Organizational Extract

Organizational Extract Screen

Introduction to Organizational Extracts

The Organizational Extract exists so that a user is able to generate immunization records for clients in their organization. Read further to find out how to use criteria to improve the results of your report.

Purpose

The Organizational Extract screen is used to select and submit the client, immunization, and date criteria used to extract immunization records.

Functionality
Report Criteria Submission

Functionality

Selecting Organization ID(s)

This section will only appear if your organization is Parent organization in a Parent/Child relationship in GRITS.

The table below describes the different options and how they will affect the report.

Option

Description

All Clients for Parent and all Child Organizations

Selecting this option will return all clients who have been administered immunizations by either your organization and/or your child organizations. This is considered normal reporting.

All Clients for Parent Organization

Selecting this option will return all clients who have been administered immunizations by your orgnanization.

All Clients for these Child Organizations

Selecting this option will return all clients who have been administered immunizations by selected child organizations. * Note*

Note: Selecting Child Organizations

Below the organization id options you will have two boxes where child organizations will be available for selection. Available Organizations and Selected Organizations.
Move any organization you would like to report for into the Selected Organizations box by selecting it in Available Organizations box and clicking on the Add> button. Note: You should notice it move from the Available Organizations box to the Selected Organizations box.
Remove an organization you do not wish to report for by selecting it in the Selected Organizations box and clicking on the <Remove button. Note: You should notice it move from the Selected Organizations box to the Available Organizations box.

Selecting County(s)

You can limit the results of the Organizational Extract by selecting the Use Counties Selected option. After selecting this option you must select one or more counties to be used for the report. Selecting this option and not selecting at least one county will return a message stating that you must select a county to continue. Only clients that reside in the selected counties will be returned.

Note: By default, all counties are used for reporting

Below the Select County(s) options you will have two boxes where counties will be available for selection. Available Counties and Selected Counties.
Move any county you would like to report for into the Selected Counties box by selecting it in Available Counties box and clicking on the Add> button. Note: You should notice it move from the Available Counties box to the Selected Counties box.
Remove a county you do not wish to report for by selecting it in the Selected Counties box and clicking on the <Remove button. Note: You should notice it move from the Selected Counties box to the Available Counties box.

Selecting Vaccine Groups

You can limit the Organizational Extract to return only clients who have received immunizations for selected Vaccine Groups. A full immunization history will be returned for each client in the Extract.

Within the 'Select the Vaccine Group(s) ...' section, select the 'Use Vaccine Groups Selected' option and select the desired vaccines groups from the list of Available Vaccine Groups. Scroll though the vaccine group list and either double-click on the desired vaccine group name, or click on the vaccine group name and then click the Add> button. All selected vaccine groups will appear in the right listbox in green font. *Note*

Selecting Dates

You can limit the Organizational Extract to return only clients who meet certain date range criteria. Date criteria can be entered as a Vaccine Administration Date Range, a Birth Date Range, and Client/Immunization Update Date Range, as described in the table below. None of this information is required to run the report. A full immunization history will be returned for each client in the Extract.

Note: By default, no date range is used for reporting

Date Criteria

Description

Vaccine Administration Date Range

When these dates are specified, the report will only return those clients who have at least one vaccine administration date that falls between the date range entered. A complete immunization history will be returned for each client.

Birth Date Range

When these dates are specified, the report will only return those clients who have a birth date that falls between the date range entered.

Client / Immunization Update Date Range

When these dates are specified, the report will only return those clients who have at least one client / immunization update date that falls between the date range entered. A complete immunization history will be returned for each client.

Selecting Client Status

Client status can be selected as All, Active, Inactive or Permanently Inactive / Deceased. None of this information is required to run the report.

Note: By default, All status is used for reporting.

Selecting Extract Format

Extract Job Name can be entered or if left blank, a job name will be generated automatically using today's date and time appended to the word "Extract."

Extract Format can be entered as GRITS ASCII Flat File Format or HL7 VXU Transaction Format.

Note: By default, GRITS ASCII Flat File Format is used for reporting.

Report Criteria Submission

Button

Description

When the Generate button is clicked, a query executes in the database according to the report criteria selected. Depending on the number of clients associated with the provider organization that submitted the report request, the query may take several minutes to complete. After clicking on Generate , you will be redirected to the check status screen where you can monitor the progress of the report query. *Note*

Notes

Selecting Vaccine Groups Note

To remove any vaccine groups from the report criteria, either double-click the selected vaccine group name in the right list box, or click on the selected vaccine group name from the right list box and then click the < Remove button.

Report Criteria Submission Note

After submitting your report by clicking on the Generate button you can work in any area of the system without interrupting your report or causing system problems. To check on the status of your report click on the check status link in the menu panel.

Option	Description
All Clients for Parent and all Child Organizations	Selecting this option will return all clients who have been administered immunizations by either your organization and/or your child organizations. This is considered normal reporting.
All Clients for Parent Organization	Selecting this option will return all clients who have been administered immunizations by your orgnanization.
All Clients for these Child Organizations	Selecting this option will return all clients who have been administered immunizations by selected child organizations. * Note*

Date Criteria	Description
Vaccine Administration Date Range	When these dates are specified, the report will only return those clients who have at least one vaccine administration date that falls between the date range entered. A complete immunization history will be returned for each client.
Birth Date Range	When these dates are specified, the report will only return those clients who have a birth date that falls between the date range entered.
Client / Immunization Update Date Range	When these dates are specified, the report will only return those clients who have at least one client / immunization update date that falls between the date range entered. A complete immunization history will be returned for each client.