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GP COVID-19 vaccination record queries
Find out how COVID-19 vaccinations are recorded, how long it takes, common errors or difficulties and how to get help.
How COVID-19 vaccinations are recorded
1. When a patient is vaccinated, a record is made in a clinical system at the point of care:
- at a GP practice, community pharmacy or vaccination centre, the point of care system is Pinnacle
- hospitals use the National Immunisation Vaccination System (NIVS) or the NIMS app to record when they have vaccinated staff members or patients
2. The record is then sent to the Data Processing Service (DPS), and from there it is added automatically to the patient record if your practice uses TPP or EMIS.
3. If your practice uses Vision or Eva, the record will not automatically be added from the DPS, so in addition to sending the record to the DPS, Pinnacle will send a pdf document record to your GP inbox, so that you can manually add the vaccination record to the patient's medical records.
4. Once the vaccination record has been added to the patient's medical records, it will appear in the vaccinations section of the Summary Care Record.
Data also flows between systems for reporting and management of the vaccine programme, including from the DPS to the National Immunisation Management System (NIMS), ensuring every vaccination event is properly recorded.
How long it takes
Vaccination records should appear in the patient's medical records in GP systems within 48 hours of the entry into the point of care system.
Reasons for missing records
Reasons for missing records (more than 48 hours after the vaccination event) include:
- the record was made on paper and has not yet been entered into Pinnacle or another point of care system
- for Vision or Eva practices, the record may have been emailed but not yet entered by anyone at your practice
- the data has not been fully completed at the vaccination site due to a final save not being completed - if the site is your own site, you can check for incomplete records using the incomplete records report in the admin screen, and if not, you should ask the site where the event occurred to do this check
If you see incorrect information on the vaccine record, such as the wrong batch code or SNOMED code, correct it in Pinnacle (or the point of care system you are using) to ensure the correction flows through the data collection process. You can also override incorrect information in your GP clinical system directly.
How and when corrections appear in the patient's GP record will depend on the clinical system:
- TPP practices - they will appear automatically within 24 hours
- EMIS practices - they will appear automatically within 48 hours
- Vision or Eva practices - they will be sent via email within 48 hours for GP practices to upload manually
Help with vaccine payments
For queries about vaccine payments, get more information on the Future NHS collaboration platform:
If you still have queries about Pinnacle or Outcomes4Health activity affecting payment or the payments process, contact the NHS England Vaccine Service Desk or call 0300 200 1000. Open 6am-10pm every day, including bank holidays.
Other common queries
I can see duplicate records in Pinnacle
Some duplicates are caused by staff entering vaccination events more than once, if the system is running slowly.
Encourage staff to only press Save once on a vaccination event, and remove duplicates if you see them.
I can see a second vaccination event but not the first in my GP system
This might be caused by some staff updating the record for the first vaccination event when the second dose is given rather than entering a new record. The first and second dose need separate vaccination records.
My patient has arrived for their first dose and their record says they have already received a vaccination
It is possible that the vaccination was recorded against the wrong NHS number.
You can check and amend this if the event was recorded at your own setting.
If it was recorded somewhere else, you should contact the point of care (hospital, GP, pharmacy or vaccination centre) that recorded the vaccination event and get them to check and amend the record. You should also log the issue with our helpdesk.
What about patients who receive the first vaccination in hospital and the second in a centre?
If someone comes to a vaccination centre for their second vaccination, but there is not a record in Pinnacle showing the first vaccination, Pinnacle will check against the National Immunisation Service (NIMS).
If a patient has already had one vaccination in hospital, there will be a record of the first vaccination event. Pinnacle will return this information to the member of staff, but it will not store it.
Only one vaccination event will be shown in NIVS and the other in Pinnacle, but NIMS and the GP record will have records of both (48 hours after the second appointment).
The support helpdesk
If you have further queries, email the vaccination data quality helpdesk or call 0300 200 1000.
Use an NHSmail account if you are emailing as you will need to supply identifiable patient data.
If you phone, tell them you are logging a call for:
- category - IT
- sub category - Data
- issue type - COVID vaccination data query
This will help your query get to us quickly to be investigated.
We are open from 6am until 10pm every day.
Find out what information we need
When you get in touch with us, make sure you include the relevant information so that we can investigate your query quickly.
A vaccination record in Pinnacle is not visible in my GP system after 48 hours
- NHS number
- date of vaccination
There is a big difference between the number of vaccination records in Pinnacle and in my GP system
- the practice ODS code
- the number of records in Pinnacle
- the number of records in the GP system
- the time period your query relates to (ending at least 48 hours ago)
A vaccination record in Pinnacle is different to the one in my GP system
- NHS number
- date of vaccination
- which field or fields are different, and what they say in the different systems
Training on recording vaccination events
Training materials are available on https://outcomes4health.org.
Future integration with GP systems
We're working with GP system suppliers so that GPs can use their own clinical systems to record vaccinations and send the information on to the DPS.