PLEASE NOTE: THIS PAGE PERTAINS ONLY TO THE STUDENTS OF THE
JOHN A. BURNS SCHOOL OF MEDICINE (JABSOM).

This webpage will serve as a resource for both incoming and current JABSOM students regarding their immunizations and the process of ensuring accurate delivery of requested immunization records.

Failure to submit immunization records timely may result in a delay in matriculation or starting of rotation. 

Please use the following form to assist you:
List of required JABSOM immunizations – which is required for all students.

Please contact us at:

JABSOM Medical Records Immunizations
University Clinical Education & Research Associates (UCERA)
dba University Health Partners of Hawaii (UHP)
677 Ala Moana Boulevard, Suite 1001
Honolulu, HI 96813

Phone (808) 469-4980 I Fax (808) 447-3943 I JABSOMMR@UCERA.ORG

JABSOM IMMUNIZATIONS FREQUENTLY ASKED QUESTIONS

ACCEPTABLE FORMS OF PROOF OF IMMUNIZATION AND/OR VACCINATION

  1. Legible copy of a school or public health immunization record (i.e. yellow book/immunization card)
  2. Legible copy of an official health care provider’s record
  3. Legible copy of an official laboratory test to show evidence of protective serology
  4. Pharmacy documentation of immunization(s)

Serology/titer documentation must be within the last 5 years.

Failure to find records of your immunizations will require you to repeat the series of the specific immunization.

Negative, equivocal or indeterminate serology results will require re-vaccination of the series.

Please allow 7-10 business days for processing/review of immunization records. You will be sent confirmation that your records have been received and informed of any additional requirements if needed.

All required documentation must be submitted to UHP by the June 1st  deadline (subject to change). University Health Partners do not grant extensions.

How do I find my immunization records?
Check with previous school, hospital or clinic records

How long does it take to process immunization requests?
7-10
 business days from the date of receipt to when the UHP immunization office will submit to the designated party.

How old can my lab results/titers be?
Titers must be within 5 years from the date of matriculation.

What is required to submit my immunization records?
All records should have your name and an identifier (e.g. DOB).  We will  not accept screenshots of medical records without student identifying information such as name and date of birth.

Note that all records should be legible and in English to ensure vaccination compliance. Records should originate from US or US territories.  If international, please contact JABSOM Immunization at JABSOMMR@ucera.org for more information.

List of where you can find prior immunization records (be sure to submit both sides of each document):

    • Official State / Country Immunization Records
    • Prior medical records or lab records
    • Yellow Book / Immunization Cards
    • Pharmacy documentation of immunization

How do I request my immunization records?

Please submit request from your @hawaii.edu email address to JABSOMMR@UCERA.ORG. Records are sent encrypted with the subject line of ESECURE. You will need to create a password in order to open the document.

Please be advised that each facility may have their own unique immunizations requirements beyond what we are currently asking.

Disclaimer: Please note secure documents using ESECURE will automatically be deleted within 14 calendar days

Please contact the JABSOM Immunization office for further instructions at JABSOMMR@UCERA.ORG 

University of Hawaii at Manoa Health Services can provide the previous flu season at low cost.  Please note that these immunizations may not be covered by health insurance.

Current flu shots can be received any public health clinic or urgent care or any outpatient pharmacy (e.g. CVS, Safeway, Times, Walmart,etc).

Administered between September of the prior calendar year to the current year (e.g September 2019 to May 2020).

Please contact the H.O.M.E. Clinic or Dr. Jill Omori directly.  Please obtain appropriate documentation verifying vaccination immunization.  It is student’s responsibility to ensure that documentation is forwarded to UHP at JABSOMMR@UCERA.ORG

For questions on TB, please check out the JABSOM Student Health Guidelines PDF

How current does my TB need to be?  If you were negative last year, TB screening is required annually.

Can interferon-γ release assay (IGRA) QuantiFERON in lieu of PPD testing? Yes, this is acceptable with submission of test results. However, this test must be done every 364 days (same as one-step TB).

If TB Screening was positive prior, will I still need to do an annual TB screening?  If your follow up chest X-ray is negative or you have completed treatment, you are only required to complete annually the State of Hawaii Document H TB Symptom Screen. Depending on your answers, you may need to repeat a chest X-ray.

 

What is a two-step TB, and when would I need it?

Please refer to the Center for Disease Control (CDC) for more information: https://www.cdc.gov/tb/publications/factsheets/testing/skintesting.htm

Results of a TUBERCULIN SKIN TEST (PPD) and/or Chest X-ray performed within three months prior to matriculation in accordance with Hawaii state regulations:

  • An initial two-step PPD is highly recommended for matriculation, not less than one week and not more than three weeks apart if the initial PPD is negative and annually thereafter, read within 364 days of the last negative PPD; OR
  • A chest Xray if the initial PPD is positive; OR
  • If there is a history of a positive PPD, documentation of a follow-up chest X-ray, and antimicrobial therapy for tuberculosis and subsequent chest X-rays if applicable.
For more information on the different types of TB tests:

 

https://youtu.be/iLpNZHGDwjs  

Please be aware that there is a processing time on reviewing the records and that if you have not had your COVID vaccinations you will have to wait 4 weeks for TB placement and 2 weeks for any re-immunizations. Extensions will be based on review of records as there may be complications that will arise if you have not had your COVID vaccination and communication as to where you are at in the process of completing them.

As the COVID vaccinations are becoming more accessible, the administration of the TB screening timeline has been affected. TB screenings include the Mantoux, Interferon-γ release assay (IGRA) QuantiFERON IGRA, and T-Spot tests. Please see the most current guidelines as listed below:

Currently, CDC recommends deferment of all TB testing until 4 weeks after the second dose of the COVID vaccination.  Therefore, students are recommended to schedule
their TB screening according to the aforementioned guidelines.    Please note that these guidelines may change based on CDC’s findings.

If a student’s TB clearance expires during the COVID vaccination series, the student should still complete the COVID vaccination and request for a temporary TB clearance exemption letter from UHP.  The student will need to complete the State of Hawaii Department of Health Tuberculosis Form G (it can also be found here).   Please note that if the student exhibits any COVID symptoms, they should see their provider.  If student exhibits any TB Risk factors, then the student would still require TB testing. 

Once completed, please send completed form G and proof of COVID vaccination to UHP Immunization at JABSOMMR@UCERA.ORG.  Upon receipt, UHP Immunization will generate the TB clearance letter and return signed letter to the student.   Please note usual processing time is typically 7 days. 

As the COVID situation evolves, where can I find more information on the applicable vaccinations?

https://www.cdc.gov/vaccines/covid-19/info-by-product/clinical-considerations.html

Where can I receive more information about COVID in Hawaii?

https://hawaiicovid19.com/Vaccine/

  • If serologies are negative, non-immune/reactive or equivocal you must get re-immunized, following another serology.
    • Example: if your MMR (Measles, Mumps, Rubella were negative you must get 2 MMR immunizations, following a serology one month after the second shot.
    • Note: 2nd shot must be taken 28 days after first shot was taken.
  • Varicella: must get 2 varicella immunizations and serology one month after second immunization shot.
  • Hepatitis B: must repeat series of 3 shots.
    • 2nd shot taken one month after 1st
    • 3rd shot taken 6months after 2nd
    • Serology taken 1 month after completing 3rd
  • Note that matriculation is not affected if the completion of the above before the July 1st deadline, as long as documentation of the first immunization is submitted.  You will still be responsible to complete the series. 

Initial completion of a series of immunizations followed by a negative serology. Then a completion of a 2nd set of immunizations followed by another serology that is negative.

Talk to your healthcare provider if a 3rd set of immunizations would be necessary.

Please forward the response you received to JABSOMMR@ucera.org so we may review your records on file. Then we will contact OSA to have them contact the Manoa Health Service Office to take care of it.

JABSOM only requires a qualitative serology but if you plan for an away rotations generally in your 3rd year of medical school you will need to have a qualitative one to submit with the AAMC form. The lab value must be > 10 mIU/mL.

Link to AAMC form : https://www.aamc.org/system/files/c/2/440110-immunizationform.pdf

Please note that you will also need to complete State of Hawaii Department of Health Tuberculosis Form G and Form H

You will need to request the specific lab order from either an MD, DO, or APRN to write you a lab order. Please make an appointment with your healthcare provider. 

Depending on your insurance it may be possible to have a repeat serology ordered at a Minute Clinic or Urgent care. It is unlikely that insurance will cover the cost.

Your immunization records must be sent to the facility coordinator, depending on which facility you will be attending:

      • Generally, the student or your JABSOM coordinator must submit an email request to UHP at JABSOMMR@ucera.org. Please include the name of the facility and the name and contact information of the facility coordinator.
      • UHP will not forward your records to any JABSOM coordinator
      • UHP will not forward your records to Tripler Army Medical Center (TAMC)
      • Each facility will have their own unique immunizations requirements beyond what JABSOM requires.

To request for a mask fitting clearance letter, please complete the attached N-95 Respirator Fitness Questionnaire, and return completed and signed copy to JABSOMMR@UCERA.ORGPlease note processing time is 7-10 days. 

Note that N95 mask fitting can be obtained at health care facility, such as Kapiolani Medical Center or Queens Medical Center.  For more information, please contact your site coordinator. 

ʻIMI HOʻŌLA IMMUNIZATION REQUIREMENTS

For the ʻImi Hoʻōla Post-Baccalaureate Program participants, please see below for more information below.

Deadline: June 30 of the current year subject to change

All entering ‘Imi Hoʻōla students are required to submit the completed health information to the University Health Partners of Hawaii (UHP) by email at JABSOMMR@ucera.org or fax (808) 447-3943.

Should you have any questions or concerns, please contact UHP via email at JABSOM MR@ucera.org or review the FAQ below for more information.

Please note that it is YOUR responsibility to ensure you meet all the requirements, so please review ALL requirements carefully.

Note: All students who successfully complete the program and matriculates into JABSOM will need to complete the above list of required JABSOM Immunizations.

Please note that it is YOUR responsibility to ensure you meet all the requirements, so please review ALL requirements carefully.

Required Immunizations

  • MCV (Meningococcal conjugate vaccine)
  • Tdap (Tetanus-diphtheria-acellular pertussis)
  • MMR
  • Varicella (Chicken Pox)
  • Influenza Vaccine
  • Tuberculosis/PPD
  • COVID-19 

A current PPD completed after June of the year of enrollment must be completed.  A current chest x-ray is required if: the initial PPD is positive OR there is a history of a positive PPD. Please provide the following documents if there is a history or current positive PPD.

  • Record of the date and measurement of the positive PPD (in millimeters)
  • TB Symptom Questionnaire (included in welcome packet)
  • Documentation of antimicrobial therapy for tuberculosis, if applicable

Please allow 7-10 business days for processing/review of immunization records. You will be sent confirmation that your records have been received and informed of any additional requirements if needed.

For more information, please contact us at phone (808) 469-4980 or fax at (808) 447-3943 or email at JABSOMMR@UCERA.ORG

All required documentation must be submitted to UHP by the June 30 of the current year (subject to change).

808-469-4982