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:

Search/Add (for users with View privileges, the link is Search)
Search Results
Demographics

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:

Demographics (public and private)
Vaccinations (public and private)

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.

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:

Percent (%) - Useful when you are unsure how a name is spelled. The percent sign is used to indicate multiple letters. (Example: Use Jan% in the First Name field and click Search to locate all first names that begin with Jan.)
Underscore (_) - Useful when you are unsure how a name is spelled, but know it is a single letter. (Example: If you do not know whether the first name is Diane or Diana, enter Dian_ in the First Name field.)

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.