Reconciling vaccinations recorded via Immunisation History

Vaccinations recorded from a customer's Immunisations tab go directly to AIR — they don't pass through PPA or state-funded claiming, and they don't appear on the Claims page or the Service Report. That's fine when the vaccination genuinely isn't claimable, but if it should have been claimed you'll need to lodge it manually in the provider's portal — and first find which vaccinations are in that bucket.

Before you start

Recording via Immunisation History is the right choice for historical entries (vaccinations given elsewhere, catch-up from paper records) and for vaccinations that were never going to be claimed. For any vaccination delivered at your pharmacy that's claimable under a program, the correct path is a booked or walk-in service — see Recording a vaccination. Fix the workflow first so the problem doesn't grow.

Finding vaccinations that need manual claiming

There's no single "recorded to AIR only" filter today, so reconciliation is a cross-check. Work through these sources in order — each one rules out a chunk:

1. Check Bookings for the vaccination service

   From Bookings, list the bookings for the vaccination service in the period you're reconciling. Every booking that went through as a service should have produced a claim (or an Ineligible record) — cross-reference against the Claims table.

   A booking for the right vaccination service with no matching claim row is a candidate for manual claiming. This assumes the customer booked the correct service and the vaccination delivered matches (e.g. they booked for COVID-19 and actually received a COVID-19 vaccine).

2. Check the customer's AIR record

   Open the customer's Immunisations tab. Every vaccination is listed there, whether it went through as a service encounter or was added directly to history. This is usually where the pharmacist recorded the vaccination in the first place, so it's the canonical list of what was given.

   Compare against your claims list for the period — anything in AIR history that isn't represented in the Claims table was recorded via Immunisation History and hasn't been claimed through Light.

3. Cross-check consent forms and dispensing records

   Your manual consent forms, prescreeners, and (if you dispense the vaccines) your dispensing records are the backstop. Anything in those that doesn't tie to a claim row or an AIR entry is a gap worth investigating.

Claiming externally

For each vaccination identified, lodge the claim directly with the provider:

• PPA-funded (CVCP, NIPVIP) — log in to PPA Online (MedsAdviser / PPA Portal) and submit the claim manually against the same patient, product, batch, and service date you recorded in Light.
• QLD Health or other state programs — follow the state program's usual manual submission process (QLD Health portal, or equivalent).
• PRODA / AIR issues — AIR records that failed to reach AIR for any reason need to be reconciled through PRODA or by re-recording via a service encounter.

The data you entered in Light (product, dose, batch, date) is the source of truth — copy it verbatim into the external portal to keep records aligned.

Leaving a trail

So nobody at your pharmacy double-handles the same vaccination, mark it as claimed-externally in Light. The simplest place is a customer note:

1. Open the customer profile

   Navigate to the customer whose vaccination you've just claimed manually.

2. Add a note

   On the customer profile, add a note summarising what was claimed and where — for example: "COVID-19 (CVCP) claimed manually via PPA Online on 2026-04-14, ref #ABC123. Recorded in Light via Immunisation History."

Customer notes are visible to all staff on the profile, so the next person reviewing the claims list sees the context immediately. See Adding a customer note for the mechanics.

Preventing the gap in future

For vaccinations you expect to claim, always start from a booked or walk-in service rather than adding directly from the customer's Immunisation History. The service flow creates the claim automatically and surfaces it on the Claims page — no manual reconciliation required.

Reserve Immunisation History entry for:

• Vaccinations given elsewhere (other pharmacies, GPs, travel clinics)
• Historical or paper-record catch-ups
• Vaccinations that genuinely aren't claimable under any program