It is essential that immunisation service providers ensure there is appropriate documentation of all vaccinations given to persons of any age.
Vaccines administered to adolescents and adults should be recorded in both the vaccinated person’s clinical file and the personal health record, or individual record, of vaccination.
It is important that immunisation providers administering vaccines to children or adolescents under the National Immunisation Program Schedule provide the Australian Immunisation Register (AIR) or the National Human Papillomavirus Vaccination Program Register with the vaccine information, ensuring appropriate records are maintained for future reference.
It is important that vaccines administered to children, adolescents and adults are recorded in their medical records as well as on the relevant immunisation register.
Australia operates two national immunisation registers - the Australian Immunisation Register (AIR) and the National Human Papillomavirus Vaccination Program Register (HPV Register).
The registers capture information such as:
- Identifying information including name, date of birth, gender, Medicare number, contact details and Indigenous status
- the day the vaccination was given
- the type of vaccination given
- the name and contact details of the vaccination provider
- if a person is participating in a vaccine trial
- if a person is exempt from all or some vaccinations because a GP has assessed them as having natural immunity to a specific disease or if they have been assessed as not being able to have a vaccine for valid medical reasons
The Australian Immunisation Register
The Australian Immunisation Register (AIR) commenced on 30 September 2016, expanding upon the Australian Childhood Immunisation Register (ACIR) by capturing vaccines administered throughout a person’s life.
The name change and expanded capacity does not affect the way vaccinations are reported in the AIR. It can be done in the following ways:
- If you use Practice Management Software (PMS): Data should be transferred directly from your PMS to the AIR. Download the latest version of your PMS after 1 October 2016. Check with your software vendor if you experience difficulties.
- If you have a Medicare Provider Number: Use Health Professionals Online Services (HPOS) to access the AIR website and submit data using the Identify and Record Encounter function.
- If you are a health professional and do not have a Medicare Provider Number: Register to get a username and password and then login to the AIR website and submit data using the Identify and Record Encounter function.
- If you submit manually: Complete the Immunisation Encounter Header Form (IM001)with the Immunisation Encounter Form (IM002), Immunisation History Form (IM013), or an Immunisation Medical xemption Form(IM011) to notify of an exemption and email these to firstname.lastname@example.org.
- If you submit via your state/territory health department: Continue to do so.
For more information about the AIR visit the DHS website or contact them on 1800 653 809.
National Human Papillomavirus (HPV) Vaccination Program Register
The National HPV Vaccination Program Register is administered by the Victorian Cytology Service (VCS). The HPV Register records details of HPV vaccine doses given, sends completion of vaccination statements to all individuals who have received all three doses of the vaccine and sends reminders to individuals who are overdue for vaccination within the school-based program. Because the Australian Childhood Immunisation Register only accepts vaccination data for children aged up to seven years, the HPV Register is administered as a separate entity.
Immunisation service providers are able to report HPV vaccinations by:
- Completing a HPV Register notification form and posting the printed report to Reply Paid 725, Sunshine, VIC 3020, or Fax to (03) 8360 8699
- Using Practice Management Software – HPV vaccine reports can be extracted and printed from most popular practice management systems. This printed report should then be posted to Reply Paid 725, Sunshine, VIC 3020, or Fax to (03) 8360 8699. Entering HPV vaccination details into practice software does not automatically result in notification to the HPV Register.
- Entering vaccination details directly via the web by logging on to the HPV Register secure web site. To enter vaccination details using the secure web site you must be a registered on-line user. GPs can request online access by completing an Application for On-Line Access Form and faxing it to the HPV Register at (03) 83608699. Public vaccination clinics should contact the HPV Register directly (1800 478 734) to arrange on-line access.
For assistance or enquiries about reporting a dose of HPV vaccine please call 1800 478 734 or visit the HPV Register website Queensland and Northern Territory immunisation providers are to report dose information to their health department for registration on your behalf.
Comprehensive information for health professionals can be obtained in part 2.3 of the Australian Immunisation Handbook (10th edition 2013)