Inventory Reconciliation

1. Inventory Reconciliation

2. Managing Inventory • Manage Inventory • Manage Orders • Manage Transfers • Inventory Report • Transaction report • Request Wasted/Expired Where do I Start?

3. Inventory Report Start with your Inventory Report

4. Inventory(Reconciliation) Report Click Here * Choose Site * Choose Funding *Generate 10 22 291 Physical Count

5. Timing is Key • First thing in the morning • Before you begin giving shots OR • End of the day • After all shots have been entered for the day

6. Has everything been reported? Are doses missing in chunks (i.e. 5 doses, 20 doses, etc.)? Check: Transfers Wasted Expired

7. Check Doses in a Series Jack and Jill were in today for their 2 mo. shots. Have the doses been entered? DTaP, Hep B, Polio, Hib, PCV7, Rota

8. Compare State and Private Similar Lot Numbers How'd that happen? Double Check

9. Trade Name Trip-up Vial = NCIR DTaP, Hep A, Hep B, Hib, Tdap...

10. What else can I use?

11. Transaction Report

12. Manage Inventory - Show Transactions Only Choose One Date Range Default Options = Most Results Increase the number of Records

13. Copy and Paste in Excel Duplicate transactions

14. Buttons to Watch for… Back Button Subtracts x 2 Refresh Button Creates Duplicates

15. Copy and Paste in Excel Cancel each other out Look for: Immunize AND Delete transactions

16. Combination Vaccines NOTE: • If your facility uses combination vaccines • Use the transaction report to eliminate combination vaccines entered as single antigen vaccines • Copy and Paste in Excel • Sort by patient name Received Pediarix Should see a red box

17. Not Entering at time of Admin. • Green = Entered at time of administration • Pink = Entered two months after admin • Inventory will be incorrect for May, June, and July • Yellow = Entered five months after admin • Inventory will be incorrect for January thru July

18. How do I make adjustments? • If doses from inventory are added or deleted, inventory will adjust automatically • Report transfers, accept transfers (including those resulting from vaccine orders) • Return wasted and/or expired doses in the NCIR • Call the NCIR Help Desk for assistance

19. Other things to look for…

20. All Doses keyed as Historical • If you know that you have given 10 doses of vaccine, but your transaction report is blank No doses were subtracted from inventory

21. Yesterday ≠ Historical just because it wasn't given today... doesn't mean it's HISTORICAL Enter Admin. Date Here 07/01/2008

22. Historical vs. From Inventory

23. Report Duplicate Clients 1 DTaP + 1 DTaP = -2 DTaP from inventory You Don’t Have to Enter Immunizations on Both Clients

24. Scrolling Mouse… Do you use this button? Infanrix IPOL

25. Careful of Multiple Sites • Pick correct site from drop-down • Choose site before vaccine Inventory will change based on site selection

26. Off-Site Clinics Don't forget to record doses given in off-site clinics

27. Too Many ‘ACTIVE’ Lots • Better chance for someone to choose the wrong lot number • Subtracts from one lot, ‘adds’ to another

28. Inactivating Lot numbers Manage Inventory - Click Tradename Change to NO

29. New Lot Activation Card Attach card to inactive lots until time of use Courtesy of Carole Watson at Forsyth County Health Department

30. What does this mean? • Dose administration violates the NCIP coverage criteria Print Screen - Paste in Word - Print

31. What do you do? • You may administer a private dose to a ‘public’ patient and record in the NCIR • A dose of private may be made public in your inventory for later administration • You will need to contact the NCIR Help Desk for assistance adding the dose • NOTE: Providers may not use public vaccine for private children if they do not have any private vaccine available.

32. Remove… Removes doses that you are attempting to add • Prevents the vaccines from being saved

33. No more VALs… Don’t record on VALs and not in the NCIR

34. “Correcting” Patient Records Record reflects true Doses administered Inventory Remains Correct Doesn’t Show on Pt. Copy

35. Data Entry before Vaccine Administration Extra work makes me sick, too! Click HERE to delete Click HERE to edit

36. Report Wasted and Expired At time of occurrence

37. Error Corrections • When Do I Use Them? • A keying or data entry error during initial inventory entry • When you get more or less vaccine out of a multi-dose vial • You have exhausted all other options Call the Help Desk for additional assistance

38. Incorrect Use of Error Correction… Should have been reported as WASTED

39. So, what do I do?

40. Look for missing doses… • Compare appointment books to the transaction report • Compare billing records to the transaction report • Use your inventory reports • Use your Vaccine Usage report

41. Vaccine Usage Report Should have been Hep B

42. Vaccine Usage Report Should have been Tdap

43. Helpful hints…

44. All the pieces… Use Your Reports Enter Doses Real-time Reconcile Inventory Keep Picklists Small Report Wasted & Transfers Utilize the Help Desk Careful of Buttons Accept Orders and Enter Varicella

45. Resources • NCIR Help Desk • 1-877-USE-NCIR (1-877-873-6247) • NCIRHelp@dhhs.nc.gov • NC Immunization Program website • http://www.immunizenc.org/NCIR.htm • Online help (light bulb in top right corner) • Announcements on NCIR homepage • Release notes • User manual (link available for every user type) • Regional Immunization Consultant

46. Questions?