🔒 This is a feature that is only available on Essentials or Premium packages.

Permissions

You can have permission to view and/or manage Immunization records in Famly.
With the “Manage immunization records” permission, you can manage everything around Immunization Records.
Only enabling the “View immunization records” enables you to see the list of immunization records but not edit them. You also cannot add any new records or set up reminders.

Where to find Immunizations

Immunizations are enabled by default, you can find them in your account by:

Clicking on the Children icon in the sidebar on the left
Then selecting Safeguarding from the dropdown
Click on Immunizations

An Overview

The Immunization tab shows an overview of all the vaccinations for each child. These can be filtered by:

Vaccine name
Due date
Status (Overdue, Upcoming, Completed, Exempted)
Classroom
Child's name

For a full overview of CDC recommendations for vaccines, click here!

How to use Immunizations

Add children’s records for the first time

The first time you use the feature, you’ll be taken straight to an onboarding process so you can start adding records for your children.

💡 You can always access the flow of adding records for children without any records by going to the overview and clicking Add children.

In this view, you’ll only see children who haven’t had any records added yet.

To start adding immunizations, click on the field to mark that a dose has been completed or exempted along with the date of completion or exemption.
- A green tick means that a dose has been completed.
- A blue tick means that a dose has been exempted.
Continue doing all doses for all vaccines the child is responsible for.
Add documentation for any exempted dose.

💡 Did you know? Save time using the Mark all overdue does as 'completed' box if you know that the child has already had all required vaccines to this date.

Ticking this box will automatically input dates based on the latest date (or maximum age) that the vaccine is due.

Click Save and next to save the records for that child.
The child will then disappear from this list and appear in the overall overview.

☝️ Note: Beware that children without birthdays will not show up. You’ll need to add their birthday before you can add any records for these children.

Keep track of Immunization Records

Use the overview to keep track of due and overdue vaccines.

Each row represents a certain dosage which can contain one or multiple vaccine shots.

For example, when the child is 4 months old they’ll need a new shot of Polio, Hib and DTap immunizations. Since the child will usually get these shots in one go with their paediatrician. All these vaccines will be combined into one row (only children who have already had at least 1 record added will show up here).

The date in the Status column in the overview list below represents the due date for the next dose according to the system. Upon opening the specific immunization entry, the date displayed reflects when that vaccine was actually given (this is the date entered when adding the vaccine).

You can delete completed immunization records by clicking the 🗑️ trash icon on a record (open the record by clicking on the respective row) in the immunization records overview.

Complete or Exempt an Immunization

Once you’ve added a child’s record for the first time, the child disappears from the Add children overview. Now, completing or exempting any new doses can be done from the child’s profile or from the overview.

In order to 'complete' or 'exempt' an immunization you must upload evidence. To do this:

Click Add next to the name of the child whose immunization you wish to document.
A pop-up will open where you will need to select:
- The type of documentation you're uploading (an exemption or evidence of the vaccination
- The date that applies to the exemption or the date of the vaccination
- Which immunizations the documentation applies to
Next, upload the documentation by clicking Upload
Once that is complete, click Save

☝️ Note: As individual documentation is required, there is no 'bulk update' option for Immunization.

Parent and Staff Reminders for Immunizations

💡 Parents and/or Staff can automatically receive reminders when their child has upcoming immunization doses that are soon to be overdue. This occurs both 30 days ahead of due date, and on due date.

We highly recommend turning on Send reminders to parents.

Reminders for parents are disabled by default
Reminders for Staff are enabled by default

Go to:

Settings → Safeguarding → Send reminders to parents
- Toggle on/off
Settings → Safeguarding → Send reminders to parents
- Toggle on/off

Once enabled, reminders will go out to parents and/or staff in the form of in-app notifications which can be seen by clicking on the bell icon:

Notifications will be sent:

30 days before any immunization due date (including physical exams)
on the immunization due date

Physical Exams

Adding physical exams works in the same way that adding an immunization does, via Children → Safeguarding → Immunizations.

Adding physical exams via the Onboarding Flow

If this is your first time using the Immunization Records feature, you'll be guided through the process in the Onboarding Flow. This flow will highlight all the children that have not yet had immunizations or physical exams entered, so it's easy for you to identify where these records need to be added.

Once in the flow, click on a child's name to start populating their records. When you add a new physical exam at the bottom, you'll be prompted to enter the date this exam occurred. Famly will then automatically set a due date for the next required physical exam one year after the date you entered.

If you don't want to schedule a recurring yearly physical exam or you do not want a physical exam entered for this child at all, you can exempt them from this requirement by selecting Exempt all from the Dose status dropdown (for more details, see the next section). Click Save and next when you're ready.

You can exit the Onboarding flow at any point, you do not need to add physical exams for all children at once. To reenter the flow, click on Add children

Exempting physical exams

You can exempt a child from providing physical exams in two ways

1. You can exempt a child from all physical exams

To do so, select Exempted all from the Dose status dropdown when entering a physical exam record for the very first time in the Onboarding Flow

An Exempted all status will now show in this field:

2. You can exempt a child from all future recurring physical exams, but keep their initial physical exam on record

To do so, add the child's latest physical exam and click on the date that appears for the yearly physical exam in the Next due section. From the Dose status dropdown, select Exempted all.

This will ensure the latest physical exam is kept on record, but no future exams are required. You'll see an Exempted all status in the Next due section:

Adding physical exams via the overview list

You can only add records via the Oboarding Flow for children that do not have any entered yet. If you'd like to enter a physical exam into an existing child's records, you can do so via the overview list.

To update a physical exam for a child in the overview list, you can filter for the child's name on the left-hand side to find previous entries. You can also use the Vaccine dropdown to filter for physical exams only to narrow down your search.

Click on the physical exam you'd like to update (there will always be a maximum of one due or overdue) and enter the date the latest exam occurred. Check the Physical examination (Phys) box, and, if you'd like to add documentation, you can do that here too.

The status will change from Due to Completed.

Keeping track of physical exams

You can use the immunization records overview to see which children have upcoming or overdue physical exams. You can use the filters on the left to see which physical exams have been completed.

Alternatively, you can see all physical exams entered for a child on their profile by going to Reports → Immunization records and scrolling to the bottom of the table to find the Phys section. Any additional documentation linked can also be viewed here.

FAQ: Physical Exams

Who can upload physical exams?
- Only staff - we currently don’t allow parents to upload the physical exams. Parents will be able to view the physical exam dates and documentation that staff members add

Where can I see children’s physical exams?
- You can see the physical exams in two places - on the immunization records overview page and on the child’s profile

What if I want to see which physical exams have been “exempted all”?
- These will show up under the Exempted filter in the overview

What does “exempted all” mean?
- This will exempt all future physical exams. For example, if you only want to upload one for a child and then they never need a physical exam then you can fill out the first one