Uploading data to the Australian Immunisation Register

Why is it important and how do I do it?

Gold Coast Primary Health Network (GCPHN) receive enquiries regarding uploading of data to the Australian Immunisation Register (AIR). The AIR is the National register that records vaccines given to people of all ages in Australia. It can only accept immunisation information from recognised vaccine service providers (VSPs) in Australia.

Medical practitioners, midwives and nurse practitioners with a provider number are automatically recognised as vaccination service providers and are authorised to record or obtain immunisation data from AIR. Nurses working in general practice can also access AIR by following the instructions found on the Nursing in General Practice webpage. AIR can be accessed directly via the secure website.

Once you have registered for the AIR, you will be able to:

• Record patient immunisation information
• Update or correct some data already sent to the AIR such as who administered the vaccination, the date of the service or the brand/vaccine given.
• Request reports to help identify any patients due or overdue for vaccinations
• Report immunisation medical exemptions online – eligible vaccination providers only
• Obtain information payments for the provision of certain vaccinations – eligible vaccine service providers only

When you  administer a vaccine to a patient, it is important to record the details on the AIR at the time of service. There are three ways you can record this information:

1. Use your practice management software (PMS). Details you enter will directly transfer from your PMS to the AIR. Make sure you are using the latest version of your PMS so you have up to date vaccine codes
2. Use the AIR website which allows you to  record immunisation details using the Identify Individual and Record Encounter functions.
3. Complete the Australian Immunisation Register – immunisation encounter form.

If you are currently sending immunisation details through your state or territory health department, you can continue to do this.

Patients can also use their own AIR record for purposes such as proof of immunisation for enrolment in school or childcare, employment requirements and to ensure they receive their appropriate child care and Family Tax Benefit payments on time. The AIR relies on accurate recording of immunisation details to ensure an individual’s record is correct, and errors in the information uploaded may lead to inappropriate or unnecessary vaccination.
More information for immunisation providers can be found in the Queensland Health ‘Immunisation records and data explained’ document, or on the HealthyGC immunisation webpage.

Tips to ensure data uploaded to the AIR is accurate:

• Update your practice management software when upgrades or ‘patches’ are released by software providers
• Confirm with patients that their details are still up to date
• Check the individuals record on AIR before vaccinating to confirm they are receiving the correct vaccine
• Ensure the patients Medicare number is recorded, as an immunisation record will not transmit electronically to AIR without one.
• Never use free text to record a vaccine – select correct antigens and if required, the vaccine name can be recorded in the ‘comments’ box.
• Check the correct vaccine name and dose number has been entered as errors may mean a child or adolescent is incorrectly assessed as overdue for an immunisation
• For multi-valent (combination) vaccines, select the ‘combination’ option as this will eliminate antigen errors.
• Immunisations always need to be linked to a Medicare provider number as immunisation records will not electronically transmit to AIR without a Medicare provider number.

Before saving an immunisation encounter, always check that the actual date given is recorded accurately