Shot Records

NanaPoo · May 9, 2017

I get audited by my county dept of health in late Sept or early Oct. If a student is found to be missing a vaccine (or vaccines) they will be removed from school on a certain date soon after that. So, I basically audit my student files every August, find the students with missing vaccines, and email those parents the exact same info that the DOH gave me. "Your LD is missing these vaccines:_______. You need to get them to me by (10 days before they're really due) to avoid having your LD removed from school."

Most parents get them in quickly then I resend the email to the stragglers weekly until I get them all in. I do usually have to chase down one last parent on the last day.

OyWithThePoodles, RN · May 9, 2017

Actually, they can. Many are still reluctant to, though. 517-Does HIPAA allow a health care provider to disclose PHI about a student to a school nurse | HHS.gov

I called our states immunization registry board at the beginning of the year because a doctors office was refusing to give info and my boss said they had to. The director told me that they in fact do not have to, that our laws changed a year ago but most offices didn't know. I will call parents on missing records. If the child is non-compliant with an immunization (like a hep b given too soon, or IPV given too soon, etc.) I will call the office to see if they have an additional dose listed and they will usually fax over no problem if they have had the vaccine. If for some reason they have not, I will call the parent to let them know that it needs to be updated. They usually think I am crazy, because "Why would my doctors office give a shot too early?!". :sarcastic: Ugh.

And I think this is the part that most miss of that statement "and a parent, guardian, or other person acting in loco parentis has agreed to the disclosure. "

That there still has to be some sort of agreement made by the parent whether written or verbal to the doctors office. Which drives. me. nuts. If we are required by law to have this information, it should be that we can call for the information if we want.

Another think that irks me is that we have to hound parents for vision/dental/physical but since they cannot be excluded by law, there are no consequences if they don't turn it in.

grammy1 · May 9, 2017

We're lucky that our emergency cards have a sentence in it that all pertinent health information may be shared with school personnel. It also gives us permission to give health information to physicians, ER, and ambulance crews.

KKEGS, MSN, RN · May 9, 2017

I did call doctor's offices at our middle school because I started the year with 70 students who were not compliant. We give the kids a 6 week grace period until we start excluding. I email or call and send a letter home to let them know what shots their child is missing. If I still cannot get the records then starting the week of exclusion my health aide and I will start calling clinics if they are listed in our students file. Otherwise my principal has to call all of the parents on exclusion day and the main office would be full to overflowing with kids needing to be picked up. I do find it annoying to track down records myself but I just tell myself I'm doing it for the kids, not their parents. I don't like to see kids kicked out because of something their parent failed to take care of. I also don't want kids having to just sit in the office all day because their parent can't or won't come pick them up.

kidzcare · May 9, 2017

I I don't like to see kids kicked out because of something their parent failed to take care of. I also don't want kids having to just sit in the office all day because their parent can't or won't come pick them up.

Yes. This.

Kids being punished and possibly embarrassed because their parents could not be responsible.

NutmeggeRN, BSN · May 10, 2017

I don't like to see kids kicked out because of something their parent failed to take care of. I also don't want kids having to just sit in the office all day because their parent can't or won't come pick them up.

Nobody does, but it is not fair to expose those who are at risk. And I have several who have no immunizations. 1 for medical and the rest religious. I have a few days before school starts to review incoming files and I will start with emails and phone calls then, with a specific date of exclusion, and have the principal cc'd. I love having a digital trail!

ArryOtter · May 10, 2017

I don't like to see kids kicked out because of something their parent failed to take care of. I also don't want kids having to just sit in the office all day because their parent can't or won't come pick them up.

It's not something I enjoy to do, but as a special needs school with a medically intensive classroom and severely immunocompromised kids, it weighs on me. this is something important and necessary. I don't mind helping out occasionally, but when you have to chase down parents/doctors offices weekly it does get a little... frustrating.

Dperez0113 · May 10, 2017

For delinquent kiddos that are a week out and no cal or call back from them... we send withdrawal forms home.

That usually lights a fire (you know where)

Nurse in MT · May 10, 2017

Actually, they can. Many are still reluctant to, though. 517-Does HIPAA allow a health care provider to disclose PHI about a student to a school nurse | HHS.gov

I had no idea... Thank you for putting a learnin' on me. :)

icepak · May 10, 2017

Only as a last resort. Just went to a conference from the PA Department of Health and they said we do NOT need permission to obtain this info from the doctor's office. It is not covered under HIPPA because it is a provider to provider call. We are excluding starting next year as we recently had major changes in regulations in PA.

Amethya · May 11, 2017

I contact mother, if no response from them EVEN after letter after letter, I call the doctor's office if I have their number and I ask them. Sometimes, they tell me no and they need to ask the parent's permission, but most of the time I do get an yes and I get it sent to me.