Inventory Functions Inventory Functions Ashley Graham NC Immunization Branch Ashley Graham NC Immunization Branch Putting the Pieces Together Putting the Pieces Together

Objective Apply NCIR inventory functions to manage vaccine inventory manage vaccine inventory

Who Can do What in the NCIR? Administrator –Manages UsersCliniciansImmunizationsInventoryOrdersTransfersWasted/ExpiredReports

Who Can do What in the NCIR? Inventory Control User –Manages ClientsImmunizationsInventoryOrdersTransfers

Who Can do What in the NCIR? Typical User –Manage clients –Manage immunizations –Request new client form Reports Only –View client report –Request new client form

Manage Inventory through: OrdersTransfersWastage

Ins and Outs of Inventory Vaccine Order/ Transfer Transfer from Provider on NCIR or NOT on NCIR Doses Administered Transfer to Provider on NCIR or NOT on NCIR Wasted/Expired State v. Private Provider’s Office on

Managing Vaccine Inventory Check Daily You can run a report for each clinician showing all the transactions performed for that day Order Bi-Monthly Enough vaccine for 3 months if your fridge can safely hold that amount Reconcile Weekly Run a Transaction Report to compare with billing records/ encounter forms/ EMR records

Admin./I.C. Welcome Page

Update Alert Preferences Vaccine Groups DTP/aP HPV Hep A Etc. Tradenames Infanrix Tripedia Pediarix Etc.

Update Alert Preferences

Vaccine Usage Report 1

Manage Order Order placed in September

The Life Cycle of a Vaccine Request Manage Order Transfer Helpdes k Staff

Order Status User Submit Date Submit Date Status Caroline Helton 11/27/2007PENDING Sherry Ferguson 09/25/2007BACKORDER Glenda Anderson 09/01/2007DENIED Caroline Helton 08/25/2007 PARTIAL SHIP Glenda Anderson 07/14/2007SHIPPED 06/25/2007 IN PROGRESS Pending - order that has been placed, but not viewed by the State. This type of order can still be modified. In Progress - order has been received and reviewed by the State. This type of order can no longer be modified. Backorder - order was received and reviewed by the State. The requested order items are temporarily not available to fill and are on backorder. Shipped - order has been filled, shipped and ready for the provider to accept Denied - order was denied by the State and will not be filled. Partial Ship - part of the order was filled and shipped with some of the order still waiting to be filled.

Common Shipping/ Vaccine Issues Vaccine order was delivered to your facility but it is unavailable in the NCIR to be accepted. The expiration date and/or lot number on the packing slip/vaccine doesn’t match the NCIR It may take up to 2 business days for the order to be properly loaded into the NCIR. Always check to make sure that all 3 documents match. If not, then call the Help Desk for assistance.

From Vaccine Order to a Transfer Click the CREATE DATE to accept the transfer

Accepting your Order Verify that the packing list matches the inventory in the box Verify the NCIR matches the packing list Call the NCIR Help Desk if the order does not match Click here

Adding Inventory from Manufacturers ( and Private Vaccine) Note: For Prevnar expiration date – enter as last day of the month Add Varicella here

Add Inventory Enter Lot Number from Packing List Choose dose size (found on the vial) State-supplied or Private Enter the Quantity on Hand Choose units (most are mL) Enter the Expiration Date Must be ACTIVE in order to save Choose Trade Name – Mfg will automatically populate Enter Cost Per Dose

Transfers Between Providers NCIR Providers Non-NCIR Providers DtaP Hep B PCV7 Varicella

Transfer to Provider on NCIR Enter quantity to transfer here 10

You must create a Packing List or Label prior to ‘shipping’ transfer

Click on Ship

Enter Date Here Make sure you see this message Enter Ship Date 06/04/2010

Incoming Transfer from Provider on NCIR (same as receiving a vaccine order from the State) Sending organization must enter as a transfer –If you do not see the ACCEPT TRANSFER button, the sending org. has not completed the transaction Verify that you have received correct vaccine, lot, expiration and number of doses Accept into inventory Click the Create Date

Transfer to a Provider NOT on NCIR

Transfer from a Provider NOT on NCIR

Reporting Wastage

Reporting Expired

Expired Pop-ups How do I get rid of these pop-ups?

‘Transferring’ State Supplied Expired Vaccine Transfer to Vaccine Distribution

It’s so easy… Click HERE

State-supplied Expired Equals Defaults Enter Action Save

Completing the transfer…

‘Shipping’ the transfer… Enter/Confirm Ship Date Click ‘SHIP’ Confirm Message Confirm Ship Date Here

Private Expired Manage Inventory Show Inventory Modify Quantity Check all that apply

Private continued… Start HERE It will fill it in for you

Wasted / Expired Report Wasted / Expired

Wasted/Expired Vaccine Report

Questions? Questions?