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.
Image: Requests a clinical spreadsheet
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 Latest clinic download status and % download progress.
When the file is 100% complete, you can download it to your laptop.
Click the download icon to download the clinical spreadsheet. Opening the Excel file will display the list of children.
Image: Clinic spreadsheet example.
Spreadsheets are colour-coded.
- Red indicates a declined consent
- White is a consent on the Ready step.
- Orange indicates clinical triage is required.
- 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 number
- Expiry Date. This should be a date in the future.
For each child, the following fields should be completed:
- Site of IM Injection (L/R arm)
- Time given
- Vaccination given: yes - no
- Read code (if vaccination not given, need to supply a reason why not)
Image: Read code example.
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.
Image: Upload clinic spreadsheet
You will see the file uploading, and the Status shows ‘Uploading’. When it is finished, you will see the Status change to Completed.
Image: Clinic spreadsheet uploading
Each child in the school will also have their patient record timeline updated to show that they have been immunised. This is for all immunisation types (Flu, HPV, Men ACY & Covid).
It is important to check that all outcomes have been recorded on RIVIAM and that any errors are investigated.
Image: Timeline event example
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