Florida SHOTS™: Keeping SHOTS in Check

Healthcare providers will have the options to create a PIN before creating a Certified (e-signed) Form 680; create both the PIN and the Certified 680 at the same time; or not create a PIN at all for a Certified 680.

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.

The “Create Form 680 Certification PIN” page will open. To create the PIN, click the “Create Certification PIN” button.

The top half of the page will now be completely filled in. The provider will have the following three options:

• Change site – This button will only be active if you choose a different site from the drop box. Once you have selected the site you wish to replace the previously recorded site with, click this button to save the new site.
• Delete Certification PIN – This button will delete the PIN that has been created.
• 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.

For more information refer to the Setting Up Patient Shot Record Retrieval or Configurar la Recuperación del Registro de Inmunizatión del Paciente guides.

When a user who has the ability to create certified Form 680s logs into Florida SHOTS they will be directed to the “To-Be Certified List” page if there are any patients who have PINs assigned, but have not yet had a Certified 680 created. The user may choose to delete the PIN by clicking on the Delete button or they may open the patient record and certify the Form 680 by clicking on the patient’s name.

Once the user has navigated away from this screen, they can return at any time to view their list of patients in need of a certified 680 by clicking on the “To-Be-Certified 680s” link located under the Patients header on the menu bar.

For more information refer to the Setting Up Patient Shot Record Retrieval or Configurar la Recuperación del Registro de Inmunizatión del Paciente guides.

The DH 680 form can now be printed on white or blue paper. Schools and childcare centers should accept the DH 680 form if printed on white paper. Forms may be completed by hand or printed from the Florida State Health Online Tracking System (Florida SHOTS).

View the Florida Department of Health’s official notice about these DH 680 form changes as well as guidelines to determine the validity of a DH 680 form.

Q: I saved my patients’ shot records in Florida SHOTS but schools and daycares can’t print them out. Why is this?

A: Schools and daycares have view-only access accounts, so they are not able to certify (e-sign) the DH Form 680. To enable these organizations to print valid and up-to-date Form 680s, you must certify the forms for your patients in your office.

If you need assistance in creating the certified (e-signed) Form 680, please refer to the “User Guide” and/or in “Web-Based Training” located under “Customer Support” in Florida SHOTS. You may also call the Florida SHOTS help desk for live help at (877) 888-7468.

Dr. Anne Schuchat, Director NCIRD, CDC; Sherry Riddick, President AIRA; Mara Ohrt (Alaska); Amy Metroka and Dr. Jane Zucker (NYC); Susan Lincicome, Director Florida SHOTS; and Charles Alexander, Bureau Chief of Florida Bureau of Immunization.

The American Immunization Registry Association (AIRA) awarded Florida SHOTS with the 2009 AIRA Center of Excellence (COE) Award during the opening plenary of the 44th National Immunization Conference (NIC) in April. The criteria for this year’s award centered on data reporting, vaccine management and provider participation in immunization information systems (IIS) during the H1N1 2009 influenza epidemic.

Rising to the Challenge
The Florida Department of Health needed to be able to rapidly order and distribute a projected 15 million doses of H1N1 vaccine to an estimated 8,100 ship-to sites. Florida’s IIS, Florida SHOTS, was identified as the only statewide system with the capability to accomplish real-time allocation and ordering of the H1N1 vaccine. By adapting the Florida SHOTS system, we were able to efficiently and quickly use the registry to accomplish these ordering and distribution tasks.

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