Help using AIR online for health professionals

Learn how to use the AIR to get immunisation history statements and record encounters, catch-up schedules and exemptions.

Submit immunisation information

Only recognised vaccination providers can submit immunisation information to the AIR.

You can record information on the AIR through:

The AIR site assesses the information you submit in real time. Submitted details will display immediately on an individual’s AIR record.

This is useful for individuals who need an up-to-date Immunisation History Statement for school, child care or work.

Read more about registering and requesting access to the AIR.

Identify individual

Use the Identify Individual option in the left hand menu to search for an individual on the AIR. You can enter a combination of the following fields:

  • Medicare number and Individual Reference Number (IRN)
  • Medicare number, surname and first name
  • surname, first name and date of birth
  • surname, first name, date of birth and postcode

If the AIR finds a match, the Individual details page will display details for vaccinations due as well as immunisation details.

Tip: A double upward arrow in the Immunisation Details banner indicates there’s more information. This can include an immunisation history, medical contraindication or natural immunity. Select anywhere in the banner to expand and view the information.

If the AIR can't find a match, you should:

  • check you’ve entered the correct details
  • add further details in each field if required, and
  • select search again

If the AIR still can't find a match, you can create a new record. Select the Record Encounter button in the right hand corner. Check the AIR site carefully for an existing AIR record before you create a new record. This prevents duplicate records.

Once you identify the individual or create a new record, you can record an encounter or update a previous encounter. To do this select the Record Encounter or Update Encounter options in the left hand menu.

Record encounter

Use the Record Encounter option in the left hand menu to record a vaccination encounter for an individual in the AIR.

The Record Encounter page will display the options listed below:

New Encounter

Who performed this immunisation encounter?

Select the field and choose 1 of the following drop down options:

  • if you’re the vaccination provider, select I performed this encounter
  • if you’re reporting vaccinations given by another vaccination provider in Australia, select Another provider performed this encounter in Australia, or
  • if the vaccination was given overseas, select This encounter was performed overseas

Practice Location

If you select I performed this encounter, you can choose the practice locations associated with your provider number from a drop down list.

Note: if you only have 1 current location, you won’t need to select a practice location. The system automatically records immunisations against your current location.

Schedule

This field is entered automatically with the next due schedule. Select from the drop down menu to change it. To record vaccines that aren’t part of the National Immunisation Program (NIP) schedule (such as flu vaccines), select the ‘Other’ option from the drop down menu. You can search for the vaccine in the ‘Vaccine/Brand’ field.

Note: You can select vaccines from a drop down menu or enter the vaccine name or antigen. The AIR site can also suggest similar vaccines.

Date of Service

This is the date the individual received the vaccination. For individuals aged under 20 years, the system assumes the vaccinations were given on the same date. It applies that date to all encounters.

This Date of Service applies for all episodes

This is a checkbox beside the date of service field, only for individuals over 20 years. It automatically records the same date of service for each vaccination encounter. Select the box to remove the tick and record the date of service for each vaccination separately.

Tip: Fields with a red asterisk are mandatory.

Encounter Details

Vaccine or brand

You can enter up to 3 NIP schedule vaccinations and 5 non-NIP vaccinations for each encounter.

Select vaccines from the drop down list or start typing and the field will suggest similar vaccines. Once the vaccines or brands are selected, a list of antigens will display beneath the vaccine.

When you’ve selected the vaccines or brands select the Add button to record the vaccination encounter. Recorded encounter details will display.

If you need to add another vaccination encounter, select the Add Another button.

If you identify an error, use the pencil icon to change the vaccination details and select Update, or use the rubbish bin icon to delete and select Remove to complete the action.

If the vaccination encounter details are correct select Submit.

The AIR will redirect you to a page confirming you’ve successfully sent us information about the encounter. It will give you a Claim ID.

If the AIR needs to clarify the vaccine information you’ve entered, the AIR will redirect you to the Confirmation Required page. Each encounter that has a conflict will show a status message.

The following status messages may display:

  • Ready, schedule/dose adjusted’ – this shows when AIR adjusts the dose value automatically to continue in a sequential value. You don’t need to adjust it again.
  • Action/Confirmation required’ – this shows when the AIR partially processes an episode and you need to take further action. A reason code also displays. Select the reason code for more detail. Possible reasons are that a duplicate antigen dose was already given, or the vaccine was given outside of the recommended age. The AIR will still accept these vaccines if you don’t take action, but we may need to contact you for more information.
  • Rejected, Amendment/Deletion required’ – this message tells you that the AIR will reject the encounter. You have the option to amend or delete the encounter.

When you’ve made your edits, select Confirm to submit or Remove to abandon the changes. After you’ve made changes, the AIR will redirect you to a page. It will confirm you’ve successfully transmitted the encounter and you’ll get a Claim ID.

Update encounter

To update an individual’s immunisation history:

  • select Update Encounter from the left hand menu
  • select the immunisation you want to change by selecting the pencil icon under the Action column. The pencil won't display for any vaccines that were given by another provider or if you've already received a payment for them. If you need to update this information, contact the AIR
  • an Edit Encounter pop-up will show. Information you can edit includes date of service, schedule or dose number and vaccine brand

When you’ve made your edits, select Update to submit or Cancel to abandon the changes. After making changes, select Save to record the update to the individual’s record.

This function is only available if you submitted the original encounter and have not been paid a vaccination provider information payment for the encounter.

Record a planned catch up for overdue vaccines

You can notify the AIR that an individual under 20 years of age is on a planned catch up for overdue vaccines. If you record a planned catch up on the AIR, we consider that individual is up-to-date for a period of 6 months. This means they remain eligible for certain family assistance payments.

However, their AIR immunisation status will remain ‘not up to date’ until all scheduled catch up vaccinations are recorded.

Note: only 1 planned catch up for overdue vaccines can ever be recorded for an individual. Read more on the Australian Immunisation Register immunisation history form.

To record a Planned Catch up for overdue vaccines:

Identify the individual. This tick box and message will show on the Individual Details page:

If you have organised to commence the individual on a catch up schedule for any overdue vaccines you were unable to administer today, tick this box. Please follow up to ensure they return for the planned vaccination as only one catch up schedule can ever be recorded per individual. This section may be used to support testing of natural immunity or when ordering in additional required vaccines.

You should not tick this box if:

  • you have vaccinated the individual and they are no longer overdue for any vaccines, or
  • you feel the parent/guardian does not intend to vaccinate the individual

If you want to proceed with recording the planned catch up, select the check box and select Save. The page will update to show the individual is on a planned catch up and the date it expires.

If an individual already has a Planned Catch up recorded, you won’t see the option to record a planned catch up. The expiry date for the existing Planned Catch up will display.

Record medical contraindication

Under the Australian Immunisation Register Act 2015, the following providers can record a medical contraindication:

  • general practitioners - defined by the Health Insurance Act 1973 as fellows of the Royal Australian College of General Practitioners, fellows of the Australian College of Rural and Remote Medicine, or on Medicare’s Vocational Register of General Practitioners
  • general practice registrars on an approved 3GA training placement
  • paediatricians
  • public health physicians
  • infectious diseases physicians
  • clinical immunologists

Recording a medical contraindication

Identify the individual and then select Medical Contraindication from the left hand menu.

You’ll see a message that medical exemptions must be in accordance with the Australian Immunisation Handbook. The message also links to the Australian Immunisation Register - Immunisation medical exemption form for more information.

Complete the following information fields:

  • Practice Location
  • Vaccine or Brand
  • Type - you need to indicate if the exemption is permanent or temporary
  • Start Date - today’s date is automatically entered and can’t be changed
  • End Date - if you’ve said the exemption is temporary, you’ll need to enter an end date
  • Reason (from the drop down list) - you must choose a reason for both temporary and permanent exemptions. Different reasons for exemption will appear depending on the options you select

Select Add to submit the medical contraindication or Cancel to abandon the action. When you select Add, the submission screen will appear. You can choose:

  • Add Another
  • Edit or Delete, or
  • Submit the medical contraindication to the AIR

You can only record medical contraindications for 1 vaccine or brand at a time. You’ll need to repeat this process for every vaccine or brand you want to report a medical contraindication for.

Note: if you only have 1 current location, you won’t need to select a Practice Location. The system automatically records medical contraindications against your current location.

Record a natural immunity

Under the Australian Immunisation Register Act 2015, the following providers can record a natural immunity:

  • general practitioners – defined by the Health Insurance Act 1973 as fellows of the Royal Australian College of General Practitioners, fellows of the Australian College of Rural and Remote Medicine, or on Medicare’s Vocational Register of General Practitioners
  • general practice registrars on an approved 3GA training placement
  • paediatricians
  • public health physicians
  • infectious diseases physicians
  • clinical immunologists

To record a natural immunity, identify the individual and then select Natural Immunity from the left hand menu.

You’ll see a message stating that exemption on the basis of natural immunity is only valid if immunity is confirmed for all antigens in a vaccine. This message also has a link to Australian Immunisation Register - Immunisation medical exemption form for more information.

Complete the following fields to continue to record the natural immunity:

  • Practice Location
  • Disease - select the disease from the drop down list
  • Notification Date - today’s date is automatically entered and can’t be changed
  • Laboratory Testing Date or the Physician Based Clinical Diagnosis Date

Select Add to submit the natural immunity or Cancel to abandon the action. When you've selected Add the submission screen will appear.

You can choose to:

  • Add another
  • Edit or Delete the natural immunity, or
  • Submit the natural immunity to the AIR

You can only record natural immunities for 1 disease at a time. You’ll need to repeat this process for every disease you want to record a natural immunity for.

Note: if you only have 1 current location, you won’t need to select a Practice Location. The system automatically records natural immunities against your current location.

Print an Immunisation History Statement

To print an Immunisation History Statement:

  • identify the individual and select anywhere in the Immunisation history banner to expand the individual’s immunisation history
  • check the immunisation history is correct
  • select Immunisation History Statement (the green box) to open the statement as a PDF document you can print

To download an Immunisation History Statement:

  • hover over the Immunisation History Statement box
  • select the message, ‘Please click here to download this individual’s Immunisation History Statement.’

To correct information on the individual’s record select Record Encounter or Update Encounter.

Page last updated: 6 September 2018