Edit patient registration details

After patients register, you may need to modify patient details to ensure that Oracle Health Immunization Management users have all the details they need. For example, you may need change the contact email, add notes about providing certain accommodations, or add a guardian.

Some patient details can include vaccine details from previous procedures. As long as that information did not come from an outside source (for example, Australian Immunization Registry [AIR] for an Australian patient), you can edit the Previous Procedure details. If you see a previous procedure with a source of EXTERNAL - SENT BY AIR, you cannot edit those details.

Note:

Only administrators (system) can modify patient details at any time. Location administrators and other types of users can only edit the details of patients in the locations assigned to them. For details on modifying patient details when booking a walk-in appointment (when talking to the patient and confirming information), see Create a walk-in appointment.

To edit patient details:

1. Select the Patients tab.
2. Select the patient with the details you need to modify from the list.
   If necessary, use the filters to the left or enter the name, email, or phone number of the patient in the Search field to locate the right patient. You can also sort the list by selecting the First Name, Last Name, Registration Date, or Birth Date to see an alphabetical or date listing.
3. To edit the patient details, select Edit Patient from the top-right of the Patients tab to open the Patient Details.

   Note:

   For the patient to edit their own details, including booking, changing, or cancelling appointments, select Send Account Information from the top-right of the Registrant Details section. This sends the user a link to access the account in Patient Portal. Then the user can make the necessary changes. If you do this, skip the remaining steps unless you need to make changes.
4. Modify the necessary fields. For example, you can modify the name, contact method, date of birth, sex, gender, race, ethnicity, group, contact method, and address.

   Note:

   If you need to change the group for a patient, use the drop-down menu to see the list of available groups. To remove the patient, set the group field (for example, Vaccination Cohort or School) to empty. To add or remove one or more patients in a group, see Manage patients in a group.
5. Select Apply Changes to update the patient details and return to the main patient details.
6. If you need to add notes, scroll down the page. From the Notes section, select Patient or Internal. For example, select Patient to see health history details (such as certain medications the healthcare worker needs to know about before vaccinating). Select Internal to see general details (such as needs a wheelchair).

   Note:

   Oracle Health Immunization Management users who can access patient registration details (administrators, check-in agents, healthcare workers, and Help Desk agents) can view notes you add.
7. To add a note, select Add Note from the right of the page to open the Add Note dialog box.
8. In the Note Category field, select Patient or Internal.
9. In the Note Title field, enter a title that summarizes the note.
10. Select Add Note. You see the category and title of your note. But, you cannot see the details. (Select Edit Note if you need to make changes to the note details.)
11. Scroll down to Relationships. If you need to add a parent or guardian, select Relationship to open the Add a Relationship dialog box. Enter the name, date of birth, gender, insurance (for example, Individual Healthcare Identification [IHI] number), contact information, and address. Select Next, review the details, and select Add Relationship. The parent or guardian can confirm the details for the dependent.
12. Scroll down the page to view any surveys, upcoming appointment details, procedure details, or information on past or canceled appointments. If you need to edit any details in the Previous Procedures section, see the next step.
13. If the procedure did not come from an outside source (no EXTERNAL label), select Edit and do one or all of the following:
    • From the Outcome tab, make any necessary changes to the fields. For example, you may see Procedure Outcome or Notes fields. Select Save Procedure when done.
    • From the Product tab, make any necessary changes to the fields. For example, you may see Procedure Type, Manufacturer Name, Manufacturer MVX, Product Name, Disease Name, Dose Number, Dose, Lot Number (up to 15 alphanumeric characters), Lot Expiration Date, or Constitution Date fields. Select Save Procedure when done.

      Note:

      The system checks for valid lot numbers. If you added or changed a lot number, you must enter a valid one or you cannot save your changes.
    • From the Administration tab, make any necessary changes to the fields. For example, you may see Administered Route or Administered Date fields. Select Save Procedure when done.

    Note:

    The system automatically sends the updated information to AIR. For example, if you change the procedure outcome (administered), administered on date, product or disease name, vaccine code, or lot or batch number, Oracle Health Immunization Management sends the details to AIR. But, if you experienced network issues or need to manually send the changes, select Resend to AIR. You see a success message at the top of the page after the system sends the updated information.

You see the changes to the patient details the next time you access that patient.