The school health care system in the US is evolving with the adoption of mobile and electronic health systems for tracking student’s immunization. With the introduction of new immunization programs, such as the covid-19 vaccination programs, it is necessary to collect up-to-date student immunization information for confirmation and accurate tracking. Efficient immunization tracking can help in better student health care and ensure students receive proper immunizations on time.

The Importance of student Immunization trackers

Student immunization tracking will ensure coordination, quality, and order to prevent delays in student health care, allowing school health programs to run more smoothly.

Regardless of the number of students, it will help in improved data collection from students using required documentation and delivers up-to-date and accurate student data to health officials.

Some of the great benefits that student immunization tracking helps you are as follows.

Better compliance:

The immunization tracker’s built-in data security features comply with HIPAA and FERPA guidelines, ensuring the school health program is on good terms with clinical affiliates and audit requirements.

Reduced delays:

An immunization tracker will remind you with automated reminders and resources to collect and validate the student’s submitted health data.

Less legal and financial risks:

An efficient immunization tracking process prevents you from getting involved in lawsuits and paying fines for non-compliance, helping you from not losing your reputation.

Tips to improve student immunization tracking:

The standard student immunization tracking program takes time and requires the cooperation of both your school’s students and clinical affiliates. The steps outlined below will assist you in efficiently managing student immunization monitoring and making it easier to gather and verify student data.

Set a reasonable timetable for students to respond:

A well-communicated timeline decreases the possibility of students or your program running out of time to gather information. It helps to keep your data sorted and allows you to catch up on any incomplete or inaccurate information in the records. Students have many busy schedules and many information requests throughout the school year. To increase student responses to requests for immunization data, an ideal period of 60 to 90 days to submit the required documents should be provided. 

Make your requirements clear:

When admitting students, hospitals or clinics in a locality may not require the same vaccine requirements. As a result, make your immunization obligations clear. Establish which immunization documents require acceptable substitutes and which can be excluded from the requirements. Students must be given clear guidance on which documents are required and what formats are acceptable for immunization documents. and what they should do if they missed any vaccinations.  

Along with routine immunization documentation, the following may be requested.

• Confidentiality agreement.
• Immunization waiver
• Medical history form.
• Any form of valid identification, such as a photo ID or Driver’s license.
• Approval form for background screening at the clinical site.
• Antibody or virus test findings for COVID-19, a requirement asked by most schools and universities.

Involve medical professionals:

Having a dedicated team of healthcare specialists who understand the medical requirements of immunization and testing will help your immunization tracking operations greatly. Your immunization compliance providers can put you in touch with HIPAA-trained specialists and medical professionals who can help your team, when needed.

They are trained to read health reports and ask appropriate follow-up inquiries. Rather than simply acknowledging the student data at face value, you can benefit from the services of a knowledgeable specialist who will verify the student immunization data and save you the trouble of discovering a student who did not follow the standard procedures.

Create a safe and secure reporting system:

Using a safe and secure digital platform can help you acquire and store sensitive information and examine the results without violating student privacy. All schools and student immunization recording systems must obey HIPAA and FERPA guidelines for storing, exchanging or using highly sensitive student health information. Working with a compliance partner can therefore help you in learning about specific standards for the use of electronic health records in educational settings.

Manual processes should get Automated:

When you depend on manual processes and paper records to manage immunizations, you run the risk of inefficiency and inaccuracy. To increase data accuracy and make efficient use of time, automate your immunization tracking process and reduce your dependence on paper. An automatic immunization tracking system can help you streamline your immunization management processes and procedures.

• Simplifying recurring steps, like information requests and status notifications.
• Minimize the need to enter the same student information several times.
• Create a preset schedule and send reminders on time.
• Setting the rules and guidelines for recognizing the issues that must be addressed, such as when students fail to meet specified requirements and therefore must retest and receive boosters.

Make use of modern technology:

The latest student immunization tracker technology enables school health staff and students to exchange confidential health information, reducing the possibility of important details falling through the gaps. It also connects you with resources and compliance partners who can assist you in interpreting and verifying incoming health information. Some of the core benefits of implementing a cloud-based secure application are as follows:

• You can access student data from any location, at any time, 24/7.
• Centralized spot for recordkeeping and communication
• Modern designs and easy navigation
• Features for tracking a variety of clinical sites and serving them to capacity.
• Customizable tools to adapt to the changing health and safety regulations
• Dashboard reporting to keep you updated on student compliance metrics

Integrate with relevant systems:

Integrating school immunization tracking systems with relevant systems and services can benefit your immunization efforts. When dealing with a large amount of student health data from numerous sources,

you need dependable integration with those other systems to speed up the flow of data and limit data entry repetitions.

Integrations with the following allied systems and services are possible with school immunization tracking solutions.

Associated clinical site systems:

You can share student data directly with clinical sites.

State immunization registries:

Get access to the student medical information in particular state registries.

Programs for Background Checks:

Connect students with other services that clinical facilities require, such as drug testing and fingerprinting.

What are the consequences of poor immunization tracking?

If your institution does not even have the proper immunization tracking method or system to effectively manage the process of collecting, validating, and exchanging student health and immunization data, it may result in a range of negative consequences for school health programs, clinical partners, and students.

These are the six different consequences if a school lacks an optimal Immunization monitoring system.

• Immunizations will get delayed if student data is inaccurate.

An incompetent student immunization tracking system will lead to mismanagement in the school health programs and regular activities. The student’s health will be jeopardized if health professionals fail to document any specific student immunization details, and he or she may be asked to pass retests before receiving booster doses.

• Regulative penalties

You may end up violating the Health Insurance Portability and Accountability Act (HIPAA), if your immunization tracking system does not have built-in measures for securing sensitive information. HIPAA fines can be imposed if private health information is not protected.

• Will impact public health and safety

Mismanagement of student immunization programs can lead to serious public health risk, particularly in context of the present covid-19 pandemic. All testing and contact tracing protocols as per clinical standards must be followed by students and schools. Any cases of serious, life-threatening illness transmission will likely result in lawsuits and a loss of reputation.

• Relationships with clinical affiliates get strained

Failure to meet the requirements of clinical facilities can have a severe impact on your partnership arrangements with those facilities. Any number of mistakes, such as submitting false student health data or missing clinical site deadlines, can undermine those collaborations.

• Negative audit findings

Your immunization tracking system needs to be accurate. While you need a system that collects student health and immunization details, you’ll also need a system to guarantee that the information provided by the students are accurate and complete. Sending clinical site partners unverified or incorrect student health and immunization data can have a severe impact on their program operations and lead to negative feedback during internal audits.

• Disciplinary procedures

The immunization tracking program relies on a dedicated and well-trained staff to collect and analyze student health data. Manual workflows and procedures frequently have inefficient and ineffective compliance controls. Any instances of human error or data security breaches will result in disciplinary action being taken against the health center staff or program administrator.

How can EduHealth be used to track and implement immunizations effectively?

EduHealth is a comprehensive school EHR (electronic health records) platform with an easy-to-use interface. It contains a separate and dedicated function for recording student immunization, along with immunization alerts feature for school nurses on the dashboard, in addition to all the necessary student health monitoring features.[/vc_column_text]

Final views about efficient student immunization tracking

A poor vaccine tracking system can create a stressful situation for both school health officials and students. You need an effective and health-compliant school EHR and immunization monitoring platform like EduHealth to generate efficient results in your school immunization program. It helps to develop positive relations with allied clinical institutions and compliance partners also.

Contact us to know how EduHealth can help you track immunization compliance in your school district.