Search
Purpose
The Search function ensures that every patient is found in the IIS (Immunization Information System) before creating a new record. Searching first prevents duplicate records, helps maintain accurate vaccination histories, and supports continuity of care across all facilities.
Always search before registering a new patient. Duplicate records can cause missed doses, incorrect reports, and gaps in follow-up care.
Process
The Patient Search screen allows you to quickly find existing records by name, ID number, or barcode. If the patient has a digital or printed IIS ID card, scanning the barcode is the fastest way to locate their record.
🔍 Start a Patient Search
From the Patients menu, select Search.
Enter one or more known identifiers in the search bar separated by commas (e.g., patient name, mother’s name, address, identification number, or telephone).
If available, tap the Scan button to scan an IIS barcode or QR code from the patient’s ID card or printed record.
Tap Search to look within your facility’s local IIS cache (records already synced to your device).
🧭 Advanced Search (Optional)
If your first search returns too many results or none at all, try Advanced Search for a more precise lookup.
Use when:
The patient has a common name, or
You only know partial details (e.g., mother’s name + age).
Requirements: Enter at least three fields such as Given Name, Family Name, and Date of Birth.
🔒 Accessing Restricted Records (VIP / Dignitary)
In some cases, a record you locate may belong to a Very Important Person (VIP) or Dignitary. These records are protected by additional privacy controls to ensure confidentiality.
When you click View on a restricted record:
The system will prompt for User Elevation, requiring you to re-enter your password, select your facility, and choose a reason for access (e.g., Treatment or Public Health).
Once approved, a Break The Glass (BTG) banner will appear at the top of the screen to indicate that you are working under elevated access.
All actions performed while the BTG banner is active are logged for audit purposes.
🌐 Search Upstream
If no record is found locally, select Search Upstream to check the national IIS server (or higher-level data source). This is especially useful for patients newly registered at other facilities.
Common scenarios:
A newborn registered at a hospital but not yet synced to your tablet.
A child vaccinated at another clinic or outreach site.
🆕 Register New Patient (Only if Necessary)
If no record is found after both Search and Search Upstream, proceed with Register a Patient.
Before registering:
Confirm that you searched using all possible identifiers (including mother’s name or phone number).
Double-check spelling, especially for long names or transliterated spellings.
If you still cannot locate a record, continue to Register a New Patient. Always document new registrations carefully to avoid future duplicates.
Comparison of Search Methods
Where it looks: Local device or facility cache
When to use: For returning patients or those previously seen at your site
Example: Child comes for follow-up visit at your clinic
Where it looks: Local cache, filtered by multiple criteria
When to use: When too many results appear or common names cause confusion
Example: Searching for “John Smith, DOB 2019” instead of just “John”
Where it looks: National IIS server
When to use: When not found locally or scanning an external barcode
Example: Newborn registered at hospital, not yet synced to clinic tablet
Troubleshooting Barcode or QR Searches
Summary
Patient search is one of the most important habits in daily IIS use. Always perform a search before registering a new patient. Begin with a local search and, if no results are found, continue by selecting Search Upstream to check the national IIS. This ensures that the patient’s vaccination history follows them wherever they receive care.
Whenever possible, scan the patient’s IIS barcode or QR code instead of typing. Scanning is faster, avoids spelling errors, and immediately opens a matching record if one exists. If the barcode cannot be read, use manual entry or verify that the camera lens and lighting are clear.
Take a moment to confirm patient details—such as name, date of birth, and parent information—before deciding that no record exists. Duplicate records can disrupt vaccination histories, cause reporting errors, and make future visits more difficult to manage. If you suspect a duplicate, ask your Clinic Manager to review it before continuing.
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