OAR 333-050-0060
Primary Review of Records
(1)
At least annually the administrator will conduct a primary review of each child’s record to determine the appropriate category of each child. This review shall be completed no later than 35 calendar days prior to the third Wednesday in February unless otherwise approved in writing first by the local health department and then by the Public Health Division.(2)
The administrator shall categorize all children as follows:(a)
“Complete or Up-to-Date”;(b)
“Nonmedical Exemption”: This category applies to any child whose incomplete immunizations are covered by a nonmedical exemption;(c)
“Permanent Medical Exemption”: This category applies to any child who is susceptible as evidenced by a medical exemption statement on file as specified by OAR 333-050-0050 (Immunization Requirements)(6), whose medical exemption statement has been reviewed by the local health department and has been determined to be based on a contraindication that is permanent;(d)
“Temporary Medical Exemption”: This category applies to any child who is susceptible as evidenced by a medical exemption statement on file as specified by OAR 333-050-0050 (Immunization Requirements)(7), whose medical exemption statement has not been reviewed by the local health department, or whose medical exemption is not permanent;(e)
“Incomplete/Insufficient”;(f)
“No Record”: This category applies to any child with no record on file at the school or facility. This category also applies to any child with a nonmedical exemption signed on or after August 1, 2008 with no vaccines selected for nonmedical exemption and with no vaccine dates;(g)
“Children not to be counted”: School age children also attending a facility should be counted by the school. Children enrolled in a school but physically attending another school should be counted by the school they physically attend. Children attending a preschool or Head Start program and another facility should be counted by the preschool or Head Start program. Children physically attending more than one child care facility or school should be counted by the facility or school where they attend the most hours.(3)
Thirty-five calendar days prior to the third Wednesday in February, unless otherwise approved in writing first by the local health department and then by the Public Health Division, the administrator shall provide to the local health department for secondary review:(a)
Organized alphabetically within category, copies of records or a computer printout of the records for all children with incomplete immunizations or insufficient information;(b)
Copies of records of children with a medical exemption, except those records that have been certified by the local health department as having a permanent medical exemption or immunity documentation and are otherwise complete with no further review required.(c)
A completed Primary Review Summary form that includes an alphabetical list for each category and includes children with no record. The form must include each child’s name, current grade level, parent names and current mailing address. A computer-generated list from a system currently approved by the Public Health Division may be submitted in lieu of the Primary Review Summary form.(4)
The administrator shall review the completed Primary Review Summary form for mathematical accuracy and correct any errors before forwarding the completed Primary Review Summary form to the local health department.(5)
All copies of records provided to the local health department for secondary review must contain at least the following: The child’s name, date of birth, and evidence of immunization or exemption. A copy of the records or a computer printout of the records must be used in place of the original record.(a)
Computer printouts and the results from computer-generated immunization assessments (computer outputs) must have the prior approval of the Public Health Division. To receive approval to be used for the primary review report in January, computer printouts and computer outputs must be received by the Public Health Division no later than the last working day of November in the year prior to the year in which the primary review reports are due.(b)
The Public Health Division will review computer printouts and computer outputs for essential data elements, the sequence of data elements, and specific test results as calculated by the computerized system.(c)
Provisional approval will be given to a computer tracking system after correct assessment has been confirmed for test data and essential data elements in required reports. Computer tracking systems with provisional approval will be reviewed after use during the annual review and exclusion cycle. Final approval will be given after any programming errors identified during the cycle have been corrected by the tracking system and additional reports have been approved by the Public Health Division.(d)
The Public Health Division also reserves the right to withdraw computer system approval.(e)
When ORS 433.235 (Definitions for ORS 433.235 to 433.284) through 433.284 (Adoption of more stringent immunization requirements) or these rules are amended, computer systems must be updated within 120 calendar days. The Public Health Division will then allow 60 calendar days for review, needed changes and final approval. Computer outputs that are not in compliance will not be authorized for use during the annual review and exclusion cycle.(6)
Additional review cycles for incomplete or insufficient records with specific time-frames are allowable if:(a)
Mutually agreed upon by the affected local health department and school or facility.(b)
Additional exclusion cycles may be required at the direction of the local health department or the Public Health Division. Exclusion dates shall be no less than 14 calendar days from the date that the Exclusion Orders are mailed.(7)
It is the responsibility of the administrator to see that primary review of immunization records is accomplished according to these rules. All or part of the actual review may be delegated by mutual agreement of parties affected to a third party subject to this requirement.
Source:
Rule 333-050-0060 — Primary Review of Records, https://secure.sos.state.or.us/oard/view.action?ruleNumber=333-050-0060.