1. Vaccination Record-keeping Essentials — Do you have all of the tools you need?
Diane C. Peterson and Deborah L. Wexler, MD
Immunization Action Coalition
National Immunization Conference
May 11-14, 2004

2. Tip #1: Maintain a comprehensive vaccine administration record for each patient
Consider using prototypes from IAC:
Vaccine Administration Record for Children & Teens1
Vaccine Administration Record for Adults2
Include all federally-required items:
manufacturer & lot number
date of publication of the VIS & date given to the vaccinee
name, address, & title of person administering vaccine
Flag those records that indicate the patient is behind or due for additional immunizations (vaccinate at their next visit!).
1For a copy, go to
2For a copy, go to

3. Tip #2: Use generic abbreviations when recording the type of vaccine given
Single products
DTaP, DT, Td, TT
HepA, HepB
Hib
IPV
PCV, PPV
MMR
TIV, LAIV
Combination Products
Hib-HepB
DTaP-HepB-IPV
DTaP-Hib
HepA-HepB
What’s Tetramune?
Hint: Do not use trade names!

4. Tip #3: Record information on vaccinations given by other providers, including those from foreign countries
Copy information from the patient’s personal immunization record or from records sent from other clinics onto the patient’s vaccine administration record.
Use resources to translate foreign terms and products such as IAC’s:
Vaccines and Biologics Used in U.S. and Foreign Markets3
Translation of Vaccine-Related Terms Into English4
Quick Chart of Vaccine-Preventable Disease Terms in Multiple Languages5
4For a copy, go to
3For a copy, go to
5For a copy, go to
What’s ? (Answer: DTP in Russian)

5. Tip #4: Record other vaccinations and/or biologics that may impact future vaccinations
Other vaccines
Bacille Calmette-Guerin
meningogoccal
Japanese encephalitis
rabies
typhoid, live
typhoid, inactivated
yellow fever
Other biologics
hepatitis A immune globulin
hepatitis B immune globulin
rabies immune globulin
tetanus immune globulin
tuberculin skin test
varicella zoster immune globulin
Hint: Record these other vaccinations and/or biologics under the “other” section of the vaccine administration record.

6. Tip #5: Share information with other providers, including regional/state automated registries
Notify the patient’s primary provider (e.g., particularly important if shots given in school, health dept, WIC).
Develop a standard notification letter, such as IAC’s “Prototype of Notification of Vaccination Letter”6
Provide a copy of the patient’s vaccine administration record to any clinic to which the patient transfers (avoid having to later pull record!).
6For a copy, go to

7. Tip #6: Provide and update the patient’s personal immunization record
Regardless of your clinic’s participation in automated immunization registries, it’s a good idea to provide a paper copy of vaccinations given to your patients (in addition to the Vaccine Information Statement).
Need a patient record card?
Contact your local or state health department
Contact you local professional society
Consider the Adult Immunization Record7 card developed by IAC
7For a copy, go to