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Move Vaccine Inventory

Version 14.19

Overview

There may be instances where it is necessary to take vaccine inventory from one office location and move it to another office location. You may wish to move an entire vaccine lot due to an error in entry or move a vaccine lot due to an office location no longer having the vaccine in stock.

Move a vaccine lot to a different location, no vaccines administered

  1. Click Activities on the main menu.
  2. Click Maintain Vaccine Inventory.
  3. Click Location dropdown arrow and select the location where the vaccine lot is currently entered.
  4. In the grid, locate the vaccine lot. Click the ellipse button  to edit.
  5. In the Practice location field, click the dropdown arrow and select the correct location of the vaccine lot.
  6. Click the Save button.
  7. Confirm that the vaccine lot has been moved by clicking the Location dropdown arrow.
  8. Select the location where the vaccine lot should be found.

Move a vaccine lot to a different location, vaccines administered

Note: If vaccines were administered at the incorrect office location, you are required to correct the error. This can occur if the vaccine was originally entered in inventory at the incorrect office location or the incorrect location was chosen during the login.
  1. Click Activities on the main menu.
  2. Click Maintain Vaccine Inventory.
  3. Click the Location dropdown arrow and select the location where the vaccine lot is currently entered.
  4. Click the Lot # button to generate and print a report of the patients receiving the vaccine associated to the incorrect location.
  5. For each patient on the list, do the following:
  1. Click the Chart button on the Smart Toolbar and search for the patient.
  2. Click the Immunizations tab.
  3. Click the Enter Immunization button. 
  4. Highlight the vaccine to delete from the grid. 
  5. Click the Edit/Delete tab.
  6. Select the Check to allow edit checkbox . Write down all detail in the top panel. This will be used to reenter the vaccine.
  7. Click the Delete button.
  8. Click OK to confirm the deletion.

  1. In the Audit Trail window, enter the reason for deleting the record or click the dropdown arrow and select a reason from the list.
  2. Repeat the above steps for all patients on the Lot # report.
Note: All deleted vaccines will be added back into the inventory. This will allow for reentry at the correct location.
  1. From the Maintain Vaccine Inventory, click the ellipse button to edit.
  2. Click the Practice location dropdown arrow button and select the correct location.
  3. Click Save.
  4. From the patient chart, reenter the vaccines administered by following the steps below:
Note: Before proceeding, confirm you have the correct location selected by viewing the location field on the Main Menu bar. If not correct, click the drop down arrow and select the location.
  1. Click the Chart button on the Smart Toolbar.
  2. Search for and select the patient.
  3. Click the Immunizations tab 
  4. Click the Enter Immunization button.
  5. Click the Inventory tab.
  6. Double click on the vaccine in the top panel
  7. Complete the Enter Vaccine Administration Information window.
Note: Use the information from the details you recorded in the delete process, this includes: Date/time vaccinated, body site, Counseling provider and Vaccinator.
  1. Deselect the Add vaccine to superbill checkbox if the vaccine has been billed.
  2. Click Save.

  1. Complete the above process for all patient vaccines that were previously deleted.
Note: It is recommended you count the inventory once all vaccines have been reentered to ensure you completed the process correctly.

Inventory sharing between locations

  1. Click the Activities button in the Smart Toolbar.
  2. Select Maintain Vaccine Inventory.
  3. In the grid, locate the vaccine lot to deduct in the vaccine inventory and click the ellipses button.
  4. Deduct the amount from the Total doses in lot field. For example, if the original number of doses was 60 and you are transferring 10 to another office location, the total doses would be changed to 50.
  5. In the Notes field enter the explanation for the change.
  6. Click Save.
  7. Add the inventory to the office location where the inventory is transferred. Click here for information on how to add vaccine inventory.
Version 14.10

Overview

There may be instances where it is necessary to take vaccine inventory from one office location and move it to another office location. You may wish to move an entire vaccine lot due to an error in entry or move a vaccine lot due to an office location no longer having the vaccine in stock.

Move a vaccine lot to a different location, no vaccines administered

  1. Click Activities on the main menu.
  2. Click Maintain Vaccine Inventory.
  3. Click Location dropdown arrow and select the location where the vaccine lot is currently entered.
  4. In the grid, locate the vaccine lot. Click the ellipse button  to edit.
  5. In the Practice location field, click the dropdown arrow and select the correct location of the vaccine lot.
  6. Click the Save button.
  7. Confirm that the vaccine lot has been moved by clicking the Location dropdown arrow.
  8. Select the location where the vaccine lot should be found.

Move a vaccine lot to a different location, vaccines administered

Note: If vaccines were administered at the incorrect office location, you are required to correct the error. This can occur if the vaccine was originally entered in inventory at the incorrect office location or the incorrect location was chosen during the login.
  1. Click Activities on the main menu.
  2. Click Maintain Vaccine Inventory.
  3. Click the Location dropdown arrow and select the location where the vaccine lot is currently entered.
  4. Click the Lot # button to generate and print a report of the patients receiving the vaccine associated to the incorrect location.
  5. For each patient on the list, do the following:
  1. Click the Chart button on the Smart Toolbar and search for the patient.
  2. Click the Immunizations tab.
  3. Click the Enter Immunization button. 
  4. Highlight the vaccine to delete from the grid. 
  5. Click the Edit/Delete tab.
  6. Select the Check to allow edit checkbox . Write down all detail in the top panel. This will be used to reenter the vaccine.
  7. Click the Delete button.
  8. Click OK to confirm the deletion.

  1. In the Audit Trail window, enter the reason for deleting the record or click the dropdown arrow and select a reason from the list.
  2. Repeat the above steps for all patients on the Lot # report.
Note: All deleted vaccines will be added back into the inventory. This will allow for reentry at the correct location.
  1. From the Maintain Vaccine Inventory, click the ellipse button to edit.
  2. Click the Practice location dropdown arrow button and select the correct location.
  3. Click Save.
  4. From the patient chart, reenter the vaccines administered by following the steps below:
Note: Before proceeding, confirm you have the correct location selected by viewing the location field on the Main Menu bar. If not correct, click the drop down arrow and select the location.
  1. Click the Chart button on the Smart Toolbar.
  2. Search for and select the patient.
  3. Click the Immunizations tab 
  4. Click the Enter Immunization button.
  5. Click the Inventory tab.
  6. Double click on the vaccine in the top panel
  7. Complete the Enter Vaccine Administration Information window.
Note: Use the information from the details you recorded in the delete process, this includes: Date/time vaccinated, body site, Counseling provider and Vaccinator.
  1. Deselect the Add vaccine to superbill checkbox if the vaccine has been billed.
  2. Click Save.

  1. Complete the above process for all patient vaccines that were previously deleted.
Note: It is recommended you count the inventory once all vaccines have been reentered to ensure you completed the process correctly.

Inventory sharing between locations

  1. Click the Activities button in the Smart Toolbar.
  2. Select Maintain Vaccine Inventory.
  3. In the grid, locate the vaccine lot to deduct in the vaccine inventory and click the ellipses button.
  4. Deduct the amount from the Total doses in lot field. For example, if the original number of doses was 60 and you are transferring 10 to another office location, the total doses would be changed to 50.
  5. In the Notes field enter the explanation for the change.
  6. Click Save.
  7. Add the inventory to the office location where the inventory is transferred. Click here for information on how to add vaccine inventory.