Moving From CAIR1 to CAIR2 Guide

Getting Started
Login
Training After the launch of CAIR2
Help

Patient Records
Patient Disclosure: no change
Patient Decline to Share: no change
Locked Records
Patient Search
CAIR2 IDs
Not Moved to CAIR2
Recording Vaccine Reactions
Access to Records in CAIR1 and CAIR2

Inventory
Lots Moving From CAIR1

Data Exchange
Historical Shots
Reactions, Risks, Refusals, and Immunity Status
File Status

For more information on how something works in CAIR2, click on the yellow light-bulb icon at the top right of any screen in CAIR2 or review the CAIR2 videos or user guides.

Back to CAIR2 Overview

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Login

A link to CAIR2 and a temporary password will be sent in an email a few days before the launch in your region.​ (Regular and Power users must comple training first.)

If you don’t receive or can’t find your login information, email CAIRHelpDesk@cdph.ca.gov.

You’ll also need some of the same login information from CAIR1:

  • Org Code: Provider ID from CAIR1 (All capital letters)
  • Username: same as CAIR1 (All capital letters)

After logging in to CAIR2

  • You’ll have to enter a few security questions and set up a new password. Remember your username and new password.
  • Confirm that your user information is correct.
  • If your account needs to be linked to a partner organization, call the Help Desk at 800-578-7889.
  • School staff: If you don’t see “School Access” in the left hand menu, call the Help Desk at 800-578-7889.

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Training After the launch to CAIR2 in your region

Regular and Power users who were active in CAIR1 should register as soon as possible. (Training is not needed for Read-only users.) 

Regular and Power users who were not eligible for CAIR2 training before the launch (haven’t used CAIR within the last 6 months or started after the cut-off date) should ask supervisors to set up a new user account in CAIR2 and register for New User Training.

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Help

As with the launch of any new software, problems may come up. The CAIR Help Desk staff and Local CAIR Reps will be available to assist you. A higher volume of calls and emails are expected around the launch of CAIR2–please help us triage some of the problems with these tips below.

  1. If you are not sure where something is or how it works, click on the yellow light-bulb icon at the top right of any screen in CAIR2 for more information or review the CAIR2 videos or user guides.
  2. If problems prevent you from accessing information needed to administer vaccines, call 800-578-7889, or contact your Local CAIR Representative (LCR). For less urgent problems, email CAIRHelpDesk@cdph.ca.gov.
  3. As always, if you encounter bugs in the software, send an email to CAIRHelpDesk@cdph.ca.gov. Reporting problems helps to make CAIR2 even better for everyone. Make sure to include details to help identify the problem with:

    • a screen shot of the error
    • type of computer and internet browser you are using
    • description of what you were trying to do when encountering the problem

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Patient Disclosure

The process for patient disclosure has not changed. You must still do disclosure before creating the record in CAIR2 using the official CAIR Disclosure forms or posters. No signature is required. You must document disclosure in CAIR2 by selecting ‘YES’ to the question ‘Has the patient been disclosed?’ on the Patient Information section of the Add/Update Patient screen.

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Patient Decline to Share

The process for patients who decline to share has not changed. Patients still have the right to decline to share their information in CAIR2 at any time. If they do, you must lock the record in CAIR2. Select ‘NO’ to the question ‘Has Patient Agreed to Share?’ on the Patient Information section of the Add/Update Patient screen. You don’t need to fill out any paperwork, just mark the box in CAIR2.

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Locked Records

Any site that has given a shot from inventory to the patient can see locked records in CAIR2.  In CAIR1 only the provider who owned the record could see the locked record. In CAIR2, multiple sites can own the record. If a site gave a shot from inventory, they are an owner.

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Patient Search

Always search for a patient at least 3 times with at least 2 pieces of information:

  • Last Name + First Name or
  • Last Name + Date of Birth or
  • First Name + Date of Birth.

You can also search with old CAIR ID, new CAIR2 ID, or Medical Record Number.

There are many more records in CAIR2 and patients may have the same name and birth date. Additional information such as mother’s first name and address are important in telling the difference between patients. Check to make sure the record you open is for the correct patient. If you notice something wrong with a patient’s record, call the Help Desk at 800-578-7889.

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CAIR2 IDs

All patients will have a new unique CAIR2 ID. You will still be able to search for patients using their old CAIR1 ID, which will be referred to as the Legacy CAIR ID.

  • CAIR2 will combine records from different registry regions for the same patient. You will not be able to manually merge patients.
  • There won’t be any patients with the same number even if they are from different regions.
  • Make note of the new CAIR2 ID in your chart or EHR so that you can use it to search for the patient in the future.  Only the new CAIR2 ID will display in CAIR2 and print on reports. The old ID is only for searching.

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Not Moved to CAIR2

This type of information was not moved to CAIR2.

  • Patients with no immunization history and TB records
  • Doses with inaccurate dates (eg. year 1852)

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Recording Vaccine Reactions

Reactions documented in CAIR1 were moved to Notes in CAIR2.  If a patient had a true reaction, add it as a reaction to the vaccine given in CAIR2.

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Access to records in CAIR1 and CAIR2

  Data

Available in CAIR2

Available in CAIR1

  From the 7 CAIR regions moved from  
 
CAIR1 on October 3, 2016

  Immediately

  Immediately

  Submitted from EHR via data exchange

  Immediately

  72 hours

  Entered into CAIR2

  Immediately

  72 hours

  Entered into CAIR1

  72 hours

  Immediately

  From San Joaquin, San Diego, or Imperial
  regions

Fall 2017
<1 week (Subject to change)

Not available, submit data request to region

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Vaccine Lots Moving From CAIR1

Only active, non-expired lots that are in your current inventory will be automatically moved to CAIR2. No expired or archived lots will be moved and historical transaction information will not be available.

Before CAIR1 shuts down in your region, save or print your Inventory Reports for all of your lots in Current Inventory. You’ll need these to check that your inventory was properly transferred to CAIR2 and for ordering vaccine or documentation (e.g., Vaccine Usage, Inventory Transactions, State-supplied Vaccine, Dose-based Eligibility).

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Historical Shots

It is important to send Historical shots the patient received in addition to new shots so that the patient’s record in CAIR2 is complete. A complete shot history is needed in order for CAIR2 to accurately recommend what shots are due.

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Reactions, Risks, Refusals, and Immunity Status

Some types of reactions, risks, immunity and refusals can be sent in your data-exchange files, but most EHRs do not send this information. If your patient has a risk, immunity, or refusal to a shot, you and other users at your site should log into CAIR2 and add it manually.

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Data Exchange File Status

Power users can run a report on the data exchange files recently submitted to CAIR2. On the main left blue menu, click the Check Status link under the Data Exchange header. 

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