The Bulk Shot Create/Delete program allows you to add (Create) or remove (Delete) a single shot record to/from a family member based Pass Code, Pass Status and/or Age.
To Run the Bulk Shot Create/Delete Program
- Select the Pass Codes for which you wish to run the program. You can make selections from the DataGrid, or you can opt to Use Pass Range or do both.
- Expand the Drop-down list and select your Process Option.
- Create - The shot will be added based on pass type, pass status and the family member's age as of the shot Due Date you select. This provides a way to add non-standard shot due on a set schedule to the shot records of family members in your programs. For Example: your Department mandates a Flu Shot for all School-Aged children in your program. It is to be given by 01 October annually. Using this option, you could assign the Flu shot to all children holding a School-Age pass.
- Delete - This option allows you to remove a shot record linked to family members based on the pass type and status selected. This provides a fast and easy way to remove a shot that was either added by error or that needs to be removed due to such circumstances as renaming/re-coding your shots.
- Click the Picklist icon to select the Shot Code you wish to add/remove.
- Create Option Only - Enter the Due Date for the Shot being added.
- Click the Combo Box to select the Membership Status(es) you wish to include. VSI recommends selecting 'Active,' 'Expired,' 'Future,' and 'Suspended.'
- Enter an Age Range, if desired.
- Create Option Only - Enter a value in the Skip creation if child has a matching shot due/completed within 'X' days of Due Date field. The value you enter here will determine whether another shot record of the same type is added to a family member's record.
- Click Process. The process runs on the AppServer. The Notification Center will alert you when the process completes.
From the bottom of the screen….
Click Process to run the program. The process runs on the AppServer. The Notification Center will alert you when the process completes.
Click Default Settings to reset the screen parameters. Vermont Systems recommends clicking Default Settings whenever a program or report doesn't produce the expected results. Resetting a program to its default settings removes any unseen spaces and/or bad data in the fields.
BulkShotCreate_Tab1
Passes (PMPass_PassCode_DataGrid)
This field is applicable for the Pass Module only when running this program.
Select individual pass codes or a range of pass codes from the DataGrid if desired. The passes you select will be included in the process you are running.
OR
Make no selections in the browser and opt to Use Pass Range to select a range of passes to include in this process if desired.
Note: You must make a selection either in the DataGrid or in this range (or both). Leaving the Use Pass Range option deselected and making no selections in the DataGrid will result in no pass codes being selected.
Use Pass Range (PMPass_PassCode_UseRange)
This field appears in numerous programs. Its functionality may vary.
Select this option to limit your selection to a range of passes.
THEN
Enter the range of pass codes.
OR
Leave this option deselected to skip the pass code range check and make selections from the DataGrid if applicable.
- If there is a DataGrid for this program - In instances where you have a DataGrid and corresponding range a selection in one or the other (or both) is required. Selecting nothing from the DataGrid and nothing from the range yields a blank report or process.
- If there is not a DataGrid for this program - In instances where you do not have a DataGrid a selection here is not required. Leaving this option deselected skips this filter and results in all codes being included.
Begin Pass (PMPass_PassCode_Begin)
This field is applicable only if you opt to Use Pass Range.
Select the beginning and Ending pass codes for their respective fields. Pass codes within the range entered will be included in the process.
DeleteEnd Pass (PMPass_PassCode_End)
This field is applicable only if you opt to Use Pass Range.
Select the beginning and ending pass codes for their respective fields. Pass codes within the range entered will be included in the process.
DeleteProcess Option (BulkShotCreate_ProcessOption)
The Bulk Shot Create/Delete program allows you to add (Create) or remove (Delete) a single shot record to/from a family member based Pass Code, Pass Status and/or Age.
Expand the Drop-down list to select your Process Option.
- Create - The shot will be added based on pass type, pass status and the family member's age as of the shot Due Date you select. This provides a way to add non-standard shot due on a set schedule to the shot records of family members in your programs. For Example: your Department mandates a Flu Shot for all School-Aged children in your program. It is to be given by 01 October annually. Using this option, you could assign the Flu shot to all children holding a School-Age pass.
Note: In the event a family member has a pre-existing shot record of the same type a new record will be created provided the due date is not the same OR the existing shot record does not fall within the number of skip days that you specify.
-
Delete - This option allows you to remove a shot record linked to family members based on the pass type and status selected. This provides a fast and easy way to remove a shot that was either added by error or that needs to be removed due to such circumstances as renaming/re-coding your shots.
Note: In the event multiple instances of the same shot are linked to a family member then all instances of that shot will be deleted. For Example: You administer a Flu Shot to all School Age children annually. If you were to use this program to delete the Flu Shot then every instance of "Flu Shot" would be deleted. A child who has been in your program for three (3) years and has three (3) "Flu Shot" records linked would have all three (3) records deleted.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Begin Shot Code (SAShotCode_RecordCode_Begin)
This field appears on numerous programs. Match the field definition with the program you are running.
Shot Report
This field is applicable only if you opt to Use Shot Range.
Select the Beginning and Ending Shot Codes for their respective fields. Shot codes within the range entered will be included in the process.
Bulk Shot Create/Delete
Select the Shot Code for which you want to create or delete records when running this process. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
Shot Code Export
This field is applicable only if you opt to Use Shot Range.
Select the Beginning and Ending Shot Codes for their respective fields. Shot codes within the range entered will be included in the export process.
DeleteDue Date (BulkShotCreate_DueDate)
This field is applicable for shot creation only.
Select your Due Date option for this Shot Code you are adding.
THEN
Take appropriate action in the right-hand column to specify the actual date you wish to select. The date you select will be recorded as the "Due Date" for the Shot Code being linked to family members. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are running this program manually it is always safe to use Actual Date for this field and your date will be whatever date you select. For Example: Your Department mandates an annual Flu Shot for School Age children. The Due Date for the Flu Shot is 01 October. You would select Actual Date and enter "10/01/20xx."
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
DeleteMembership Status (BulkShotCreate_MembershipStatus)
Click the Combo Box icon to select the Pass Membership Status(es) you wish to include in this process. Multiple selection is allowed.
Note: It is a good idea to select 'Active ' 'Expired ' 'Future' and 'Suspended' when running this program for the "Create" option. The system looks at the family member's current pass and gauges its status as of the Due Date you enter to determine whether to add the shot to the family member.
For Example: "Today" is May 19 20xx. You run this program to add a Flu shot to all School Aged children. The Due Date is 01 October. When you run the program the system will look at each child's current pass status as of 01 October and determine whether to add the shot. If you choose "Active" passes only then any pass with an Expiration Date on/before 30 September will not be included in the run since the program cannot know whether a child will renew his/her current pass.
- Active - The Membership is Active.
- Cancelled - The Membership has been Cancelled.
- Expired - The Membership has Expired.
- Future - The Membership Date is in the Future.
- Lost - The family member's Pass has been reported Lost.
- Revoked - The Membership has been Revoked.
- Suspended - The Membership is currently Suspended.
Begin Age (BulkShotCreate_BeginAge)
Enter your Beginning and Ending Age Range in their respective fields, if desired. This range allows you to filter by age, if needed. Any family members within your age range - and who meet your Pass Code/Membership Status criteria - will be included. Family Members outside of your age range - who would otherwise meet your Pass Code/Membership Status criteria - will be excluded.
Leave this field at its default 0.00 - 99.99" to skip the age range check.
DeleteEnd Age (BulkShotCreate_EndAge)
Enter your Beginning and Ending Age Range in their respective fields, if desired. This range allows you to filter by age, if needed. Any family members within your age range - and who meet your Pass Code/Membership Status criteria - will be included. Family Members outside of your age range - who would otherwise meet your Pass Code/Membership Status criteria - will be excluded.
Leave this field at its default 0.00 - 99.99" to skip the age range check.
DeleteSkip creation if child has a matching shot due/completed within 'X' days of due date (BulkShotCreate_NumberOfDays)
Enter a threshold value of up to '999999999.' This value represents days. The value you enter here will determine whether another shot record of the same type is added to a family member's record. If a family member has the same Shot Code record, either coming due or completed on either side of the number you enter here, then an additional shot will NOT be added.
Leave this field at '0' to skip this check and have the Shot Code added regardless of whether a shot of the same type exists with or without the same Due Date.
Delete