD 

The CDRC system allows you to add a PSD to individual records. This PSD message will then be displayed on the relevant vaccination template. Only PSDs from the current influenza season will be displayed. 

y Influenza Vaccination 
page 1 More details Resources PSO 
Influenza Vaccination 
Influenza vacc verbal invitation 
Influenza Vaccination Refusal 
Pulse Regular Pulse Irregular 
Egg Allergy Childhood Asthma Eligibilitf 
Influenza Vaccination Exceptions 
PSD Information 
Non Standard Vaccine 
All vaccinations in the past 10 years 
15 200g1 
Igoct20101 
18 oct20111 
11 oct20120 
26 sep 2013 
2g sep 2014 
03 20141 
22 sep 2015 
23 sep 2016 
04 Nov 20171 
28 sep 2018 
Inactivated Infr 
Inactivated Infr 
Inactivated Infr 
Inactivated Inf 
Inactivated Int 
Inactivated Int 
Zostavax 1 
Inactivated Inf 
Inactivated Int 
Inactivated Infr 
Fluad (Seqiru 
INFLUENZA 
INFLUENZA 
INFLUENZA 
INFLUENZA 
INFLUENZA 
INFLUENZA 
VARICELI_A-ZOST 
INFLUENZA 
INFLUENZA 
INFLUENZA 
INFLUENZA 
03 sep 201g 
Influenza vaccGdministratNOS (goxz) 
Notes 
This patient is eligible for a seasonal influenza vaccination with 0 5ml offlucelvax vaccine 
intramuscularly into the deltoid muscle until 31 3 2020 Dr G Forbes 
Nasal LAM 
QIVe(gg) 
QIVc(eII) 
aTlV 
Influenza 
Fluenz Tetra 
Fluarix Tetra 
Sanofi (C! 
Mylan Imuvac 
Flucelvax Tetra 
Fluad 
Vaccination Elsewhere 
27 Aug 201 g O/E- pulse rhythm regular (2431 J 
Appears eligible for influenza vaccination under ES rules 
Estimated vaccine type - aTIV (Fluad) OR QMC (FluceVax) 
Check Eligibilty 
use non-standard vaccine

To add the PSDs: 

  • Navigate to the CDRC Vaccination > Influenza > ! PSD: Needs flu jab (standard) > 18 but no PSD reports.  There are separate reports for patients who will reach 65 by the end of the current flu season and those who won’t.  This will allow the addition of a different vaccine type for the two categories – in the 2020/21 season: QIV (cellular or egg) for patients aged 18-64; aTIV (Fluad) for those over 65. 
  • Show the patients 
  • Select the patients you wish to add the PSD to. 
  • Click on the scroll icon to add a Read code 
  • Bulk add the code Influenza vacc. Administration NOS (9OXZ) using the following text: “This patient is eligible for a seasonal influenza vaccination with [insert volume here] of [insert brand or name of vaccine here] intramuscularly into the deltoid muscle until 31.3.[year].  [Doctor’s name]” 

E.g., This patient is eligible for a seasonal influenza vaccination with 0.5ml of sanofi inactivated influenza vaccine intramuscularly into the deltoid muscle until 31.3.2018.  Dr. G Forbes 

  • Move to the next page of results if there are more than 250 patients and repeat 

NB patients with egg allergy will not be included in the searches above 

Hatlent Identincatlon: suspected Pregnancy nut no nuslness rules corde 
Eli ible for influenza vaccination standard -18 but no PSO excludes e 
aller 
Eligible for influenza vaccination -18 but no PSO (18-64 in current flu season) 
Eligible for influenza vaccination -18 but no PSO (over 65 in current flu season) 
Has a PSO but does not need flu jab (standard) 
2041 
33 g % 
1107 
184% 
000%
Machine generated alternative text:
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Machine generated alternative text:
Add Diagnosis 
Read code R 
Notes 
Date 
Influenza vaccædministratNOS (gOYZ) - This patient is eligible fo 
Sever ty 
Problem status 
Do not put in the summary 
Do not promote to Problem 
Informing patient of named accountable general 
Pneumococcal vaccination administration xaKFd) 
Patient allocated named accountable general pra 
Meningitis C vaccination offered IXaaG8) 
Influenza vaccination invitation letter sent CXalBJ) 
Influenza vaccination telephone invite xaK2d) 
Influenza vaccination invitation SMS text message 
Influenza vaccination declined xa181) 
Influenza vaccGdministrat.NOS goxz
Machine generated alternative text:
فلك 
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A PSD can be added to individual patient on the PSD tab of the influenza template.  Ideally add the text to your presets for faster entry. 

Machine generated alternative text:
Pagel Page 2 Resources 
Influenza vacc administrat NOS 
Admin

To remove a PSD, right click on the PSD Information box on the page 1 of the template and choose Mark in Error.  

Keeping the Records Up to Date 

To ensure that the records are kept up to date it is possible to create a batch report that alerts the clinician at set intervals of PSDs that need to be added or removed. For details on automated reporting follow this link : 

Automated Reporting 

Machine generated alternative text:
Batch Report Results 
Action 8 Close 
Name 
Close 
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Count 
1671 
?Needs flu Zb standard -18 but no PSO 
?Has PSO but does not need flu jab (standard) 
Not eligible for shingles vacc but has PSO in current season 201 5/1 6 
Eligible for shingles 201 5/16 but no PSO
Patient Invitation 

Patients can be invited for their influenza vaccination in a number of ways. 

  1. Opportunistic invitation – eligible patients will be identified by a syringe icon below the demographics box, on the home page or on the LTC Master Template.  Clicking on the icon will launch the influenza template.  This alert will disappear after vaccination, refusal or addition of other exception code.   
Machine generated alternative text:
Homel LettersjAppts HO 
Annual Review SW30 
DCS cancer 
Patient has a record of cancer 
46 copo 
Patient has copo 
Eligible for Diabetes UK Score DHL 
Imms- Influenza Vaccination- standard 
Consider an influenza vaccination - standard vaccine
  1. Using the invitation searches in the CDRC Vaccination > Influenza report folder (see ‘Planning’ above)

These reports show non-housebound patients who remain eligible for vaccination who have not had three invitations.   

Some common subgroups are included to help make invitation easier – e.g. a different invitation discussing eligibility of household contacts might be sent to patients in report 1.4.  More complex subdivision of the reports can be achieved (see below) 

Invitation: Needs influenza vaccination invite 1 
00 
Invitation: Needs influenza vaccination invite 1 M 0 does have mobile 
Invitation: Needs influenza vaccination invite 1 M 1 does not have mobile 
Invitation: Needs influenza vaccination invite 1 
20 has egg allergy 
Invitation: Needs influenza vaccination invite 1 
21 does not have egg allergy 
Invitation: Needs influenza vaccination invite 1 
5 Ethnicity not recorded 
Invitation: Needs influenza vaccination invite 1 
6 Not had at least 1 written invite 
Mav Need Influenza Vaccination 1

Running these searches at monthly intervals through the flu season will ensure that you invite all the eligible patients at least three times.  Verbal and telephone invitations are included in the count. 

Use the following codes to record bulk invitations: 

Letter invitation – Influenza vaccination invitation letter sent (XaIBJ) 

Email invitation – Influenza vaccination invitation email (XaZZa) 

SMS Text invitation – Influenza vaccination invitation SMS text message sent (XaVyA) 

The 2021/22 specifications require the practice to provide at least one written invite (including letter, SMS and email) during the season.  They also require the invitation to ask patients to provide ethnicity if it has not already been recorded.  Reports 1.5 and 1.6 will show the relevant patients for these requirements. 

  1. Sending Electronic Appointment Invitations 

This powerful tool allows you to send a link to the patient to allow them to book into a influenza clinic. 

  • Create the rota types for your vaccine clinics. 
  • Link the rota types to appointment invitation types 
    • Setup > Users and policy > Organisation Preferences > Patient Appointment Invitation 
    • Add the rota type to the Specify bookable rota types list 
    • Tick the boxes to determine which patients can go to which clinics (e.g. a HCA may have a rota type called Flu Vacc Clinic Adults which can only be booked into from the Influenza Vaccine (adult only) invitation.  
Enter to search 
0 
Appointments 
Orgamsation Preferences 
patient Call Screen 
CDA 
Bookmarked URLs 
o patient Check-ln 
Letter ~ Label printing 
Video Consu%tions 
Waiting Time Colours 
Staff Ordering 
Slot Types 
Rota Reminders 
Remote Booking 
P 而 Appointment Invit - on 
GP Connect 
Flags 
External Appointment Booking 
DNAS 
Days 8 Times 
Booking 
SIOCk Appointments 
Appointment Configuration 
Appointment Bookmarks 
Search Clear 
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Ante N 3t3 - C = n 一 c 
LO c u m G P C = n 一 c s 
LearningDisabillty 
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C ovi d 1 • 2 n d Va c c 一 n ati O n 
C ovi d 1 • 1 st Va c c 一 n ati O n 
C O u n s O r 
C O = c = n 一 c 
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Rota Type 
Specify bookable 乛 0 一 3 types 
冖 DAllowbookingintoallrotatypes 00 Covidlg-lst\ 、 300一n3一一Dn 
Specify bookable Slot types 
Restore Defauts 
× FluVaccClinic 
× Flujabonly 
C ovi d 1 g • 2 n d Va c c 一 n ati O n 
C ovi d 1 • 2 n d Va c c 一 n ati O n 
Cancel 
AZ 1 St Dose 
AZ 2nd Dose 
COVID-19 1 St Vaccination 
COVID-19 2nd Vaccination 
Influenza Vaccine [adutt on | 
Influenza Vaccine [under 1 
PFIZER 1 St Dose 
PFIZER 2nd dose
  • Create your list of patients to invite from one of the invitation searches 
  • Breakdown the search using first name, surname, email address and uses mobile as the breakdown options. 
  • Click on the ‘uses mobile’ column header to order the patients 
  • Select all the patients with a mobile or email address 
  • Right click and choose Action > Send Patient Appointment Invitation 
  • Select the appointment invitation type 
Appointment Invitation Type 
Type COVID-1g 1stVaccination 
V; COVID-1g 1st Vaccination 
COVID-1g 2nd Vaccination 
AZ 1st Dose 
AZ 2nd Dose 
PFIZER 2nd dose 
PFIZER 1st Dose 
Influenza Vaccine 
Influenza Vaccine (under 18) 
Influenza Vaccine (adult only) 
Select Another Option...
  • Use the communication annexe to create your message 
Communications Annexe 
Message 
[3 use preferred contact method if set, otherwise use the below method 
Send SMS 
Allow patient to reply 
Dear -forename- -surname- 
Yourflu vaccine is now availab14 Please use this link to book 
your appointment 
-staff member title- -staff member forename- 
-staff member surname- 
Preview 
Dear -forename- -surname- 
Your flu vaccine is now availab14 
link to book your appointment 
Dr Gareth Forbes 
Send 
A preview• 
Please use this 
Cancel
  • Then, using the same highlighted patients from the search, use the Action>Add Read code option to record the invitation. 
    • Influenza vaccination invitation SMS text message sent (XaVyA) 

This text could be added to a communications annexe preset to make this process quicker: 

Dear <forename> <surname> 

Your flu vaccine is now available.  Please use this link to book your appointment. 

<staff_member_title> <staff_member_forename> <staff_member_surname 

At later points in the vaccine campaign you could allow the patient to reply to indicate they do not wish to have the vaccine. 

More Complex Subdivision of Searches 

It is possible to breakdown the report results to show other useful information. To do this: 

  • Navigate to one of the invitation reports, right click and choose Breakdown 
  • Select the appropriate field from the breakdown panel on the left of the screen then click Refresh 
Information Report Field 
Name, age, address etc ! Invitation: Needs influenza vaccination invite 1.00 Demographics – various 
Has mobile phone ! Invitation: Needs influenza vaccination invite 1.00 Demographics – Uses mobile 
Estimated vaccine type ! May Need Influenza Vaccination 2.1 nasal (LAIV) ! May Need Influenza Vaccination 2.2 injection (under 2) QIVe (Immform) ! May Need Influenza Vaccination 2.3 injection (2-17) ! May Need Influenza Vaccination 2.4 injection (18 – 64) QIVc or QIVr ! May Need Influenza Vaccination 2.5 injection (>=65) (aQIV) ! May Need Influenza Vaccination 2.6 but has egg allergy Strategic reporting ID>Patient ID 
Egg Allergy Flu exceptions persistent (egg allergy) # Strategic reporting ID>Patient ID 
Covid 19 Shielded patient # SFLU Eligible Population – 15*. Shielded Patients # Strategic reporting ID>Patient ID 
Suspected Immunosuppression # SFLU Eligible Population – 08.! Immunosuppression, combined (DCS Spec) Strategic reporting ID>Patient ID 
Upcoming appointment Has appointment after yesterday Appointment date +/- clinician etc 
Ethnicity not recorded Ethnicity Not Recorded – no record of refused/not stated (last 12m) # (DCS Groups / Ethnicity) Strategic reporting ID>Patient ID 
Machine generated alternative text:
?Needs influenza vaccination invte - does have r A 
r tem Count 
r 
Percentage of the total 
Current Referrals In 
Demographics 
Record Sharing 
3 Registration 
Relationship 
Risk Factors 
Strategic Reporting ID 
Has mobile phone number (DCS Flu) 
?Needs influenza vaccination invte (DCS Flu) 
Needs influenza vaccine and not had 3 invtations 
Has appointment after yesterday (DCS Flu) 
Appointments (I) 
r Appointment arrival time 
r Appointment booked date 
r Appointment branch 
r Appointment cancellation date 
Appointment date 
r Appointment duration (actual) 
r Appointment duration (booked) 
r Appointment flags 
r Appointment location 
r Appointment status 
r Appointment time 
r Appointment waling time (absolute) 
Report Results: ?Needs influenza vacc 
Has appointment after yes„ Patient Count 
ag3 
08 sep 2016 
og sep 2016 
12 sep 2016 
13 sep 2016 
14 sep 2016 
15 sep 2016 
16 sep 2016 
lgsep 2016 
20 sep 2016 
21 sep 2016 
22 sep 2016 
23 sep 2016 
26 sep 2016 
27 sep 2016 
28 sep 2016 
2g sep 2016 
30 sep 2016 
04 Oct 2016 
05 Oct 2016 
10 Oct 2016 
12 Oct 2016 
17 Oct 2016 
18 Oct 2016 
Igoct2016 
20 Oct 2016 
24 Oct 2016 
25 Oct 2016
Vaccine Administration

To administer the vaccine click on the syringe icon at the top of the screen. The influenza vaccine template will open and lead you through the process, adding the correct Read codes. 

For patients without the icon, you can launch the ‘Influenza Vaccination 2022’ template by using the search bar in the lower left-hand corner of the main screen.

Influenza Vaccination 
Influenza vacc verbal invitation 
Influenza Vaccination Refusal 
Pulse Regular Pulse Irregular 
Influenza Vaccination Exceptions 
PSD Information 
04 sep 2020 
Influenza vaccGdministratNOS (gOXZ) 
All vaccinations in the past 10 years 
Notes 
This patient is eligible for a seasonal influenza vaccination with Of,ml of Fluad 
intramuscularly into the deltoid muscle until 31 31021 Dr Gareth Forbes 
GP supply 
Nasal LAM 
QIVe(gg) 
aTlV 
Influenza Vaccination Elsewher e 
Central Supply 
Fluenz Tetra 
No record of pulse rhythm 
Appears eligible for influenza vaccination under ES rules 
Estimated vaccine type - aTIV (Fluad) - QMC if aTIV unavailable 
Check Eligibilty 
use non-standard 
vaccine

There is a section to record pulse rhythm for areas or practices who are undertaking this work. 

The bottom panel will display the following information: 

  • The apparent eligibility for influenza vaccination and whether they are eligible under the enhanced service business rules. 
  • The estimated type of vaccine the patient is eligible for. 
  • Important cautions such as: 
    • Children who are pregnant or immunosuppressed 
    • Children on aspirin 
    • Patients with egg allergy 
    • Children with asthma and recent steroid use 
Machine generated alternative text:
لككعععك 
عهكععثث 
هعععع 
اهعمععثث 
سمى 
إ هر الn3ة 
uounq إ6٣ي1 aul ssa'd pue 183ue3 SWI' P!OAe 01 wal8lua elep 8L4lO' Ile l3aue alep LIO!IEIIIISLIOO aulöu!öueuo 
x 6 OLE L 
g LOC das 80 nu 
lddVÅ

Safeguards 

Only vaccines that the patients appears eligible for will be active – you can override this by clicking the Use non-standard vaccine link 

The protocol will display a warning if you try to give an influenza vaccine to a patient with an egg allergy. 

The protocol will display a warning if you try to give a nasal vaccine to a patient who needs a standard vaccine and vice versa. 

For patients under 9 with an at risk condition, you will be warned if the patient needs a second dose of vaccine. 

If the patient is not eligible for vaccination under the business rules you will be prompted to consider if the patient needs the vaccination and to add the Need Influenza Vaccination code.  The latter will ensure that payment is made. 

Machine generated alternative text:
Qu estion 
This patient does not appear to be eligible for vaccination according to the Read codes in their recorl Ifyou think 
this person is eligible you can add the code 'Needs Influenza Vaccination' and the vaccination will be eligible for 
payment You may need to justify this decision to the area team 
Add Needs !ntluenza Vaccine Code 
Uaccinate wthout adding code 
protocol 
Pause

If you choose to add the Needs influenza immunisation code, you will be prompted for a reason to ensure that any future audits can be dealt with easily. 

Machine generated alternative text:
Please record reason for influenza vaccination 
Needs in fluenza immunisation

A prompt will appear to record ethnicity for patients who do not currently have this recorded. 

Reporting and Audit 

General Performance 

A set of reports will identify your practice’s overall performance. 

Age over 65 - Vaccinated 
'Performance: Age over 65 - Vaccinated or declined/not indicated 
'Performance: At risk. Age under 65 - Vaccinated 
'Performance: At risk. Age under 65 - Vaccinated or declined/not needed 
l)pefformance: At risk • Any Age - Vaccinated 
Pelormance: At risk. Any age - Vaccinated or declined/not needed 
!pefformance: At risk or over 65 - vaccinated 
Fetormance: At risk or over 65 -Vaccinated or declined/not indicated 
'Performance: Children in target age group - Vaccinated 
'Performance: Children in target age group -Vaccinated or declined/notindicated 
328 
111 
136 
111 
136 
412 
464 
329 % 
13.8% 
168% 
13.8% 
16.9% 
229 % 
25.7%

The percentage figures show the proportion of patients in each group that have been vaccinated (or vaccinated/declined/not indicated) 

Before CQRS Data Extraction consider running the two internal audit reports and, if appropriate the District Nurse Vaccines report 

Internal Audit 

There are several quality control reports in the CDRC Vaccinations > Infuenza folder. 

Quali control: Flu vaccine elsewhere this season but no Read code 
Quality control: Flu vaccine (elsewhere) this season but no Read code (excluding DNS) 
Quality control: Flu vaccine (here) this season but no Read code 
Quality Control: Flu vaccine this season but not eligible according to business rules

The first three identify patients who have been vaccinated but have not had the appropriate Read code.  You should add the code Seasonal Influenza vaccination (XaZ0d) if the vaccination was done at your unit.  See section on district nurse vaccines (only appropriate in some areas) 

The fourth identifies patients who have been vaccinated but do not appear to be eligible under the terms of the Enhanced Service.  You should check this list so that you can either: 

  • Add the code Needs influenza vaccination (9OX4) if appropriate OR 
  • Provide feedback to the clinician who performed the inappropriate vaccination  

It is sensible to run these reports before the end of any reporting period.  Ideally run these reports in an automatic batch report. 

CQRS Reporting 

In the event that GPES is not working the performance reports can be found in the CDRC Vaccinations>Influenza folder. 

These reports must be broken down to get the appropriate figures for your practice. 

CORS 
CFLU004 
CFLU005 
SFLUOOI 
SFLU006 
SFLU007 
SFLU008 
SFLUOOg 
1st Childhood flu vacc Done and Claimable 
2st Childhood flu vacc Done and Claimable 
Over 65s done and claimable 
under 65s 1 st flu vacc done and claimable (excl current season target children) 
6m-gy 2nd flu vacc done and claimable (excl current season target children) 
under 65s 1st flu vacc with 'needs influenza vaccine code' done and claimable 
6m-gy 2nd flu vacc with 'needs influenza vaccine' code done and claimable (excl current season target childr„ 
03 Aug 2017 08:5g 
03 Aug 201 7 
03 Aug 2017 08:5g

To breakdown the report: 

  • Right click on the report and choose breakdown 
  • Tick the boxes as shown below and then click Refresh 
Machine generated alternative text:
r 
Percentage of the total 
Coded Entries 
Current Referrals In 
Demographics 
Event Details (3) 
r Event authorised by 
r Event consutation method 
r Event date 
r Event day 
r Event done at 
r Event done at ID 
r Event done by 
r Event done by (textual) 
r Event entered date 
r Event entered time 
r Event hour 
r Event linked referral ID 
r Event location type 
Event month 
r Event recorded by 
r Event staff type 
r Event team 
r Event time 
Event year 
r GP GMC code at time of event 
Registered practice at time of event 
r 
Registered practice ID at time of event 
r 
Team of referral event linked to 
Record Sharing 
Event month 
September 
October 
November 
December 
January 
February 
duly 
September 
October 
November 
December 
February 
March 
May 
dune 
September 
October 
November 
January 
March 
April 
May 
August 
2013 
2013 
2013 
2013 
2014 
2014 
2014 
2014 
2014 
2014 
2014 
2015 
2015 
2015 
2015 
2015 
2015 
2015 
2016 
2016 
2016 
2016 
2016 
Registered practice at time of event 
Leadgate Surgery 
Leadgate Surgery 
Leadgate Surgery 
Leadgate Surgery 
Leadgate Surgery 
Leadgate Surgery 
Leadgate Surgery 
Leadgate Surgery 
Leadgate Surgery 
Leadgate Surgery 
Leadgate Surgery 
Leadgate Surgery 
Leadgate Surgery 
Leadgate Surgery 
Leadgate Surgery 
Leadgate Surgery 
Leadgate Surgery 
Leadgate Surgery 
Leadgate Surgery 
Leadgate Surgery 
Leadgate Surgery 
Leadgate Surgery 
Leadgate Surgery 
Patient Count
QoF 

If you need to concentrate on vaccinating patients on your QoF registers, there is a report to display patients with the relevant QoF conditions who still need an influenza vaccination. 

Machine generated alternative text:
Performance: SFLL1004 6m-gy 2nd flu vacc done and claimable (excl current season target children) 
Performance: SFLL1005 6m-gy 2nd flu vacc with 'needs influenza vaccine' code done and claimable (excl current season target children) 
PSD: Has a PSO but does not need flu jab (standard) 
PSD: Needs flu jab (standard) -18 but no PSO 
OOF: Conditions for flu but no vaccine/refusal this season (with pending appointments) 
Quality control: Flu vaccine this season but no Read code 
000% 
1671 
28Æ% 
720 
125% 
000%

This report can be broken down to display any upcoming appointments in the same way that the standard invitation report can. 

District Nurse Vaccines 

Duplicate Influenza Vaccination Entry for District Nurse Administered Vaccines 

Background 

In some areas district nurses use influenza vaccinations supplied by practices to vaccinate housebound patients.  This has led to potential coding issues when recording the vaccinations and claiming for reimbursement for the vaccinations.  In particular, vaccinations entered by district nurses will not appear on the FP34D report. 

Duplicating Vaccine Entries 

Following discussion with the community provider it has been agreed that the only way to satisfactorily ensure that the correct information is recorded whilst allowing practices to claim the correct reimbursements, is to double enter the vaccinations.  It is important that this is done before any FP34D reports are run. 

Protocol 

  • Navigate to Reporting > CDRC > Flu > !  District nurse: Influenza Vaccine by DN this season and not duplicated here 
  • Breakdown the report choosing the Event date from your local district nursing team report. 
  • Right click on the first date and select Action > Use data entry template. Then navigate to CDRC > Imms > Influenza Vaccination (Duplicate entry) 2020 
  • Add the code as shown below, using the correct date.  (This assumes that the DNs are only giving a first dose and that no nasal doses are administered) 

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