Manage Clients

Once you have verified that the record is a match for your client, update the client’s name, address, phone number, and other demographic information with any current information you have. A client’s birth date may not be editable if there is a birth certificate associated with the record. Contact the MIIC Help Desk if you are unable to update an incorrect birth date in MIIC.

Updating certain fields, such as name and birth date, will create an alias, or AKA, for your client. An alias is presented on the search results screen by a checkmark in the AKA column. An AKA is not a duplicate record, rather it allows you to search for a client using previously reported name or date of birth name while still bringing you to the client’s current MIIC record.

If the address you have on file for a client is undeliverable, check the Undeliverable Address box. Do not replace the address with needs update, bad address, undeliverable, or anything else that is not street address information. Leave the details of the undeliverable address instead of deleting it from MIIC. Keeping the historical address allows another point to verify the client’s record before updating with the current address.

If the phone number you have on file for a client is no longer valid, delete it from MIIC. Do not enter a fake phone number, such as all 9s or all 0s.

Once you have updated the information, click the Save button at the top right of the screen. This will update your client's record. The Client Updated text will appear next to the Personal Information header once the changes have been successfully saved.

Additional client information is located within the three tabs below the client’s demographic information: Client Information, Address(es)/Contact(s), and Client Comments(s). You can click on each tab to see what information MIIC has and update information where applicable.

Client information

This tab displays information specific to your organization. The chart number field contains the unique identifier specific to your organization. The status field notes the client’s association with your organization. 

• Active: The client is considered an active client of your organization. Their immunization status will be considered when generating Immunization Assessment reports and Client Follow-up cohorts.
• Inactive: The client is not considered a client of your organization.
• Deceased: The client is deceased. Selecting this status will flag the record as deceased and no organizations in MIIC will be able to view it.

The Allow Reminder and Recall Contact? field indicates if a client has consented to receive communication from provider organizations, including public health agencies, when they are due for recommended vaccinations.

The Allow Sharing of immunization data? field indicates if a client has consented to other organizations viewing their record if the client is seeking services from another MIIC-participating provider. If your client requests only your organization access their MIIC record, change this field to No to lock the record to your organization.

Click the Save button on the top right of the screen to save your changes. The Client Updated text will appear next to the Personal Information header once the changes are saved successfully.

Address(es) and contact(s)

This section contains contacts for the clients. Only four contacts will be displayed in MIIC. More can be added, but will not be visible in MIIC. To edit a contact, select the radio button to the left of the contact’s name.

1. Update the contact information.
2. Select the Next button to the right of the contact list, then select the Save button on the top right of the screen to save your changes. The Client Updated text will appear next to the Personal Information header once the changes are saved successfully.
3. To add a contact, select the New button to the right of the contact list. Enter the contact information.
4. Select the Next button to the right of the contact list, then select the Save button on the top right of the screen to save your changes. The Client Updated text will appear next to the Personal Information header once the changes are saved successfully.
5. To delete a contact, select the radio button to the left of the contact’s name.
6. Select the Delete button to the right of the contact list, then select the Save button on the top right of the screen to save your changes. The Client Updated text will appear next to the Personal Information header once the changes are saved successfully.

This section allows you to view and edit immunization-related comments, such as immunity by titer/history of disease, medical exemptions, and/or refusals. Information displayed here will also be displayed on the client’s immunization history screen. To add a new comment, select the New button to the right of the Client Comment Listing.

1. Choose the appropriate comment from the Client Comment drop-down menu and enter the Applies To Date, such as the date the titer was drawn or the date the client refused an immunization.
2. Select the Next button to add another client comment, if applicable.
3. Once you have finished entering new comments, select the Save button on the top right of the screen to save your changes. The Client Updated text will appear next to the Personal Information header once the changes are saved successfully.
4. To delete a comment, select the radio button to the left of the comment you’d like to delete.
5. Select the Delete button to the right of the comments, then select the Save button on the top right of the screen to save your changes. The Client Updated text will appear next to the Personal Information header once the changes are saved successfully.