Correcting and Resubmitting Failed Encounters to AIR – OnePassport

Purpose:

This guide explains how to identify and correct validation errors (AIR-E-*) and warnings (AIR-W-*) when submitting or updating an immunization record in the Australian Immunisation Register (AIR).

1. General Action Buttons

When you attempt to submit an Encounter, a pop-up will show the result. Use the action buttons according to the message status:

Status Code	Type	Action Button(s)	Required Action
`AIR-I-*` (e.g., I-1007)	Success	Close	Record accepted by AIR. No further action needed.
`AIR-W-*` (e.g., W-1008)	Warning	Accept or Edit	Record contains issues (e.g., pending episodes). Press Accept to proceed despite the warning, or Edit to attempt correction.
`AIR-E-*` (e.g., E-1025)	Error	Edit	Record Rejected. Errors must be fixed. Press Edit to return to the form and correct the data.

**2. Handling Errors (AIR-E-*) and Resubmission**

If the submission results in an Error status (AIR-E-*), You must correct the data and resubmit the Encounter.

Step 1: Identify the Error

The system displays the error code and a detailed description of what is wrong (e.g., date in the future, missing batch number, duplicate vaccine).

Error - Validation Errors.png

Step 2: Access the Edit Form

Click the Edit button in the pop-up window. This action returns you directly to the Record Encounter form with all your data preserved.

Step 3: Correct the Data

Fix the field(s) highlighted by the error message.

If the error is Date of Service (AIR-E-1018), change the date to a past or current date.
If the error is Duplicate vaccine (AIR-E-1025), remove or correct one of the repeated entries in the Episode List.
If the error is a missing required field (e.g., Batch Number for COVID-19), input the missing information.

Step 4: Resubmit

After correcting the data, click Save on the Encounter form. The record will be resubmitted to AIR. You will receive a new status message (Success, Warning, or a new Error).

**3. Handling Warnings (AIR-W-*)**

Warnings indicate issues that may need review or optional data that is missing. For Warnings, you have two options: Edit or Accept.

Code	Example Scenario	Recommended Action
AIR-W-1004	Individual Not Found on AIR. (New Individual needs to be created.)	If this is a new person, click Accept to submit the encounter and create the individual's record on AIR.
AIR-W-1008	Some episodes have been pended and require review. (Episodes pending due to missing non-critical data, e.g., batch number.)	A. Click Edit to add the missing data, then Save to resubmit. B. If data is unavailable, click Accept to finalize the submission. Accepted episodes will be recorded; Pended episodes will remain on the system for review and can be updated later if you receive the missing information.

Warning - Individual Not Found.png

4. Reference: AIR Status Codes

Related:

Code	Status	Description
AIR-I-1007	Success	Encounter successfully recorded.
AIR-I-1100	Success	Encounter successfully updated.
AIR-W-1004	Warning	Individual not found on AIR. Click Accept to create a new individual record.
AIR-W-1008	Warning	Some episodes have been pended and require review.
AIR-E-1005	Error	Validation errors detected. Must be fixed before resubmission.
AIR-E-1018	Error	Date of service cannot be in the future.
AIR-E-1025	Error	Encounter has more than one episode with an equivalent vaccine (Duplicate vaccine detected).
AIR-I-1007	Mixed	Encounter recorded with warnings (Success/Warning mix).