Handling Pending and Warning Records
Accept and confirm workflow for pended episodes and AIR warnings
When you submit a vaccination encounter, AIR may return warnings or pend the episode for review. The accept and confirm workflow lets you review the issue, verify accuracy, and resubmit with confirmation.
When This Happens
AIR may pend or warn an encounter in these situations:
- Individual not found — patient not initially identified
- Potential duplicate — similar vaccine and date already recorded
- Unusual dosing interval — short or out-of-sequence doses
- Pended episode — encounter requires manual verification
How to Identify
In the immunisation history, affected records show:
- Action Required warning badge
- Status containing "PENDED", "PENDING", or "WARNING"
How to Resubmit
- Find the affected record in the immunisation history
- Click the dropdown menu and select Edit or Update
- The update form opens with current details and a warning section showing the AIR message
- Review the warning details carefully
- Check the Accept and Confirm checkbox to acknowledge the warning
- Click Update Encounter to resubmit
Only check Accept and Confirm if you have verified the vaccination details are correct. This tells AIR you've reviewed the warning and confirm the submission is accurate.
Common Warnings
| Warning | What to Do |
|---|---|
| Individual not found | Verify patient Medicare details, then accept and confirm |
| Potential duplicate | Verify the vaccination was genuinely administered, then accept and confirm (or don't resubmit if it was a duplicate) |
| Unusual interval | Verify the dosing schedule was intentional, then accept and confirm |