VOMS Ordering Process v4.2018 HOORAY! VFC ordering can now be done online by you! There are several steps to this process; therefore, it may seem like a daunting task, but it is our hope that after this walk through each of the steps it proves to be straightforward, intuitive, and user friendly. Utah’s Vaccine Order Management System (VOMS) Updated 4/03/2018 http://pngimg.com/uploads/fireworks/fireworks_PNG15645.png

10 Steps 10 – Review & Submit Order 9 – Confirm Shipping Info 8 – Vaccine Order 7 – Update Inventory 6 – Select Order Type 5 – Select VOMS “Order” 4 – Go to VOMS 3 – Login to USIIS There are 10 steps from submission of temperature logs to final submission of your order. 2 – Open USIIS Webpage 1B – Wait for USIIS Email 1A – Submit Temp Logs http://icons.iconarchive.com/icons/icons8/ios7/512/Household-Stairs-icon.png http://cdn.mysitemyway.com/etc-mysitemyway/icons/legacy-previews/icons/3d-transparent-glass-icons-people-things/059455-3d-transparent-glass-icon-people-things-foot-steps.png

Min/Max Temperature Reporting DIGITAL THERMOMETERS (Manual): Please follow these instructions to get your min/max: Press the “Mode” button on the front of the thermometer until the min/max is showing on the display. Record the current time, name/initials, and min/max on the manual temperature log. ​Reset the min/max on the unit after you record temp​​s​​ by pressing the ”​Memory Clear” on the front or the “Reset Min” & “Reset Max” ​buttons on the back of the device. SENSO: Record Min/Max on manual temperature log. Please follow these instructions to get your min/max: Sign in to the SensoScientific Cloud website. Go to Reports. Select Monthly Report​​. Enter the Start Date: Date temperatures were last documented/recorded in your facility. Review the min and max data. If min/max is outside recommended range, excursion protocols should be completed. Record the current time, name/initials, lowest (min) and highest (max) temperatures reached on the manual temperature log​ for each unit​. Effective January 1, 2018 CDC now requires Min/Max reporting on all temperature logs. ​INTERMOUNTAIN PROVIDERS and U OF U PROVIDERS:  You should have received communication internally on how to meet this requirement. **If you have another data logger system or need more information on how to record the min/max information, please call the VFC Program (801) 538-9450 for additional assistance.**

DIGITAL THERMOMETERS (MANUAL) Please follow these instructions to get your min/max: Press the “Mode” button on the front of the thermometer until the min/max is showing on the display. Record the current time, name/initials, and min/max on the manual temperature log. Out-of-range temperatures require additional action. Reset the min/max on the unit after you record temp​​s​​ by pressing the ​”Memory Clear” on the front or the “Reset Min” & “Reset Max” ​buttons on the back of the device.

Senso Temperature Review 1 Log into SensoScientific (https://cloud.sensoscientific.com) and generate a “Monthly Report.” Review Min/Max temps for current and previous days since last recorded temperature. Out-of-range temperatures require additional action. Record current time, staff name/initials, and lowest (min) and highest (max) temp for each unit on manual temperature log. Step 1A—Submit Senso Temps For Intermountain providers with the TempTrak data logger systems, you will generate a “Sensor Alarm Report” for the last 30 days. If your facility has received SensoScientific (Senso) data loggers, temperatures must be audited/monitored using that system. In the event that the unit does not record, your facility may record temperatures manually, including all required information. Log into SensoScientific (https://cloud.sensoscientific.com) and generate an “Monthly Report”. Click on “Report” then “Monthly.” Email (vacteam@utah.gov) or fax (801-538-9322) your Manual Temperature logs for the last 30 days to the VFC Program for all refrigerators and/or freezers where VFC vaccine is stored. To avoid any misses and a delay in your order, temperatures must be audited (monitored) once daily—beginning of each business day—that we have receiving/business hours for your facility. More than 3 misses in a 30-day period results in a suspension of your account. That suspension will be released after 2 weeks of temperatures, without any misses, have been submitted since the last noted miss. If temperatures were not audited on a day that we have receiving/business hours for your facility, you must indicate the reason why (e.g. closed, holiday) via email when you submit the report or it will be considered a miss. No corrections will not be allowed after the submission of your report. Indicate “FOR VFC ORDER” on your report, cover sheet, or in the body of your email to prevent a delay; temperature logs/reports are often sent in for various reasons. Submit them 1 to 2 days prior to the date you plan on placing your order. This will allow us time to review them and update VOMS giving you full access to place your order. **Out-of-range Temperatures: Follow instructions located in the Out-of-Range Temps section of the manual temperature logs. Appropriate action is required. Documentation for all out-of-range temps must be submitted with temperature logs for vaccine orders. **

Step 1A—Submit Manual Temp Logs Indicate “ORDER TYPE” on the logs. Avoid misses & delays by providing the required information—Facility Name, VFC PIN/USIIS ID, unit name, date, time, recorder’s initials, & min/max temperatures—1x daily. CLOSED Out-of-range temperatures require additional information to be included with the manual temperature log. If temps were not taken on a business day you must indicate the reason why. Email (vacteam@utah.gov) or fax (801-538-9322) your last 30 days of temperature logs to the VFC Program (may require current & previous month). ** Documentation for all out-of-range temps must be submitted with temperature logs for vaccine orders. **

Step 1B—Wait for USIIS Email When temp logs are received, reviewed, and updated in VOMS by the VFC Program, you will received a “Temperature log was updated” email from usiis@utah.gov. Temperature log was updated. From: Usiis Program <usiis@utah.gov> Date: Mon, Feb 27, 2017 at 11:30 AM Subject: Temperature log was updated. To: Karen Tsuander <ktsauander@Utah.gov> Mon , April 2, 2018 at 10:00 AM Temperature log for VFC was updated on 02/25/2017. Vaccine orders may be submitted for 7 days before another log must be submitted. 4/02/2018. Once you receive this email you may proceed to the remaining steps (within 7 days) to place your order. Step 1B—Wait for USIIS Email Once the VFC Program has received, reviewed, and updated your temp logs in the VOMS system, you will receive a “Temperature log was updated” email. This email will be from USIIS Program and it will state: “Temperature log for VFC was updated on [date]. Vaccine orders may be submitted for 7 days before another log must be submitted.” At this point you may proceed with the remaining steps to place your order. Please note—you will only have 7 days to do so before updated temp logs must be submitted; this will delay your order. http://www.1silver1.com/jc-content/uploads/2013/04/Email_Received.png https://cdn.pixabay.com/photo/2016/04/08/06/25/screen-1315650_960_720.png http://www.yetisociety.com/images/contact/725x420_contact_illustration_mail.png

Step 2—USIIS Website Open a web browser. Type: https://apps.usiis.org into the address bar. Hit 2 Step 2—USIIS website 1. Open a web browser. 2. Type into the address bar the following address: https://apps.usiis.org. 3. Hit “Enter” on your keyboard. https://img.clipartfest.com/0d0777c6ae27b6b4e7ae8c407b3a1a87_enter-computer-keyboard-keys-clipart-computer-keyboard-keys_1100-527.png http://www.aircellbazar.com/wp-content/uploads/2015/12/tumblr_mkc1btGC9k1s5jjtzo1_1280.png

Web Browsers You can access VOMS from any browser, including Chrome, Internet Explorer 9 or higher, Firefox or Safari. VOMS has not been tested in Edge. Other USIIS applications may not work in all browsers. With the USIIS update January 2017, you can know access VOMS from most any browser, including Chrome, Internet Explorer 9 or higher, Firefox or Safari. This is also the same for most all other USIIS services. VOMS has not been tested in Edge. Not all features may be compatible with all browsers. If you encounter a problem, please try using a different browser before calling in a USIIS Help Desk ticket. https://cdn.tenforums.com/geek/gars/images/2/types/thumb_IE10.png http://www.iconarchive.com/download/i38830/google/chrome/Google-Chrome.ico http://icons.iconarchive.com/icons/johanchalibert/mac-osx-yosemite/1024/safari-icon.png http://www.iconarchive.com/download/i51115/hopstarter/software/Mozilla-Firefox.ico

Otherwise, call the IT Help Desk to create a ticket** Step 3—Login to USIIS Enter your “Provider ID” (USIIS ID) 0r Click on the dropdown under “Provider Name” to find your facility’s name. Enter your “User Name” and “Password”—both are case sensitive. 1 2 1 3 Step 3—Login to USIIS In the box under “Provider ID” enter your USIIS Provider ID. If you entered your Provider ID in correctly, you will see your provider’s name in the box titled “Provider Name”. If you prefer, you can go directly to the dropdown under “Provider Name” to find your facility. Click on the dropdown and either scroll to find your provider or enter in the first letter of the provider’s name. Entering the first letter will speed the search through the names. Enter your user name under “User Name” and your password under “Password”. Please note—your user name and password are both case sensitive. If you have forgotten your password or username, and you have verified your email in USIIS, click on the link “Forgot password/username?” This will direct you to the “Recover USIIS Login Credentials” page. However, if you have not verified your email in USIIS you will need to file a help desk ticket. The USIIS IT Help Desk phone number is located in the bottom right hand corner. Click on the “Login” button. Click “Login”. ** “Forgot password/username?.” Use this link if your email address has been verified in USIIS. Otherwise, call the IT Help Desk to create a ticket** http://www.clipartbest.com/cliparts/9ac/qGM/9acqGMRTM.png https://cdn.appletips.nl/wp-content/uploads/2015/09/mac-osx-arrow-cursor.png

Step 4—Select VOMS Verify the information in the box below “Home Page” is correct. Select VOMS from the list of services by double clicking on the word “VOMS”. 2 Once you have successfully logged in, you will come to the USIIS “Home Page” screen. Verify that the information in the grey box below “Home Page” is correct. If not, repeat Step 3-Login to USIIS. Step 4—Select VOMS (Vaccine Ordering Management System) Double click on the word “VOMS” from the list of services. VOMS will be listed after you have completed training. Contact the VFC Program if you have completed training and it is not listed. **VOMS will be listed after you have completed this training. If VOMS is not listed and you have completed the training, contact vacteam@utah.gov for access.**

VOMS Home Page “Messages”- read to check for any updates. B C D E “Messages”- read to check for any updates. “Order History”- to view the details for orders placed in the last 12 months. A “Track Shipments”- to view order shipment details. “Returns/Waste”- where you will create a return or waste. “VOMS”(on all screens)- returns you to this Home Page. On the VOMS “Home Page” screen there are features to note: “Messages”– read the box labeled “Messages” to check for updates. Messages will notify you of any important information and/or changes. Some messages may be specific to you and can only be viewed by you. “Order History”—provides you with the details for your last 12 months of orders. The next slide will discuss this feature with more specifics. “Track Shipments”—provides you with the details for all of your shipped orders; discussed further in a moment. “Returns/Waste”—is where you will go to create a return for your vaccine that needs to be returned to McKesson or a waste for your vaccine that will be disposed of as medical waste. This feature is gone over in more detail in the “VFC Return and Waste Process” presentation. “VOMS”—if at any point you wish to get back to this Home Page, you can do so by clicking on the “VOMS” in the upper left hand corner of any screen. “Change USIIS Services”—if you would like to move from VOMS to another USIIS application, you can do so at any point on any screen, by going to the bottom and clicking on “Change USIIS Services” and selecting the application you desire from the dropdown. F “Change USIIS Service”- allows you to maneuver within USIIS by clicking on the dropdown. F

Order History Clicking on “Order History” will allow you to view: Date each order was submitted to State. Each order’s ID – Type. Each order’s Status. Status dates. Clicking on an Order ID reveals that order’s “Order Detail” page: Order History A useful feature of VOMS is “Order History”. Clicking on “Order History” allows you to view the last 12 months of orders: The dates orders were submitted to state. The order IDs – Type for orders submitted. The order status of each of your orders. And the dates those statuses were assigned. Clicking on an “Order ID – Type” for an order will take you to the “Order Detail” for that order. That will allow you to see: The VFC vaccines ordered—brand names, presentation/packaging, NDCs, doses requested and approved. The VFC inventory, “Ending Inventory”, you have/had in stock/on hand at the time of that order. VFC vaccine ordered. Your “Ending Inventory” at the time of the order.

Track Shipments Clicking on “Track Shipments” will allow you to see: Date each order was Submitted to State. Each order’s ID – Type. Date each order was Shipped. Who the Carrier is/was for each order. The tracking ID for each order. Track Shipments “Track Shipments” is another feature of VOMS. It allows you to see: The date your orders were submitted to the state. The Order ID – Type for each order placed. The date you orders were shipped. Who the carrier is/was for each order. And the tracking ID number for each order. Those tracking numbers will be included on your shipment and packing slip. Verify the shipment with the order and packing slip. Accepting these verified orders into USIIS “Vaccine Inventory” can simplify the process by auto-filling many of the inventory data elements. Allows you to use Inventory Option B—”Set to USIIS Inventory”. An “Order ID” may be listed as many as 3 times: 1-FedEx for fridge vaccine from McKesson, 1-UPS for ProQuad, and a second 1-UPS if you also ordered Varivax. **These tracking numbers are also included on your shipment and packing slip. Once received and verified you can accept them into “Vaccine Inventory.”**

Step 6—Select Order Type Click in the box next to “Select Order Type” located above “Provider Name”. 1 2 Click on the type of order you are creating. VFC Flu AHB Senior Tdap Step 5—VOMS Order Click “Order” from the list at the top of this page to bring you to this Order screen. Step 6—Select Order Type Now on the Order screen you will need to select the type of order you are creating by clicking in the box next to “Select Order Type”. Select that order type from the dropdown—VFC, Flu, AHB, Senior, or Tdap. VFC is the only order type that can be currently used in VOMS. All other orders will need to be placed with paper, as you have been currently doing. More often than not you will see the word “Create” following the order type (i.e. VFC – Create). On occasion you may see a number. If a number is there it means that the order has already been created and is available to use. In other words, either scenario is acceptable to be used by you. Step 5—VOMS Order **Routinely the word “Create” will follow the order type (i.e. VFC – Create); occasionally a number will follow if an order has been started but not submitted. Either is acceptable to use.** Click on “Order” to bring you to this Order screen.

4 Components that MUST be Completed: “Temperature Log Submitted to State” 04/2018 Done. “Date last saved” is now current and green signaling this step is complete. 1 “Current Inventory”—entering and/or updating your inventory in USIIS. 4/02/2018 2 3 “Vaccine Order”—entering in the product and the number of doses you would like to place an order for. The screen now displayed shows you the 4 components that must be completed prior to being able to submit your order: “Temperature Log Submitted to State”—submission of your temperature logs to the VFC Program. This should be complete if you waited for the USIIS email before proceeding; note the “Date last saved” is current and green. If you have logged in to check if this has been updated by the VFC Program, and it has been at least 48 hours since submission of your logs/reports, but it is still red (not updated) contact the VFC Program to inquire what the issue may be. “Current Inventory”—entering and/or updating your VFC inventory in VOMS. “Vaccine Order”—selecting the vaccine/product(s) and the number of doses you have calculated (formulas on slide 25) to order for each vaccine. “Shipping Information Confirmed”—confirmation of your shipping information. When all four components have been completed the red text will be green and a “Review/Submit Order” button will appear. 4 3/16/2018 “Shipping Information Confirmed” http://fileinabox.com/files/2008/11/thumbs-up.jpg

Step 7—Update Inventory 3 Inventory Entry Choices: 04/2018 A B C 4/02/2018 2 3 Inventory Entry Choices: Step 7—Update Inventory Component 2—”Current Inventory” Click on “Enter/Update Current Inventory” Make sure you are keeping your vaccine in the original boxes. Having the information from those boxes is crucial for inventory. This “Current Inventory” screen allows you 3 different options to enter and/or update your VFC inventory in the USIIS system. Which option you choose may depend on how you utilize USIIS and/or the size of your clinic. Opt. A—”Add Vaccine Lot”– Use this option to enter in your inventory manually. Opt. B—”Set to USIIS Inventory” –This option will set your inventory to what is currently in USIIS inventory. This is a great option if you have been “Receiving” your shipments in USIIS “Vaccine Inventory” and have kept it current. If you have not been “Receiving” your shipments, this option will not work. Opt. C—”Set to Previous Inventory”—Use this option if your inventory in USIIS has not changed since your last order of this type or if only a very small percentage has changed; if you have less stock rotation. “Current Inventory”: “Add Vaccine Lot” “Set to USIIS Inventory” Click on “Enter/Update Current Inventory” “Set to Previous Inventory”

Opt. A—“Add Vaccine Lot” Click “Add Vaccine Lot”. “Current Inventory” pop-up, where you enter in the package NDC, lot number, expiration date, and number of current doses for that lot number. 1 2 3 “Package NDC” dropdown. 4 Option A—Add Vaccine Lot: Clicking on this option will bring up a “Current Inventory” pop-up to enter your VFC vaccine manually. “Current Inventory” pop-up requires you to enter: Package NDC—found on the original packaging/box NOT the vial; do not use information off the vial. Lot number—10 characters or less, found on the original packaging/box NOT the vial; do not use information off the vial. Diluent does not need to be recorded. Please note that a lot number can only be entered once. All doses for a lot number need to be added together for a single entry. Attempting to enter an already entered lot number will result in an error. Expiration date—found on the original packaging/box NOT the vial; do not use information off the vial. Current doses—number of doses you have for this lot number in your current VFC inventory/at hand. If this information is not current, it will impact the number of doses you are able to order. Clicking on the Package NDC dropdown will allow you to search for vaccine NDCs. To narrow your selection: Without clicking on the screen hit the first letter of the vaccine’s brand name (e.g. B for Boostrix, G for Gardasil, M for Menveo, etc.) on your keyboard. Click “Tab”, on your keyboard, to select. Verify that the correct NDC appears in the Package NDC box (e.g. Engerix-B-PEDS indication, not Engerix B-ADULT). Click “Save”. Repeat these steps for EACH lot number that you have in your VFC vaccine inventory/at hand. Click “Save”. Repeat for each lot number you have in your VFC inventory. 3

VOMS NDCs have a standardized format. A NOTE about NDCs listed in VOMS VOMS NDCs have a standardized format. 5 numbers - 4 numbers- 2 numbers Leading 0’s often have to be added to the manufacturers NDCs to meet this format. A Examples: Gardasil 9—a leading 0 was added to the first set of numbers (0006 to 00006). B If you find you are having a difficult time matching your package NDC’s exactly to what is listed in VOMS this may be the reason: NDC’s in VOMS has been standardized to 5 numbers – 4 numbers – 2 numbers (xxxxx-xxxx-xx). This often mean that leading 0’s have had to have been added to the manufacturers NCDs as not all manufacturers follow this format. In the examples above: NDC on the Gardasil’s package is: 4 numbers – 4 numbers – 2 numbers (0006-4119-03) NDC on the Kinrix’s package is: 5 numbers – 3 numbers – 2 numbers (58160-812-11) To put them into the standardized format of 5 numbers – 4 numbers – 2 numbers for entry into the VOMS system: A leading 0 was added to the first set of numbers for Gardasil changing it to: 00006-4119-03 A leading 0 was added to the second set of numbers for Kinrix changing it to: 58160-0812-11 Kinrix—a leading 0 was added to the second set of numbers (812 to 0812).

**Prior to using “Set to USIIS Inventory, VFC shipments must be received into USIIS Vaccine Inventory”** 1 Select “Vaccine Inventory” from the list of services at the bottom of the screen. 2 Select the “Funding Type Code”: VFC Vaccine For Children Funding SP Special Projects Funding P Private Funding 3 **Optional-Receive VFC shipments into USIIS Inventory** This is done in “Vaccine Inventory”. Select “Funding Type Code”, typically that will be V—VFC Vaccine For Children Funding. Choose each vaccine, from the “Pending Vaccine Order Shipments,” to receive them into the USIIS inventory. Chosen vaccine will auto fill the “Vaccine Brand”, “Vaccine CVX Brand”, “Manufacturer MVX Code”, “NDC”, and “Doses Received”. The lot number for each vaccine is included with the vaccine details (highlighted and circled above). It will match the “Unit of Sale Lot Number” or “Unit of Use Lot Number”. Check the box under “Lot Number” next to the one it matches. Enter in the remaining lot number; you can copy and paste if it is the same. “Unit of Sale Lot Number”—information listed on the external package/box. “Unit of Use Lot Number”—refers to the information listed on the vial or syringe. For products that are mixed, use the lot number from the vial containing the powder component. Click “Save” after each received vaccine. Select vaccine to “receive” into USIIS inventory and add the “Unit of Sale” and “Unit of Use” lot numbers. Click “Save” after each received vaccine. 4

Opt. B—“Set to USIIS Inventory” 1 4 2 4 Option B—”Set to USIIS Inventory” Clicking on this option will require you to confirm this is the action you want to take. Click “OK” in this confirmation pop-up. This will remove any previously entered information and show data from USIIS Inventory. “Set to USIIS Inventory” Imports your USIIS Inventory to the VOMS system. USIIS Inventory and VOMS Inventory are two separate services. This is an import only feature. Review the inventory now showing on your screen. This needs to reflect your actual VFC vaccine inventory/at hand. Make edits in “Vaccine Inventory” as they will be reflected in “Set to USIIS Inventory” but not vice versa (edits on this screen will not be reflected in the Vaccine Inventory, you would have to also go back there to make the same changes; two steps versus one). Review the inventory. Click “Set to USIIS Inventory”. Edits should be done first in “Vaccine Inventory” to avoid duel entry. Click “OK” in the verification pop-up.

Opt. C—“Set to Previous Inventory” 4 1 2 4 Option C—”Set to Previous Inventory” Clicking on this option will require you to confirm this is the action you want to take. Click “OK” in this confirmation pop-up. This will remove any previously entered information and show data from USIIS Inventory. Review the inventory now showing on your screen. This needs to reflect your actual VFC vaccine inventory/at hand. Edit using the “Edit” at the end of each line. Add vaccine not listed using the “Add Vaccine Lot”. See Opt. A for instructions on adding vaccine lot. If this information is not current, it will impact the number of doses you are able to order. Click “Set to Previous Inventory”. Review the inventory. Click “OK” in the verification pop-up. Edit using the “Edit” and/or “Add Vaccine Lot” buttons.

** RULES for ALL inventory entry methods ** “Current Inventory” needs to reflect an actual physical reporting of your VFC vaccine in stock. You must verify the manufacturer, lot numbers, NDC numbers, and expiration dates on your inventory. “I’m aware that we have inventory software, but my way is easier.” No matter which option you choose to enter/update your inventory in USIIS, your “Current Inventory” MUST match with what you actually have in stock/at hand. If this information is not current, it will impact the number of doses you are able to order. For each line of inventory, you MUST verify the: Manufacturer Lot number—found on the original packaging/box NOT the vial; do not use the information on the vials. NDC number—found on the original packaging/box NOT the vial; do not use the information on the vials. Expiration date—found on the original packaging/box NOT the vial; do not use the information on the vials. “I don’t have any experience counting inventory, but I’m pretty good at guessing how many jelly beans are in a jar.” https://blog.maintenancecare.com/hubfs/toon866.gif?t=1490395268065 http://static2.businessinsider.com/image/52545e77ecad04a729e390ba-800-/dream%20job.jpg http://www.glasbergen.com/wp-content/gallery/retail-business/toon860.gif

Click “Confirm Current Inventory” 04/2018 1 09/18/2018 4/02/2018 Click “Confirm Current Inventory” B 2 4/02/2018 “Date last saved” is now current and green signaling this step is complete. Once your inventory is verified accurate by you, click “Confirm Current Inventory”. You should now note that the “Date last saved” is the current date and it has changed from red to green. This signals that this step has been completed. Click on the “Enter/Update Vaccine Order” to take you to the online vaccine order form. Any questions so far?? C 3 3/16/2018 Click “Enter/Update Vaccine Order”

Step 8—Vaccine Order “VFC Vaccines” Unavailable VFC vaccines Shown in a muted/lighter font F E D “Brand Name” A C “Packaging – Doses” The presentation of the vaccine Number of doses in each box/package. B Step 8—Vaccine Order That will bring you to the “Vaccine Order” screen. It includes important information such as: VFC Vaccines- vaccine names, available and unavailable. Unavailable vaccines- in a muted/lighter font color. Brand Name- vaccine and manufacturer names. If desired product is not listed, CDC has not added it to the VFC Program. Packaging – Vaccine presentation (Single Does Vials, Multi-dose Vial, Single Dose Syringe) and number of doses included in each box/package. Packaging always reflects number of doses, not boxes. Current Ending Inventory- number of doses you have in stock/at hand for each vaccine based on the VOMS inventory you reported. Show/Hide Doses Admin Info. An important feature to help you calculate the vaccines and number of doses you should order. Click on this button before proceeding. “Current Ending Inventory” Doses you have in stock/at hand. “Show/Hide Doses Admin Info.” Click on this button!!!

“Doses Admin Info.” Clicking on the “Show/Hide Doses Admin Info.” button will reveal: B C D A All “Vaccine Series” “Doses of Highest Quarter”- based on your DAR. “Ending Inventory Group”- doses you have in stock/at hand. The “Show/Hide Doses Admin Info” button is an important feature of the Vaccine Order page. Click on it to reveal the suggested number of doses you should be ordering for your facility. Once opened, you will see: Each vaccine type (Vaccine Series), and Your facility’s corresponding use of each (Doses of Highest Quarter). This information comes from the DAR data reported by you. The past 4 quarters are reviewed to determine your highest usage. Your current inventory for each vaccine (Ending Inventory Group), and Your suggested doses to order for each vaccine (Suggested Order Quantity). The suggested order quantity/doses are calculated by subtracting C—the amount of doses in your inventory—from B—the highest amount of doses you have used in a quarter. These numbers reflect doses, so round them up (e.g. 116 to 120) or down (e.g. 11 to 10) to match the doses in a box/package for the purpose of ordering. You can print this screen by scrolling down to the “Print Table” button. Printing this screen can assist you in filling out your order. Re-clicking the “Show/Hide Doses Admin Info” button will take you back to actual ordering page or you may scroll down past the “Print Table” button to complete your order on this page. “Suggested Order Quantity” B – C = D E “Print Table” https://c1.staticflickr.com/9/8138/8699798577_912e0213ba_b.jpg

Please keep in mind that the “Suggested Order Quantity” has a thoughtful purpose behind it. It is to keep you adequately supplied with vaccine through your ordering schedule. That will help prevent: Running out. Missed vaccination opportunities. Costly additional shipping charges. Expired vaccine. https://img.clipartfest.com/4cd23a010fb75b0b6fb3ed06a33708d6_retro-clip-art-quirky-women-free-clipart-pointing-finger-woman_1010-1350.jpeg

Calculating Doses to Order Calculation of your “Suggested Order Quantity” (SOQ) is based on your reported “Doses of Highest Quarter” (DHQ) and your “Ordering Frequency/Schedule”. **Examples use a suggested order quantity of 24 and packaging with 10 doses per box. Monthly: (2 options, max & min doses allowed) Opt. 1 (max)—DHQ rounded up or down to the nearest box e.g., 24 = 20 or 30 doses Opt. 2 (min)—DHQ minus 1/3 rounded to the nearest box e.g., (24/3 = 8) 24 - 8 = 16 = 20 doses Calculation of your “Suggested Order Quantity” (SOQ) is based on your reported “Doses of Highest Quarter“ (DHQ) and your “Ordering Frequency/Schedule”. If your ordering frequency is MONTHLY you have two options. One for calculating the maximum doses you are allowed to order and one for calculating the minimum. Option 1 (max)—take the DHQ and round that number up or down to the nearest box. In the example the product has a SOQ of 24 and the packaging has 10 doses per box. You can round down to 20 doses or up to 30. Option 2 (min)—take the DHQ minus 1/3 and then round to the nearest box. In the example using the same product you would divide 24 by 3 getting 8, minus 8 from 24 equaling 16. You would then round that to 20 doses. If your ordering frequency is BI-MONTHLY, round the DHQ up or down to the nearest box. In the example using the same product with a SOQ of 24 doses and packaging of 10 doses per box, you can round to either 20 or 30 doses. If your ordering frequency is QUARTERLY, take the DHQ and add 1/3 then round to the nearest box. In the example using the same product with a SOQ of 24 and 10 doses per box you would divide the 24 by 3 getting 8, add 8 to 24 equaling 32. You can then round down to 30 doses or up to 40. **Note—If you are using combination vaccine it may affect/change the number of monovalent doses you will be allowed to order. Changing products can also affect dose numbers. Bi-Monthly: DHQ rounded up or down to the nearest box e.g., 24 = 20 or 30 doses Quarterly: DHQ + 1/3 rounded to the nearest box e.g., (24/3 = 8) 24 + 8 = 32 = 30 doses

**See note in Notes section below. “Order Quantity (doses)”– Enter your calculated doses (using your Suggested Order Quantity and your Ordering Frequency—see previous slide). A B “Order Quantity Reason”– Leave blank unless you are ordering a dose amount that exceeds your calculated doses. **See note in Notes section below. B Having calculated the doses you should be ordering (using the formulas on the previous slide), enter those amounts (in the form of doses not boxes) into the corresponding vaccine spaces under “Order Quantity (doses)”. If you are needing to order an amount that exceeds your calculated doses, it will be necessary for you to give us the reason why. Adjacent to the pertaining vaccine, under “Order Quantity Reason,” click on the box to see a list of typically used reasons. If your reason is not listed, choose “Other” and send us an email stating your reason. Providing us with this information will help us as we review your order for final submission. Please note however, that unless something is different (e.g., you added a new school district, you are experiencing an increase in requests for a particular vaccine, you have added a new physician, or you are switching products) do not provide us with an Order Quantity Reason, leave it blank. Your Suggest Order Quantity already reflects your normal high times such as, back to school and kindergarten round-up. Another feature that you may encounter on this order screen is a “product double-check” or verification” pop-up. This pop-up is attached to certain vaccines that are rarely used (e.g., Rotarix). It states: “This is not a frequently used vaccine. Is this the product you want to order?” Click “Yes” if you are certain you are ordering the right product. “Product Verification Pop-up”– Attached to certain vaccines that are not used frequently as a “double-check”. C Click “Yes” or “No”.

Click “Confirm Now” under “Shipping Information Confirmed”. 04/2018 A 4/02/2018 Click “Save” “Date last saved” is now current and green signaling this step is complete. 4/02/2018 B 4/02/2018 When you have entered in your complete order, click “Save” at the bottom of the screen. If an error occurred, see the top of the “Vaccine Order” page to view the reason. Often there is an issue with the quantity you have ordered. You should now note that the “Date last saved” is the current date and it has changed from red to green. This signals that this step has been completed. Under “Shipping Information Confirmed” click “Confirm Now”. 3/16/2018 Click “Confirm Now” under “Shipping Information Confirmed”. C

Just a little further… Two more steps to go!!!! https://adventuresategypt.files.wordpress.com/2016/05/7dd1e-2012-07-25-21-28-54.jpg https://s-media-cache-ak0.pinimg.com/736x/cf/b8/de/cfb8de9d6a5decd060972fdbb55503b8.jpg

Step 9—Confirm Shipping Information 1 Review your shipping info.: Address Business/Receiving hours Contact Special Instructions Click “Confirm” if all info is correct. If not, you will need to contact the VFC Program prior to confirming. 2 4/02/2018 4/02/2018 Step 9—Confirm Shipping Information Review your shipping information: Address Business/receiving hours-Shipping hours are the times that you are available for a delivery. Ensure the ending time provides you enough time to unpack the shipment and contact the Vaccine Management Team with any issues prior to 5pm. Contact Special Instructions If all of the information is correct, click “Confirm”. If any of the information needs to be changed/updated, contact the VFC Program. You should now note that the “Date last confirmed” is the current date and it has changed from red to green. This signals that this step has been completed. Click “Review/Submit Order” The “Review/Submit Order” button will not appear until all four components are shown in green. Until the order is submitted, the Vaccine Management Team cannot see your order. “Date last confirmed” is now current and green signaling this step is complete. 4/02/2018 3 4/02/2018 Click “Review/Submit Order” 4

Step 10—Review & Submit Order Review your order. Click “Submit Order” if correct. Click “Change Order” if changes need to be made. 2 I, Karen Tsuander, certify that I understand and agree to the requirements pertaining to participation in the Utah Vaccines for Children (VFC) Program and will use VFC vaccine under those guidelines. If/when correct, click “I Agree” on the VFC Program requirements and guidelines pop-up. Step 10—Review and Submit Order Review the order you have entered. If you will be out of the office within the next 5-10 business days, please contact our office prior to submitting your order. In many cases, we may ask you to wait to submit your order or will adjust your Shipping Hours to avoid vaccine delivery issues. Click “Submit Order” if it is correct and no changes need to be made. Click “Change Order” if corrections/changes need to be made. If it is correct or when it has been corrected, click “I agree” in the VFC Program requirements and guidelines disclaimer pop-up. 3

Order Confirmation: Order Date. Order place by. Email confirmation. Order frequency. Next Order. 4/02/2018 05/2018 Once you have successfully submitted your order to the VFC Program for review, you will be directed to the VOMS Order Confirmation page. On this page you will see: Order date. Order place by. Email confirmation sent to email address. Order frequency/schedule. Date next order can be placed. Order details The Vaccine Management Team will now review your order based on your DAR, “Suggested Order Quantity” and your “Order Frequency.” Changes will be made if necessary. **Congratulations!! You have successfully submitted your order the VFC Program to review!!** http://www.pngall.com/wp-content/uploads/2016/06/Pass-Stamp-PNG.png http://www.claudeonthe.net/slides/learningimpact_ysu/borat-thumbs-up-transparent.png

Your VFC Shipping Contact will receive a “VOMS VFC Order Confirmation” email once the Vaccine Management Team has approved your order. Mon, April 2, 2018 at 12:48 PM 306 If you have not received an email within 5 business days, please contact the Vaccine Management Team. Once the Vaccine Management Team has approved your order, it will be finalized and submitted to CDC. Your VFC Shipping Contact will receive a “VOMS VFC Order Confirmation” email. The email will provide details about your order, such as; requested doses, vaccine name, brand name, package info, NDC number, and include actual doses ordered. If you have not received an email within 5 business days, please contact the Vaccine Management Team. http://www.pngall.com/wp-content/uploads/2016/06/Pass-Stamp-PNG.png http://www.claudeonthe.net/slides/learningimpact_ysu/borat-thumbs-up-transparent.png

10 Steps 10 – Review & Submit Order 9 – Confirm Shipping Info 8 – Vaccine Order 7 – Update Inventory 6 – Select Order Type 5 – Select VOMS “Order” 4 – Go to VOMS 3 – Login to USIIS One last review of the 10 steps to successfully submit your order in the VOMS system. 2 – Open USIIS Webpage 1B – Wait for USIIS Email 1A – Submit Temp Logs http://icons.iconarchive.com/icons/icons8/ios7/512/Household-Stairs-icon.png http://cdn.mysitemyway.com/etc-mysitemyway/icons/legacy-previews/icons/3d-transparent-glass-icons-people-things/059455-3d-transparent-glass-icon-people-things-foot-steps.png

VOMS Links Clicking on “Links” allows you to navigate to: USIIS website CDC Vaccine Storage and Handling website UDOH Immunization Program website UDOH VFC Program Forms, Documents, Manuals & Training VOMS Links “Links” is another feature in VOMS. The Links tab allows you to navigate to: USIIS website CDC Vaccine Storage and Handling website UDOH Immunization Program website UDOH VFC Program Forms, Documents, Manuals & Training Training PowerPoint slides and the PDF document can be found by clicking UDOH VFC Program Forms, Documents, Manuals & Training link. The Trainings can be located under VOMS Trainings. The Trainings are updated as information updated. The PowerPoint and PDF documents can be downloaded and used to reference back to at a later date. **Training PowerPoint slides and PDF document can be found by clicking UDOH VFC Program Forms, Documents, Manuals & Training link**

QUESTIONS? That is what we are here for. Contact the Vaccine Management Team vacteam@utah.gov (801) 538-9450 That is what we are here for. http://sleepsolutionsus.com/wp-content/uploads/2015/02/Women-in-black-blouse-Question-Mark-e1424352397536-300x241.jpg https://www.bask.com/wp-content/uploads/2012/04/computer-running-slow-picture2.jpg http://d1zlh37f1ep3tj.cloudfront.net/wp/wblob/54592E651337D2/87E/CBED6/Rqd9_iV036Uv2sNZ68Ensw/Computer-frustrated-woman.jpg