Dubai Health Authority - dha.gov.ae Reference... · School Board Dubai Private Schools Do not...

Quick Reference Guide – Immunization for Schools

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Dubai Health Authority HASANA Program Quick Reference Guide - Immunization for Schools


1. Create Client Profiles (register students on Hasana) a. Prepare the client upload template with the required information b. Upload the client upload template on Hasana

2. Update Client Profiles a. Search for each client (student) and update their historical immunization (old vaccines) based on their immunization booklets b. If any student has a severe condition that prevents them from taking certain vaccine(s): create a contraindication for them on Hasana to remove the

agent or antigen from their schedule c. Validate/Invalidate immunizations (override status) d. Change the immunizations doses (revise dose number) e. Upload a scan of the immunization booklet

3. Prepare the list of students for the upcoming immunization event at the school a. Search for the list of students due and overdue for the vaccines to be given in the immunization event at the school (use a search query) b. Save the search query first (use the same name as the mass immunization event, for example: American School- 1- 2018) c. Select the students to be included in the immunization event at the school from the search results d. Save the cohort and client list (use the same name as the mass immunization event, for example: American School- 1- 2018)

4. Prepare the mass immunization event on Hasana a. Create the mass immunization event on Hasana and include:

i. Event title: use the same name you used for the query and the cohort (steps 2.b and 2.d above) ii. Dates: Exact days when the event will take place

iii. Event type: School iv. Agents: use the same agents you used to search for the students in step 2.a above v. Providers: include all the health providers who will participating in the event

b. Add the list of students prepared in step 3.d to the event using: search cohort 5. Send and Update Consent

a. On the mass immunization event worksheet, generate letters to send consent forms by email to the email addresses included in the students’ profiles b. When students return the signed consent forms:

i. Update the consent status on the mass immunization event worksheet to grant or refuse ii. Upload the scanned consent form the Context Documents section for each student

6. Review students Profiles before the event a. On the mass immunization event worksheet, select each student and use “assess and immunize” to review their profiles b. Add or remove students from the mass immunization event

7. Deliver the mass immunization event a. On the day of the event

i. Record immunization for immunized students


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ii. Mark absent students as absent iii. Defer any students who cannot be immunized due to specific reasons such as illness

8. Complete the event


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1. Create Client Profiles (register students on Hasana)

Step 1: Prepare the client upload template with the required information

• Enter the required information for each student on the Data Entry tab of the upload template

• Create a new line for each student

Step 2: Review the client upload template

• Review the template to make sure the information is complete and correct and follows the Hasana rules (for example date of birth format should be yyyy-mm-dd)

Step 3: Select the Upload tab

• Click on the “Upload” tab

• You do not need to enter any data on this tab

Step 4: Save the client upload template as .txt file

• Go to the “File” menu and select “Save As”

• Change the file format to “tab delimited text (.txt)”

• Select the location where you want to save the file

Step 5: Save the text file

• If you get any warning messages, click Ok, Submit or Yes

Step 6: Login to Hasana using your username and password


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• Login to Hasana and choose your role correct role (for example: DHA_Immunization_Nurse…)

• Click on the “Immunization” tab

Step 7: Select “Upload Clients”

• Select “Upload Clients” under the Client section

• This will open a new page

Step 8: Choose the mandatory fields

• Check: Emirates ID, Date of Birth and Gender. The system will reject any students

who does not have these three fields

• Un-check the validate address and Parent/Guardian Information

Step 9: Select the text file to upload the list of students

• Scroll down to the “Upload File” section of the page and click on “Browse”

• Select the text file you saved in step 5 (above)

Step 10: Upload the text file to create the students on Hasana

• Notice the name of your file next to the “Browse” button

• Click on Upload

Step 11: Confirm the students were successfully added


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• Confirm that the number of clients added matches the number of students included in the upload template

Step 12: Detect any upload errors

• If a client(s) was rejected, Hasana will prepare an error file

• Download the rejection file to understand the error and fix the upload file

Step 13: Understand and re-solve upload errors

• Scroll all the way to the right of the error file to understand the reason(s) for rejection

• Fix the errors in the upload template and re-upload

Upload template required information (example)

Description Example Type

Emirates ID number 784565432223456 15 digits starts with 784

Emirate Dubai Select from list

ID2 Type Student ID Select from list

ID2 123456 Enter value

ID3 Type Passport number Select from list

ID3 2345789 Enter value

Last Name Ali Enter value

First Name Mohammad Enter value

Middle Name Ahmed Enter value (or leave blank

School Board Dubai Private Schools Do not change

School Name Repton school-FZ-LLC Select from list

Gender Male Select from list

Nationality United Arab Emirates Select from list

DOB (yyyy-mm-dd) 2010-02-02 Enter value, follow format

Telephone1 Type Mother's mobile number Select from list

Telephone1 Area Code 55 Enter value

Telephone1 Number 5434581 Enter value

SMS Telephone 1 Yes Select from list

Telephone2 Type Emergency contact Select from list

Telephone2 Area Code 56 Enter value

Telephone2 Number 5434581 Enter value

Email Type Personal Select from list

Email Address [email protected] Enter value


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2. Update Client Profiles

Step 1: Search for each client (student) from the list you uploaded

• Go to “Search Clients” • Enter the Emirates ID

number of each student and select “Emirate ID Number” as a type

• Click “Search”

Step 2: Select the client profile

• Select the client (student) profile from the search results

• Click on “Client Imms Profile” to go to the immunization profile

Step 3: Add historical immunizations

• Select “Add one or More Immunizations” to enter all the old vaccines of the student as listed in their vaccine booklet

• Select “Add historical”

Step 4: Enter the historical immunizations

• Click “Add 4 Rows” one or multiple times to add more rows to the page

• For each row enter: o Agent (example:

BCG) o Dates 1 to 4

corresponding to the different doses of the agent the student has taken

Step 5: Enter the historical immunizations

• Click “Apply Without Details” to add the historical immunizations to the client profile

Step 6: Save the profile


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• Click “Save” • Review the client

immunizarion profile and make any necessary updates

Step 7: Contraindications

• Go to “Special Considerations”

Step 8: Add a Contraindication

• Click “Add” to add a new contraindication

• Select/ Enter all the required fields as marked by red *

o Reason o Agent or

antigen o Effective

From o Effective To

(only if the condition is temporary)

o Source of evidence

o Recommended Actions

Step 9: Save a Contraindication


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• Enter the remaining mandatory fields

• Click Apply • Click Save

Step 10: Check the contraindication

• Go to “Immunization Profile” and view the contraindication you just created

• Confirm the vaccine you just added as a contraindication was removed from the client immunization forecast (schedule)

Step 11: Override vaccine status (invalid to valid and vice versa)

• Go to “immunization profile” and select the vaccine you want to override to either change from:

o Valid to invalid

o Invalid to value

• Click “Update” • Select the

agents/antigens and click “Override Status”

• Select a status for override

• Click “Apply” • Click “Apply” on the

update screen • Click “Save” to update

the immunization


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profile and note the change in immunization status

Step 12: Change the immunizations doses

• Go to “immunization profile” and select the vaccine you want to update the dose

• Click “Update” • Select the

agents/antigens and click “Revise Dose Number”

• Enter the revised dose number

• Select the Reason for revision

• Enter a comment to explain more details

• Click “Apply” • Click “Apply” on the

update screen • Click “Save” to update

the immunization profile and note the change in immunization dose

Step 13: Upload Scanned Immunization Card for each studet

• To upload a scanned document such as the immunization card form for each student:

o Search for the student client profile using their


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Emirates ID or Full name or client ID…

o Click “Set in Context”

o Go to “Document Management” and click “Context Documents”

o Click “Add New”

Step 14: Select and Upload the scanned card

• Click “Browse” and select the document you want to upload

• Enter a Document Title • Click “Upload” • Click “Submit”

• The document will be listed under the “Document List”

Tip: Documents Types and Sizes

• All documents to be uploaded to HASANA have to conform to one of the following formats:

o Image (jpeg) o Adobe Document (pdf) o Document (plain) o Image (jpeg) o Word Document (ms word) o Excel Document (ms excel)

• Currently, the system will only accept documents with a maximum size of 500KB


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3. Prepare the list of students for the upcoming immunization event at the school

Step 1: Search for the students

• Go to “Search Client Forecast” under “Reporting and Analysis”

Step 2: Enter the search criteria

• Enter the mass imunization event end date to search for all students due and overdue up until that date

• Specify the students ages, for example: search for all students under 18 years of age

• Click “Add” in the school section and type the name of the school

• Select the school name and click “Apply”

• Select the agent(s) that will be included in the mass immunization event

• Click

Step 3: Search for the students based on the criteria

• Click “Search”

Step 4: Save the search criteria

• Click “Save Query” • Choose a meaningful name

that you can also use for the mass immunization event such as School Name- Event Number- Year (Repton School- 1- 2018)


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Step 5: Select the students and save the list

• Select the students to be included in the mass immunization event from the search results

• Click “Save Cohort and Client List”. Use the same name you used for the Query in the previous step

Tip: Review the students’ profiles

• You can review the students’ profiles before saving the client list from the search results by selecting each student and clicking “View Imms Profile”

• Review the immunization history and forecast tabs and click on X to go back to the search results


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4. Prepare the mass immunization event on Hasana

Step 1: Create the mass immunization event

• Go to “Mass Immunizations”

• Click “Create” to create a new mass immunization event

Step 2: Enter the event information

• Enter all the required information related to the event:

o Event Tile: use the same name you used for the client list (for example: Repton School-1- 2018)

o Event Date: click “Add” to add multiple days

o Event Type: School o Organization and

Service Delivery Locations: Search for the school Name (for example: Repton School)

o Immunizing Agents: the vaccines that will be used for the event. Click “Add” to add multiple agents

o Event providers: the Nurses and Physicians who will be delivering the event. Click “Add”


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to add multiple providers

• Click “Save”

Step 3: Add the students list to the mass immunization event

• Click “Search Cohort”

Step 4: Search for the cohort

• Enter the name of the cohort you created. For example: Repton School- 1- 2018

Step 5: Select the students list and add it to the event

• Select the client list and click “Select and Return”

• Save the mass immunization event that now contains the students list


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5. Send and Update Consent

Step 1: Find your mass immunization event


• Search for your mass immunization event

• Select the mass immunization event from the search results and click “Worksheet”

Step 2: Generate letters

• To send the consent form to all the students included in the mass immunization event, select all of them from the worksheet

• Click “Generate Letters”

Step 3: Send consent forms (not to be used until notification from DHA School Health Unit)

• Enter the required information marked in red *

• Click “Save/Send report”

Tip: Email addresses

• Make sure the students have email addresses assigned in their client profiles.


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Step 4: Update Consent Status

• From the mass immunization event worksheet, select one or more students to update their consent

• Click “Record Consent”

Step 4: Record Consent (Grant or Refusal)

• Select/Enter and review the correct information:

o Students name o Agents to record

consent for o Grant/Refuse o Effective From-To:

First and last day of the event [To date is the expiration date of the consent given for the mass immunization event]

• Click Save

Step 5: Upload Scanned Consent for each student

• To upload a scanned consent form for each student:

o Search for the student client profile using their Emirates ID or Full name or client ID…

o Click “Set in Context”

o Go to “Document Management” and click “Context Documents”

o Click “Add New”

Step 6: Select and Upload the Consent Form Scan

• Click “Browse” and select the document you want to upload

• Enter a Document Title • Click “Upload” • Click “Submit”


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• The document will be listed under the “Document List”

Tip: Documents Types and Sizes

• All documents to be uploaded to HASANA have to conform to one of the following formats:

o Image (jpeg) o Adobe Document (pdf) o Document (plain) o Image (jpeg) o Word Document (ms word) o Excel Document (ms excel)

• Currently, the system will only accept documents with a maximum size of 500KB


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6. Review students Profiles before the event





Step 2: Select each student

• Select a student • Click “Assess and

Immunize”

Step 3: Review the immunization profile

• Review the “Immunization History” and “Forecast by Agent” tabs

• Click “Return” to go back to the mass immunization worksheet

Tip: Add/Remove Students to the event

• To add or delete a student, from the mass immunization event, go to “Additional Actions” and Click “Update Event”


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• Click “Add” to add a student

• Select a student and click “Remove” to remove them from the event


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7. Deliver the mass immunization event





Step 2: Mark a student as absent

• Select one or more students who are absent

• Click “Client Event Status” • Select “Absent” • Click “Save”

Step 3: Defer a student

• Select one or more students you want to defer

• Select a reason for deferral • Enter From-To dates (enter

a To date for temporary deferrals)


Step 4: Immunize a student


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• Select one or more students you want to immunize

• Review and enter all the required information



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8. Complete the event




• Select the mass immunization event from the search results and click “Update”

Step 2: Complete the event

• Change the event status to “Completed”


Tip: Completing the event

• Completing the event is irreversible on Hasana. Make sure to review the event throuroughly before changing the status to “Completed”

Dubai Health Authority - dha.gov.ae Reference... · School Board Dubai Private Schools Do not...

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