Inventory Functions

1. Inventory Functions Putting the Pieces Together Ashley GrahamNC Immunization Branch

2. Objective • Apply NCIR inventory functions to manage vaccine inventory

3. Who Can do What in the NCIR? • Administrator • Manages • Users • Clinicians • Immunizations • Inventory • Orders • Transfers • Wasted/Expired • Reports

4. Who Can do What in the NCIR? • Inventory Control User • Manages • Clients • Immunizations • Inventory • Orders • Transfers

5. 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

6. Manage Inventory through: • Orders • Transfers • Wastage

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

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

9. Admin./I.C. Welcome Page Incoming Transfers & Orders 120 days until expiration One-Month Supply

10. Update Alert Preferences Update Preferences by Tradename or Vaccine Group Vaccine Groups DTP/aP HPV Hep A Etc. Tradenames Infanrix Tripedia Pediarix Etc.

11. Update Alert Preferences One Month Supply Time to Order Tradename

12. Vaccine Usage Report Click Here 1

13. It's Time To Order

14. Manage Order 123 doses given in August 327 doses given in June, July and August 185 doses in inventory 327 - 185 = 142 Order placed in September

15. Helpdesk Staff The Life Cycle of a Vaccine Request Manage Order The State Transfer

16. Order Status • Backorder - order was received and reviewed by the State.  The requested order items are temporarily not available to fill and are on backorder.   • Denied - order was denied by the State and will not be filled. • In Progress - order has been received and reviewed by the State. This type of order can no longer be modified. • Pending - order that has been placed, but not viewed by the State. This type of order can still be modified. • Partial Ship - part of the order was filled and shipped with some of the order still waiting to be filled. • Shipped - order has been filled, shipped and ready for the provider to accept

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

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

19. Accepting your Order Click here • 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

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

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

22. Transfers Between Providers NCIR Providers DtaP Hep B & PCV7 Non-NCIR Providers Varicella

23. Transfer to Provider on NCIR Enter quantity to transfer here 10

24. Make sure you see this message You must create a Packing List or Label prior to ‘shipping’ transfer

25. Click on Ship

26. 06/04/2010 Enter Ship Date Enter Date Here Make sure you see this message

27. 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

28. Transfer to a Provider NOT on NCIR

29. Transfer from a Provider NOT on NCIR Have sending org. complete a transfer form

30. Reporting Wastage

32. Reporting Expired

33. Expired Pop-ups How do I get rid of these pop-ups? State supplied Private

34. ‘Transferring’ State SuppliedExpired Vaccine Transfer to Vaccine Distribution

35. It’s so easy… Click HERE

36. State-supplied Expired Save Defaults Equals Enter Action Private

37. Completing the transfer…

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

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

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

41. Wasted / Expired Report Wasted / Expired Vaccine

42. Wasted/Expired Vaccine Report * Request Wasted/Expired Send with the Vaccine

43. Questions?