Digital Vaccine Record (DVR)
Org/Site Enrollment Issues
Training Issues
Login Issues
Basic Functionality
Entering Historical Shots
Managing Inventory
Running Reports
Patient Records
Reporting Requirements
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Digital Vaccine Record (DVR) is a website for Californians to easily download their vaccination record. Please share the following link with your patients/community.
You should contact the Local CAIR2 Representative (LCR) who covers your County. The LCRās contact information will be included in the registration confirmation email sent to you. If you did not receive the email or if you have any questions about the status of your enrollment application, go to the Local CAIR Representative page and contact the LCR who covers your County.
It may take up to 10 business days for your account request to be reviewed and approved. Once it is approved, your site contact will receive a confirmation email and you will then be able to add users at the CAIR2 Account Update website. If you have any questions regarding Account Update, your manager/supervisor can contact the CAIR2 Help Desk 800-578-7889 or CAIRHelpdesk@cdph.ca.gov.
Once enrollment in the CAIR2 IZ Portal is completed, an instructional email is sent to the site contact you provided during enrollment. This email contains instructions outlining your next steps and should be retained for future reference. It is strongly recommended that you share this instructional email with your Electronic Health Record (EHR) system vendor/IT support. If you have any questions or you did not receive the instructional email, please contact CAIRDataExchange@cdph.ca.gov and a Data Exchange Specialist will assist in guiding you through your next steps.
In most cases, the only user role a DX site will need is the āDX Quality Assuranceā (DX QA) user role (see
CAIR2 User Roles). This role does not require formal training and allows a member of your staff to monitor data exchange transactions using the ācheck statusā screen as well as to lookup patients and also to access other useful CAIR2 patient reports such as reminder/recall, the ad hoc patient reports, the manage patient status screen (allowing efficient inactivation of inactive patients), and the coming AFIX/IQIP reports that will allow practices to measure coverage rates among their active patients. If your site plans to use CAIR2 to manage inventory, you will need to enroll at least one staff member as a āPowerā user so they can login to CAIR2 and enter vaccine inventory. If your site wishes to correct doses manually or enter historical doses or Tb test results, the best role would be the āRegularā user role.
If your site is transitioning to data exchange from login use of CAIR2 and you no longer need existing āRegularā or āPowerā users, your clinic supervisor/CAIR2 contact can login to Account Update and request that these accounts either be inactivated or changed to either the āDX QAā or āRead-Onlyā user roles that do not require training.
Patient disclosure is required before patient data can be submitted to or entered into CAIR. The standard CAIR Notice (disclosure) should be used to disclose patients and is available in multiple languages and also as a waiting room poster in English and Spanish. See the CAIR Disclosure/Sharing Policy page for more details.
Currently, only āRegularā and āPowerā users are required and allowed to register for training. Once your Regular user account is created (or we receive a request that your āRegularā account be upgraded to āPowerā), CAIR2 will send you an email to let you know that you need to take training and provide you the link to register for training.
We currently do not offer trainings to Read-only or School Read-only users. Guides for Read-only and School Users are located on the CAIR2 Training and Resources page.
It depends. If you request either āPowerā or āRegularā roles for your staff, they will need to attend training. However, the only user role most DX sites need is the āDX Quality Assuranceā (DX QA) user role (see CAIR2 User Rolesā) which does not require formal training. This role is able to monitor DX transactions via the āCheck Statusā screen and also run a variety of reports including reminder/recall and ad hoc patient reports, to use the āmanage patient statusā screen to remove inactive patients (coming in June 2020), and eventually to run coverage reports (AFIX/IQIP module, coming in Oct 2020) on children and adolescents in their practice.
If your DX site has requested āRegularā or āPowerā users in error, please contact the CAIR2 Help Desk at 800-578-7889 or CAIRHelpdesk@cdph.ca.gov
This is because your new site requested a new user account for you instead of transferring your existing account. You can contact the CAIR2 Help Desk at 800-578-7889 or CAIRHelpdesk@cdph.ca.gov or contact your Local CAIR2 Representative (LCR) and they can transfer your training status to your new site so you wonāt be required to attend training again.
First, check your email Spam/Junk folder for a message from ātraining@CAIR2web.orgā). You can also check with your IT department to make sure your officeās email system is not blocking these emails (especially if other staff at your site are having the same issue). If neither of those things is happening, contact the CAIR2 Help Desk at 800-578-7889 or CAIRHelpdesk@cdph.ca.gov to receive your Temporary Password.
To reset your password, go to the
CAIR2 login page and click on Forgot Password. This will take you to the Security Questions screen where you will need to answer one or more correctly before being able to enter a new password.
After logging in to CAIR2, click on manage/access account. From the menu on the left hand side, click on Security Questions under Manage My Account.
For security reasons, user accounts are inactivated after six months of inactivity. To prevent this from happening please try to login in at least once every month. If your user account is inactive, have your supervisor go to CAIR2 Account Update and re-activate your account.
Note: Depending on how long it has been since you last logged in, you may be required to attend additional training before your access to CAIR2 is restored.
User accounts are disabled when user has tried logging in more than five times (5) with the incorrect org Code/username/password. To re-activate your user account when it is disabled, please contact the CAIR2 Help Desk at CAIRHelpDesk@cdph.ca.gov and include your Org Code and Username in the email as well as contact information.
User accounts are terminated at the request of a supervisor. To have your account reactivated, have your supervisor go to CAIR2 Account Update and submit a request to re-activate your account.
If your new staff member needs access to CAIR2, please complete an account update at
CAIR2 Account Update. Depending on the user level requested for them, they may need to attend training prior to receiving their login information.
āThis is a known issue and CDPH is working with the vendor on a resolution. Providing a screenshot will help us learn more about the error and fix it rapidly. Take a screenshot of the webpage and email it to
CAIRHelpDesk@cdph.ca.gov. Please indicate what CAIR webpage you were last on, in the email.
To log in to CAIR2 go to https://CAIR.cdph.ca.gov and have your Org Code, User name, and password ready. Step-by-step instructions on how to log in to CAIR2 can be found by viewing our Accessing CAIR2 video or on page 6 of the CAIR2 Regular User Guide (PDF).
Information on how to search for a patient in CAIR2 can be found in by viewing Managing Patients video or on page 8 of the CAIR2 Regular User Guide (PDF).
All patients entered into CAIR2 manually or through data exchange must be disclosed prior to being entered. The exception are birth records which are entered but not disclosed. If you see a pop-up indicating that a record you are attempting to open is not disclosed, simply disclose the patient/parent and open the record. Opening the record automatically sets the ādisclosureā and the āsharingā fields in the patient record to āYesā with the date recorded and sets your clinic as responsible for the disclosure.
If a patient requests that their record be ālocked,ā search CAIR2 for the patient and open their record. Once in the Update Patient screen, click on Patient Information and under Patient Sharing change the Sharing Status from āYesā to āNoā as shown below. If the record is locked by your clinic, please document this in the patient record. The patient can also submit a request to ālockā their record online at the CAIR Forms page.
If a patient requests that their record be āunlocked,ā search for the patient in CAIR2 and open their record. Once in the Update Patient screen, click on Patient Information and under Patient Sharing change the Sharing Status from āNoā to āYesā as shown below. If the record is unlocked by your clinic, made sure to document this in the patient record. The patient can also submit a request to āunlockā their record online at the CAIR Forms page.
On the patientās History/Recommend screen, select the Add Historical Imms button. On the screen that appears, enter the date the vaccines were administered in the box next to the vaccine name. If you donāt see the name of the vaccine you are looking for (except for combo vaccines), click in the empty field under Zoster in the Immunization column and choose from the drop-down list.
If you want to add the Trade Name for the vaccine, click the āAdd Detailsā button and select the Trade Name from the dropdown list. Click the āSaveā button when you are finished.
See Page 16 of the CAIR2 Regular User Guide (PDF) or view the CAIR2 Adding Historical Immunizations video. Note: See below for more information about entering historical combo vaccines.
On the Add Historical Imms screen, enter the date the combo vaccine was given under one of the vaccine components (antigens). Then click the Add Details button at the bottom of the screen and select the āTrade Nameā for the combo vaccine from the dropdown menu. Then click the Save button. This will add all components of the combo vaccine to the patientās record.
Important Note: You must select the Add Details button to record all components of the combo shot. If you donāt, only the single antigen you entered will be recorded.
For example, if you need to enter a historical Pediarix shot, you can enter the date the shot was given in the box for DTaP. Then select the Add Details button and select āPediarixā from the Trade Name dropdown menu. This will then add the date and vaccine into the Patientās record for all three components (DTaP, HepB and IPV) and document it as a Pediarix shot. See Page 16 of the CAIR2 Regular User Guide (PDF) or view the CAIR2 Adding Historical Immunizations video.
Once you enter the date the vaccine was given on the Add Historical Imms screen, click the Add Details button at the bottom of the screen. You will then be able to add more details about the historical immunization if you have it, including the āTrade Name,ā āLot Numberā and āOrganizationā that gave the shot.
See Page 16 of the CAIR2 Regular User Guide (PDF) or view our the CAIR2 Adding Historical Immunizations video.
CAIR has an inventory module that allows providers to decrement doses, see how many doses are available and enter inventory. This function is helpful for providers who do not use an electronic health record (EHR) or if their EHR lacks this functionality.
Only Power Users at your site can transfer inventory from one site to another. To transfer inventory out of your CAIR inventory and into another siteās CAIR inventory, follow the steps outlined in the CAIR2 Vaccine Transfers video.
Note: If you receive an error message. it is most likely because either your site or the site you are trying to transfer vaccines to is not set-up in CAIR2 to send/receive vaccine transfers. You cannot do this yourself; you will need to contact the CAIR2 Help Desk to update your/their CAIR2 Org account with this capability.
If you just need to document that you transferred inventory into/out our your CAIR2 inventory, you can use the Transfer In/Transfer Out Inventory modification code (see Pages 4ā6 of the CAIR2 Inventory User Guide (PDF).
This information is covered on Pages 17ā27 of the CAIR2 Organizational Reports User Guide (PDF). You can also view the CAIR2 Generating Reminder and Recall Reports video.
Yes, data exchange sites with a āDX Quality Assuranceā user can run a variety of reports including reminder/recall and ad hoc patient reports, can also use the āmanage patient statusā screen to remove inactive patients (coming in June 2020), and eventually will be able to run coverage reports (AFIX/IQIP module, coming in Oct 2020) on children and adolescents in their practice.
Note: Only Power Users at your site can run this report. This report shows all of the activity that has occurred with your vaccine lots in your CAIR2 inventory during a date range you specify. It will show you any adjustments you have made to lots (e.g., doses administered, receipt of more vaccine, doses that were spoiled, etc.) as well as the name and CAIR2 ID# of every patient that received a dose of a specific vaccine lot. It also gives you a summary of all of these transactions (e.g. total number of immunizations given, total adjustments made) during the date range. In addition to specifying a date range, you can also narrow the report down to a specific lot and funding source of vaccine or a specific transaction type to display on the report.
More information can be found on Page 7ā8 in the CAIR2 Inventory User Guide (PDF) or by viewing our CAIR2 Vaccine Inventory video.
This report is very useful if you have a discrepancy between the number of doses in your fridge and the number of doses showing in your CAIR2 inventory because it shows you every transaction that impacted a vaccine lot. This includes any inventory adjustments (e.g. doses administered, doses received, transferred doses, spoiled doses) as well as shots given and which patients received those shots.
More information can be found on Page 7ā8 in the CAIR2 Inventory User Guide (PDF) or by viewing our Vaccine Inventory video.
Information on how to run each report in CAIR2 can be found in the various CAIR2 User Guides and Videos at our
Training and Resources page.
The Doses Administered Report is covered during Regular User trainings. Several reports are covered during our Inventory User Training (for Power users) including the Doses Administered Report, State-supplied Vaccine Report, State-supplied Flu Report, Inventory Transactions Report, Dose-based Eligibility Report, and Vaccine Eligibility Report.
Although we currently do not train on other reports, we may in the future. Instructions on how to run many of the reports in CAIR can be found in the various CAIR2 User Guides and Videos on our
Training and Resources page.
If you see possible duplicated patient records, complete a CAIR2 Duplicate Record Correction Form āand email it to the CAIR2 Help Desk. The CAIR2 Team will review and merge the records.ā
āCalifornia Department of Public Health (CDPH) purchases vaccines via different funding sources, including Vaccines for Children (VFC), Section 317, Vaccines for Adults (VFA), and State General Fund (State GF). In CAIR, providers must select the correct funding source for each dose administered based on the patientās eligibility to different funding sources.
āVaccine eligibility refers to patientsā meeting criteria to qualify into a funding source. See the
Vaccine and Clinic Eligibility by Funding Source (PDF) guide for more information.
The doses administered will not be reflected accurately in myCAvax, every time you place a vaccine order.
āāYes, as outlined in the VFC Program Provider Agreement (PDF), providers are required to report specific vaccine dose and patient demographic information as defined by
HSC 120440. ā
Yes, providers must submit the funding source and eligibility for every dose administered into CAIR. Doing so is critical to notify other systems (like myCAvax) on how doses are being used, when they are being administered, what funding source they fall under, and what program they fall under. Funding source and eligibility does not need to be included when submitting historical doses. ā
For each dose, providers must report into CAIR:
- āThe IIS ID/ Org Code associated with the program location in their myCAvax account from which they are ordering and reporting doses for, because this will match all other data across systems.
- Funding Source because this will match the doses back to the correct program.
- Vaccine Eligibility because this will match the doses back to the correctā program.
- NDC Code because this will distinguish the specific vaccine products that were administered.
- To protect the integrity and quality of the data, CDPH only uses complete data of doses administered to generate dashboards and reports. Doses administered and reported to CAIR that do not contain the required fields cannot be included in dashboards or reports. Please help us obtain a complete picture of immunization in California.
- Providing complete data helps CAIR and myCAvax accurately match information and maximizes their efficiency.
- Your data is the source for provider contact information, vaccine management data, and informs provider outreach. ā
If you are unsure, forget or do not know your org code, contact the CAIR help desk or local CAIR representative for assistance. Please verify it matches the org code/IIS ID in myCAvax. To locate it in myCAvax, log onto your myCAvax account. In the details tab, your IIS ID/Org code is under the ālocation informationā section, named IIS Identifier. Please ensure you use the IIS Identifier when reporting doses administered in CAIR, along with the funding source, the vaccine eligibility, and NDC codes.
āTogether, CDPH and providers need to improve the quality of the data. Over half of providers are not reporting all the required fields, resulting in an incomplete picture. CDPH is committed to supporting providers achieve better data quality and is in the process of creating job aids and other resources for providers.
The field ā% Doses Submitted to IISā compares āIIS quantity used since last orderā and the provider-reported āquantity used since last orderā to show how many doses reported in myCAvax have also been reported in the IIS. If the quantity used since last order = 0, you will see āN/A.ā
Information is provided for awareness purpose on accurate reporting of vaccine administration doses to the IIS according to program participation requirements and AB1797.
āYou may contact the CAIR help desk, open MondayāFriday from 8 amā5 pm at
CAIRHelpDesk@cdph.ca.gov, āPhone: 800-578-7889, Fax: 888-436-8320.
No, the IIS information is just informational. However, we strongly urge providers to confirm their doses reported to their IIS are timely and complete. If not, those doses will not show under doses administered in their IIS ID/Org Code, and also will not be imported into the VFC Order form.
If you notice a variance, we recommend you confirm that doses reported to your IIS are timely, complete, and contain required reporting elements, including the correct Funding Source/Eligibility Code and product NDC Code. If the pre-populated doses are inaccurate, please contact the CAIR Help Desk to resolve it at
CAIRHelpDesk@cdph.ca.govā, phone: 800-578-7889, fax: 888-436-8320.āā