Florida SHOTS™: Keeping SHOTS in Check

Q: I am thinking of enrolling in Florida SHOTS but I don’t know if I have time to enter stacks of records for our existing patients. Is there a more efficient way to enter historical records?

A: The quickest way is through data upload, which allows you to export historical records from your current software and upload them to the registry in bulk. But if your office can’t do data upload at this time, don’t worry! Keep in mind that many health-care providers use Florida SHOTS, and your patients’ existing records may already be in the system and ready to be updated with additional vaccinations given by your practice.

Some offices actively focus on an age group for data entry, say 0-2 years of age, since these children most frequently receive shots and updated DH 680 forms. You may also wish to pull charts for children who have appointments the next day and enter or update their vaccination records in Florida SHOTS so that you will be ready when the patient arrives.

The quickest, easiest way to input previously given vaccinations is on the historical shot entry screen. Then flag charts that have been entered with a Florida SHOTS “I’m registered” sticker so that you know the record is already in Florida SHOTS and you only need to update the record with the vaccinations given that day.

At Florida SHOTS, we work hard to get you the help you need, when you need it. That’s why we’ve created a new version of the Florida SHOTS Quick Tips guide specifically for view-only accounts (and made it available in Spanish)!

These guides give you quick access to our most frequently asked questions surrounding the following topics:

• Logging in
• Forgotten Password
• Main Menu Functions
• Entering Vaccines (for full-access accounts only)
• D.H. Form 680
• Adding & Deleting Personnel

Quick Tips guides for full-access accounts have been created in English and Spanish as well. A complete user guide and Web-based training can be located under “Customer Support” from the registry’s sidebar menu. You may want to print out a copy of the user guide for easy reference. Free web-based training is available 24 hours a day.

We know your time is valuable. That’s why we’ve created the Florida SHOTS Shortcut Guide. This great reference tool gives you quick access to the Vaccine Information Table and our most frequently asked questions.

If you’re looking for more extensive information about Florida SHOTS, you can download a copy of our complete user guide, which can be accessed through the Customer Service menu once you have logged into your account, or participate in our Web-based training.

Florida SHOTS is growing and expanding in reach, services, and capabilities. Over the past year, Florida SHOTS has introduced a blog, H1N1 vaccination ordering, and much more. As the year begins, we would like to share all the ways we are committed to helping you maximize Florida SHOTS’ shot-tracking tools. Whether you need in-depth training or some quick tips, we’ve got a variety of helpful resources to assist you, including 24/7 web-based training and user guides and an online blog and forum for Florida SHOTS users. As always, all tools, web-based training, and help desk support are free.

Web-Based Training:
Florida SHOTS web-based training is always available by logging into your account and selecting it from the Customer Service menu. Our training modules give you step-by-step instructions and screen shots on everything from data entry to reminder recall to assessing immunization levels in your practice.

User Guide:
Everything you ever want to know about Florida SHOTS can be found in the Florida SHOTS User Guide. Available online, think of this as the encyclopedia of Florida SHOTS. The User Guide can be accessed through the Customer Service menu once you have logged into your account. Whenever the Florida SHOTS system is updated or the functionality expanded, the User Guide is updated to cover the changes.

Quick Tips Guide:
Available in both English and Spanish, the Florida SHOTS Quick Tips guide is a handy reference for how to’s. Topics include logging in, forgotten password, the main menu, entering vaccinations in the registry, 680s, and adding and deleting personnel. This guide is always available as a pdf at www.flshots.com on the training page.

Blog:
The Florida SHOTS blog is an up-to date resource for useful information about the registry. Topics cover current news about benefits, blue cards, data upload, inactive accounts, updates, and training.

Forum:
Get advice from other Florida SHOTS users on the Florida SHOTS forum. Chat about summary reports, electronically certifying 680s, incorporating Florida SHOTS into your daily routine and anything else on your mind. Register (for free, of course) at www.flshotusers.com/forum and start talking today.

Live Help Desk:
A Florida SHOTS representative is available Monday through Friday from 8:00 a.m. – 5:00 p.m. Eastern to help you with any Florida SHOTS questions or concerns. (877) 888-SHOT (7468)

Have you ever found yourself staring at the computer screen wondering how to add a record or run a report? You know you’ve done it before, but the process is just not coming at this moment when you need the information. Quick and easy how-to’s are available in the Florida SHOTS system without logging out or taking up all your time.

Click on Customer Support in the menu then click on Web Based Training in the expanded submenu. These modules are organized so that you can easily find the information you need. Use them to refresh your knowledge and find new ways to get the most out of Florida SHOTS. All users should also go through these modules before entering patient information. The entire training takes less than one hour so you won’t be stuck in training when you need to attend to patients.