1. Welcome to the Entering New Clients lesson for the North Carolina Immunization Registry. This lesson is intended for all User Roles except Reports Only

2. To begin click on the “Add This Client” tab In order to add a new client to the NCIR you must first search for the client (see lesson on Searching for Clients). If, after conducting a client search, your client is not located in the NCIR you will be given the option to add this client.

3. All the items in blue are required fields. Please remember to enter as much information as possible This area will show you the last organization that updated this record and when it was updated There are 3 tabs with additional demographic information. We’re looking at Client Information first. Eligibility refers to the insurance eligibility. You must check this for every client 18 years and younger to screen for VFC eligibility. The Verification Date is the date that the Eligibility was last checked. This information is recorded when you administer immunizations. This is where you can enter the Chart number and verify the Status of the client. These fields are specific to only your organization. If you are serving a client then their Status should be Active. If you know the Ethnicity and Race then this is where you can enter that information. This Client ID number is a universal ID number for your client in the NCIR

4. Under the Responsible Person (s) tab there is room for up to 4 responsible parties for the client. To enter a Responsible Person click the New button and then enter all the relevant information. Once all the information is complete then click Next. This will load that information into the table above. If you would like for the Responsible person to receive a notice when that client is due or behind for immunizations, then make sure you check the Notices box. You can also only have one Primary associated with each client.

5. Under the Client Comment (s) tab there are a list of contraindications approved by the CDC. To choose the appropriate contraindication, click on the Client Comment drop down box. This will provide you with a list to choose from. Once you have chosen the client comment enter an applies to date and click Next and this will load into the table.

6. Once you are done with entering all the client information you will need to save this information by clicking Save.

7. This concludes the Entering New Clients lesson. If you have any questions please feel free to contact your Regional Consultant or the Immunization Branch Help Desk