Recording Patient Immunisation

Recording Patient Immunisation

Record Patient Immunisation

Requirements Prior to AIR Transmission must be recorded prior to this. See support Sheet.
Australian Immunisation Register.
AIR functionality allows for the transmission of an individual’s immunisation data by a recognized vaccination provider, to Medicare.
Vaccination providers can send information about immunisations received by individuals overseas and immunisation administered by another vaccination provider.
AIR Encounter consist of:
  1. One Information Provider Number 
  2. One Immunising Provider Number [optional]
  3. One individual
  4. One or more encounters [maximum 20]
Each encounter consist of one or more episodes [up to a maximum of 5]
Each episode consists of Patient Details and Vaccine details.
Requirements for Patient identification are:
  1. Patient Medicare Card Number
  2. Patient Reference Number [IRN]
  3. Patient Date Of Birth
  4. Patient Address Locality
  5. Patient Address Postcode
  6. Patient Individual Health Identifier [IHI]
Patient Details Screen is opened for the Patient to be immunised.

It Is always advisable prior to any transmission to perform a PVM to ensure the patient has a valid medicare card.
It is further advisable that Impulse Immunisation Updates are done regularly to ensure that encounter errors are minimized due to duplicate vaccines, or incorrect vaccine codes being transmitted.
Details of Equivalent vaccines are held in the Impulse database to ensure Vaccine duplication does not occur and provider will be prompted if a duplicate vaccine is entered for a patient.

General Immunisation
Select tab 7 Immunisation  on the bottom taskbar.
  1. Click the Add button to open the Immunisation Record window.
  2. Click Add Button on the navigation bar to add a new Immunisation record when Immunisation Register Screen opens.
  3. Select the Location and Provider from the dropdown lists.
  4. Select The information Provider and Location.
  5. Select  you are recording a General Immunisation for a vaccine from the Vaccine Advice Type Drop Down .
  6. Select the Immunisation being administered from the Vaccination Name dropdown list.
  7. Vaccine Code, Vaccine Dose, Vaccine Batch, and Vaccine Serial Number must be entered.
  8. Date defaults to today’s date.
  9. Select the AtsiIndicator which indicates the patient is of Aboriginal or Torres Strait descent or not.
  10. A maximum of 5 Encounter Episodes can be entered for a patient.
  11. Tick to save.
Immunisation will be sent to Medicare.
Reason Codes and messages will come to screen, if applicable, when immunisation Assessment Process occurs and that process has done a check against the patients existing Immunisation history.

History Immunisation Recorded
Select tab 7 Immunisation  on the bottom taskbar.
  1. Click the Add button to open the Immunisation Record window.
  2. Click Add Button on the navigation bar to add a new Immunisation record when Immunisation Register Screen opens.
  3. Select the Location and Provider from the dropdown lists.
  4. Select The information Provider and Location.
  5. Select  you are recording a History Immunisation for a vaccine from the Vaccine Advice Type Drop Down .
  6. Select the Immunisation being administered from the Vaccination Name dropdown list.
  8. Vaccine Code, Vaccine Dose, Vaccine Batch, and Vaccine Serial Number must be entered.
  9. Enter Date vaccine was administered.
  10. Select the AtsiIndicator which indicates the patient is of Aboriginal or Torres Strait descent or not.
  11. A maximum of 5 Encounter Episodes can be entered for a patient.
  12. Tick to save.
Overseas Administered vaccine.
If you are administering an Overseas vaccine you must enter an Overseas country code. PRODA Version Only.
  1. Click the Add button to open the Immunisation Record window.
  2. Click Add Button on the navigation bar to add a new Immunisation record when Immunisation Register Screen opens.
  3. Select the Location and Provider from the dropdown lists.
  4. Select The information provider and location.
  5. Select general from the Vaccine Advice Type Drop Down.
  6. Select the Immunisation being administered from the Vaccination Name dropdown list.
  7. Vaccine Code, Vaccine Dose, Vaccine Batch, and Vaccine Serial Number must be entered.
  8. Select The Vaccine Date the Vaccine was administered.
  9. Select the AtsiIndicator which indicates the patient is of Aboriginal or Torres Strait descent.
  10. Tick the option Administered Overseas.
  11. Select Overseas country from drop down list. [Proda only]
  12. A maximum of 5 Encounter Episodes can be entered for a patient.
Tick to Save.

Immunisation will be sent to Medicare.
Reason Codes and messages will come to screen, if applicable, when immunisation Assessment Process occurs and that process has done a check against the patients existing Immunisation history.

Where a request fails a warning message will appear on screen stating the reason.
  1. Correct the basic information (e.g. Medicare Card Number)
  2. Sends another request.
  3. Preliminary Validation passes. Process continues to Assessment.



PRODA Reason Code Message text

AIR-W-0100 Antigen has been administered under the minimum required age

AIR-W-0101 Minimum interval between doses of the same antigen is not met

AIR-W-0102 Duplicate antigen dose

AIR-W-0103 Duplicate antigen dose

AIR-W-0104 Minimum interval between doses of the same antigen is not met

AIR-W-0105 Dose is greater than the maximum allowable dose

AIR-W-0106 Higher dose is already administered by the same provider

AIR-W-0107 Dose administered at greater than recommended schedule age

AIR-W-0108 Dose administered under the recommended schedule age

AIR-W-0109 Higher dose is already administered by a different provider

AIR-W-0110 Period between doses of the same antigen is less than 6 months

AIR-W-0111 Period between doses of the same antigen is less than 6 months

AIR-W-0112 Dose is greater than the maximum allowable dose

AIR-W-0113 Dose given at < schedule age 42 months

AIR-W-0114 Dose given at < schedule age 42 months

AIR-W-0115 Antigen has been administered under the minimum required age

AIR-W-0116 DTP dose 4 already given at < 42 months

AIR-W-0300 Duplicate – this service was previously reported by the same provider

AIR-W-0301 Duplicate – this service was previously reported by another provider

AIR-W-0303 Duplicate history form episode

AIR-W-0305 Greater than 5 episodes given on the same date of service

AIR-W-0334 HepB dose 3 should not be given at less than 15 weeks of age.

AIR-W-0400 Accept and submit to AIR


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