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Vaccine Reconciliation and Historical Administration in Epic

Ashley Stephens, MD

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How to reconcile vaccines in Epic

Click on the immunizations tab

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How to reconcile vaccines in Epic

  • Click on the “Query Imm Registry” button
  • Then hit “Refresh” directly to the right of it.

Please note: Sometimes you need to hit the refresh button multiple times for the vaccines to pull in.

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Reconcile immunizations

Click on reconcile if any additional vaccines found.

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Reconcile immunizations

  • “new” vaccines appear in green
  • “similar” vaccines appear in brown and are usually duplicates
  • Cross reference iNYP to check for accuracy

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Health Maintenance tab

Click on update HM to refresh “Care Gaps”

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Care Gaps

  • “Care Gaps” are the new vaccine alert
  • Red – due now/overdue
  • Yellow – due soon

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If CIR sync does not work to add vaccines to Epic

  • CIR sync more likely to fail with adult patients and patients with name changes, double, or hyphenated last names.
  • CIR sync can only locate vaccines given in New York City.

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How to Add Historical Immunizations in Epic

Click on the immunizations tab

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How to Add Historical Immunizations in Epic

  • COVID-19 vaccines appear at the bottom of the list
  • Add the date(s) of vaccination and click “accept”

Click on Historical Administrations tab

  • Find or type in the vaccine you are entering

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Historical Immunizations now in Epic

Vaccine you entered are now in Epic and will be transmitted to CIR within 24 hours

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Satisfying “Care Gaps”

Click on update HM to refresh “Care Gaps”

  • COVID-19 vaccine care gap is now satisfied and the patient no longer appears “overdue” for the vaccine(s) you entered