Immunization Orders

This lesson is a continuation of Order Manager Set Up. If set up has not yet been done, please see Order Manager Set Up before continuing.

The Order Manager will be used when placing orders for in house immunizations, as well as vaccinations performed at an outside facility.  The Order Manager must also be used for immunizations that are to be reported to state registries.

*Note: In the Security settings, there is an option to cancel the creation of a task item. It is generally not a good idea to allow task item creation to be canceled. If this option is activated, it is possible to skip creating a task item by clicking Cancel. The order will still be placed for the patient, but without an associated task item.

Open Order Manager

Open Order Manager

With a patient chart and SOAPnote open, go to Docutainers > Order Entry > Order Manager, to place an order.

Create New Immunization Order

Create New Immunization Order

Click the Create New Order button.

Select Immunization

Select Immunization
  1. Type the shortcut or keyword in the Find field, and click the Search (magnifying glass) button.  *Note: This only searches the local database and does not search the cloud library.
  2. When the preferred Immunization Order item appears in the list, double-click the order list item, or click on the order list item and click the Select button.

Edit Sub-Items

Edit Sub-Items
  1. Click to highlight the immunization being ordered and the vaccine will be presented with sub-items in the middle of the Order Manager window.
  2. Click on each sub-item to view choices in the SMARText Quick Access window.
  3. Select the appropriate choice for each sub-item.

Place Orders

Place Orders

Orders may be placed via faxing, printing, or submitting.  Orders will not be placed if there is no SOAPnote encounter open.  The SOAPnote must be visible and editable so that orders can be transferred to the Plan field.

Task Order

Task Order

Whenever orders are placed, a task order will always be created to ensure that orders are followed up with appropriate actions in a timely manner.  All fields may be changed as needed.

  • Description:  Defaults to the name of the order
  • Owner:  Defaults to the currently active provider
  • Assigned to:  This field will only be populated if you have selected a user for the Assigned To sub-item.  If this field is not populated you will be unable to add the task.
  • Due:  Defaults to the date the order is placed.
  • Reminder: Defaults to pop-up one minute after the order is placed.  To prevent this pop-up click the drop down and select None.
  • Priority:  This field will only be populated if a description for the Priority sub-item has been selected or customized.
  • Action/Status:  This field will only be populated if a description for the Action/Status sub-item has been selected or customized.
  • Type:  Immunization orders will default to a blank field, all other orders will default to Orders.

Click Select to add the task to the user it has been assigned to.

Print Immunization Order

Print Immunization Order

Click the Print button, and select the design to be printed.  When the order is printed, the following will occur:

  1. A task will be created.  If the Assigned To sub-item was not previously selected, it will need to be chosen before a task can be added.
  2. Once the order has been submitted, it will be transferred to the active SOAPnote, as well as, the Results Pending section of Order Manager.  If the submitted order is an immunization, it will also be transferred to the Immunizations chart section and be recorded in the Performed section.

Fax Immunization Order

Fax Immunization Order

Click the Fax button and select the design to be printed.  When the order is faxed, the following will occur:

  1. A task will be created.  If the Assigned To sub-item was not previously selected, it will need to be chosen before a task can be added.
  2. Once the order has been submitted, it will be transferred to the active SOAPnote, as well as, the Results Pending section of Order Manager.  If the submitted order is an immunization, it will also be transferred to the Immunizations chart section and be recorded in the Performed section.
  1. In this window, the provider that is sending the order can be chosen by using the drop down arrow.
  2. This Fax Contact List will pull from a user's Contact Manager.  Once a provider has been selected that is sending the order, click to highlight the provider you would like to send the fax to.
  3. Click the Fax button to send the order.

*Note: Faxing through Order Manager requires a SOAPware faxing license.  For more information on a SOAPware faxing license, please contact our Sales department at 800-455-7627 option 1.

Submit Immunization Order

Submit Immunization Order

For procedures performed in house, simply click Submit, and the following will occur:

  1. A task will be created.  If the Assigned To sub-item was not previously selected, it will need to be chosen before task can be added.
  2. The order will move into the Results Pending list.
  3. Once the order has been submitted, it will be transferred to the active SOAPnote, as well as, the Results Pending section of Order Manager.  If the submitted order is an immunization, it will also be transferred to the Immunizations chart section and be recorded in the Performed section.

Multiple Immunization Orders

Multiple Immunization Orders

To print, fax, or submit all orders at once, click to highlight the first order, press and hold the Shift key, and click the last order so that all items are highlighted.

To select just few orders from the list, as in the screenshot above, press and hold the Ctrl key while clicking each order you wish to print, fax, or submit.

Results Pending

Results Pending

Results Pending is designed to keep track of everything that has been ordered for a particular patient.  There are 3 functions that can be performed within this portion of the Order Manager window:

  1. Resolve Order:  The paper clip icon allows the user resolve the order and attach it to a docutainer with results.
  2. Transfer to History:  This icon allows the user to move the order from Results Pending to the History tab of Order Manager.
  3. Remove Order:  The X icon allows the the user to completely remove the order from Results Pending, and it will also be removed from the unsigned SOAPnote as well.

For further instruction on these functions please see: Results Pending.

 

Immunization Order Important Notes

Immunization Order items can only be entered into charts via the Order Manager.  They will NOT function properly if entered with shortcut codes directly into the SOAPnote Plan field.

Only the immunization items within the local database are available in Order Manager. Immunization items must be downloaded through SMARText Items Manager before finding them in Order Manager.