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4.1 Locating an NHI Number

The National Health Index (NHI) number is a unique identifier assigned to everyone who uses health and disability support services in New Zealand.

If no NHI exists, create a new one in Health UI. Contact Sector Operations (external link) to help you create the NHI before you vaccinate. 

Create a password protected spreadsheet with the following details: 

  • Surname
  • First name
  • Middle name
  • Address
  • Date of Birth
  • Gender

Send the completed spreadsheet to DigitalIDNHI@health.govt.nz. Passwords are to be sent in a separate email. Contact Sector Operations (external link) for assistance on 0800 855 066 – option 1. Have your ‘provider payee number’ to hand if known.

These channels are currently monitored:   

  • 8am - 5pm, Monday to Friday (from 9.30am on Wednesdays)  

Verbal consent is appropriate in most situations. A vaccinator’s training and clinical knowledge will allow for a robust informed consent conversation with the consumer, including discussion around risks and benefits as well as consent for the vaccination event to be recorded on the AIR. Generic screening tools (external link) are also available to assist. The Provider SOPs should reflect the importance of the consumer providing consent for their vaccination and the processes and resources required for this.

For guidance on supporting people with disabilities with decision-making and consent, IMAC offer a free online course (external link).

Written consent is recommended when a consumer is not competent to make an informed choice and give consent for their vaccine or if a vaccine is to be administered under a prescription. Written consent forms are available via Dropbox and Bluestar for influenza, COVID-19, Tdap, MMR and antenatal immunisations. A generic written consent form is available (in soft copy only at this stage) from the NIP Dropbox. Providers may wish to design their own consent forms; however, these must meet required standards of the Code of Health and Disability Services Consumers’ Rights.

NB the Aotearoa Immunisation Register (AIR) does not have the functionality to upload written consent forms. The provider needs to have a process to retain these documents for 10 years in order to meet Health Act Regulations.

Consumers can restrict access to their immunisation records held in the AIR. It is important to discuss privacy before administering a vaccine, and you will find information to support these conversations here (external link). Consumers who request restricted access will need to understand the implications of having this in place including how to remove the restriction at a later stage should they wish to do so.

4.3 Vaccination administration errors and incidents

Adverse events should be managed in accordance with Te Tāhū Hauora Health Quality Safety Commission (Te Tāhū Hauora) National Adverse Events Reporting Policy 2023 (external link).

In the event of a serious adverse event or incident it is important to follow organisational process to report, review, and learn from the incident.

A vaccine administration error is any preventable event that may cause, or lead to, inappropriate use of a vaccine or consumer harm. Administration errors can occur at any stage of the vaccination process (such as storage or handling, site/route of administration, or dosage given).

In the event of a vaccine administration error or incident:

  • Follow your organisation’s incident/adverse event management process. 
  • Contact Immunisation Lead and/or Immunisation Coordinator to inform them of the incident. 
  • If guidance/clinical advice is needed, contact IMAC on 0800 IMMUNE (466 863) 
  • Inform the consumer/s involved on follow-up care, ensuring they have received relevant clinical advice.
  • Complete the online incident/error reporting notification form sent by your Immunisation Coordinator or IMAC. 
  • Work with the IC (or similar role) to determine incident contributing factors for strategies to prevent recurrence.
  • The Centre for Adverse Reactions Monitoring (CARM) is the national repository for adverse reaction reports. Providers should only complete a CARM report (external link) for adverse reactions or injuries experienced by the consumer following immunisation. Consumers can also complete their own reporting to CARM.

Appendix I (external link) outlines the process steps for notifying vaccination related errors and adverse events.