Vaccine Inventory Item Detail

Version 14.8

About Vaccine Inventory Item Detail

Path: Activities Menu > Maintain Vaccine Inventory > + New button ([Alt][A][V])

The Vaccine Inventory Item Detail window adds or maintains the vaccine details in the vaccine lots.  Vaccine details can be entered, lot numbers can be assigned, and the vaccine availability can be marked as active or inactive. 

Vaccine Inventory Item Detail Map




Inventory Name dropdownSelect the inventory name from the inventory name dropdown.


Vaccine Name dropdownSelect the Vaccine in the Vaccine Name dropdown.


NDC IDThe NDC ID is the National Drug Code ID for the vaccine. 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.


GTINThe GTIN is the optional entry that inputs the vaccine’s global trade identification number.  The global trade identification number identifies vaccines world-wide. If your practice is utilizing Vaccine Barcoding, you will notice this number populated.


ManufacturerThe Manufacturer dropdown selects the vaccine’s manufacturer.


Lot NumberThe Lot Number is the location for your vaccine.  Enter the lot number in this field.


Funding SourceThe Funding source selects the stock type for the vaccine.  Select VFC when the stock is federally funded.  Select private when the stock is a private insurance vaccine.


VFC Eligibility UsageVFC Eligibility Usage selects the reason for VFC eligibility.
  • 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.


Practice LocationThe Practice Location indicates the location of the vaccine inventory.


Cost per DoseThe optional Cost per Dose entry sets the cost for each dose.


Total Doses in LotThe Total Doses in Lot entry indicates the total number of private or VFC doses in the inventory.


Doses UsedThe Doses Used field indicates the number of vaccine doses administered. This field will remain at 0 until you begin to document the vaccines within a patient's chart.


Last UpdatedThe Last Updated field is automatically time stamped with the date/time on the workstation being used to update the vaccine inventory.


NoteThe Note field enters 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, enter the information here.


Borrowed Status (+)The Borrowed Status (+) field informs you if the vaccine entry was created from the VFC inventory or the Non-VFC inventory.  It also triggers reminders that you owe VFC or Non-VFC lots.


Payback statusThe Payback status field indicates if the lot was paid back. Once you have returned the borrowed doses to VFC or Non-VFC inventories, mark the lot as Item was Paid Back.  It will then remove the borrowed doses from your borrowed lots list.


Date started usingThe Date Started Using field indicates when the vaccine lot will be available to use.  The default setting will be the current date. To change this, click the dropdown icon and use the calendar to select another date. Staff will not have access to this lot until that date.


AvailabilityAvailability indicates if the vaccine lot is active, inactive, and retired.
  • Active: Lot is active and available to use for vaccine documentation.
  • 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.
  • 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.