How to Order and Administer Vaccines in Your EHR (Step-by-Step Guide)

Managing vaccinations inside an EHR can feel overwhelming, but with an organized workflow, you can streamline ordering, administering, and documenting every dose with accuracy. This guide walks you through the complete process—ordering vaccines, administering them, documenting details, handling missed doses, and adding historical immunizations.

Ordering a Vaccine in the EHR

In DocVilla, providers and clinical staff can efficiently order, administer, track, and record immunizations using the Consult → Immunization → Add New Vaccine workflow. This screen contains four tabs—Ordered, Administered, Not Administered, and Historic—each serving a specific purpose in the vaccine lifecycle.

1. Steps to Order a New Vaccine: (If you are a Solo Provider / Administering it on you own then Skip to Step No 2)

When a provider decides a vaccine is needed, they will begin by placing an order inside the Immunization module.

Select Order Vaccine.
Fill out the following fields:

Vaccine Details:

Vaccine
Manufacturer
Detailed Name
Notes
Product Name
VIS (Vaccine Information Statement)
Associated Groups
Associated CPT(s)

Ordering Provider:

Choose from provider list

Order Timing:

Ordered On (date)
Ordered At (time)

Once saved, the vaccine will appear under Ordered Vaccines, ready for the nurse to administer.

2. Administering the Vaccine (Nurse Workflow)

After the provider orders the vaccine, the nurse will complete the administration section.

Steps to Administer the Vaccine

Go back to Immunizations → Administered.
Select the ordered vaccine.
Enter all required administration details:

Administration Details to Enter

Personnel

Administered By: Select the nurse or provider administering
Recorded On / Recorded At (date & time of documentation)

Consent

Verbal
Written

NDC Information

Package NDC
Component NDC (if applicable)
Note: Not all vaccines have separate package & component NDCs.

Vaccine Administration Data

Expiration Date
in Series
Dose (mL)
Date Next Due

Route Options

Site Options

Comments

Add any relevant notes.
Check the box “Vaccine has been administered to the patient” to push CPT codes to CMS-1500.

3. Documenting “Not Administered” Vaccines

If the provider ordered the vaccine but it was not given, it will appears under the Not Administered section.

Common reasons may include:

Patient refusal
Contraindications
Vaccine supply not available
Patient illness

Document the appropriate reason so the record remains accurate.

4. Adding Historical Vaccinations

Historical vaccines may come from:

Previous clinics
Patient immunization cards
State registry download
School or employer records

Steps to Add Historic Immunizations

Go to Immunizations → Add Historic.
Enter:
- Vaccine name
- Date administered
- Provider/facility (if known)
- Lot/NDC (if available)
- Route
- Site
- Notes

Historic entries help maintain a complete and reliable immunization record for patient care and compliance.

Adding Immunization in SOAP Notes

In the Plan section of your SOAP note, use the Immunization Macro.
The macro will pull the added vaccine details directly into your note, so you don’t have to retype.

Final Thoughts

Using the EHR immunization workflow ensures vaccines are ordered, administered, tracked, and billed correctly. Whether you’re entering new orders, documenting administration, marking missed doses, or adding historical data, this process keeps your practice consistent and compliant.