User Manual. Production Build D H R GEORGIA DEPARTMENT OF HUMAN RESOURCES

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1 User Manual Production Build D H R GEORGIA DEPARTMENT OF HUMAN RESOURCES

2 Introduction What Are Immunization Registries? Why We Need Immunization Registries The Georgia Registry of Immunization Transactions and Services System Requirements Internet Access Hardware Requirements Software Requirements Accessing GRITS Accessing the GRITS Web Site Exiting GRITS Time Outs in GRITS Optimizing GRITS Creating Favorites and Shortcuts Adding GRITS to Favorites (Internet Explorer): Creating a GRITS Shortcut on Your Desktop (Internet Explorer): Setting GRITS as Your Browser s Home Page (Internet Explorer): Adding a GRITS Bookmark (Netscape 4.7): Setting GRITS as Your Browser s Home Page (Netscape 4.7): Optimizing Browser Performance Deleting Temporary Internet Files (Internet Explorer 5.0) Clearing History Files (Netscape 4.7) Operating in Full-Screen Mode (Internet Explorer) Running Reports with Adobe Acrobat Reader Running Acrobat Reader Files Problems Running Reports in Acrobat File Transfer Protocol Server Access Efficient Screen Navigation Keyboard Shortcuts in GRITS Mouse Shortcuts in GRITS Home Page Menu Bar Menu Panel Menu Selections Announcements Release Notes Inventory Alerts Resources on the Web Upcoming Events Maintenance Managing Users Adding Users Editing User Information Inactivating Users Deleting Users Printing a User List Managing Schools Adding Schools Editing School Information Deleting Schools Listing All Schools Printing All Schools Managing Physicians Adding Physicians...6.9

3 Editing Physician Information Deleting Physicians Listing All Physicians Printing All Physicians Managing Sites Adding Sites Editing Site Information Deleting Sites Listing All Sites Printing All Sites Managing Clinicians Adding Clinicians Editing Clinician Information Deleting Clinicians Listing All Clinicians Printing All Clinicians Managing Inventory Inventory Alerts Viewing Inventory Printing Inventory Adding New Inventory Updating Inventory Modifying Quantities of Multiple Vaccines Returning or Destroying Expired Vaccines Returning Public Vaccine Returning Private Vaccine Destroying Private Vaccine Selecting Inventory Transactions Viewing Transactions Reports Inventory Transaction Report Immunization Transaction Report by Date Administered Immunization Transaction Report by Trade Name/Lot # Funding Source Printing Transaction Reports Submitting Inventory Count Physical Inventory Count Schedule Submitting an Inventory Count Managing Inventory Transfers Viewing Transfer Information Transfer Listing Outbound Pending Transfers Section Inbound Pending Transfers Section Historic Transfers Section Creating/Editing/Deleting a Transfer Creating a Transfer Sending a Transfer to an External Organization Editing Transfers Deleting a Transfer Shipping Documents To print shipping documents for outbound transfers To print shipping documents for a single pending outbound transfer To print shipping documents for a single pending inbound or completed transfer Packing Guide Shipping Invoice Shipping Labels Accepting a Transfer

4 Accepting a Transfer Merging of Lots in Inventory Viewing Details of a Completed (Historic) Transfer Viewing Transfer Details Managing Clients Finding Clients Use of Pick Lists in GRITS Editing/Entering Client Information Personal Information Header Available Buttons Priority Groups Section Client Information Tab Responsible Person(s) Tab Client Comments Tab Deduplicating Client Records Opting Out/Opting In Printing Opt-Out and Opt-In Forms Immunizations for clients that have Opted-Out Opting In Managing Immunizations Viewing Client Immunization Information Client Information History Vaccines Recommended by Selected Tracking Schedule Features on the Immunization History Screen Entering Immunizations Selecting New Immunizations Selecting New and Historical Immunizations Selecting Historical Immunizations Selecting Priority Groups Entering New Immunizations Entering Historical Immunizations Applying an Override Rule to a Client s Immunization Editing Immunizations Editing New Immunizations Deleting New Immunizations Reviewing Data Exchange Immunizations Editing Historical Immunizations Deleting Historical Immunizations Reviewing Data Exchange Immunizations Entering a Lead Test Action Entering a Lead Test Action Editing a Lead Test Action Editing a Lead Test Action Entering Opt-Out Immunizations Entering Opt-Out Immunizations Viewing Opt-Out Immunization History Opt-Out Immunization Sorting Options Opt-Out Immunization Transactions Immunization Totals by Trade Name and Lot Number Other Features on the Opt-Out Immunization History Screen Editing Opt-Out Immunizations Editing Opt-Out Immunizations Deleting Opt-Out Immunizations Reviewing Opt-Out Data Exchange Immunizations

5 Reports and Forms Client-Specific Reports Vaccine Administration Record Complete Immunization Report Immunizations Needed Report Form 3231 Certificate of Immunization USG Form University System of Georgia Certificate of Immunization New Client Form Opt Out Form / Opt In Form Reminder/Recall Notices Reminder/Recall Requests Summary Screen Last Notice Date Options Reminder/Recall Output Options Vaccine Usage Report Doses Administered by Eligibility Report VFC/GIP Inventory Reports VFC Comprehensive Report Vaccine Accountability Statement Viewing Vaccine Accountability Statements Viewing Ad-Hoc Vaccine Accountability Statements Requesting a CASA Extract Request Extract Based on 'Age Range' Request Extract Based on 'Birth Date Range' Select Organization County(ies) Importing a Text File into CASA Tracking Schedule Manage Schedules Creating a Schedule Setting up the Base Schedule View Schedule List Deleting a Schedule Modify Schedule View Complete Schedule Saving a Schedule Series Rules Add/Delete/Modify Series Creating a Series Series Tabs Doses Rules Creating a Dose in a Series Add/Delete/Modify Dose Doses Tabs Inter-group Conflict Add/Delete Inter-group Conflict Data Exchange Data Exchange Setup Provider Organization Data Exchanges Data Exchange Availability to User Roles Flat File Data Exchange Submitting a Flat File Upload HL7 Data Exchange Submitting a HL7 Upload HMO Data Exchange Submitting a HMO Data Upload

6 Submitting a HMO Query Organizational Extract Submitting an Organizational Extract Request Exchange Data Status Reviewing Job Status screen Reviewing Job Status field Exchange Data Details Download Files section Upload Files section Download Log section Summary Information section Flat File Response File Summary section Detail section HL7 Response File Organizations Parent/Child Switch Orgs Appendix... A.1 Online Help... A.2 Screen-Specific Help... A.2 General Help... A.3 GRITS Help Desk... A.7 Glossary...G.1 Index...I.1