Manage immunisation records in AIR

To identify a patient and view their immunisation details on the AIR site:

1. Log in to PRODA to access your HPOS account.
2. Select My programs.
3. Select Australian Immunisation Register.
4. Select Identify individual to search for your patient.
5. Enter the individual’s Medicare number and Individual Reference Number (IRN). If the individual isn’t enrolled in Medicare, enter their surname, first name and date of birth.
6. The Individual details page will display if your individual’s details are found. Click the arrow in the Immunisation details banner to view more information.
7. If no match is found, check the details entered and search again or create a new record.

Log in to PRODA

Before creating a new record, it’s important to check if your patient already has an existing record in the AIR to avoid creating a duplicate record. To check, follow the steps to identify an individual.

To create a new record:

1. Log in to PRODA to access your HPOS account.
2. Select My programs.
3. Select Australian Immunisation Register.
4. Select Identify individual from the menu.
5. Enter the individual’s full name and date of birth, select Record encounter.
6. Select whether the individual is Indigenous or Non-Indigenous.
7. Enter the individual’s gender and address.
8. Select Next.

Log in to PRODA

You need to record an encounter to continue to create a new record.

To record overseas immunisations on AIR, the individual needs to give you proof of immunisation documents in English.

To record an encounter:

1. Log in to PRODA to access your HPOS account.
2. Select My programs.
3. Select Australian Immunisation Register, and then Identify the individual.
4. Select Record encounter.
5. Select who performed this immunisation encounter. If the encounter was performed overseas, you must select the Country of immunisation.
6. Enter the Date of service. If you’re recording the encounter for a child, select the appropriate schedule.
7. Complete the pregnancy question.
8. Enter the episode details, including the Vaccine or Brand, Batch number, Vaccine type and Route of administration. Some vaccines, have a lot number instead of a batch number. If you don’t know the batch number or lot number, enter ‘notrecorded’ - with no spaces. To record COVID-19 vaccines for children aged 5-11, use the same vaccine code as the adult dose.
9. Select Add to record the encounter.

Log in to PRODA

You’ll get a message confirming the encounter has been successfully recorded.

You can update an encounter on the AIR site if you:

• submitted the encounter initially
• haven’t been paid for the encounter yet.

To update an immunisation encounter on the AIR site:

1. Log in to PRODA to access your HPOS account.
2. Select My programs and then Australian Immunisation Register.
3. Once you’ve identified an individual, select Update encounter.
4. Select the encounter you want to update by selecting the pencil icon under the action column.
5. Update the relevant details on the Edit encounter screen and select Update.

Log in to PRODA

You’ll get a message confirming the encounter has been successfully updated.

You need to update an encounter using HPOS messages if:

• someone else submitted the initial encounter
• if an information payment has been made.

To update an encounter, you need to send us:

• the patient’s full name
• the patient’s date of birth
• the patient’s Medicare number and Individual Reference Number (IRN)
• antigen and dose number
• date of service submitted to AIR
• change required, for example, change from dose 1 to dose 2.

Eligible medical practitioners can record immunisation exemptions on the AIR for medical contraindications or natural immunity.

There are 3 ways you can record an exemption:

• on the AIR site using your HPOS account
• using your practice management software
• by submitting the Australian Immunisation Register - Immunisation medical exemption form (IM011) using the form upload function in HPOS Messages.

When recording an exemption, you must include:

• the medical contraindication
• which vaccines your patient can’t have
• if the contraindication is temporary or permanent
• which vaccines a patient doesn’t need due to natural immunity.

All current medical exemptions recorded on AIR will appear on the individual’s immunisation history statement.

We’ll return any incomplete, invalid or unsigned forms to you.

To record a medical contraindication:

1. Log in to PRODA to access your HPOS account.
2. Select My programs.
3. Select Australian Immunisation Register.
4. Identify the individual then select Medical contraindication.
5. Select Practice location from the drop-down menu.
6. Select or enter the Vaccine or Brand.
7. Select whether the exemption is Permanent or Temporary.
8. Enter the Start date.
9. If an exemption is temporary, enter the End date.
10. Select the Reason for the exemption from the drop-down menu.
11. Select Add to record a medical contraindication.

Log in to PRODA

You’ll get a message confirming the medical contraindication has been successfully recorded.

If you work at one location, AIR will automatically record the medical contraindication against your provider number.

If you work at 2 or more locations, select your relevant provider number from the drop-down menu.

You can only record medical contraindications for one vaccine or brand at a time. Repeat this process for each vaccine or brand for every medical contraindication you record.

To record a natural immunity:

1. Log in to PRODA to access your HPOS account.
2. Select My programs.
3. Select Australian Immunisation Register.
4. Identify the individual then select Natural immunity.
5. Select Practice location from the drop-down menu.
6. Select the Disease from the drop-down menu.
7. Enter the Notification date.
8. Select the Laboratory testing date or the Physician based clinical diagnosis date.
9. Select Add to record a natural immunity.

Log in to PRODA

You’ll get a message confirming the natural immunity has been successfully recorded.

If you work at one location, AIR will automatically record the natural immunity against your provider number.

If you work at 2 or more locations, select your relevant provider number from the drop-down menu.

You can only record a natural immunity for one disease at a time. Repeat this process for each disease you record a natural immunity for.

To download an immunisation history statement:

1. Log in to PRODA to access your HPOS account.
2. Select My programs.
3. Select Australian Immunisation Register.
4. Identify the individual then select the Immunisation details banner to expand their immunisation history.
5. Expand the Immunisation details section.
6. Select the type of statement you want to download:
   • Complete immunisation history statement
   • COVID-19 and influenza immunisation history statement.
7. Select Generate PDF.

Log in to PRODA

To print an immunisation history statement:

1. Check you have the correct immunisation history statement.
2. Select the printer icon in the PDF to print.