User Guidance and Training
- User Guidance and Training Home
- Login and Manage Account
- Manage Clients
- Manage Client Population
- Manage Immunizations
- Interpret a Record
- Manage Users
- Immunization Assessment
- Client Follow-Up
- Use Lists in MIIC
- Manage Vaccine Inventory
- Vaccine Usage
- Vaccine Ordering and Management
Related Topics
Client Follow-up
The client follow-up feature in the Minnesota Immunization Information Connection (MIIC) identifies clients who are recommended or overdue for selected immunizations to support facilitates in following up with these individuals. This process is called reminder/recall. This feature can be used in quality improvement efforts to improve your client population’s immunization rates.
On this page:
Creating a follow-up
Choosing follow-up type
Choosing vaccine type
Finalizing your cohort
Managing client follow-ups
Creating a follow-up
In Create Follow-Up under Client Follow-Up. Choose a method for creating a follow-up cohort.
- This method will help you create a follow-up cohort where you can choose a variety of age ranges.
- Select the Create Manually button on the Create Client Follow-Up page.
- In the Age Range section, select the age range information.
- Choose whether the age range will be measured in months or years.
- Enter a Beginning Age and a Through Ending Age. The report will only look at the clients who are between the beginning age and the ending age.
- Enter an Age as of Date from which the report will run. The current date will be used if no date is entered. MIIC will display the range of birth dates on the right.
This method allows you to create a cohort via an existing list in MIIC. Find more information on how to create a list at Use Lists in MIIC.
- Select the Create from Existing List button on the Create Client Follow-Up page.
- Choose the list from the drop-down field.
Choosing follow-up type
Select the Follow-Up Type from the available options listed below.
- Overdue: All clients in the specified cohort who are overdue/late for vaccines.
- Recommended: All clients in the specified cohort, who are recommended/due for vaccines.
- Overdue or recommended: All clients in the specified cohort who are overdue/late or recommended/due for vaccines.
- All clients regardless of vaccination status: All clients in the specified cohort. This will include clients that are due, overdue, and up to date for vaccines. This report will include all people that meet the criteria used in the client follow-up creation.
Choosing vaccine type
There are two options for choosing vaccine type.
Select the vaccines to be included in the report. Choose from the following:
- Childhood vaccine grouping: DTaP, Hep A, Hep B, Hib, MMR, Pneumo-conj, Polio, Rotavirus, and Varicella.
- Adolescent vaccine grouping: HPV, Meningococcal, and Tdap Only.
- Select or deselect individual vaccines: User-selected vaccine groups.
- Select All: All vaccines.
- Deselect All: No vaccines.
This option allows you to identify clients based on the number of doses already received for the selected vaccine group.
- Select the Vaccine Group.
- Select a Vaccine Group that is currently active in this feature.
- Select the Dose(s) Received.
Finalizing your cohort
- Review all of your selected criteria.
- Enter a name for the follow-up report (if desired).
- Select the Create Follow-Up button to navigate to the Manage Client Follow-Up page. Once your cohort is fully created, the status column will read Ready.
If the status displays Warning, this means that you are creating a large cohort. To proceed, select the view icon and then select the OK button. Once the status displays Attention, select the View icon and then the OK button.
Managing client follow-ups
Once you generate a client follow-up cohort, it cannot be edited. To view a different cohort, create a new one.
From the Manage Client Follow-Up screen, select the view icon to see the cohort list. You can sort the list by selecting a column name and sorting direction. You can also add a second sorting criteria by selecting the red plus sign (+).
If you want to view a single client’s immunization record, simply select their last name and their MIIC record will open in a new window.
Some records may be color coded based on their address information. The colors are as follows:
- Red: No contact. The client has opted out of reminder and recall contact.
- Orange: Undeliverable. The client’s address is marked as undeliverable.
- Yellow: Insufficient address. The client's address may not be correct due to missing or incorrect address information, preventing it from successfully being sent through postal mail.
You can modify the list as needed by selecting the checkboxes next to each name and selecting either No Reminder or Not our Client.
- Select No Reminder for clients you want to remove from this follow-up cohort. This keeps the client active with your organization but removes them from the cohort.
- Select Not our Client for clients who should no longer be associated with your organization. Only select this if you are certain that the client is no longer a client at that organization. This selection removes the association between the client and the organization.
Organizations are strongly encouraged to follow best practices for managing their active client population in MIIC. This includes:
- Updating the client’s address in MIIC before inactivating them, especially if they have moved outside of your service area.
- Making at least three attempts to contact a client with no response before determining they are no longer a client.
Once the follow-up cohort is defined, select the View/Create Output button. This will take you to a new page.
Select the report(s) available in the generated reports section. The report outputs will generate faster if you select them one at a time.
| Report name | Description |
|---|---|
| Client reports | An abbreviated immunization history plus demographic information for each client in the cohort. |
| Mailing labels | A PDF of client address information formatted to fit 1x2 5/8” printable mailing label sheets for each client in the cohort. |
| Mail merge | Client address information that can be used as a data source with functions like Microsoft Mail Merge for each client in the cohort. |
| Contact list | Client address, phone and email information in an Excel spreadsheet for each client in the cohort. |
Once a report status displays Ready, select the document icon in the View column to open the report. Select the Refresh button periodically to view updates on the status of the reports.
Client Follow-up Frequently Asked Questions
Responses to commonly asked questions regarding client follow-up in MIIC.