IWeb logo IWeb  First Responder Module User Guide

First Responder - Responder Menu

The First Responder module's Responder menu has three options, two of which are not available until after you conduct a responder search:

Note icon  Patient may be used interchangeably with Responder.

General Information about Responder Records

The information below relates to responder records in general.

Record Contents

Public information is community information and can be viewed by every user access type excluding Vendor View. Private information is confidential information and can only be viewed by the "owner," excluding Registry View and Vendor View. However, authorized users only have access to view private information for responders that originate within their organization.

Only Organization (IRMS) Client and Facility Client users can add and modify responders.

A responder record is comprised of two major areas:

Both of these areas contain public and private data/fields. The table below details which demographic fields are private and which are public:

Field Public/Private Field Public/Private

Response Professional

First Name

Public

Race Private
Middle Name

Public

Ethnicity Private
Last Name

Public

Language Private
Suffix

Public

Sex Public
Birth Date

Public

Inactive Public
SSN

Private

Age Public

Home Address

Street

Private

District/Region Private
City

Private

County/Parish Private
State

Private

Zip Code Private
Phone Number

Private

Email Private

Additional Contact Information

Work Phone

Private

Employer Public
Work Extension

Private

Work Street Public
Cellular Phone

Private

Work City Public
Pager

Private

Work State Public
Secondary Email

Private

Work Zip Code Public

Other Info

Occupation

Public

Allergies/Comments Private
Next Appointment Date

Private

   

Record Info

Responder ID

Private

Organization Owner Private
Entry Date

Public

Last Update Date Public

Vaccinations - All users see each vaccination, regardless of ownership

Vaccine

Public

Date Administered Public
Historical

Public

Manufacturer Private
Lot Number

Private

Lot Facility Private
Vaccinator

Public

Facility Public
Anatomical Site

Private

VFC Status Private
Adverse Reaction

Private

District/Region Private
Dates of VIS Publications

Public

Date VIS Forms Given Public

Ownership of Responder Records

Ownership of a responder record is initially set up by the administrator specifically for an organization. Records can be owned by an organization, a primary care facility, or a primary care physician. When a facility or physician is the owner of a record, the "owner" is actually a combination of the organization/facility or organization/physician.

After initial setup, ownership is determined/updated by the values entered or modified in the organization, primary care facility, or primary care physician fields on the demographics page, or when an administered vaccination is added by an entity that is allowed to own records (for example, does not have ownership blocked).

Ownership Restrictions

Depending on how a user's state is configured, it may be appropriate to block ownership for entities such as schools, emergency rooms, and specialized clinic that do not handle any patient management, such as reminder/recall.

The vaccination date is used to determine ownership over the registry entry date.

Note icon  If the Do not take ownership of this record option is selected on the responder demographic edit page or on the Vaccination View/Add page, the ownership of the patient record remains with the previous owning organization and is not changed to the organization adding the vaccination(s).

Search for a Responder

You can use wildcard characters when searching for a responder. The wildcard characters (% and _) differences are:

Do not use wildcard characters when using initials in the First Name or Last Name fields, or when using the Birth Date field.

To conduct a simple search for a responder, click the Responder > Search/Add menu link. On the Response Professional Search page that opens, enter information in at least the required fields and click Search. To conduct an advanced search, select either the Edit/View Only or Add/Edit/View advances search option, select the other related options to search for, enter any necessary information, and click Search again. For more information about conducting advance searches, see the Search for Patients topic in the IWeb User Guide.

The available search criteria fields for the simple search are as follows:

Field/Option Description

First Name

To search for a patient with a specific first name, enter it (or enter % instead). This field is required.

Middle Name

To search for a patient with a specific middle name, enter it.

Last Name

To search for a patient with a specific last name, enter it (or enter % instead). This field is required.

Birth Date

Enter the patient's birthdate. This field is required.

SSN

To search for a patient with a specific Social Security Number, enter it.

Smallpox PVN

To search for a patient with a specific smallpox Patient Vaccination Number (PVN), enter it.

Responder ID

To search for a patient with a specific responder ID, enter it.

Street

To search for a patient with a specific street address, select either PO Box or Street and enter the information.

City

To search for patients within a specific city, enter it.

State

To search for patients within a specific state, enter it.

Zip Code

To search for patients within a specific zip code, enter it.

Phone Number

To search for a patient with a specific phone number, enter it.

The search results appear in the Search Results section of the page, with the following fields and buttons. To narrow the number of results, enter more search criteria and click Search again. To increase the number of search results, enter fewer search criteria and click Search again.

Field/Button Description

(arrow button)

Click this button to view the patient details. Authorized users can click Edit to update the patient's details.

First Name

The patient's first name.

Middle Name

The patient's middle name.

Last Name

The patient's last name.

Birth Date

The patient's birth date.

Add a New Responder

To add a new patient/responder, first conduct a search to make sure they do not already exist in the system, then click the Add Responder button located at the bottom right of the Search Results list. Enter at least the required information and click Submit.

For information about the available fields and options, see the Add/Edit Patient Records topic in the IWeb User Guide.

After a new responder is added, additional fields are available:

Field Description

Event Readiness

Event

The name of the event the responder is ready to respond to.

Vaccinated

Yes or No, indicating whether or not the responder has been vaccinated for the event.

Eligibility

Yes or No, indicating whether or not the responder is eligible to participate in the event.

Edit a Responder

To edit an existing patient/responder, first conduct a search, then click the arrow button in the Select column for that responder in the search results list. On the responder demographics page that opens, click the Edit button. Make the changes as necessary and click Submit.

For information about the available fields and options, see the Add/Edit Patient Records topic in the IWeb User Guide.

Redisplay Search Results

After conducting a search for responders, you can return to the search results by clicking the Responder > Search Results menu link. The results are displayed for the last search you conducted.

Redisplay Responder Demographics

After you search for and view a patient/responder's details, you can return to that page by click in the Responder > Demographics menu link. The details for the last responder you viewed are displayed.

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