Record an encounter

How to record an immunisation encounter on the Australian Immunisation Register (AIR) site.

mandatory record batch number covid 19 alert

It’s now mandatory to record a batch number when reporting COVID-19, influenza and National Immunisation Program (NIP) vaccinations to the AIR.

Astra Zeneca and Pfizer vaccines have a lot number instead of a batch number. Enter the lot number when there is no batch number.

You can record immunisations that patients have had overseas on the AIR when they’re in Australia. They need to give you documents in English that show what immunisations they’ve had.

Login to PRODA to access your HPOS account. In HPOS, select My programs and then Australian Immunisation Register and then identify the individual.

To record their encounter:

  1. Select Record Encounter.
  2. Select Who performed this immunisation Encounter. If the encounter was performed overseas, you need to select the Country of immunisation.
  3. Enter the Date of Service. If you’re recording the encounter for a child, select the appropriate schedule.
  4. Enter the episode details including the Vaccine/Brand, Batch Number and Serial Number. Some vaccines, including Astra Zeneca and Pfizer, have a lot number instead of a batch number. Enter the lot number when there is no batch number. If you don’t know the batch or serial number, enter ‘notrecorded’ (no spaces).
  5. Select Add to record the encounter.

Children aged 5-11 are now eligible to receive some COVID-19 vaccines. They should be recorded using the same vaccine code as the adult dose.

Note: fields marked with an asterisk indicate that they are mandatory information.

You’ll get a success message if the encounter was recorded correctly.

View our education module to get help recording an encounter.

Page last updated: 25 March 2022