Help using AIR online

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

From 31 August 2019:
  • if you work at a medical practice, the way you access the AIR site is changing
  • medical practitioners, midwives and nurse practitioners can only access the AIR site using PRODA

Submit immunisation information

You must be a recognised vaccination provider to submit immunisation information to the AIR.

Read more about how to register as a vaccination provider and how to access to the AIR.

You can record information on the AIR using:

When you submit information to the AIR for an individual it’ll instantly update their AIR record. This is useful for people who need their immunisation history statement for school, child care or work.

Identify individual

Use the Identify Individual option in the left hand menu to search for an individual.

If the individual is enrolled in Medicare, the quickest way to locate their AIR record is using their:

  • Medicare number and
  • Individual Reference Number (IRN).

If they aren’t enrolled in Medicare, look up the individual by entering:

  • surname
  • first name and
  • date of birth.

If the AIR finds a unique match, the Individual details page will display the individual's immunisation details.

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

  • check you’ve entered the details correctly
  • add a date of birth and/or postcode
  • select search again.

If the AIR still can't find a match, you can create a new record.

Select the Record Encounter button located on the bottom right hand corner.

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.

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

Record encounter

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

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 gave the vaccine/s to the individual, select I performed this encounter. If you work at 2 or more locations, you must select your relevant provider number from the drop down options. If you only work at 1 location, the AIR will automatically record the encounter against it.
  • If someone else gave the vaccine/s to the individual, select Another provider performed this encounter in Australia.
  • Select This encounter was performed overseas if the vaccination was given overseas.

Encounters given at a school

To record an encounter given at a school, select either I performed this encounter or Another provider performed this encounter in Australia.

Select This was performed at a school and enter the following information:

Schedule

When you record an encounter for someone under 20 years of age, the AIR will display the next vaccine due according to the National Immunisation Program (NIP) schedule and their immunisation history.

To change the schedule, you can select another schedule from the drop down menu.

The Adolescent schedule will only appear for individuals aged 10 to 20 years.

To record vaccines that aren’t part of the NIP schedule (such as flu vaccines), select Other from the drop down menu.

To record vaccines that aren’t part of the NIP schedule (such as flu vaccines), select Other from the drop down menu.

Tip: You can select vaccines from the drop down menu or enter the vaccine brand name or antigen. The AIR site also suggests vaccines that contain the same antigens.

Date of Service

Enter the date the individual received the vaccine.

Individuals under 20 years of age

The AIR assumes the vaccines were given on the same date and applies it to all episodes within the encounter.

Individuals aged 20 or older

The This Date of Service applies for all episodes checkbox is beside the date of service field. The AIR site will automatically check the box to record the same date for all episodes within the encounter.

You can uncheck the box if you need to record a separate date of service for each episode.

Tip: Fields with a red asterisk are mandatory.

Episode Details

Vaccine or brand

Select vaccines from the drop down menu or type the brand name for the AIR to suggest vaccines. Select Other from the drop down menu if you need to record an encounter performed overseas or a vaccine that isn’t part of a schedule.

If you don’t know the vaccine brand or it’s not listed, choose the ‘generic’ vaccine.

Once you’ve selected the vaccine, you’ll see a list of antigens in the vaccine.

Tip: You can enter up to 3 NIP schedule vaccines and 5 non-NIP vaccines for each encounter.
Batch Number

This field is optional, however we recommend you enter the Batch Number.

Dose

You must enter a Dose number for all episodes not part of a schedule.

When you’ve entered all the required details, select the Add button to record the vaccine. You’ll then see the recorded episode details.

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

If you make an error, use the pencil icon to change the details. Select Update, or select the rubbish bin icon to delete. Select Remove to complete the action. If the details are correct select Submit.

The AIR will redirect you to a page to confirm you’ve sent the encounter and give you a Claim ID.

If the AIR needs to clarify the information you’ve entered, you’ll be redirected to the Confirmation Required page which will show a status message.

These status messages may display:

  • Ready, schedule/dose adjusted shows when AIR automatically adjusts the dose value to continue in a sequential order. You don’t need to adjust it again.
  • Action/Confirmation required shows when the AIR partially processes an episode. Select the reason code for details about the action you need to take. If you don’t take action, the episode will remain unconfirmed. We may contact you for more information.
  • Rejected, Amendment/Deletion required notifies you that the AIR will reject the encounter. You have the option to amend or delete the encounter.

When you’ve updated the information, select Confirm to submit, or Remove to abandon the changes. After you select Confirm the AIR will redirect you to a page confirming you’ve successfully sent us the encounter and you’ll get a Claim ID.

Update encounter

You can only select Update Encounter if you submitted the original encounter and haven’t been paid for the encounter.

To update an encounter you’ve already submitted to the AIR for an individual:

  • Select Update Encounter from the left hand menu
  • Select the vaccines you want to change by selecting the pencil icon under the Action column. You won’t see the pencil for any vaccines given by another provider or if you've received payment for them. If you’re unable to update this information on the AIR, contact us by selecting Secure Email.
  • An Edit Encounter pop-up will show. Information you can edit includes the 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.

Use Secure Email to update an encounter you’ve been paid for, or an encounter submitted by another vaccination provider. Please provide us with:

  • the individual’s full name, date of birth and/or Medicare number and IRN
  • antigen, dose number and date of service submitted to the AIR
  • change required (e.g. change from dose 1 to dose 2).

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, we consider the individual up-to-date for a period of 6 months. This means they remain eligible for certain family assistance payments during this period.

However, the individual’s AIR immunisation status will remain ‘not up-to-date’ until all scheduled catch up vaccinations are recorded on the AIR.

An individual doesn’t need to start a planned catch up schedule if you vaccinated them and they are no longer overdue.

Use the Identify Individual option in the left hand menu to search for and locate someone’s AIR record. You can then record a planned catch up for overdue vaccines.

On the Individual Details page, you’ll see a checkbox and the following message:

Tick this box if you would like to commence a planned catch up for the individual as you:

  • were unable to administer all overdue vaccines today
  • are waiting on results to support testing of natural immunity, or
  • need to order 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 work at 2 or more locations, you must select your relevant provider number from the drop down options. If you only work at 1 location, the AIR will automatically record the planned catch up against it.

If you want to record the planned catch up, select the checkbox and select Save. The page will update to show the individual is on a planned catch up and the date it expires.

Tip: An individual can only ever have 1 catch up schedule recorded on the AIR. You won’t see the option to record a planned catch up if they’ve already had one recorded. You’ll see the expiry date for the planned catch up.

Record medical contraindication

Eligible providers can record medical contraindications on the AIR. You’ll only be able to see the Medical Contraindication option if you’re eligible.

To record a medical contraindication, locate the individual’s record and then select Medical Contraindication from the left hand menu.

Complete the following fields:

  • vaccine or brand
  • type - the exemption is either permanent or temporary
  • start date – this is the current date and can’t be changed
  • end date – this is the date the temporary exemption expires
  • reason – select from the list the reason for the exemption.

If you work at 2 or more locations, select your relevant provider number from the drop down options. If you work at 1 location, the AIR will automatically record the medical contraindication against it.

Select Add to submit the medical contraindication or Cancel to abandon the entry. 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.
Tip: 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 for which you want to record a medical contraindication.

Record a natural immunity

Eligible providers can record natural immunities on the AIR. You’ll only be able to see the Natural Immunity option if you’re eligible.

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

Complete the following fields:

  • disease - select the list of diseases
  • notification date – this is the current date and can’t be changed
  • laboratory testing date or the physician based clinical diagnosis date.

If you work at 2 or more locations, select your relevant provider number from the drop down options. If you work at 1 location, the AIR will automatically record the natural immunity against it.

Select Add to submit the natural immunity or Cancel to abandon the action. When you've selected Add, you’ll see the submission screen.

You can choose to:

  • Add another
  • Edit or Delete the natural immunity, or
  • Submit the natural immunity to the AIR.
Tip: You can only record a natural immunity for 1 disease at a time. You’ll need to repeat this process for every disease for which you want to record a natural immunity.

Print an immunisation history statement

To print an immunisation history statement:

  • locate the individual’s record 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 add or update information on the individual’s record select Record Encounter or Update Encounter.

Page last updated: 16 July 2019

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