How do I record COVID-19 vaccination status?


Halaxy offers a few ways you can request and record a patient's vaccination status:

  • Use customised patient profiles or the Social History form to add new fields to record vaccination status and vaccination dates. These will appear in patient profiles, intake forms and in search result summaries:

    A patient profile with custom fields for COVID-19 vaccine and dates of first and second dose
  • After adding COVID-related questions/fields, send an intake form or create a campaign with a linked intake form to request patient details again, including answers to the COVID-related questions you added

  • Add a patient alert:

    A patient alert with text "Patient not vaccinated"
  • Upload a file (such as a vaccination certificate) to a patient profile

Each of these methods is outlined below.

Using customised patient profiles and the Social History form to record COVID-19 vaccination status

Customised patient profiles let you create custom fields in patient profiles and intake forms. You can use this feature to add fields for COVID vaccination status, vaccine brand, vaccination dates, or even reason for not being vaccinated.

You can also record this information in the Social History form, which has its own tab in the patient profile. Please see the linked article for details.

Here's how to use customised patient profiles to show vaccination status:

  1. Click Settings > General.

  2. In the Patient Settings section, click the Edit (pencil) icon next to "Customised patient profiles".

    In the Patient Settings section, the Edit icon next to "Customised Patient Profiles" is highlighted.
  3. Click Add Question and type in the question (e.g. "COVID-19 Vaccination Status"), then select the option to add it as a new question.

    A question titled "COVID-19 Vaccination Status". Option to add it as a new question is highlighted.
  4. For the Answer Type, select "Single choice". For Display Type, select "Dropdown" or "Radio option". Alternatively, you can use "Free text" as the Answer Type if you want patients to type in their own answer.

    A pop-up titled Add Template Question. Answer Type is "Single choice"; Display Type is drop-down.
  5. You must now assign a data set (a list of possible answers to the question). Click Add new data set. Here is a sample data set you can use (you do not need to add a score):

    A data set with the Answer Options being a list of vaccines and number of doses. No score is added.
  6. After assigning and saving the data set, click Save to save your question. You may also wish to add questions relating to first dose and second dose date, using "Date/Time" as the Answer Type and "Date" as the Display Type.

    The screen to customise patient profiles, with COVID-19 information added as questions

    Image: A list of custom fields added to patient profiles relating to COVID-19

RESULT: With your customised questions saved and enabled, your patient profiles should now display the questions/fields you added:

A patient profile with custom fields for COVID-19 vaccine and dates of first and second dose

Please also see our support articles on how to use customised patient profiles and how to use data sets for answers.

Requesting vaccination status via an intake form or campaign

Once you've set up your customised patient profiles to ask for vaccination status (see above), it will form part of the "Patient Details" section of the intake form. That means any intake form with the "Include Patient Details" checkbox ticked will include the questions you added about vaccination status:

The Intake Template section of the intake form editor. "Include Patient Details" checkbox is ticked

If you use the Social History form, you can include it in your intake form by ticking the "Include Social History Information" checkbox.

To request a patient's vaccination status, all you have to do is send an intake form to your patient.

If you want to request details from all your current patients, all you have to do is link the intake form to a campaign. Here's how:

  1. Set up your intake form as shown above.

  2. Create an email communication template with the message you want to send (e.g. "We're requesting your vaccination status").

  3. Click Reports > Patient and create a report that captures the audience you want (make sure to save the report!).

  4. Click Set As Campaign at the top of the saved report.

  5. In the pop-up, select the communication template you created in Step 2 and the intake form you created in Step 1:

    The Save Campaign pop-up. An email template and intake form are selected.
  6. Click Save.

RESULT: The campaign will go out at the scheduled date and time. When patients enter their details, the custom fields/questions you entered will be available for patients to record their vaccination status.

Using patient alerts to show vaccination status

You can add an alert to any patient's profile, which is displayed as a coloured icon next to their name whenever you view their profile or create an appointment for them.

To create an alert about COVID-19 vaccination status:

  1. Navigate to the patient's profile and click Edit.

  2. Scroll down to the Alert box and type in your alert, then select the colour you would like to display this in by clicking the Alert Colour:

    A sample alert on a patient profile, with the Alert field text saying "Patient not vaccinated"
  3. Click Save.

RESULT: Your patient will now have a coloured alert next to their name on their profile and in the calendar. You can hover your cursor over this alert to display the alert text:

A patient alert with text "Patient not vaccinated"

Uploading a file to a patient profile to record vaccination status (or asking patients to upload their own certificate)

You can upload vaccination certificates (or other documentation) directly to the patient's profile, either as a clinical note or directly on their patient profile.

For more information, see the following articles:

If your patients use the patient portal, you can also ask them to upload their own vaccination certificates. You can send the following article to your patients on how to do this:

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