Help using AIR online for health professionals

Learn how to record encounters, medical exemptions and update vaccine details on the AIR.

Submit immunisation information

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

You can access the AIR through:

Read more about submitting immunisation information 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 a match is found, the Individual details page will display due details for vaccinations due as well as immunisation details.

Tip: A double upward arrow in the Immunisation Details banner indicates there’s information such as immunisation history, medical contraindication or natural immunity. Click anywhere in the banner to expand and view this information.

If a match isn’t found, you should:

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

If a match still isn’t found, you can create a new record by clicking the Record Encounter button.

Once you have identified the individual, 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 a patient in the AIR. 

The Record Encounter page will display the options listed below for you to choose.

New Encounter

Who performed this immunisation encounter?

Click in the field and select one of the following drop down options:

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

Practice Location

If I performed this encounter is selected, you can select the practice locations associated with your account from a drop down list.

Schedule

This field is pre-populated with the due schedule. Select from the drop down menu to change it.

Date of Service

This is the date your patient had the vaccination. For individuals aged under 20 years, the system assumes the vaccinations were all given on the same date and applies that date to all encounters.

This Date of Service

This applies for all encounters. It is a checkbox beside the date of service field only for patients over 20 years of age. It automatically records the same date of service for each vaccination encounter. Click on the box to remove the tick and record the date of service for each vaccination separately

Tip: Fields with a red asterisk indicate mandatory information.

Encounter Details

Vaccine or brand

Up to 3 National Immunisation Program (NIP) schedule vaccinations can be entered and up to 5 non-NIP vaccinations.

  • Select vaccines from an alphabetised drop down list or start typing and have the field auto-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 click the Add button to record the vaccination encounter. Record encounter details will display.
  • If you need to add another vaccination encounter, click the Add Another button.
  • If you identify an error, click on the pencil icon to change the vaccination details and click Update, or use the rubbish bin icon to delete and click Remove to complete the action.
  • If the vaccination encounter details are correct click Submit. You’ll be redirected to a page confirming you’ve successfully transmitted the encounter and you’ll get a Claim ID.

Update Encounter

To update a patient’s immunisation history:

  • Select Update Encounter from the left hand menu.
  • Select the immunisation you want to change by clicking the pencil icon under the Action column. The pencil will not display for any vaccines that have already been paid or were given by another provider. If you need to update this information, contact the AIR.
  • A pop-up titled Edit Encounter will appear. Information you can edit will include date of service, schedule or dose number and vaccine brand.
  • When you’ve made your edits, click Update to submit or Cancel to abandon the changes. After making changes, click Save to record the update to the individual’s record.

Record medical contraindication

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

  • general practitioners
  • paediatricians
  • public health physicians
  • infectious diseases physicians
  • clinical immunologists

Recording a medical contraindication

First identify the individual and then select Medical Contraindication from the left hand menu. You’ll see a message that exemptions must be in accordance with the Australian Immunisation Handbook. The message also has a link to the Australian Immunisation Register - Immunisation medical exemption form (IM011) 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 - this is automatically populated with today’s date and can’t be changed
  • End date - if you’ve indicated the exemption is temporary, you’ll need to enter an end date
  • Reason for the exemption 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 selected

Click Add to submit the medical contraindication or Cancel to abandon the action. When you’ve clicked 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 go through this process for every vaccine or brand you want to report a medical contraindication for.

Record natural immunity

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

  • general practitioners
  • paediatricians
  • public health physicians
  • infectious diseases physicians
  • clinical immunologists

To record a natural immunity, you must first 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 (IM011) 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 - this is automatically pre-populated with today’s date and can’t be changed
  • Laboratory Testing Date or the Physician Based Clinical Diagnosis Date

Click Add to submit the natural immunity or Cancel to abandon the action. When you've clicked 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 go through this process for every disease you want to report a natural immunity for.

Page last updated: 4 September 2017