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ℹ️ Introduction
Ardens provides protocols to support the delivery and recording of seasonal vaccinations. This article explains how to create a local copy of the relevant protocol and update it for use within your practice.
Background
Ardens seasonal vaccination protocols support clinicians with the accurate recording of vaccinations within the clinical system. In EMIS Web, practices need to create a local copy of the relevant protocol and update it with details of the vaccine stock currently being administered before it can be used by practice staff.
The sections below provide guidance on updating each seasonal vaccination protocol.
💉Seasonal Influenza
The Seasonal Influenza protocol needs to be copied into a practice folder and updated with details of the influenza vaccines currently being administered by the practice.
Create a Local Copy
Access the Resource Publisher module
Select Shared Folders
Select Ardens National Content - New > Vaccinations
Right-click on the "Seasonal Vaccinations - Influenza 2026/27" protocol and select Copy
Navigate to an appropriate practice folder
Right-click the folder and select Paste
We recommend renaming the protocol once it has been copied. Right-click on the copied protocol and select Properties
Enter a name for the protocol, for example, by adding your practice initials to the beginning of the title
Select Save
⚠️Please note: once pasted, the protocol may not appear immediately, and you may need to click Refresh on the EMIS ribbon and log out and back in to the system.
Deactivate the original Ardens Protocol
Once you have created the local copy, deactivate the original Ardens protocol so that practice staff use the locally maintained version.
Select Shared Folders > Ardens National Content - New > Vaccinations
Right-click on the "Seasonal Vaccinations - Influenza 2026/27" protocol and select Status > Deactivate
Edit Local Protocol
Navigate to the local copy of the protocol
Right-click on the protocol and select Protocol > Edit
Use the scroll bar at the bottom of the screen to scroll right until you see the "EDIT BATCH NUMBER/EXPIRY DATE" box
Below the EDIT BATCH NUMBER/EXPIRY DATE box, there are multiple-choice question boxes for each vaccine type, together with associated Add Coded Data boxes
Edit each multiple-choice box, depending on the vaccine types you will be using for your practice
Identify the vaccine types that your practice will be using
Double-click the relevant multiple-choice box, for example, LAIV
Select the first option and click Edit
Replace the XX placeholders for the batch number (BN) and expiry date with the details of your practice's vaccine stock
Repeat this for each option
Select OK once complete
Next, double-click on the associated Add Coded Data box
Complete the Manufacturer, Expiry Date, Batch Number and GMS fields
Select OK
Repeat this for each Add Coded Data box associated with the vaccine type
⚠️Important: The Add Coded Data boxes MUST be completed for the vaccination data to be saved back to the patient record.
Repeat the above steps for each vaccine type used by your practice
Once complete, click Save and Close
Press Yes to any warning messages
Right-click on the protocol, select Status > Activate
⚠️Please note: once pasted, the protocol may not appear immediately, and you may need to click Refresh on the EMIS ribbon and log out and back in to the system.
The protocol will now be available for practice staff to add to their F12 key. Access this support article for details on how to use the resources.
⚠️Please note: One staff member only needs to copy and update the protocol once for the practice. After that, other staff can add the finished local protocol to F12 and use it in clinics.
❓FAQ
Why do I need to create a local copy of the protocol?
The Ardens protocol is provided as a resource for practices to use as a starting point. Creating a local copy allows your practice to add and maintain the vaccine details relevant to your current stock.
What vaccine information needs to be added?
The local protocol should contain the details required to identify the vaccine being administered, including the vaccine name, batch number and expiry date.
Why do I need to complete the Add Coded Data boxes as well as the multiple-choice boxes?
The multiple-choice boxes help present the correct vaccine options during use, but the associated Add Coded Data boxes must also be completed for the vaccination details to save back correctly to the patient record.
Why can’t I see the copied protocol straight away?
After copying the protocol, the local version may not appear immediately in EMIS Web. If you cannot see it, refresh the view and then log out and back in again.
Why has my protocol gone back into Draft after I edited it?
When a protocol or template is edited and saved, it may return to Draft. If this happens, you will need to activate it again before practice staff can use it.
Does every member of staff need to copy and edit the protocol themselves?
No. One staff member only needs to copy and update the protocol once for the practice. After that, other staff can add the finished local protocol to F12 and use it in clinics.
What if my practice only uses some of the vaccine types listed in the protocol?
Only update the sections relevant to the vaccine types your practice is actually using. This helps keep the protocol clear and reduces the risk of selecting the wrong stock details during a clinic.
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