Flagging Similar Consents

1. Occasionally, parents submit two consents for the same child with slightly differing demographics. This means the system does not flag them as duplicates and creates two primary records that actually refer to the same child. 
   
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3. This can occur when the individual filling out the consent form provides:

• Two different postcodes for the same child. 
  

• A date of birth that differs from the first consent submitted, or different surnames. For instance, one consent may have one surname, while the other has a double-barrelled surname. 

• Different first names, e.g., Jimmy and James. 
  

RIVIAM has introduced new logic to detect close matches for the same immunisation programme and school. 

A similar consent will be flagged if any three of the following criteria match.:

• First name. 

• Last name. 

• Date of birth. 

• Postcode. 

 

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2. Similar consents in RIVIAM Web
   

In RIVIAM Web, similar consents will be flagged in the consents received list. A similar consent will be marked with a new symbol in the Flags column.

The symbol depicts two people, highlighting that there are two consents in this school with similar demographics that you need to review. 

The similar child symbol will be positioned next to other relevant symbols, such as the Flu nasal/ Flu IM symbol or the booking symbol. 

Image: Similar child icon

 

The Show filters function also now offers a new option to filter on the new ‘Similar child’ flag. 

Image: Similar child filter

 

If you wish to filter consents to display those marked as similar, simply select 'yes' from the drop-down menu and then click 'Apply.' 

If you see two consents for the same child and do not want both consents to appear in the mobile clinic lists, we recommend that the user change the consent status of the unwanted consent to declined out of cohort. 

 

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4. Similar consents on the Mobile App
   

The new similar child symbol will also appear on the mobile app. An example is shown below for consents named 'Henry Henry’. 

 

 

This means that a nurse in the clinic can be alerted to the possibility of a child with similar demographics being in that school, so they should double-check that they are administering the vaccination to the correct child. 

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For users triaging on the day of the clinic using the mobile clinic lists, we recommend that where two similar consents exist for the same child, users should update the consent status of the unwanted consent to 'not given' and mark the consent as 'not given'. This will prevent the unwanted consent from reappearing in future clinic lists. 

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Please note that when this action is taken, the user should record the child's name and, upon returning to base, decline this consent as out of cohort in RIVIAM Web to ensure that reporting for this child is accurate. 

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