Flu Vaccination – record keeping and data requirements

Flu Vaccination – record keeping and data requirements

The national Flu Vaccination Record and Consent Form should be used to maintain a clinical record for the Flu Vaccination Service and to record patient consent.

Flu Vaccination Record and Consent Form 2017/18 (Word)

Flu Vaccination Record and Consent Form 2017/18 (PDF)

If a community pharmacy contractor has access to an IT system which allows capture of the data elements within the Flu Vaccination Record and Consent Form, this can be used to maintain the clinical record for the service, but a printed version of the form will need to be produced from the system to allow the patient’s consent to be recorded in writing.

Relevant information from the national Flu Vaccination Record and Consent Form may, on request, be shared with NHS England and the NHS BSA for the purpose of post payment verification.


IT support for the service

It has not been possible for NHS England to put in place a national IT solution to support provision of the service and electronic notification of GP practices of vaccination of their patients. However in many areas LPCs and local NHS England teams have been able to arrange IT support for the service. Contact your LPC to find out whether that is the case in your area.

Where IT support is not available, contractors will instead be able to use a paper-based record keeping system.

Frequently asked questions

Q. How will I record and claim payment for vaccinations I have administered?
National paperwork has been developed to allow the recording of patient consent, the clinical record of vaccination and notification of the patient’s GP practice of the administration of the vaccine. If IT systems are available that allow the notification of a patient’s GP practice to take place electronically, these may be used. Payment claims will be made using a form which will be sent to the NHS BSA.

Q. Is there national paperwork/forms for the service?
Yes. National paperwork has been developed to allow the recording of patient consent, the clinical record of vaccination and notification of the patient’s GP practice of the administration of the vaccine.

Q. Must patient consent be recorded in writing?
Yes. The national record and consent form must be completed and then the patient must sign this. A record of the consent may also be maintained on an electronic record, for example, within the Sonar or PharmOutcomes systems, if such a system is available in your pharmacy. Such systems may allow you to print out a completed copy of the record and consent form for the patient to sign.

Q. How long should Flu Vaccination Record and Consent Forms be retained by the pharmacy?
NHS England has advised that consent forms should be retained for an appropriate period of time. As contractors are the data controller it is for each contractor to determine what the appropriate length of time is. However, Specialist Pharmacy Service has published a document called Retention of Pharmacy Records, which recommends that all patient consent forms relating to any Advanced Service or Enhanced Service are kept for six complete tax years.

Q. Will we need to report vaccinations to GPs or to a national reporting system or both?
National paperwork has been developed to allow the notification of the patient’s GP practice of the administration of the vaccine. If IT systems are available that allow the notification of a patient’s GP practice to take place electronically, these may be used. Notifying the patient’s GP practice is an important service requirement, as is the case for locally commissioned vaccination services.

Q. If a web-based platform such as Sonar or PharmOutcomes is available in my area for the Flu Vaccination Service, do I have to use it?
PSNC would strongly encourage the use of web-based platforms, such as Sonar or PharmOutcomes if they are available in your area as this means that the local NHS England team and/or the LPC will be able to access local data to monitor uptake of the service. It also means the GP notification form can be sent electronically, taking away the need to print out a GP notification form and deliver or fax to the GP surgery.

Q. Will NHS England provide IT support for recording and claiming for provision of the service?
No national IT support will be provided by NHS England to support provision of the service. Many local NHS England teams have got or are putting in place IT support for the service. If at a local level IT systems are available that allow the notification of a patient’s GP practice to take place electronically, these may be used.

Q. What records should I make if a patient has an adverse reaction to a vaccine?
A record of any adverse reaction from a flu vaccine and any treatment administered or advised should be made by the pharmacy. Where the adverse reaction is deemed to be clinically significant by the pharmacist, this information may also be shared with the patient’s GP (subject to the patient consenting to this). Pharmacists may also wish to consider reporting adverse reactions via the Yellow Card scheme.

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