Important Fix: Immunizations Marked as Sent to ImmuNet

Summary

When you send immunizations to ImmuNet, PatTrac now reads the registry's reply, tells you what it said, and only marks a dose as sent once ImmuNet has confirmed it. Previously immunizations were marked as sent before the registry had answered — and regardless of what the answer was.

What was happening

PatTrac set the Sent to ImmuNet flag while it was building the message, before the submission was even made. ImmuNet does reply to every submission, saying whether it accepted the record and naming the field at fault when it did not, but that reply was being filed on the patient record and never shown. On screen, a refused immunization looked exactly like an accepted one.

The consequence went beyond a mislabelled record. The Sent to ImmuNet flag is what keeps an immunization out of the next submission. A dose the registry refused was recorded as delivered, left out of every later send, and never reached ImmuNet at all — with nothing on screen to indicate it.

What happens now

1. Nothing is marked as sent until ImmuNet confirms it. If the registry refuses a submission, those immunizations stay unmarked and are picked up automatically the next time you send.

2. You are told what the registry said. If ImmuNet reports a problem, a message names what it objected to and which part of the record it relates to.

3. Every message states which way the flag went — whether the immunizations were marked as sent, or left queued for the next send. You never have to guess.

4. All three send buttons behave the same way. Send Patient Immunizations from the patient record, the same button on a medication dispense, and Add Immunizations — which previously reported nothing at all.

5. A blank dosage no longer puts the submission at risk. ImmuNet requires both a dose amount and a unit, and an immunization recorded without them could be refused outright — costing the whole record, not just the dosage. PatTrac now fills them in: a missing amount is sent as 1 and a missing unit as UN. A recorded refusal is sent as 999, the code for "not applicable", so a declined vaccine is never reported as though a dose was given.

Vaccine lot and VFC inventory messages

One case deserves its own explanation, because it is the one you are most likely to see.

When a vaccine lot number does not match a lot in ImmuNet, the registry replies with an error — but adds the immunization to the patient's record anyway. What it cannot do is deduct the dose from VFC inventory. ImmuNet reports this as Error Code 203 or Error Code 204.

PatTrac now recognizes those two codes specifically. Where they are the only thing ImmuNet objected to:

• The immunizations are marked as sent, because the registry does have them. They will not be sent again.

• You still get the message, because the lot and inventory discrepancy is real and needs correcting in ImmuNet.

If anything else is wrong with the submission alongside them, the immunizations are left queued as before.

What you'll see

A message appears only when ImmuNet has something to report. It shows what the registry said, and then states plainly whether the immunizations were marked as sent. The full registry reply is kept on the patient record under Last Immunization Registry Results if you need the detail or want to send it to us.

A submission ImmuNet accepts cleanly behaves exactly as it always has, with no message.

What we're asking you to do

Because immunizations were previously marked as sent whether or not ImmuNet accepted them, a dose recorded as sent before this release is not proof that the registry holds it. If you have had patients whose immunizations appear in PatTrac but not in ImmuNet, this is very likely the reason.

Those records can be resent once their Sent to ImmuNet flag is cleared. If you would like help identifying them, contact us and we will work through it with you.

Going forward, a dose marked as sent has been confirmed by the registry.