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. 

  1. Click the dropdown arrow  in the Inventory name field and select. 

  1. Click the dropdown arrow in the Vaccine name field and select. 

  1. Enter the NDC ID. The NDC ID must be 11 digits with no dashes. The format of an NDC for claim filing purposes is: 5-4-2. Use the following table to determine the placement of the necessary 0.
10-Digit Format on Package
10-Digit Format Example
11-Digit Format
11-Digit Format Example

If your practice is live with OP and using the PM/Billing and EHR, the NDC ID number for vaccines will pull from Vaccine Inventory for claims. If your practice implements a Split Go Live, meaning PM/Billing will be implemented first and the vaccine inventory in OP will not be used, you will need to add the NDC ID numbers for vaccines in the CPT Code table. Once the practice goes live with the Vaccine Inventory, the NDC ID number will be entered for each vaccine lot. The NDC ID number in your vaccine inventory will supersede the CPT Code table when pulling the NDC number onto the claim. Refer to National Drug Code (NDC) Claim Filing Tips for more information.

Note: The Unit of Measure for a vaccine will be automatically added to the claim as it appears in the Vaccine Products table but will not be visible in the Add/Edit Charges window while converting claims. The accepted Unit of Measures are:
  • F2: International Unit
  • GR: Gram
  • ME: Milligram
  • ML: Milliliter
  • UN: Unit

If a payer requires something other than what is recorded in the Vaccine Products table, then that required measure must be added to the NDC Number field while claims are being posted. If you need to edit the NDC Number field, be sure to follow this format: 
00006404741 ML2
where 00006404741 represents the 11-digit NDC Number and ML2 represents the Unit of Measure (milliliter in this example) and Quantity (2 in this example).

Keep these guidelines in mind when entering the quantity:

  • For the quantity number, use the following format: 1234.56 (decimal out to two places) or 2 (a whole number) or 9999999.999 (decimal out to three places) or .5 (a decimal).

  • If entering a whole number, do not use a decimal after the number.

  • If entering a unit less than one, do not include a zero (that is, enter .5, not 0.5 or .50).

  • Do not use commas.

  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 dropdown arrow  in the Manufacturer field and select. 
  3. Enter the lot number. 
  4. Enter the expiration date or click the dropdown arrow  and select from the calendar. 
  5. Select a radio button to distinguish between VFC and private stock vaccines.
  6. Click the dropdown 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 dropdown 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 dropdown 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 it will not be available until your practice is ready to start administering the lot to patients.
  3. Retired - All used lots, expired lots, or lots that were entered incorrectly should be retired so they are not in the active lot view.
  1. Retired date: This field is optional but is a good way to note when a lot was retired.
  2. Click the Save button.