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Using the Australian Immunisation Register (AIR)

A resource has been developed by Queensland Health to help immunisation providers use the Australian Immunisation Register (AIR). The guide will help providers understand the complexities of recording and managing immunisation data.

Read the Immunisation records and data explained: a guide for immunisation providers (PDF, 11MB), or read the separate factsheets below:

  1. Useful contacts - (PDF, 590KB)
  2. Factsheet 1 - (PDF, 590KB) How to report immunisations for specific groups
  3. Factsheet 2 - (PDF, 589KB) How to report dose numbers for specific vaccines
  4. Factsheet 3 - (PDF, 756KB) How to report other immunisation related information
  5. Factsheet 4 - (PDF 575KB) How to amend or correct an immunisation record on AIR
  6. Factsheet 5 - (PDF, 1.7MB) How to request access to AIR
  7. Factsheet 6 - (PDF, 1.9MB) How to log onto AIR
  8. Factsheet 7 - (PDF, 1.2MB) How to use AIR’s secure email
  9. Factsheet 8 - (PDF, 1.8MB) How to find and interpret immunisation records on AIR
  10. Factsheet 9 - (PDF, 1.5B) How to record an immunisation encounter for individuals under 20 years
  11. Factsheet 10 - (PDF, 1.2MB) How to record an immunisation encounter for individuals over 20 years
  12. Factsheet 11 - (PDF, 985KB) How to lodge a medical exemption on AIR
  13. Factsheet 12 - (PDF, 1.5MB) How to enter overseas immunisation information on AIR
  14. Factsheet 13 - (PDF, 1.5MB) How to request reports from AIR
  15. Factsheet 14 - (PDF, 1.4MB) Instructions for individuals wishing to obtain an immunisation history statement from AIR

Using AIR – education modules from Medicare Australia

Australian Immunisation Register education for vaccination providers - Five education modules to help providers use AIR to access and record information.
Help using AIR online for health professionals - Learn how to record encounters, catch-up schedules and exemptions and get Immunisation History Statements.

How to use AIR videos

A series of Queensland Health videos are available for Queensland immunisation providers to help understand different functions of the Australian Immunisation Register (AIR).

  1. How to request access to AIR (4:59)
  2. How to log into AIR (4:57)
  3. How to use secure email (3:59)
  4. How to find and interpret immunisation records (8:30)
  5. How to record and update immunisation encounters for individuals under 20 years (10:15)
  6. How to record and update immunisation encounters for individuals above 20 years (9:05)
  7. How to lodge a medical exemption/natural immunity form (6:31)
  8. How to interpret and enter overseas immunisation information (8:14)
  9. How to request reports (6:40)
  10. How to reconcile our immunisation data with AIR (5:27)

How to request access to AIR

View the video below, or download the PDF version

Transcript: How to request access to AIR

Slide 1

Welcome to this training video which shows how to request access to the Australian Immunisation Register (AIR).

Slide 2

This video is part of a series developed by Queensland Health.

The series of training videos is designed to help GPs and their practice staff in Queensland understand how to use AIR.

To watch any of the AIR training videos, visit the Queensland Health website at using AIR.

Slide 3

This video complements the immunisation data guide developed by Queensland Health for immunisation providers. The guide provides more detail about reporting immunisation records and how to use AIR.

Visit the Queensland Health website at www.health.qld.gov.au and type ‘immunisation data guide’ into the search field.

Click on the link to download a PDF and print a copy of the guide.

Slide 4

AIR is the national whole-of-life immunisation register, administered by the Australian Government, which records vaccinations given to adults, adolescents and children.

AIR can only record information on vaccinations given to individuals after 1 January 1996.

To learn more about AIR, visit the Human Services website www.humanservices.gov.au and type into the search field ‘Australian immunisation register for health professionals’.

GPs or practice staff with questions about past immunisation histories, especially School Immunisation Program histories, should contact their local public health unit.

Slide 5

GPs, midwives and nurse practitioners are automatically recognised as immunisation providers with AIR and are authorised to submit or obtain immunisation data from AIR.

All immunisation providers with a Medicare provider number can (and should) use the Provider Digital Access, in short PRODA, to access Health Professional Online Services and then AIR.

Video 2 shows how to log into AIR using PRODA.

If you don't have a PRODA account, visit the Human Services website at www.humanservices.gov.au.

Type ‘PRODA’ into the search field, then click on the PRODA link.

Please note that if you delegate access to PRODA to your practice staff it does not allow them access to AIR.

If you are a GP without a PRODA account or a midwife or a nurse practitioner and are new to using AIR you must first request access to AIR's secure site. To do this complete the online request form.

Visit the Human Services website at www.humanservices.gov.au and type ‘accessing AIR using HPOS’.

Click on the first link ‘Accessing AIR using HPOS’.

Then click on ‘Register and request access’.

Under the heading ‘General practitioners (GPs)’ you will find a link to the ‘online request access form’. Click on the link.

Then complete the details on the ‘Request access’ screen and click on ‘Request access’.

You will receive a notification letter from AIR with instructions for accessing AIR's secure site.

Slide 6

If you have any questions about obtaining access call AIR's internet helpdesk on 1300 650 039.

Slide 7

If you don't have a Medicare provider number, for example a council, you can also apply to register as an immunisation provider with AIR.

Contact the Queensland Health Immunisation Program on 3328 9888 or email QHIP-ADMIN@health.qld.gov.au for information about how to apply.

Slide 8

There are also AIR education resources available on the Department of Human Services website.

Visit their website at www.humanservices.gov.au and type in ‘air education’ into the search field. Click on the first link ‘Australian Immunisation Register education for vaccination providers’ to access these resources.

Slide 9

Click here to download the immunisation data guide

Return to How to use AIR main video menu

How to log into AIR

View the video below, or download the PDF version

Transcript: How to log into AIR

Slide 1

Welcome to this training video which shows how to log into the Australian Immunisation Register (or AIR).

Slide 2

This video is part of a series developed by Queensland Health.

The series of training videos is designed to help GPs and their practice staff in Queensland understand how to use AIR.

To watch any of the AIR training videos, visit the Queensland Health website at using AIR.

Slide 3

This video complements the immunisation data guide developed by Queensland Health for immunisation providers. The guide provides more detail about reporting immunisation records and how to use AIR.

Visit the Queensland Health website at www.health.qld.gov.au and type ‘immunisation data guide’ into the search field.

Click on the link to download a PDF and print a copy of the guide.

Slide 4

Immunisation providers who have a Medicare provider number can (and should) use the Provider Digital Access, in short PRODA, to log into AIR.

Visit the Human Services website at www.humanservices.gov.au and type ‘PRODA’ into the search field. Click on the ‘PRODA’ link, and then click ‘Log on’.

Each GP accessing PRODA needs to have their own account.

Please note that if you delegate access to PRODA to practice staff it does not allow them to access to AIR.

Slide 5

Enter your username and password, then click on ‘Login’.

Enter the unique verification code which is sent to you each time you access PRODA either by SMS or email.

The code can also be generated on the mobile iOS or android app called ‘PRODA Code Generator’ which you can download on your smartphone from the App Store or Google Play.

Follow the instructions in the app how to set up and link the app to your PRODA account.

Slide 6

Select ‘HPOS’ from the list under ‘My linked services’.

You have to agree to the HPOS terms and conditions of use by clicking on ‘I agree’.

Slide 7

Open ‘My programs’ and then select the ‘Australian Immunisation Register’ tile which is listed among your list of services.

You will then be directed to the AIR Main Menu.

Note, If you're accessing HPOS using your new PRODA account for the first time, you will need to re-establish your delegations and favourites. Practices who participate in the Practice Incentives Program or the Practice Nurse Incentive Program are required to update their new PRODA RA number with the Australian Government Department of Human Services by contacting the Incentives Programs team. Call 1800 222 032, fax 1300 587 696 or email pip@humanservices.gov.au or pnip@humanservices.gov.au

Slide 8

Immunisation providers who do not have a Medicare provider number need to visit the Human Services website at www.humanservices.gov.au

Type ‘HPOS’ into the search field.

Click on the ‘HPOS’ link, and then click ‘Log on’.

Scroll down the page and click on the button ‘AIR log on only’.

Insert the unique access details which were provided in the notification letter you received from AIR.

Slide 9

If you need assistance call the AIR internet helpdesk on 1300 650 039.

Slide 10

If you have logged into AIR before, follow the usual process to access AIR’s secure site.

Once you have logged into AIR, the AIR Main Menu screen will open.

Slide 11

There are also AIR education resources available on the Department of Human Services website.

Visit their website at www.humanservices.gov.au and type ‘air education’ into the search field. Click on the first link ‘Australian Immunisation Register education for vaccination providers’ to access these resources.

Slide 12

Click here to download the immunisation data guide.

How to use secure email

View the video below, or download the PDF version

Transcript: How to use secure email

Slide 1

Welcome to this training video which shows staff working in general practice how to use secure email in the Australian Immunisation Register (in short, AIR).

Slide 2

This video is part of a series developed by Queensland Health.

The series of training videos is designed to help GPs and their practice staff in Queensland understand how to use AIR.

To watch any of the AIR training videos, visit the Queensland Health website at using AIR.

Slide 3

This video complements the immunisation data guide developed by Queensland Health for immunisation providers. The guide provides more detail about reporting immunisation records and how to use AIR.

Visit the Queensland Health website at www.health.qld.gov.au and type ‘immunisation data guide’ into the search field.

Click on the link to download a PDF and print a copy of the guide.

Slide 4

The AIR secure email function is a useful tool to communicate with AIR.

This function can be used to:

  • request amendments to records or duplicate records
  • ask questions about the secure site
  • notify AIR if a child is on a catch-up schedule or has relocated overseas; or
  • if an individual is deceased.

Secure email cannot be used for submitting new immunisation encounter details.

It is important to provide the individual’s full name, Medicare number (if available) and date of birth when sending a secure email.

Slide 5

Click on ‘Secure Email’ in the main menu on the left side of the AIR home screen. This screen will display your email history. Clicking on any of the icons on the top of the screen will display further detail.

Slide 6

To open a new email text box, click on the ‘New email’ icon, or alternatively, click on ‘New message’ in the main menu on the left side of the screen.

Type your subject in the ‘Subject’ field and your message in the text box and click ‘Send’.

Any messages relating to the processing of your request will appear at the bottom of the screen.

Slide 7

When the request is actioned a response will be sent by AIRHELP and show as a new message in your inbox. The status column to the right identifies new emails in red text.

It may take up to 48 hours to receive a response.

Slide 8

Click on ‘AIRHELP’ to open the email from AIR. The response will be provided in an email text box.

You can reply to the email, file or delete it.

If you requested amendments to an individual’s record, always check the record on AIR after receipt of the email to confirm the amendment has been done.

Slide 9

Remember, you can call the AIR internet helpdesk on 1300 650 039 if you require any further assistance with AIR’s secure site.

Slide 10

Or call the general enquiries line on 1800 653 809 if you have queries about individual records.

Slide 11

There are also AIR education resources available on the Department of Human Services website.

Visit the Human Services website at www.humanservices.gov.au and type ‘air education’ into the search field. Click on the first link ‘Australian Immunisation Register education for vaccination providers’ to access these resources.

Slide 12

Click here to download the immunisation data guide.

Return to How to use AIR main video menu

How to find and interpret immunisation records

View the video below, or download the PDF version

Transcript: How to find and interpret immunisation records

Slide 1

Welcome to this training video which shows staff in general practice how to find and interpret immunisation records on the Australian Immunisation Register (in short, AIR).

Slide 2

This video is part of a series developed by Queensland Health.

The series of training videos is designed to help GPs and their practice staff in Queensland understand how to use AIR.

To watch any of the AIR training videos, visit the Queensland Health website at using AIR.

Slide 3

This video complements the immunisation data guide developed by Queensland Health for immunisation providers. The guide provides more detail about reporting immunisation records and how to use AIR.

Visit the Queensland Health website at www.health.qld.gov.au and type ‘immunisation data guide’ into the search field.

Click on the link to download a PDF and print a copy of the guide.

Slide 4

Before administering a vaccine, you should check AIR to view an individual’s past immunisation history. Also ask the individual for any other vaccination records they may have.

For school immunisation histories contact your local public health unit.

For past HPV vaccinations you need to contact the National HPV Vaccination Program Register on 1800 478 734.

Slide 5

Select the ‘Identify Individual’ option from the main menu.

All individuals with a Medicare number are automatically listed on AIR. Those without a Medicare number will be added when their vaccination details are submitted to AIR by an immunisation provider or when a record is created.

Slide 6

To locate an individual you will need to provide the following:

  • Medicare number
  • Reference number
  • Surname and first name, and
  • date of birth (in an 8-digit format, for example 09/05/2011).

It is suggested to start searching with the Medicare and Reference numbers. If no record is found search by name and date of birth only. Type in as many details as possible to assist with identifying an individual correctly.

Then click on the ‘Search’ button.

AIR will attempt to identify individuals using phonetic spelling of names or similar dates of birth and postcodes to return the best match where possible. If no match is found, you will be asked to check keying details and search again.

Note, AIR will only return one record at a time. If a parent or individual has withdrawn consent, then no match will be returned. If an individual has a new Medicare number, a search using their old Medicare number will return no match. AIR will also search for transposed first and last names, for example, Tyler Jackson or Jackson Tyler.

Slide 7

If no record is found, you have typed in all available details and you have tried different spelling variations of the first and last name of the individual, call AIR on 1800 653 809.

It is very important to ensure all search variations have been tried and the AIR helpline has been consulted before creating a new record to avoid duplicates.

Watch the AIR training videos 5 or 6 for instructions on how to create a new record.

Slide 8

If an individual is found, the individual’s details are displayed including full name, date of birth and address.

Check if the person’s details are correct.

Any amendments to details such as individual’s name, address or date of birth must be notified to Medicare on 132 011 by the individual or the parent of the child.

If a child’s parent or an individual notifies Medicare of their Indigenous status, this will also update the AIR record.

Remember, Indigenous people and those considered medically at risk are eligible for additional funded vaccines – refer to the National Immunisation Program schedule for Queensland on the Queensland Health website at www.health.qld.gov.au

Slide 9

This page allows you to update an individual’s Indigenous status if not already reported to AIR.

This page also gives the option to advise AIR if mail sent to the patient has been returned to the practice as undelivered. If this is the case, tick the ‘Return Mail Indicator’.

Click ‘Save’.

Scroll down and expand the table by clicking on the arrow on the right to view the individual’s full ‘Due Details’ and ‘Immunisation Details’.

This section includes any history applicable to the individual including immunisations, medical contraindication, natural immunity and vaccine trial participation.

You can choose how many entries the page displays by clicking on one of the numbers at the bottom. Ensure you display the entire immunisation history.

Slide 10

The ‘Due Date’ identifies when an antigen is either due or overdue. You will need to know what antigens are included in a vaccine.
If the date shown is in the past, this antigen is overdue.

When you look at the ‘Immunisation History’ status bar, it will give you an indication if the vaccination has been accepted by AIR. If it says ‘Partially Processed’, then the vaccination information is still being processed by AIR and as a result a child may still be flagged as overdue. This can happen, for example, if the dose number is inconsistent, or the interval between doses is incorrect.

AIR will also provide you with a reason code next to the status column. An explanation of the reason code is shown when you click on the code.

It’s important to contact AIR via the secure email or by calling the AIR general enquiries line on 1800 653 809 to clarify a partially processed status.

Slide 11

If you would like to print the page, click on the print icon in the top right corner. Please note, this is not an official immunisation history statement.

If an individual requests a paper or electronic version of their AIR immunisation history statement, advise them to use the download facility on www.my.gov.au

By clicking on the icon with the question mark you can access additional helpful resources relating to AIR.

By clicking on the thought bubble icon you can provide feedback to the Australian Government Department of Human Services.

Slide 12

Remember, you can call the AIR internet helpdesk on 1300 650 039 if you require any further assistance with AIR’s secure site.

Slide 13

Or call the general enquiries line on 1800 653 809 if you have queries about individual records.

Slide 14

There are also AIR education resources available on the Department of Human Services website.

Visit their website at www.humanservices.gov.au and type ‘air education’ into the search field. Click on the first link ‘Australian Immunisation Register education for vaccination providers’ to access these resources.

Slide 15

Click here to download the immunisation data guide.

Return to How to use AIR main video menu

How to record and update immunisation encounters for individuals under 20 years

View the video below, or download the PDF version

Transcript: How to record and update immunisation encounters for individuals under 20 years

Slide 1

Welcome to this training video which shows staff working in general practice how to record and update immunisation encounters for individuals under 20 years of age in the Australian Immunisation Register (in short, AIR).

Slide 2

This video is part of a series developed by Queensland Health.

The series of training videos is designed to help GPs and their practice staff in Queensland understand how to use AIR.

To watch any of the AIR training videos, visit using AIR

Slide 3

This video complements the immunisation data guide developed by Queensland Health for immunisation providers. The guide provides more detail about reporting immunisation records and how to use AIR.

Visit www.health.qld.gov.au and type ‘immunisation data guide’ into the search field.

Click on the link to download a PDF and print a copy of the guide.

Slide 4

Select the ‘Identify Individual’ option from the main menu and enter either the Medicare and Reference numbers, or an individual’s surname, first name and date of birth. Then click ‘Search’.

For more detailed instructions on how to find an individual’s record, watch video 4.

Slide 5

Recording encounters for an individual

If the individual’s record is found, the individual’s details are displayed including full name, date of birth and address.

Check if the person’s details are correct.

Any amendments to details such as individual’s name, address or date of birth must be notified to Medicare on 132 011 by the individual or the parent of the child.

If a child’s parent or an individual notifies Medicare of their Indigenous status, this will also update the AIR record.

Remember, Indigenous people and those medically at risk are eligible for additional funded vaccines – refer to the National Immunisation Program schedule for Queensland on the Queensland Health website at www.health.qld.gov.au

Slide 6

Click on ‘Record Encounter’ in the left-hand menu.

Under the heading ‘New Encounter’ select from the drop-down list who performed this immunisation encounter.

Select from the schedule drop-down list the relevant vaccination milestone. The milestone that you choose determines the vaccine/brand selection offered in the episode details section below.

Then type in the date of when the vaccination was given in the date format shown. You can also choose a date by clicking on the calendar icon to the right.

Now enter the vaccine or brand names in the section below; the antigens are then displayed automatically.

Please be aware of what antigens are in a particular vaccine. This is important especially when entering details of individuals vaccinated overseas.

If the vaccine brand is unknown, for example, if an individual has evidence of MMR vaccination but the vaccine name is unknown, choose the ‘Generic MMR’ option from the drop-down list.

Slide 7

If you select ‘Other’ in the schedule drop-down list, you will also be prompted to select the dose number from the drop-down list.

Dose numbers are very important. For example, MMRV must be a dose 2 if MMR has previously been given.

If dose numbers are not correct, it will put that record at risk of not being updated.

Once all the encounter details have been entered click on the ‘Add’ button.

Slide 8

After selecting ‘Add’, you will be directed to this submission page. You can either select ‘Add another’ to add additional vaccines, or ‘Submit’ to submit the vaccination encounter to AIR.

You can edit or remove the encounter details entered before clicking ‘Submit’.

Edit the encounter details by selecting the pencil icon which is located to the right of the provider number under the column heading Action.

Delete the encounter details by selecting the bin icon which is located next to the pencil icon.

Slide 9

After clicking ‘Submit’, you will see a confirmation on the screen with the claim ID.

The claim ID is confirmation that your information has been successfully transmitted, not that it has been accepted by AIR.

The immunisation data will appear on the ‘Individual details’ screen within 10 minutes and will show as ‘Accepted’ under the ‘Status’ column – this indicates that it has been accepted.

If the ‘Status’ column shows ‘Partially processed’ with a ‘Reason code’ it means that the data is pending further clarification. You may be able to update the information and resolve the issue yourself by going to the ‘Update Encounter’ menu option on the left and clicking on the pencil icon under the ‘Action’ column.

Or you may need to contact the AIR general enquiries line on 1800 653 809.

Slide 10

Updating encounters after submission

If you are the immunisation provider that administered the immunisation you are able to amend the immunisation record directly on AIR. This will be indicated by the pencil icon next to the record.

To amend an immunisation record for which an information payment has already been paid or which has been given by another provider, send a secure email on the AIR site or call the AIR general enquiries line on 1800 653 809. See video 3 on how to use the AIR secure email.

If Centrelink payments or childcare enrolments are affected call the AIR general enquiries line on 1800 653 809 and report amended vaccination details.

You should always check AIR no less than 24 hours later to ensure the record has been amended accordingly. Remember, any amendments to details such as individual’s name, address or date of birth must be notified to Medicare on 132 011 by the individual or the parent of the child.

Slide 11

After clicking on the pencil icon, a pop-up window appears and you can amend the following encounter details:

  • Date of Service
  • Schedule
  • Dose number (if you select ‘Other’ in the schedule drop-down menu)
  • Vaccine/brand administered.

Click ‘Update’ to save the details.

Slide 12

A message will then display stating ‘Success! The encounter updates have been saved successfully’.

Note: the updated information will be available to view on AIR within approximately 30 minutes.

Slide 13

Creating a new record for an individual

If no record is found, you have typed in all available details and you have tried different spelling variations of the first and last name of the individual, call AIR on 1800 653 809.

It is very important to ensure all search variations have been tried and the AIR helpline has been consulted before creating a new record to avoid duplicates.

Duplicate records can adversely affect family assistance payments or an employee not being able to demonstrate their correct immunisation status to their employer. AIR data is also used by state and territory health authorities in vaccine coverage reports.

To create a new record select ‘Record Encounter’. This option only displays when you type in at least the surname, first name and date of birth of the individual first on the ‘Identify Individual’ screen.

Slide 14

On the next screen provide the following details:

  • Indigenous status (if known) and
  • postal address.

Click ‘Next’ and continue with entering the immunisation encounter details.

Ensure you provide complete and correct details when creating a new record. This enables others, including AIR and immunisation providers, to search for and accurately identify individuals when reporting immunisations.

Slide 15

Remember, you can call the AIR internet helpdesk on 1300 650 039 if you require any further assistance with AIR’s secure site.

Slide 16

Or call the AIR general enquiries line on 1800 653 809 if you have queries about individual records.

Slide 17

There are also AIR education resources available on the Department of Human Services website.

Visit www.humanservices.gov.au and type in ‘air education’ into the search field. Click on the first link ‘Australian Immunisation Register education for vaccination providers’ to access these resources.

Slide 18

Click here to download the immunisation data guide.

Return to How to use AIR main video menu

How to record and update immunisation encounters for individuals above 20 years

View the video below, or download the PDF version

Transcript: How to record and update immunisation encounters for individuals above 20 years

Slide 1

Welcome to this training video which shows staff working in general practice how to record and update immunisation encounters for individuals above 20 years of age in the Australian Immunisation Register
(in short, AIR).

Slide 2

This video is part of a series developed by Queensland Health.

The series of training videos is designed to help GPs and their practice staff in Queensland understand how to use AIR.

To watch any of the AIR training videos, visit using AIR

Slide 3

This video complements the immunisation data guide developed by Queensland Health for immunisation providers. The guide provides more detail about reporting immunisation records and how to use AIR.

Visit www.health.qld.gov.au and type ‘immunisation data guide’ into the search field.

Click on the link to download a PDF and print a copy of the guide.

Slide 4

Select the option ‘Identify Individual’ from the main menu and either enter the Medicare and Reference numbers, or an individual’s surname, first name and date of birth. Then click ‘Search’.

For more detailed instructions on how to find an individual’s record, watch video 4.

Slide 5

Recording encounters for an individual

If the individual’s record is found, the individual’s details are displayed including full name, date of birth and address.

Check if the person’s details are correct.

Any amendments to details such as individual’s name, address or date of birth must be notified to Medicare on 132 011 by the individual or the parent of the child.

If a child’s parent or an individual notifies Medicare of their Indigenous status, this will also update the AIR record.

Remember, Indigenous people and those medically at risk are eligible for additional funded vaccines – refer to the National Immunisation Program schedule for Queensland on the Queensland Health website at www.health.qld.gov.au

Slide 6

Click on ‘Record Encounter’ in the left-hand menu.

Under the heading ‘New Encounter’ select from the drop-down list who performed this immunisation encounter.

Then type in the date of when the vaccination was given in the date format shown. You can also choose a date by clicking on the calendar icon to the right.

Tick the box if this date of service applies for all vaccinations that you are about to enter.

Select or type in a vaccine or antigen name in the section below. If you need to add another vaccine, click on the ‘Plus’ button. Once all the encounter details have been entered, click ‘Add’.

Please be aware of what antigens are in a particular vaccine. This is important especially when entering details of individuals vaccinated overseas.

If the vaccine brand is unknown, for example, if an individual has evidence of MMR vaccination but the vaccine name is unknown, choose the ‘Generic MMR’ option from the drop-down list.

Slide 7

After selecting ‘Add’, you will be directed to this submission page. Click ‘Submit’ to submit the vaccination encounter to the AIR.

You can edit or remove the encounter details entered before clicking ‘Submit’.

Edit the encounter details by selecting the pencil icon which is located to the right of the provider number under the column heading Action.

Delete the encounter details by selecting the bin icon which is located next to the pencil icon.

Slide 8

After clicking ‘Submit’, you will see a confirmation on the screen with the claim ID.

The claim ID is confirmation that your information has been successfully transmitted, not that it has been accepted by the AIR.

The immunisation data will appear on the ‘Individual details’ screen within 10 minutes and will show as ‘Accepted’ under the ‘Status’ column – this indicates that it has been accepted.

If the ‘Status’ column shows ‘Partially processed’ with a ‘Reason code’ it means that the data is pending further clarification. You may be able to update the information and resolve the issue yourself by going to the ‘Update Encounter’ menu option on the left and clicking on the pencil icon under the ‘Action’ column.

Or you may need to contact the AIR general enquiries line on 1800 653 809.

Slide 9

Updating encounters after submission
If you are the immunisation provider that administered the immunisation you are able to update the immunisation record directly on AIR. This will be indicated by the pencil icon next to the record.

To update an immunisation record for which an information payment has already been paid or which has been given by another provider, send a secure email on the AIR site or call the AIR general enquiries line on 1800 653 809.

See video 3 on how to use the AIR secure email.

You should always check AIR no less than 24 hours later to ensure the record has been amended accordingly.

Remember, any amendments to details such as individual’s name, address or date of birth must be notified to Medicare on 132 011 by the individual or the parent of the child.

Slide 10

After clicking on the pencil icon, a pop-up window appears and you can amend the following encounter details:

  • Date of Service
  • Vaccine/brand administered.

Click ‘Update’ to save the details.

Slide 11

A message will then display stating ‘Success! The encounter updates have been saved successfully’.

Note: the updated information will be available to view on AIR within approximately 30 minutes.

Slide 12

Creating a new record for an individual

If no record is found, you have typed in all available details and you have tried different spelling variations of the first and last name of the individual, call AIR on 1800 653 809.

To avoid duplicates it is very important to ensure all search variations have been tried and the AIR helpline has been consulted before creating a new record.

Duplicate records can affect family assistance payments or an employee not being able to demonstrate their correct immunisation status to their employer. AIR data is also used by state and territory health authorities in vaccine coverage reports.

To create a new record select ‘Record Encounter’. This option only displays when you type in at least the surname, first name and date of birth of the individual first on the ‘Identify Individual’ screen.

Slide 13

On the next screen provide the following details:

  • Indigenous status (if known), and
  • postal address.

Click ‘Next’ and continue with entering the immunisation encounter details.

Ensure you provide complete and correct details when creating a new record. This enables others, including AIR and immunisation providers, to search for and accurately identify individuals when reporting immunisations.

Slide 14

Remember, you can call the AIR internet helpdesk on 1300 650 039 if you require any further assistance with AIR’s secure site.

Slide 15

Or call the AIR general enquiries line on 1800 653 809 if you have queries about individual records.

Slide 16

There are also AIR education resources available on the Department of Human Services website.

Visit www.humanservices.gov.au and type in ‘air education’ into the search field. Click on the first link ‘Australian Immunisation Register education for vaccination providers’ to access these resources.

Slide 17

Click here to download the immunisation data guide.

Return to How to use AIR main video menu

How to lodge a medical exemption/natural immunity form

View the video below, or download the PDF version

Transcript: How to lodge a medical exemption/natural immunity form

Slide 1

Welcome to this training video which shows staff working in general practice how to lodge a medical exemption/natural immunity form with the Australian Immunisation Register (in short, AIR).

Slide 2

This video is part of a series developed by Queensland Health.

The series of training videos is designed to help GPs and their practice staff in Queensland understand how to use AIR.

To watch any of the AIR training videos, visit using AIR

Slide 3

This video complements the immunisation data guide developed by Queensland Health for immunisation providers. The guide provides more detail about reporting immunisation records and how to use AIR.

Visit www.health.qld.gov.au and type ‘immunisation data guide’ into the search field.

Click on the link to download a PDF and print a copy of the guide.

Slide 4

Please note submitting details for medical contraindication and natural immunity is only relevant for individuals under 20 years of age. It is not required for older individuals.

The menu option for medical contraindication only displays for authorised immunisation providers.

For advice on medical contraindications to immunisation please consult the online version of the Australian Immunisation Handbook

To record a medical contraindication, you must first identify the individual by selecting ‘Identify Individual’, then enter the individual’s details and click ‘Search’.

Video 4 provides more detailed instructions on how to find an individual’s record.

Slide 5

Once the correct individual’s details are displayed, click on ‘Medical Contraindication’ in the left-hand menu.

Slide 6

Then enter the following details:

  • Your practice location from the drop-down menu
  • The vaccine/brand – the relevant antigens will then be displayed
  • the type of exemption – either permanent or temporary
  • If it’s temporary, enter an ‘End Date’.

The ‘Start Date’ is automatically populated with the date of entry and you cannot edit it.

Select a ‘Reason’ for the medical contraindication from the drop-down menu.

Click ‘Add’.

Slide 7

After selecting ‘Add’, you will be directed to this submission page. You can either select ‘Submit’ to submit the details to AIR or add another medical contraindication by clicking on ‘Add Another’.

Edit the details by selecting the pencil icon; delete the details by selecting the bin icon.

Slide 8

After clicking ‘Submit’, you will see a confirmation on the screen.

Medical contraindication details are available to view within an individual’s record within 10 minutes of submitting it on AIR.

Slide 9

The menu option for natural immunity only displays for authorised immunisation providers.

AIR will only record natural immunity to varicella (chickenpox), measles, mumps, rubella and hepatitis B.
Serological testing is not recommended. Refer to the online version of the Australian Immunisation Handbook for information and recommendations about serological testing.

Please note that an individual must have natural immunity to all antigens to be considered exempt from MMR vaccination.

To record a natural immunity, you must first identify the individual by selecting ‘Identify Individual’ in the left-hand menu, then enter the individual’s details.

Video 4 provides more detailed instructions on how to find an individual’s record.

Once the correct individual’s details are displayed, click on ‘Natural Immunity’ in the left-hand menu.

Slide 10

Then enter the following details:

  • Your practice location from the drop-down menu
  • The disease from the drop-down list (hepatitis B, measles, mumps, rubella or varicella)
  • The laboratory testing date or the physician based clinical diagnosis date.

The ‘Notification Date’ is automatically populated with the date of entry and you cannot edit it.

Click ‘Add’.

Slide 11

You can either select ‘Add another’ to add another natural immunity, or ‘Submit’ to submit the details to AIR.

You can also edit or remove the natural immunity details entered before clicking ‘Submit’.

Edit the details by selecting the pencil icon; delete the details by selecting the bin icon.

Slide 12

After clicking ‘Submit’, you will see a confirmation on the screen.

Natural immunity is available to view within an individual’s record within 10 minutes of submitting it on AIR.

Slide 13

Remember, you can call the AIR internet helpdesk on 1300 650 039 if you require any further assistance with AIR’s secure site.

Slide 14

Or call the AIR general enquiries line on 1800 653 809 if you have queries about individual records.

Slide 15

There are also AIR education resources available on the Department of Human Services website.

Visit www.humanservices.gov.au and type in ‘air education’ into the search field. Click on the first link ‘Australian Immunisation Register education for vaccination providers’ to access these resources.

Slide 16

Click here to download the immunisation data guide.

Return to How to use AIR main video menu

How to interpret and enter overseas immunisation information

View the video below, or download the PDF version

Transcript: How to interpret and enter overseas immunisation information

Slide 1

Welcome to this training video which shows staff working in general practice how to interpret and enter overseas immunisation information in the Australian Immunisation Register (in short, AIR).

Slide 2

This video is part of a series developed by Queensland Health.

The series of training videos is designed to help GPs and their practice staff in Queensland understand how to use AIR.

To watch any of the AIR training videos, visit using AIR

Slide 3

This video complements the immunisation data guide developed by Queensland Health for immunisation providers. The guide provides more detail about reporting immunisation records and how to use AIR.

Visit www.health.qld.gov.au and type ‘immunisation data guide’ into the search field.

Click on the link to download a PDF and print a copy of the guide.

Slide 4

Interpreting and entering overseas immunisation data can often be difficult. It is very important to determine the correct vaccine or antigen name and dose number to avoid any data issues, and also to avoid adversely affecting Centrelink payments for families.

Contact your local public health unit prior to data entry for advice on how to interpret and enter overseas immunisation data.

Slide 5

There are a number of helpful resources available that can assist with interpreting overseas immunisation information.

The World Health Organization provides an online tool which lists international immunisation schedules including antigens and their description. This can assist with identifying catch-up schedules for children from overseas where no health record is available.

To access this tool, type ‘who immunisation schedule by country’ into your web browser.

Click on the WHO link on the top that begins with ‘apps’ and finishes with ‘schedules’ to ensure you access the correct webpage.

Bookmark this webpage so you can find it easily next time.

Slide 6

To use this tool, select the country of interest from the ‘Countries list’. Click on ‘Select all vaccines’ and then click on ‘OK’.

Slide 7

A vaccination schedule for the chosen country is displayed which assists you in interpreting overseas immunisation information.

Slide 8

The US Centers for Disease Control and Prevention (CDC) provides a guide to foreign immunisation language terms.

It includes tables listing terms for vaccine-preventable diseases, vaccines and other items that might be found on an immunisation record (by language). It also includes names of specific vaccines that are used, or have been used internationally, along with the manufacturer and country or region (where known). This information can help with translating immunisation documents from other countries.

To download the guide, type ‘cdc foreign products table’ into your web browser. Click on the pdf link that contains ‘Vaccines Foreign Language Terms’ in the link title.

Slide 9

Select the option ‘Identify Individual’ from the main menu and either enter the Medicare and Reference numbers, or an individual’s surname, first name and date of birth. Then click ‘Search’.

For more detailed instructions on how to find an individual’s record, watch video 4.

Slide 10

If the individual’s record is found, the individual’s details are displayed including full name, date of birth and address.

Check if the person’s details are correct.

Any amendments to details such as individual’s name, address or date of birth must be notified to Medicare on 132 011 by the individual or the parent of the child.

Slide 11

Click on ‘Record Encounter’ in the left-hand menu.

Under the heading ‘New Encounter’ select from the first drop-down list ‘This encounter was performed overseas’.

For individuals under 20 years of age, select ‘Other’ in the schedule drop-down list.

Then type in the date of when the vaccination was given in the date format shown. You can also choose a date by clicking on the calendar icon to the right.

Select or type in a vaccine or antigen name in the field below. Then select the correct dose number.
Remember, it is important to be aware of:

  • the correct vaccine name or antigen
  • all antigens in combination vaccines
  • dose numbers; and
  • intervals between doses.

If the vaccine brand is unknown, for example, if an individual has evidence of MMR vaccination but the vaccine name is unavailable, choose the option ‘Generic MMR’ in the drop-down list.

Slide 12

If you need to add another vaccine, click on the ‘Plus’ button.

Once all the encounter details have been entered click on ‘Add’.

Slide 13

For individuals over 20 years of age you need to type in the date of when the vaccination was given in the date format shown.

Tick the box if this date of service applies for all vaccinations that you are about to enter.

Select or type in a vaccine or antigen name in the field below.

Again, it is very important to select the correct vaccine and to be aware of what antigens are in a particular vaccine.

Slide 14

If you need to add another vaccine, click on the ‘Plus’ button.

Once all the encounter details have been entered click on ‘Add’.

Slide 15

After selecting ‘Add’, you will be directed to this submission page. Select ‘Submit’ to submit the vaccination encounter to AIR.

You can edit or remove the encounter details entered before clicking ‘Submit’.

Edit the encounter details by selecting the pencil icon.

Delete the encounter details by selecting the bin icon which is located next to the pencil icon.

Slide 16

After clicking ‘Submit’, you will see a confirmation on the screen with the claim ID.

The claim ID is confirmation that your information has been successfully transmitted, not that it has been accepted by AIR.

The immunisation data will appear on the ‘Individual details’ screen within 10 minutes and will show as ‘Accepted’ under the ‘Status’ column – this indicates that it has been accepted.

If the ‘Status’ column shows ‘Partially processed’ with a ‘Reason code’ it means that the data is pending further clarification. You may be able to update the information and resolve the issue yourself by going to the ‘Update Encounter’ menu option on the left and clicking on the pencil icon under the ‘Action’ column.

Or you may need to contact the AIR general enquiries line on 1800 653 809.

Slide 17

Remember, you can also call the AIR internet helpdesk on 1300 650 039 if you require any further assistance with AIR’s secure site.

Slide 18

Or call the AIR general enquiries line on 1800 653 809 if you have queries about individual records.

Slide 19

There are also AIR education resources available on the Department of Human Services website.

Visit www.humanservices.gov.au and type in ‘air education’ into the search field. Click on the first link ‘Australian Immunisation Register education for vaccination providers’ to access these resources.

Slide 20

Click here to download the immunisation data guide.

Return to How to use AIR main video menu

How to request reports

View the video below, or download the PDF version

Transcript: How to request reports

Slide 1

Welcome to this training video which shows staff working in general practice how to request reports from the Australian Immunisation Register (in short, AIR).

Slide 2

This video is part of a series developed by Queensland Health.

The series of training videos is designed to help GPs and their practice staff in Queensland understand how to use AIR.

To watch any of the AIR training videos, visit using AIR

Slide 3

This video complements the immunisation data guide developed by Queensland Health for immunisation providers. The guide provides more detail about reporting immunisation records and how to use AIR.

Visit www.health.qld.gov.au and type ‘immunisation data guide’ into the search field.

Click on the link to download a PDF and print a copy of the guide.

Slide 4

The Department of Human Services website provides a list of reports available from the AIR site.

Go to www.humanservices.gov.au and type ‘air reports’ into the search field.

Click on the first link ‘Reports available on the AIR site’.

Note, not all types of reports are available to all providers. Access to reports is based on your provider type which is set up when the provider registers with Medicare or AIR.

If you need further information, call the AIR internet helpdesk on 1300 650 039.

Slide 5

On the AIR main menu, select the ‘Reports Menu’, then ‘Request a Report’.

Slide 6

On the next screen, a list of reports will be available for selection.

General practices usually can choose from a number of AIR reports as shown here.

Once a selection is made, such as the ‘AIR 10A – Due/Overdue Immunisation Practice Report’, click on ‘Request Report’.

Slide 7

On the ‘Request New Report’ screen, select the purpose for which the information is intended. This is for statistical purposes only.

Choose the appropriate response or responses and click ‘OK’.

Slide 8

On the next screen, complete the details for each of the report fields. This information sets the parameters for the report request. This includes:

  1. ‘Name of Report’ – you can choose a name for the report which will make it easily identifiable in the list of reports available for download
  2. Chose the ‘Frequency of Report’
  3. Chose the ‘Report End Date’ – This is not required if ‘once only’ frequency is chosen; but it is recommended to enter an end date to allow for automatic generation of a monthly or quarterly report.
  4. Choose the ‘Output of Report’ from either comma separated (CSV format) or printable version. CSV stands for Comma Separated Value and is a file format which separates the information using commas. The information can be viewed in a database or spreadsheet application.
  5. Enter your Practice Incentives Program (or PIP) practice ID.
  6. Enter the ‘Medicare Benefits Schedule (or MBS) Service Period’ by making a selection from the drop-down menu.
  7. Tick the ‘Immunisation status’ of the individuals you wish to include in the report.
  8. Select ‘All Diseases’ at the ‘Overdue by Diseases’ drop-down menu.
  9. Then select from either a ‘Birth Date Range’ or an ‘Age Range’.
  10. Include individuals where ‘natural immunity’ and ‘medical contraindication’ has been recorded by ticking the relevant boxes. Click ‘OK’.

Slide 9

At the next screen select which details you want included in the report.

The reports will be displayed in the ‘View Reports’ page once they have been produced. An email will be sent to the email address listed in the provider details section when the report is available.

It will take approximately 15 to 30 minutes until they are ready for download.

Then select ‘Send Report Request’.

A message relating to the report request will appear on the screen stating that the request for the report has been successfully submitted.

Slide 10

To download reports, go to the ‘Reports Menu’ and select ‘View Reports’.

Slide 11

On the next screen, a list of requested reports will appear. Tick the appropriate reports and select ‘View/Download Report’.

Then select ‘Download’.

A pop-up box will appear asking for the file to be saved, follow the prompts. The reports will be in a zipped folder.

Slide 12

You can also modify reports which have not yet been produced. Go to ‘Modify Reports’, tick the relevant report that you’ve previously requested and select ‘Modify/Complete Report’.

You are then able to change the details you want included in the report.

Slide 13

Remember, you can call the AIR internet helpdesk on 1300 650 039 if you require any further assistance with AIR’s secure site.

Slide 14

Or call the AIR general enquiries line on 1800 653 809 if you have queries about individual records.

Slide 15

There are also AIR education resources available on the Department of Human Services website.

Visit www.humanservices.gov.au and type in ‘air education’ into the search field. Click on the first link ‘Australian Immunisation Register education for vaccination providers’ to access these resources.

Slide 16

Click here to download the immunisation data guide.

Return to How to use AIR main video menu

How to reconcile your immunisation data with AIR

View the video below, or download the PDF version

Transcript: How to reconcile your immunisation data with AIR

Slide 1

Welcome to this training video which shows staff working in general practice how to reconcile their immunisation data with the Australian Immunisation Register (in short, AIR).

Slide 2

This video is part of a series developed by Queensland Health.

The series of training videos is designed to help GPs and their practice staff in Queensland understand how to use AIR.

To watch any of the AIR training videos, visit using AIR

Slide 3

This video complements the immunisation data guide developed by Queensland Health for immunisation providers. The guide provides more detail around immunisation records and data and how to use AIR.

Visit www.health.qld.gov.au and type ‘immunisation data guide’ into the search field.

Click on the link to download a PDF and print a version of the guide.

Slide 4

There are several methods for checking or reconciling the immunisation records held by a provider with those on AIR.

This video explains the following two options.

You can either:

  1. access AIR to view an individual’s immunisation history and check if all immunisations have been recorded OR
  2. request and download a ‘10A – Due/Overdue Immunisation Practice Report’ on AIR.

These checks are important: They can reduce the number of queries from parents about their child’s immunisation history and help identify problems with practice management software that can potentially block transmission.

They also ensure the practice receives the correct immunisation-related practice incentive payments.

Slide 5

Option 1: View an individual’s immunisation history on AIR.

Log in to AIR and select the ‘Identify Individual’ option from the main menu.

Type in either the Medicare and Reference numbers, or an individual’s surname, first name and date of birth to locate their detailed immunisation history.

For more detailed instructions on how to find and interpret immunisation records, watch video 4.

Slide 6

Option 2: Request and download a ‘Due/Overdue practice report’ on AIR.

Those immunisation providers with a Practice Incentives Program (or PIP) number can request an ‘AIR 10A Due/Overdue Immunisation Practice Report’ from AIR.

This report identifies children who are considered overdue for any scheduled immunisation.

Use this report to check against your practice records and report any discrepancies or errors to AIR via the secure email on the AIR site or call the AIR general enquiries line on 1800 653 809.

If you are the immunisation provider who entered the encounter details in the first place, you are able to amend the details directly on AIR. This is indicated by the pencil icon next to a record.Slide 6

Slide 7

Note, if Centrelink payments or childcare enrolments are affected call AIR on 1800 653 809 and report amended vaccination details.

You should always check AIR no less than 24 hours later to ensure the record has been amended accordingly.

Remember, any amendments to details such as individual’s name, address or date of birth must be notified to Medicare on 132 011 by the individual or the parent of the child.

Slide 8

Log in to AIR and select the ‘Report Menu’ option from the main menu.

Select ‘Request a Report’, then select ‘AIR 10A Due/Overdue Immunisation Practice Report’. Confirm by clicking on ‘Request Report’.

Follow the prompts on the next screens for requesting the report, then click ‘Send Report Request’.

The report is usually available for download approximately 15 to 30 minutes after the request is submitted by clicking on ‘View Reports’.

Video 9 shows in more detail how to request and download AIR reports.

Videos 5 and 6 provide more detail on how to amend records.

Slide 9

Remember, you can call the AIR internet helpdesk on 1300 650 039 if you require any further assistance with AIR’s secure site.

Slide 10

Or call the AIR general enquiries line on 1800 653 809 if you have queries about individual records.

Slide 11

There are also AIR education resources available on the Department of Human Services website.

Visit www.humanservices.gov.au and type in ‘air education’ into the search field. Click on the first link ‘Australian Immunisation Register education for vaccination providers’ to access these resources.

Slide 12

Click here to download the immunisation data guide.

Return to How to use AIR main video menu

Last updated: 17 August 2018