How to use the immunisations clinic spreadsheet

Step 1: Download a clinic spreadsheet

You can download the clinic spreadsheet for each school/ clinic session. This is done by opening the clinic spreadsheet tab from within the school.

Choose the year groups you would like to include in the school/clinic session and then select Request Clinic spreadsheet.

The spreadsheet will appear in the list of the Latest clinic download status and % download progress.

When the download is 100% complete, the file can be downloaded to your laptop.

• Click on the download icon to download the spreadsheet for the clinic.   Open the download, and the Excel file will display the list of children.

Spreadsheets are colour-coded.

• Red indicates a declined consent
• White is a consent on the Ready step.
• Orange indicates clinical triage is required.
• Yellow is a duplicate consent
• Teal is for DTP, where one consent is yes and the other is no.

Step 2: Update a clinic spreadsheet with outcomes

Following a clinic, you need to update the spreadsheet by completing all the fields with a Red heading.  For the clinic, you should complete the following fields:   

• Nurse Name   
• Date . Please follow the DD/MM/YYYY format otherwise you might get an error. 
• Batch #  
• Expiry Date . This should be a date in the future.   

For each child, the following fields should be completed:   

• Batch number   
• Site of IM Injection (L/R arm)   
• Time given  
• Vaccination given?  
• Read code (if vaccination not given, need to supply a reason why not)   

IMPORTANT - DO NOT alter or amend the format of the spreadsheet.

Step 3: Upload a clinic spreadsheet back to RIVIAM

You can then upload the clinic spreadsheet back to RIVIAM. To do this you should click on the box underneath ‘Upload Clinic Spreadsheet’ (on the homepage for each clinic in the Immunisations dashboard, directly underneath where you downloaded the clinic spreadsheets for that location) and the File finder will appear.    

You will see the file is Uploading, and the Status shows ‘Uploading’. When it is finished, you will see the Status has changed to Completed.

Each child in the school will also have their patient record timeline updated to show that they have been immunised.  This is the same for all immunisation types (Flu, HPV, Mem ACY & Covid).

It is important to check that all of the outcomes have been recorded on RIVIAM and that any errors picked up by the upload have been investigated.