The following support article provides instructions on how to edit the Ardens "Flu vaccine administration 2024 - 25", a protocol designed to allow healthcare professionals to accurately record flu vaccine activity.
To edit the protocol, providing you have the relevant permissions, access the Resource Publisher module. Ensure the Protocols & Templates tab is selected.
Before editing the 2024/25 Seasonal Influenza protocol, deactivate your 2023/24 protocol, which should be saved in one of your own practice folders. To do this, open the relevant practice folder (often named Seasonal Influenza), right-click on the appropriate protocol, and select Status > Deactivate.
Navigate to the Shared folders >Ardens Live National Content >Seasonal Immunisations 2024-25 folder.
Right click on the "Flu vaccine administration 2024-25" protocol and select Copy.
Navigate to one of your own appropriate practice folders (you may want to create a new folder and label it Seasonal Influenza 2024/25) and Paste the protocol to here.
Once copied over, navigate back to the Ardens "Seasonal Immunisation 2024-25" folder and deactivate the Ardens "Flu vaccine administration 2024-25" protocol, by right clicking and selecting Status > Deactivate.
Setting your Batch Numbers and Expiry Dates on the Flu Protocol (this process is the same for the pneumococcal protocol)
Please note: this phase is a little fiddly but only needs to be done once. We recommend it is done by an experienced user of EMIS Web.
In order to use the protocols to record administration of vaccines, you will need to add your batch numbers and expiry dates to the protocol. This is done as follows:
1. First, right-click the ‘Flu vaccine administration 2024-25’ protocol and select Protocol > Edit
2. The protocol should open in edit mode and you will see it laid out like a flowchart. Use the scroll bars to look down the left hand side of the protocol until you find the section with the multiple choice picking list for the aQIV, as below (it is near the bottom left):
Steps 3-7 below will be repeated for each vaccine type:
3. Double-click the box on the left entitled "Multiple Choice Question" (above). It should open, and you should be able to replace the ‘X’ in the four options with your own batch numbers and expiry dates by selecting Edit. When you’re finished, click OK.
4. PLEASE NOTE: For the batch numbers and other data to show in the patients record, you will need to then trace the first output arrow from the multiple choice box to its corresponding "Add coded data" box. To do this, click on the line adjacent to the first arrow where it exits the multiple choice box and it should highlight the arrow and show you which of the ‘Add coded data’ boxes it leads to, shown by red arrow below:
5. Double-click the "Add coded data" box and it should open as follows (with appropriate injection site pre-completed):
6. To be able to fill in the Manufacturer, Expiry date, Batch number and other details, you will need to choose "add qualifier" and add each of these separately. It will then bring up a box you can complete as shown below:
Complete the fields as required, and then click OK.
Please note, some manufacturers may provide more than one type of flu vaccine, therefore we recommend adding the vaccine type along with the manufacturer details:
7. Repeat steps 3-6 for the other options (QIV-HD, QIVc, QIVe, LAIV).
8. Click the Save and Close button in the top-left:
Once saved, each individual user will need to add the protocol to their F12 key, please see how to add the Seasonal Immunisations protocol to the F12 protocol launcher.
Activating the Flu Protocol in the EMIS Library
We recommend you activate the EMIS protocol as this will assist clinicians in deciding which patients are eligible to receive a vaccine by placing an alert in the pink “alert box”.
Navigate to Configuration > Resource Publisher > EMIS Library. Then open the Influenza folder as below (inside EMIS Protocols).
If you require any further assistance on the process above, please contact Ardens support on: [email protected]