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Guidance for Immunization Providers During the 2012 Pentacel® and Daptacel® Shortage

New Functions in Florida SHOTS and DH 680 Changes

Please Be advised that, effective January 18th, Florida SHOTS installed a new release that allows health care providers to issue parent retrieval PINs so that they may get their child's new or updated DH 680 from Florida SHOTS Website http://www.flshots.com. The electronic DH 680 form may also be printed on plain white paper. It is no longer necessary to stock or use the blue paper with the pre-printed state seal. In fact, if using existing supplies of the blank paper with the pre-printed state seal, the resulting DH 680 form will be illegible due to the double printing of the state seal and DOH logo.

Note: Recently, there have been reports of providers having difficulty in printing the electronic 680. This issue is currently being addressed. However, this printing issue can be avoided by using the "DOWNLOAD TO PDF FILE" button after you have certified the Form 680 in Florida SHOTS. The PDFs have been printing the Florida Seal fine. If there is any confusion on how to do this, please call the Florida SHOTS helpdesk (877-888-7468) for assistance.

Form Availability

There is a limited supply of DH 680s that are pre-printed on blue paper for manual form completion for those health care providers who cannot access Florida SHOTS for electronic DH 680 form production. Once the blue pre-printed for supply in the DOH Distribution Center is depleted, the form will no longer be pre-printed on blue paper but supplies will be available on white paper. At that point, providers who have an original version of the DH 680 may elect to make quality photocopies of the blank pre-printed DH 680 form for their own supplies. The change in paper color does not degrade the integrity of the DH 680 form, nor does it change the fact that the form must be a DOH form--either generated directly from Florida SHOTS or pre-printed for manual completion. This means that other software vendors cannot create/manufacture their own form using the DOH or Florida SHOTS logos. Schools and child care centers in your areas should be advised of what to look for in terms of legitimate DH 680s and the bureau should be notified if a mock form is encountered as the forms are not acceptable. The form is still a DOH form incorporated by reference through administrative rule and must remain intact, as produced authentically by the department

DH 680 Parent Retrieval

The DH 680 parent retrieval PIN creation within Florida SHOTS is intended for use when issuing new or updated DH 680 forms to parents and cannot be used to issue PINs for pre-existing certified DH 680 forms. Please note that if you desire to experiment with this new functionality, please do so on the training system and do not use the Florida SHOTS production system for training or testing purposes. Also, the parent retrieval PIN is confidential information that should only be made available and used by the parent or guardian and is not intended for health care providers use, particularly since system users already have access to the patient information and have no need to use the parent PIN for DH 680 retrieval. If system users have questions regarding the parent retrieval function, please contact the Florida SHOTS helpdesk at 1-877-888-7468. The training system may be accessed at https://www.flshots.com/flshotstrain. System users may create parent PINs and certify DH 680s using fictitious patient information on the training system, but will not be able to retrieve the form acting as a parent from the Website. The creation of the .pdf files is also under construction at the training site. If you have any questions, please contact the Florida SHOTS enrollment desk at the number above.

Clarification

Recently, the Florida State Health Online Tracking System (Florida SHOTS), the statewide immunization registry, implemented the ability to print certified DH 680 forms directly from the software onto white paper provided by the end-user. While most users are able to print the form in this manner, some concerns surrounding the visibility of the State Seal have arisen for some of our partners. We are working to identify the variables related to various printers used by Florida SHOTS end users in order to rectify the situation. In the interim, please note that these forms are valid, regardless of the degree of visibility of the State Seal watermark.

When determining the validity of a DH 680, please follow the guidelines below that reflect legal requirements for the form:

• Must be a DOH form (either from Florida SHOTS or pre-printed blank form).
  

• Must be legible if handwritten.
  

• Must have the signature of responsible healthcare provider (either by hand or by means of an electronic signature verification ID from Florida SHOTS).
  

Until the State Seal graphics visibility is resolved, please do not factor the extent of seal visibility in determining the validity of DH 680s generated from Florida SHOTS application.

Below is the Florida SHOTS Parent Retrieval Quick Tips Guide. This guide illustrates step by step instructions to create both certified an non-certified DH 680s and how to download certified 680s to PDF format. You will find the most pertinent information on pages 6 - 8. If you need further assistance with any of these functions please contact the Florida SHOTS helpdesk at (877) 888-7468.

Florida SHOTS Parent Retrieval Quick Tips Guide provided as a PDF file (1,287K) requires the free Adobe Reader.

Additionally, because the DH 680 is no longer required to be printed on blue paper, providers are now permitted to make legible copies (for use only in their practices) of blank DH 680 forms to be completed by hand in the absence of utilizing the Florida SHOTS. The manually completed DH 680 form will remain available from the State Distribution Center, and will be printed on white paper once remaining supplies are depleted. Please note that blank DH 680 forms are not for general public distribution.

Downloadable Documents

Provided as PDF files that require the free Adobe Reader.