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Automating Immunization Compliance for In-State and Out-of-State Students

February 1, 2024
Immunization Compliance Automation

Managing immunizations for students arriving from different states poses a significant challenge for clinic staff, especially during the summer months. Staff grapple with tracking and verifying immunization records using antiquated systems, while students face confusion and frustration with tracking down and submitting their records.

Embracing advanced technologies, such as integrating with state immunization registries and using tools like VeriVax, can help automate and streamline compliance processes. Looking to learn more? Let’s dive in.

The Benefits of Integrating with the State Immunization Registry

One effective way to streamline vaccine management for in-state students is to integrate your EHR with your state’s immunization registry. For example, if your campus is located in Georgia, we can help you set up an integration to automatically import any immunization records for students who received vaccines in Georgia. This integration is particularly impactful for schools with large in-state student populations, as many of these students likely received one or more vaccines in that state.  Here are some additional benefits:

1. A Student-Friendly Experience

For many students, integrating with the state immunization registry means convenience. They no longer need to manually submit their immunization records to the clinic. Instead, their records are automatically updated in the registry, which is then reflected in your EHR and immunization compliance management software. This not only saves time for students but also minimizes the risk of human error. Plus,any new immunizations received in the state can automatically be imported and remain up to date.

Moreover, the integration also provides students with peace of mind. They can rest assured that their immunization records are securely stored and easily accessible by clinic staff whenever needed. This eliminates the worry of misplacing important documents. This proactive approach not only ensures their health but also contributes to the overall well-being of the college community.

Elevate the student experience by delving into how EHRs enhance student education and empowerment.

2.Simplifying Workflows for Clinic Staff

College health staff also reap significant benefits from integrating with the state immunization registry. By having access to this data, student immunization status can be updated in a matter of seconds, rather than days or weeks (especially during periods when the number of incoming students is high, like summer).

By integrating with a state registry, records are automatically imported and marked as verified if they meet the requirements designated by the clinic. This means that for the vast majority of students, no manual verification of their records by clinic staff is needed.

Diane Norris, Director of Health Services at Georgia Southern University, emphasizes the transformative impact of integrating with the state immunization registry: “The bi-directional GRITS interface continues to save a tremendous amount of time for our staff and provides timely information on immunization administration from outside providers.”

Additionally, staff can use the registry to help generate reports and statistics, providing valuable insights for future vaccine management strategies. By analyzing trends and patterns in immunization data, college health staff can make informed decisions and implement targeted interventions to improve vaccination rates and overall public health on campus.

Learn more about Georgia Southern University leveraged a state registry integration to streamline their compliance process.

3. Creating a Healthy Environment for the Campus Overall

Integrating with the state immunization registry also benefits college campuses by creating a healthy environment. With accurate and up-to-date immunization records, colleges can ensure certain groups of students are compliant with state and federal regulations. This not only protects the health and safety of students but also reduces the risk of vaccine-preventable outbreaks on campus.

Furthermore, by integrating with the state immunization registry, colleges can contribute to the broader public health goals of the community. Accurate immunization data allows colleges to proactively collaborate with local health departments and participate in public health initiatives aimed at improving vaccination rates and reducing the spread of infectious diseases.

How VeriVax Simplifies Out-of-State Immunization Management

While integrating with the state immunization registry is crucial for in-state students, out-of-state students present a unique challenge – especially students who have received vaccines in multiple states.

Oftentimes, students struggle to track down these records from various doctor’s offices, often requiring their parents to get involved. This can result in unnecessary stress and compliance delays. To address this, colleges can utilize VeriVax.

1. The Advantages of Leveraging VeriVax

VeriVax simplifies the immunization compliance process for students. With VeriVax, students simply enter their name, date of birth, and the state(s) that they’ve lived in, and within a matter of seconds, their vaccine history is retrieved and uploaded directly into their student record.  Rather than the “vaccine chase” taking weeks and many phone calls and emails back and forth between students and staff, VeriVax expedites this process to just a few minutes.

Moreover, once the immunization records are submitted into our system, compliance status is automatically marked as verified. Students can then readily identify any outstanding vaccine requirements and upload necessary documentation.

2. Efficiency Boost for College Health Staff

VeriVax also eliminates the cumbersome reliance on manual processes, whether that includes verifying paper copies or scanned/faxed records. Leveraging a digital platform like VeriVax not only enhances data accuracy, but also mitigates the risks associated with lost or misplaced documents.

VeriVax’s transformative impact extends beyond the immediate realm of immunization compliance, providing a foundation for a holistic approach to well-being. The efficiency gained not only streamlines administrative processes but also empowers clinic staff to redirect their efforts towards more strategic and impactful tasks.

With automated processes seamlessly handling immunization records, staff members can shift their focus to initiatives that enhance the overall health of the campus community. This includes dedicating time and resources to optimizing workflow, implementing health education programs, and releasing new offerings and services to students.

In essence, VeriVax becomes a catalyst for a more comprehensive and dynamic health ecosystem on campus. The tool’s role goes beyond mere record-keeping; it becomes a facilitator of a proactive approach to health management.

Interested in exploring VeriVax? Learn how your clinic can automatically verify over 90% of immunizations.

Key Takeaways

Optimizing vaccine management is crucial for enhancing the health and well-being of college campuses. Combining the power of innovative solutions like VeriVax and state immunization registry integrations empowers colleges to create a healthier campus community, allowing staff to focus on strategic health initiatives and providing an elevated overall student experience.

Interested in learning more about how your campus health solutions can become more integrated and impactful?  Connect with a member of our team.