Florida SHOTS™: Keeping SHOTS in Check

Once the Administrator has selected to add or modify a user the “Personnel Maintenance” page will be displayed. Follow the steps listed below to correctly set users’ preferences:

• Both First Name and Last Name are required fields. The Start Date is also required and will be used as the earliest date vaccinations can be recorded as given by the user if they are listed as an Immunization Provider.
• End Date should only be added if a user is no longer working for the organization or should not have access to Florida SHOTS any longer.
• Immunization Provider is a drop box that allows the administrator to choose “Yes” or “No.” This should only be a “Yes” if the user physically administers immunizations to patients.
• Certify Form 680 is another drop box that allows the administrator to choose “Yes” or “No.” This should only be a “Yes” if the user is able to sign their own name on Form 680s.
• Work Location is a drop box that will only be visible to organizations that have more than one service site. The service site chosen should be the primary site at which the user works.
• System User is a check box. If the personnel being added will NOT be logging into Florida SHOTS, do NOT check this box. This will allow the personnel to show as an Immunization Provider, but they will not have a System User Name or Password to gain access to Florida SHOTS. If the personnel WILL be logging into Florida SHOTS, click the box and the lower half of the screen will become active.
• System User ID is automatically generated, but may be changed if the administrator wishes to do so.
• Expiration Date will automatically populate.
• System Password will need to be added by the administrator. Enter the same password in the “Confirm Password” box.
• Authorization is a drop box. Administrator will need to set it to “Full Access” for the user to be able to log in.
• Role is determined by the administrator, but most users will be set as Local Org Staff.
• Create Certified Form 680 is a drop box that can be set to “Yes” or “No.” This should be set to “Yes” for any user who needs the ability to create and print a Certified Form 680. The user will be able to create a Certified Form 680 by selecting a name from the list of the organization’s certified providers, including their own, if the user also has the “Certify Form 680” option set to “Yes” as noted above.
• When the administrator has correctly set the user’s permissions they will click on the Submit button to save changes.

In order for Florida SHOTS users to be able to certify (e-sign) and create Form 680s, the users must be set up appropriately in Florida SHOTS. Only designated administrators will have the ability to add personnel or change existing personnel’s preferences. If your organization would like more than one administrator on your account, contact the Florida SHOTS help desk (1-877-888-7468) to request administrator roles be applied to applicable personnel.

Administrators will login to Florida SHOTS and click on the Administration button located on the menu bar. When the drop-down menu appears, the administrator will click on “Personnel List.” A list of all active users will appear. To update or change information on an existing user, click on the user’s name, or if adding new personnel, click on the Add New Person button.