Rabies vaccines and certificates

The Vaccine Tag special action is used to enter tag information and print a rabies certificate. When used for all vaccines, it creates an electronic vaccine sticker that is displayed along with rabies information under the Tags/Microchip ID tab of the Patient Clipboard. 

Dispensed tags appear on the Rabies Tag and Vaccine Tag reports (all vaccines, including rabies). 

What is included in a rabies certificate

• Practice header name, address, phone  
• Client ID, name, address and phone number. 
• Patient ID, name, species, breed, sex, color, markings, birthday, weight, and microchip ID. 
• Vaccine tag number and vaccine name. a
• Vaccine producer, brand, type (killed, MLV, etc.), and manner of administration. 
• Vaccine given and expiration dates. 
• Vaccine lot number and inventory expiration date. 
• Doctor name and license number 
• Picture of the patient: If selected in the Workstation defaults and the patient’s record has a pet picture.

The above fields are available as document bookmarks to create a custom certificate.

Issue a new tag

Navigate to Patient Clipboard > right-click patient > Patient Visit List or Invoice 

1. Enter the item ID or F2 to search and select from the invoice item list. Vaccines are typically setup as service items. 
2. If the Vaccine Tag window does not display automatically, Click the Special button, select Vaccine Tag, and click Process. 
3. For the tag number, do one of the following: 
   • Enter the tag number, up to 20 characters, or the initials, for non-rabies vaccines. Example: FELV
     • A tag prefix may also display, based on vaccine tag defaults. Modify the prefix if needed, up to 5 characters.  
   • Click the Increment Tag button to use the next available tag number, based on last used tag number.
      
   • Leave blank and enter a tag number later. A prompt for entry will display when posting the invoice.
     • The vaccine tag number displays as NONE ENTERED in the Tags/Microchip ID tab.
       Example: The medical team fills out the vaccine information and the tag number is entered at the front desk where the tags are kept. 
4. Enter or select vaccine information as needed.  
5. Lot number and Drug expires field use is determined by vaccine setup method: 
   • If fields are enabled: Enter or select the lot number and expiration date, if it is not prepopulated or the lot number/expire date are different than what is set in the default.
   • if fields are disabled, the information is controlled by inventory details. Do any of the following: 
     • Fields are blank: Click the red question mark icon. Select or F2 and select the appropriate inventory details from the Loc ID field, and then click Verified.    
     • Change information in fields: Click the inventory icon; it might have a checkmark or a question mark. F2 and select the appropriate inventory details from the Loc ID field, and then click Verified.    
6. Location of injection, up to 25 characters. This information is retained with the vaccine details, but is not included on the certificate. 
7. Select Print certificate. This option is only for vaccines designated as a rabies tag. Click OK. The certificate prints to the assigned printer or the document opens in the Cornerstone Editor for printing, if using a custom certificate. 

You may be prompted to add any manually entered lot/expiration date or manner of administration/Number of years for the vaccine item, based on your vaccine information setup.

For a list of issued rabies tags use the Rabies Tag Report. For all issued tags, including rabies, use the Vaccine Tag report. 

Update a tag

Modify the tag number or vaccine information on an issued tag before the vaccine item has been invoiced. Once invoiced, the menu selection will display as Correct. 

1. Navigate to Patient Clipboard > Tags/Microchip ID tab.  
2. Right-click on the appropriate vaccine tag and select Update.   
3. Modify the tag and/or vaccine information.  
4. Select Print certificate, if applicable. 
5. Click OK.
   • If selected, the certificate prints to the assigned printer.
   • If using a custom certificate, the document will open in the Cornerstone Editor for printing. 

Correct a tag

Modify vaccine information on an issued tag after the vaccine item has been invoiced. The menu selection will display as Update when correcting a tag before the vaccine item is invoiced.  

Note: The tag number cannot be modified; changes to a tag number are performed as a reissue.  

1. Navigate to Patient Clipboard > Tags/Microchip ID tab.  
2. Right-click on the appropriate vaccine tag and select Correct.   
3. Modify the vaccine information.  
4. Select Print certificate. This option is only for vaccines designated as a rabies tag. Click OK. The certificate prints to the assigned printer or the document opens in the Cornerstone Editor for printing, if using a custom certificate.

Reissue a tag

Use reissue to replace a lost tag. The vaccine information remains unchanged and is applied to a new tag number. 

1. Navigate to Patient Clipboard > Tags/Microchip ID tab.  
2. Right-click on the existing vaccine tag and select Reissue.   
3. For the tag number, do one of the following: 
   • Enter the tag number, up to 20 characters, or the initials, for non-rabies vaccines. Example: FELV
     • A tag prefix may also display, based on vaccine tag defaults. Modify the prefix if needed, up to 5 characters.  
   • Click the Increment Tag button to use the next available tag number, based on last tag number used.
      
4. Select Print certificate. This option is only for vaccines designated as a rabies tag. Click OK. The certificate prints to the assigned printer or the document opens in the Cornerstone Editor for printing, if using a custom certificate.

The original tag number is voided, but can be viewed by clearing the “Hide voided tags” option on the Patient Clipboard Tags/Microchip ID tab. It can also be included or excluded from tag reports.

Add an existing tag

Enter tag information for patients when the tag was issued elsewhere, so it appears in their tags list and included in a patient search.  

1. Navigate using one of the following:  
   • Patient Clipboard > Tags/Microchip ID tab > right-click > Add Existing.
        
   • When adding a new patient on the Patient Information window’s Information tab, click Add Existing Rabies Tag.  
2. Enter the Tag number, up to 20 characters, or vaccine initials, for non-rabies vaccines. Example: DA2PP 
3. Select This is a rabies tag, if applicable. 
4. Enter the tag expiration date or press F2/double-click to select the date using the calendar.  
5. Enter details, such as admin date, lot number and name of the issuing practice in the Comment field.  
6. Enter the staff ID or F2 to search and select from the Staff List as the Recording staff. 
7. Click OK.  

Once added, the existing tag information displays under the “Tags/Microchip ID” tab on the Patient Clipboard. It can be used to search for a patient using their tag number.

Existing tag entries do not display on tag reports. 

Void a tag

Void tags that were entered in error. View voided tags by clearing the Hide voided tags option on the Patient Clipboard Tags/Microchip ID tab. They can also be included or excluded from tag reports. 

1. Navigate to Patient Clipboard > Tags/Microchip ID tab.  
2. Right-click the appropriate vaccine tag and select Void.   
3. Click OK to acknowledge billing/inventory notification.  
4. Enter the staff ID or F2 to search and select from the Staff List as the Requested by staff. 
5. Enter reason for the void in the Comment field. 
6. Click OK.  

Reprint a rabies certificate

If using the default certificate or a custom certificate set as a Print Only type document: 

1. Navigate to Patient Clipboard > Tags/Microchip ID tab.  
2. Right-click the appropriate vaccine tag and select View.  
3. Click Print. The certificate prints to the assigned printer or if a custom certificate is being used, the document opens in the Cornerstone Editor for printing.
4. Click Close to return to the Tags/Microchip ID tab. 

If using a custom certificate set as a Correspondence type document: 

1. Navigate to Patient Clipboard > select patient > Summary tab 
2. Locate the document in history, double click and click Print. 
   

Tip: Use Find to locate the document by clicking the Text tab and search by document name. 

Printing a rabies tag report

Use the Rabies Tag Report to create a list of rabies tags that have been issued by the practice when submitting rabies information to a local or state agency. 

For all issued vaccination tags, including rabies, use the Vaccine Tag Report.  

Note: Existing tags that are added manually do not appear on these reports. 

1. Navigate to Reports > Patient > Rabies Tag Report or Vaccine Tag Report. 
2. Select a sort order of Date Issued or Tag ID.  
3. Under Range, specify a range to narrow the list of rabies tags to include in the report. Example: date range. 
4. Click Preview or Print. 

Additional information

Related reports

These Cornerstone reports provide information from the actions outlined in this article. Each report has its own security access under the Reports tab of the Security Setup window. 

• Rabies Tag report 
• Vaccine Tag report 

Resources

• Rabies tags and certificate quick reference guide