Vaccine Inventory

Vaccine Inventory is used to record the vaccine doses on hand, doses received, and all other adjustments to the inventory. The vaccine inventory is adjusted each night via vaccine posting to account for doses given that day.

Objectives

After you complete this section, you will be able to:

Vaccine Inventory Pages

Vaccine Inventory automates the record systems for calculating the doses on hand, doses received, adjustments to the inventory, and transfers to other clinics or practitioners.

Vaccine Inventory Menu

From the Vaccine Inventory Menu, you are able to select the following hyperlinks:

Search – Takes you to the Vaccine Inventory Search screen
Main Menu - Exits Vaccine Inventory module and returns you to the Main Menu.

Vaccine Inventory Search Screen

To reduce the occurrence of duplicates, the Vaccine Inventory screen forces you to search for vaccines based on two or more of the following search parameters before allowing you to enter in a new vaccine into the inventory. You are able to search for specific lot numbers or all lots for a certain vaccine type by using the search criteria below.

Field	Description
Agency ID	Read-only field that defaults to the user’s agency.
Site ID	Pull-down list to identify the site where the vaccine is to be used. If you have a security level less than 5, only your site will be available in the list. Defaults to your site.
Vaccine Type	Pull-down list to identify the vaccine type to be entered into Vaccine Inventory. You can leave this unselected to get all vaccines.
Lot Number	Free-form field to type in the lot number on the vaccine bottle. The search function will work on a partial lot number, i.e., if you only enter the first three characters. A partial or no lot number entered will return all active lots matching the search criteria. A full lot number entered will return active and inactive lots matching the criteria.

To complete a Vaccine Inventory Search, you must:

Enter in the search criteria as mentioned above.
Press the Search button - Search will take you to the Vaccine Inventory Search Results screen.

From the Vaccine Inventory Search screen, you are able to access the following buttons:

Search (Hot Key = Alt + S) - will take you to the Vaccine Inventory Search screen with your search results displayed.

VI Menu (Hot Key = Alt + I) - will take you to the Vaccine Inventory Menu.

Main Menu (Hot Key = Alt + M) - will take you to the Main Menu screen.

Vaccine Inventory Search Results

After the Vaccine Inventory Search is completed, a listing of the active vaccine lots that met the criteria will be displayed on the Vaccine Inventory Search Results screen.

The following read-only fields are listed for each vaccine lot:

Field	Description
Type	Abbreviation for the vaccine type
Lot No.	Lot number
Exp. Date	The expiration date of the lot.
Manufacturer	The manufacturer of the lot.
Qty Posted	The number of doses administered from the lot.
Qty On Hand	The number of doses available from the lot.
Agency ID	The receiving agency for the lot
Site ID	The receiving clinic for the lot.

The listings for the Search Results screen will be color-coded to give you additional information about the lots. Any lots that have expired will have their information displayed in red text. Lots that have a negative or zero quantity will be displayed in orange text.

Note: If no vaccines meet your search requirements, you will be brought to the Vaccine Inventory Results screen with no vaccines showing.

Searching for Inactive Lots

Inactive vaccine lots can be retrieved from the Vaccine Search screen. This is done by entering the complete lot number in the Lot Number text box. When a complete lot number is entered, either active or inactive lots matching that lot number will be returned.

The Vaccine Inventory Search Results list can be sorted on any of the above fields, except Qty Posted, by double-clicking on the column headings.

From the Vaccine Inventory Search Results screen, you are able to access the following buttons:

Select (Hot Key = Alt + S)
Add (Hot Key = Alt + A)
New Search (Hot Key = Alt + N)
VI Menu (Hot Key = Alt + I)
Main Menu (Hot Key = Alt + M)

Select

Select provides a snapshot of information (also called the Vaccine Inventory Lot Master) related to the selected vaccine lot. This information displayed will assist you in determining whether you have selected the correct lot number.

Hint:

Double-clicking on a row in the Vaccine Inventory Search Results screen will bring you to the Vaccine Inventory Lot Master.

Add

Takes you to the Add New Lot screen where you will add a new vaccine lot with the first receipt of inventory.

New Search

Returns you to Vaccine Inventory Search screen to search for new lot numbers.

VI Menu

Returns you to the Vaccine Inventory Menu.

Main Menu

Returns you to the Main Menu.

Adding A New Vaccine Lot

Below are the fields in the Add New Lot screen for adding a new vaccine lot to the Vaccine Inventory:

Field	Description
Lot Number	*(Required)* Vaccine Lot Number. If you add dashes, spaces, or slashes, be consistent with their usage or you will risk the possibility of duplicates.
Vaccine Type	*(Required)* Select a vaccine type from a pull-down list.
Site	(Required) Clinic name given to each TWICES clinic. Select from pull-down list. Default for the field is your clinic, and this is unchangeable. If you have a security level of 5, you can add lots to another site but will have to conduct another vaccine lot search against that site.
Expiration Date	*(Required)* Date the vaccine will expire.
Manufacturer	*(Required)* Name of the Manufacturer of the vaccine. Select from a pull-down list.
Transaction Date	(Required) Date the vaccine is received into the clinic. Default for the field is today's date.
Transaction Type	(Required) Reason why the transaction is being completed. Default for the field is Receipt from TDH. When adding a new lot, the only transaction types available will be receipts of inventory.
Quantity	(Required) Amount of individual doses received by the clinic.
Transfer Site	Site from where the vaccine is being transferred. Used if the Transaction Type is Receipt from TDH. Select from a pull-down list.
Or Provider	Name of the provider the vaccine is being transferred from. Used if the Transaction Type is Receipt from Non-TDH Source.

From the Add New Lot screen you can access the following buttons:

Save (Hot Key = Alt + S) Saves the record and returns you to the Vaccine Inventory Lot Master screen with the first receipt of inventory showing as the first transaction.

Cancel (Hot Key = Alt + C) Returns you to the Vaccine Inventory Search Results screen.