Florida SHOTS™: Keeping SHOTS in Check

Administrative users can edit the contact information in the “Organization Edit” screen from the sidebar menu. From the “Personnel List,” administrators have the ability to add a new user or change the status and access of an existing user. The “Add New Person” button within the “Personnel List” screen takes administrators to the “Personnel Maintenance” screen for creating a new system user. There, administrators can enter several key pieces of information regarding the new user to be added. The system administrator must have the user’s start date prior to entry into the system.

Users who physically inject patients with vaccine should have a “Yes” in the Immunization Provider box. Users who do not provide immunizations should have a “No.” Any user who can legally sign his or her own name on the DH Form 680 should have a “Yes” in the Certify From 680 box. Users who cannot sign Form 680s should have a “No” in that box. The System User box should only be checked for all users who will require access to Florida SHOTS.

Users that will require access to Florida SHOTS must have the following information included in their user account: System User ID, Expiration Date, System Password, Authorization, Role.

For more information see the Quick Tips for Full-Access Accounts or Quick Tips for View-Only Accounts.

Florida SHOTS allows you to reset your password by answering user-selected security questions. Once questions and answers are on file, if you forget your password, click the “Forgot your password?” link on the login screen. You will be prompted to enter your organization login ID and username and then answer your security questions. If the questions are answered correctly, you will be allowed to reset your password. If the questions are not answered correctly after three attempts, your account will be locked and your local account administrator or the Florida SHOTS help desk will need to unlock the account.

For more information see the Quick Tips for Full-Access Accounts or Quick Tips for View-Only Accounts.

A provider may choose to create the PIN while the parent is in the office so the instruction sheet may be handed to them, but may not have time to update and create the Form 680 at the time of the visit. If a PIN is needed follow the steps listed below to create a PIN:

• Open the patient’s record in Florida SHOTS.
• On the menu bar select “Create Pin” located under the Form 680 header.
• To create the PIN, click the “Create Certification Pin” button.
• Print Parent Get DH 680 Instructions – This button will print the bottom half of the screen which is an information sheet for the parents/guardians. The instructions include the two pieces of information a parent will need to have (“State IMM Id” and “Certification PIN”) in order to retrieve and print (or save) their child’s Form 680 from home. Providers should print this page and hand it to the parent.

The information sheet may be printed again from the “Create Pin” page until it has been attached to a certified 680. The provider must login to Florida SHOTS and create a Certified (e-signed) Form 680 within 10 days of creating the PIN to keep the PIN from being deleted.

For more information see Setting up Patient Shot Record Retrieval guide.