ALERT IIS Training

Trainings and Tipsheets

To access and use the ALERT IIS system, you must be associated with an organization that has an established ALERT IIS profile and take the appropriate trainings.

If your organization is new to ALERT IIS, the organization will need to enroll first.
If you are new to ALERT IIS, please go to the enrollment page for more information on how to sign up for ALERT IIS access.

User Specific Trainings

Schools and Child Care

Live Webinars (Zoom) & On Demand Webinar (YouTube Video)

These trainings are for school staff and child care providers to learn about the immunization requirements and how to do the annual immunization reports. The trainings covers:

Who is required to report?
What records are required?
How to review records, including a training on the ALERT Immunization Information System?
How to fill out the immunization reports?

On Demand Training (Video)

This training is designed for school staff and staff that work in child care centers, preschools and head start programs. The topics covered include how to login and search for a child's record, how to create lists of students and reports.

School / Child Care Tipsheet (PDF)

This tipsheet is for schools and child care facilities that need help with ALERT IIS.

Query Only

Required Training Handout (PDF)

For use in a clinical setting, the Query-Only User role allows view-only access to patient immunization history and immunization forecasting and access to print immunization records.

Find and view patient records
Print patient records

Reviewing Patient Records Tipsheet (PDF)

This Tipsheet describes how to interpret a patient's immunization record.

Standard User

On Demand Webinar (YouTube Videos)

This is the most commonly used role in the medical clinic setting.

Module 1: Accessing ALERT IIS and quick start to vaccine inventory transfer (18:48)
Module 2: Patient vaccine history and recommendation schedule (22:58)
Module 3: Add new and update immunization information to patient's record (7:53)
Module 4: Generate immunization record reports, add new patient, and manage patient record (6:38)

Standard User Quiz.

Super User

Standard User
Super User

Live Webinar (Adobe Connect)

This training covers managing user access, resetting passwords and providing administrative and technical support for other users. Super User training is offered twice a month by live webinar.

COVID-19 & Flu

COVID-19

Standard User
Super User

Live COVID-19 Vaccine Office Hours, Mondays, 12:00pm - 1:00pm

Are you a provider with questions about administering the COVID-19 vaccine? At each office hour session, an immunization staff member will provide a brief update and take provider questions (they may not have an immediate answer; thanks in advance for your patience). Contact the VFC Help Desk with name of attendee and clinic/organization for log-in information.

COVID-specific Inventory Management Guide (PDF)

The purpose of this guide is to address the specific steps for managing COVID-19 vaccine inventory and administered COVID-19 vaccine doses in ALERT IIS. It is intended to supplement, not replace, the mandatory ALERT IIS Inventory training

COVID-19 Vaccine Ordering Process in ALERT IIS (PDF)

For COVID-19 vaccine, we will be using a “pull" system that gives control over vaccine orders and shipments to our registered providers. The system is based on the annual flu vaccine prebook and allocation process that is done every year in ALERT. This document will cover using that system to request and draw-down, or approve shipment, of COVID-19 vaccine.

Flu

Standard User
Super User

Prebooking Flu Vaccine using the Request Flu feature (PDF)

Beginning in January 2018, you will be able to prebook and manage all your flu vaccine requests in ALERT IIS. There are two new menu items, “request flu" and “manage flu," in the left-hand blue menu bar under the “Inventory" section

“Draw Down" Flu Vaccine in ALERT IIS (PDF)

Users in VFC-active clinics that prebooked VFC flu vaccine in ALERT IIS can control when and how much of the vaccine that has been allocated to them is shipped. This is done with a feature called “Draw Down" from the Vaccine Request Status screen.

How to Request Flu Vaccine when there are Two Seasons Open (PDF)

This guide shows users how to request flu for a specific season using the Event drop-down menu.

Inventory Management

Manage Inventory

Standard User
Super User

Live Webinar

The inventory webinar is an overview of the inventory process in ALERT IIS. This is the required training for standard users at VFC organizations that will be helping with inventory.

How to Manage Your Inventory (PDF)

The ALERT IIS inventory module allows users to manage their state-supplied and privately purchased vaccine inventory. This inventory module guide addresses the following topics:

Viewing inventory
Knowing when to reconcile your clinic's inventory
Submitting reconciled inventory counts prior to ordering
Viewing historical inventory counts
When ALERT inventory and inventory on hand don't match

Manually Add Inventory

Standard User
Super User

How to Manually Add Inventory (PDF)

New organizations will need to add current inventory and privately purchases inventory will need to be manually entered. This guide will walk you through the adding inventory form.

Manually inputting vaccine inventory
Manually adjusting vaccine inventory

Adjusting/Reconciling Inventory

Standard User
Super User

How to Manually Adjust Inventory (PDF)

The Modify Quantity screen in the IIS is used to reconcile your inventory. It ensures that inventory in the IIS actually matches what you have in your physical inventory count.

On Demand Inventory Deduction Training (Video)

Troubleshooting electronic inventory deduction

On Demand Inventory Borrowing Training (Video)

Troubleshooting electronic inventory borrowing

Interpreting the Options: Modify Quantity Screen (PDF)

Use this document as a quick reference for explaining all options in the Modify Quantity screen.

Ordering State-Supplied Vaccines

VFC/VAP
Standard User
Super User

How to Order Vaccine (PDF)

This Vaccine Ordering guide addresses the following subjects:

How to create a vaccine order in ALERT IIS
How to track an order
How to receive and accept an order into your inventory

Transfer State-Supplied Vaccines

VFC/VAP
Standard User
Super User

How to Transfer Vaccine (PDF)

ALERT IIS allows you to transfer vaccines between sites within your organization, or between two unrelated organizations. This vaccine transfers guide addresses the following subjects:

How to create a vaccine transfer
How to accept, reject or partially accept a vaccine transfer

ALERT Reports

Accountability Report

VFC/VAP
Super User

Measures a clinic's accountability for vaccine inventory; enables quick assessment of compliance with Oregon vaccine stewardship law; and shows at a glance how many doses reported as given to eligible patients, expired, spoiled, wasted, or transferred.

Recommended for clinic staff participating in the Vaccines for Children (VFC) program who are responsible for accuracy of reporting vaccine inventory lot numbers and VFC eligibility status on immunizations given to patients. The report can only be accessed by ALERT IIS Super Users, but report contents are useful for any staff managing VFC vaccine inventory in ALERT IIS.

How to Run the Vaccine Accountability Report (PDF)

Ad Hoc Report

Standard User
Super User

Can be tailored for a variety of uses including: managing your clinic's list of active patients, determining amounts of vaccine to order, tracking down data entry mistakes made when entering an immunization on a patient's record that prevented immunizations from deducting vaccine inventory in ALERT IIS.

Recommended for providers interested in improving their patient population immunization rates, Clinics participating in the VFC and AFIX programs, Coordinated Care Organizations (CCOs) and health system administrators wanting to meet performance measures by raising immunization coverage levels and reducing missed opportunities to vaccinate.

On Demand Inventory Deduction Training (Video)

Troubleshooting electronic inventory deduction

On Demand Inventory Borrowing Training (Video)

Troubleshooting electronic inventory borrowing

Ad Hoc Report Overview (PDF)

This tipsheet gives a quick overview of the items, factors and filters used to set up a custom report.

Ad Hoc Count Report (PDF)

Instructions for creating the Ad-Hoc Count Report to determine amounts of flu vaccine to prebook for flu season. Intended for clinics participating in the VFC program.

Ad Hoc List Report (PDF)

Instructions for managing your clinic's list of active patients. (A necessary step in conducting an effective reminder/recall immunization project.)

Assessment Report

Standard User
Super User

Assesses immunization rates, revealing patterns of missing and late vaccinations across a clinic's population. Patterns of missing and late vaccinations can help identify clinic practices that lead to lower immunization rates. Used in combination with the Benchmark report and Reminder/Recall report, the first report of three used to support immunization quality improvement work.

Recommended for providers interested in improving their patient population immunization rates, clinics participating in the VFC and AFIX programs, CCOs and Health system administrators wanting to meet performance measures by raising immunization coverage levels and reducing missed opportunities to vaccinate.

Running and Interpreting the Assessment Report (PDF)

Short, desktop reference with step-by-step instructions for running the report.

Benchmark Report

Standard User
Super User

Identifies patients that may not be up-to-date with their immunizations. Used in combination with the Assessment report and Reminder/Recall report, the second of three reports used to support immunization quality improvement work.

Running the Benchmark Report (PDF)

Short, desktop reference with step-by-step instructions for running the report.

Billing Report

Super User

How to Create Billing Reports in ALERT IIS (PDF)

Creating a Billable Vaccine Report (PDF)

Reminder/Recall Report

Standard User
Super User

Provides a list of patients that are due or overdue for a recommended vaccine. Reminder notices are created for patients that will soon be due for a particular immunization. Recall notices are created for patients that are currently overdue for a particular immunization. Used in combination with the Assessment and Benchmark reports, the third of three reports used to support immunization quality improvement work. Note: For best results, use the Ad Hoc report before running the Reminder/Recall report to update your active patients in ALERT IIS.

On Demand Training

Provides instructions for running the ALERT IIS Advanced reports including: Reminder/Recall, Benchmark and Assessment reports.

Running the Reminder / Recall Report (PDF)

Short, desktop reference with step-by-step instructions for running the report.

Statewide Recall Tipsheet (PDF)

On a monthly basis, ALERT IIS produces a Statewide Recall report including all 22-month-old children who are past the recommended date for immunizations. Part of the statewide recall process is giving medical providers an opportunity to review the patients on the recall list in order to update patient demographics and immunizations. We've created a tipsheet that provides a quick review of the process for opening the report.

Have Questions?

Please contact the ALERT IIS Helpdesk at:
alertiis@dhsoha.state.or.us
971-673-0275 (Portland metro area)
800-980-9431