Using the PCIT Monitor tools for vaccination

Using the PCIT Monitor tools for vaccination

Downloading and installing the VI tools

This support article will explain how to download and install the PCIT Monitor tools for vaccinations and immunisations.

First download the VI tools from the PCIT Hub - you should save these to a physical location on your computer - NOT a cloud based account

Find where you have downloaded the PCIT VI tools and double click on the tool you wish to use from the 3x shown below:
  1. PCIT VI001 Monitor
  2. PCIT VI002 Monitor
  3. PCIT VI003 Monitor


Note some regions have antivirus tools which will remove the .exe files from your system, an example of this would be Sophos.  You will need to contact your IT support to have these tools whitelisted if this is the case.  See Sophos support article here: which you may wish to share with your CSU.  If you want a preformatted email to send to your CSU with relevant details you could use the text here.

If launching for the first time, you will see the following:

Copy your computer code to your clipboard and send it to  theteam@primarycareit.co.uk by pasting it (either right hand mouse click and select paste, or use Ctrl + V) in the body of the message.
Make sure you also include in the email which tool this is for (VI001, VI002 or VI003)
Close the program whilst you wait for the activation code.
When you receive an activation code back from PCIT, run the program again and paste the activation code into the box at the bottom and click OK.  This will then open the VI tool:


Navigating around the tool

As you can see above the first page has an index of the different pages within it.  You can either go to these by clicking the blue underlined items in the index, or selecting the appropriate tab at the bottom of the page.

Using the tool

Overall description of the process:

The process for using the tool consists of the following:
  1. Install and run the paired report within EMIS
  2. Export the data from EMIS to your local machine
  3. Activate and run the PCIT VI tool
  4. Upload the data you have downloaded from EMIS into the tool
  5. Review the data and take appropriate actions

Install and run the paired report within EMIS

When you have downloaded the package from the PCIT hub, you will find the xml search tool that you need to import into EMIS to run the searches, called PCIT VI Monitor tools.xml 



Import this into your EMIS system.  If you need a guide as to how to do this, you can find this  here.

Run the folder.  If you need a guide as to how to do this, you can find this  here.
The searches when imported look like this:

You will notice that the reports are in the "Ongoing monitoring" or "This QOF year" folder as follows:



If you're wanting to focus on what is needed for QOF this year use the "This QOF year" reports (with QOF in the title)
If you're wanting to look at all future vaccination needs for ongoing recall, use the "Ongoing monitoring" folder (reports have FUTURE in the title)

Export the content of the reports to your local machine

If you are not sure how to do this, follow the instructions in the article " Exporting data from reports"
Make sure that you export the correct report for the PCIT Monitor tool that you are using.

The options you want to use for this are:
  1. Excel
  2. Exclude report header
  3. Replicate patient details for each item


It is very important to remember where you are storing the file so you can find it later.  Also consider how secure any location you are storing this data is - as it may contain patient identifiable data.

Upload the data you have downloaded from EMIS into the tool

Click on the "Instructions EXCEL" tab or select this from the Index menu:


Double click on the area highlighted in red as FilePath:


Then click on the Refresh button:


There will be a pause while the data is imported into the tool and analysed.

Now you can review the data and take appropriate actions

Select the 'Can Still Do' tab

This tab shows you children who are still within the time frames for vaccination for QOF:

The patient details are shown on the left and you can see how many days are remaining before they will be out of the QOF time frame.

We suggest that you task a team member with running this data weekly and checking that all patients shown have been appropriately recalled to ensure you don't miss out on the targets.

Missing All

This page will show you where all vaccinations are missing for the indicator.  With all of the sheets you can see any future appointments including the date, time, session holder, slot type, appointment reason and duration:

The majority of the time the patients in this table will be those who have transferred to your surgery and the data passed via GP2GP with degraded entries.
 In each of these patients,  go to the patient care record and view the consultations around the time you would have expected them to have had vaccinations.  If there is a data migration issue with degraded entries you will see vaccinations entered as below:


You can confirm that these are degraded entries by going to the corresponding date in Care History (shown by the red square) tab:

Note the red [DEGRADE] alerts next to the data, which confirm that these are degraded codes transferred via GP to GP.
To correct these, edit the consultation where the entries were entered.  Do this by finding the consultation in "Consultations" and selecting the blue bar at the top by clicking on it.  Then right hand mouse click and select "Edit Consultation" :

Open the OneTemplate Non-Prescriber template and use this to replicate the data that already exists in a degraded form.  Once you have done this you can delete the original data and leave the correct new data.  This will have solved the degrade issues and the patient should show correctly in the tool.

Missing further doses

If the VI area has multiple doses of vaccination required, these are all shown in further tabs on the tool as shown below (this is VI001 for example where 3 doses are needed):








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