Adding New Vaccine Lots

Version 14.8
Activities > Maintain Vaccine Inventory

Add a New Vaccine Lot

  1. Click the New button . The Vaccine Inventory Item Detail window displays. 

New vaccine: Vaccine Inventory Item Detail window

  1. Click the drop-down arrow  in the Inventory name field and select. 

  1. Click the drop-down arrow in the Vaccine name field and select. 

  1. Enter the NDC ID.

The NDC ID must be 11 digits with no punctuation. The format of an NDC is as follows: 5-4-2. If there are less digits in a group, precede the group by a zero.
  1. (Optional) GTIN is the global trade identification number used to identify vaccines world-wide. If your practice is utilizing Vaccine Barcoding; you will notice this number populated. 
  2. Click the drop-down arrow  in the Manufacturer field and select. 
  3. Enter the lot number. 
  4. Enter the expiration date or click the drop-down arrow  and select from the calendar. 
  5. Select a radio button to distinguish between VFC and private stock vaccines.
  6. Click the drop-down arrow  in the VFC eligibility usage and select.
  • Select VFC Only for VFC insurance vaccines only.
  • Select Not VFC for private insurance vaccines only.
  • Select All Pats to allow for VFC and private insurance. 
  1. Click the drop-down arrow  in the Practice locations and select the location of the inventory. 
  2. (Optional) Enter the cost per dose. 
  3. Enter the total number of doses or click the drop-down arrow  to enter using the number pad. 
  4. Doses used: This field will remain at 0 until you begin to document the vaccines within a patient's chart.
  5. Last updated: This field is automatically time stamped with the date/time on the workstation being used to update the vaccine inventory. 
  6. Notes: Enter any information pertaining to the vaccines' shipment or usage upon receipt. If you would like to enter a company or "brand" name of the vaccine, type it in here.
  7. Borrowed status (+): This lets you know if the vaccine entry was created from the VFC inventory or the Non-VFC inventory and also triggers reminders that you owe VFC or Non-VFC lots.
  8. Payback status: Once you have returned the borrowed doses to VFC or Non-VFC inventories, mark the lot as Item was Paid Back and it will remove it from your borrowed lots list.
  9. Date started using: Default setting will be current date. To change this click the and use the calender to select another date.
  10. Availability: There are 3 choices for the availability of the new lot added into Office Practicum.
  1. Active- Lot is active and available to use for vaccine documentation.
  2. Inactive- Allows a lot to be entered into the inventory but not available until your practice is ready to start administering the lot to patients.
  3. Retired- All used lots, expired lots, usable or lots that were entered incorrectly should be retired so they are not in the active lot view.
  1. click the Save button.