Field Definitions
Encounter form fields and their requirements
Reference for all fields on the vaccination encounter form. Fields marked with an asterisk (*) are required — some asterisks appear dynamically based on your selections.
Encounter-Level Fields
These apply to the entire visit.
| Field | Required | Description |
|---|---|---|
| Date of Service | Always | Date the vaccination was administered. Select this first — it filters available vaccines. Cannot be in the future. |
| School ID | No | Identifier for school-based vaccination programs. Leave blank for clinic vaccinations. |
| Administered Overseas | No | Toggle on if the vaccination was given outside Australia. Enables the Country field. |
| Country | When overseas is on | Country where the vaccination was administered. Searchable dropdown. |
| Antenatal Indicator | No | Toggle on if the patient was pregnant when vaccinated. |
Episode-Level Fields
These describe each individual vaccine administered. Complete for each vaccine in the encounter.
| Field | Required | Description |
|---|---|---|
| Vaccine | Always | Searchable dropdown filtered by date of service. Select from the list — no free text. |
| Dose | Always | Dose number or identifier (e.g., 1, 2, 3, Booster). |
| Batch Number | Some vaccines | Manufacturer's batch/lot number from the vaccine vial. Asterisk appears when required. |
| Route of Administration | Some vaccines | How the vaccine was administered (e.g., IM, SC, PO). Dropdown filtered to valid routes for the selected vaccine. |
| Funding Type | No | How the vaccine was funded (e.g., NIP, Private). Dropdown filtered by vaccine. |
Field Dependencies
- Date of Service filters which vaccines appear in the dropdown and determines batch/route mandatory rules.
- Vaccine selection filters available routes and funding types, and determines whether batch and route are mandatory.
- Administered Overseas toggle controls whether Country is required.
Light handles all conditional logic automatically — asterisks appear and disappear as you make selections.
Provider Information
Provider numbers (Immunisation Provider and Information Provider) are configured at the site level in Settings and automatically included in submissions. You don't enter these per encounter.