Hello Purple Scrubs
I have not trained anyone with shot records. When families come in the office staff gets that glazed over, deer in the headlights look with a hint of "I don't know nothing about no shot records." Kidding aside, I agree with you. Even for those of us that deal with it everyday it is tricky. To expect them to do it with is asking a bit much. Or at least without mistakes is a bit much. There are so many variables. The 'if thens', as far as how old they are when the injection was administered. The different names of the vaccines. The combined vaccines. We all know from experience that the doctors even miss them. I had a kiddo with a computer generated shot record from the doctor that appeared to have all of his DPT shots. There were 4 four dates but two were the same date. I called and checked and there was no separate fourth date he had only received 3. His records appeared to be complete for a long time when they in fact were not. It can be complicated. If I were having to train them though I would start with each age and what they must have. Then address each little exception. Ex. DPT -5 doses . With one after 4th birthday. However,4 doses if 1 after 4th birthday etc. Then give them the lowdown on the aliases these vaccines can go by and what they all can contain. Proquad, Pediatrix, your combos if you will. I'm not sure what state you are in, but Texas has a nice chart this year for the immunization requirements. Get your states version and see if that would be helpful. My counties health department is very supportive. I'd get their number and give it to my office staff. TDH nurse ROSA was always very patient and helpful. Thank goodness.
If you can let the folks that are requiring you to train the office staff know that they can do the best that they can to try and muddle through but you will have to check when at you earliest convenience to make sure it o.k. until they are confident and you are confident in them. Please do not think that I do not believe that they can't grasp this task. However, when I say muddle it is because sometimes I have to muddle through C.S.I. style with 5 different shot records, from three different clinics, one from a school, and the one in Spanish from Mexico that looks like it has been folded no less than 57 times and been through the washing machine. Dried too.
I know this was long winded, but this is where I would start and see how it goes.
One last thing. Does your regions service center offer any courses on immunization requirements that might be helpful for the office staff. If not them perhaps the heath department. Those ideas might be an option.
Let me know what happens.
Hang in there.