vaccine inventory management: turning your …
TRANSCRIPT
VACCINE INVENTORY MANAGEMENT: TURNING YOUR INVENTORY IN TO WIN-VENTORY
JANICE CARNEY – CLIENT SUPPORT SPECIALISTWYOMING DEPARTMENT OF HEALTH
IMMUNIZATION UNIT
WYOMING IMMUNIZATION CONFERENCEMAY 21 – 22, 2019
Here’s what you can expect today:• Vaccine inventory best practices• Useful processes to reconcile inventory• Tools to help you with inventory issues
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OBJECTIVESWHAT WE’RE GOING TO ACCOMPLISH
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VACCINE DOSE ACCOUNTABILITYWHAT IS IT?
theawkwardyeti
ReceiveOrders
Proper Vaccine Documentation
Reconcile Regularly
Identify and
Correct Errors
Inactivate, Expire and
Return
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VACCINE DOSE ACCOUNTABILITYIT’S CYCLICAL
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What makes vaccine dose accountability important?• Cost effective
• Wasted and lost vaccines can lead to restitution• Accurate patient records• Time management• Requirement of Public Vaccine Program (PVP) Providers
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VACCINE DOSE ACCOUNTABILITYWHY IS IT IMPORTANT?
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VACCINE DOSE ACCOUNTABILITYRECEIVING ORDERS
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RECEIVING ORDERS
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VACCINE DOSE ACCOUNTABILITYPROPER VACCINE DOSE DOCUMENTATION
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VACCINE DOSE ACCOUNTABILITYPROPER DOCUMENTATION
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VACCINE DOSE LOT NUMBERSAVOIDABLE MISTAKES
A couple of the most avoidable mistakes when entering lot numbers are:
• Lot numbers typed in wrong• Watch out for O’s (O) being written instead
of ZEROS (0)
• Missing letters or numbers
• Vaccines will only decrement from inventory if the patient eligibility is assigned correctly.
• There are different eligibility statuses that can be chosen but the eligibility status most applicable to your patient at the time of vaccine administration should be used.
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VACCINE DOSE LEVEL ELIGIBILITYAVOIDABLE MISTAKES
Vaccine Dose Eligibility Options
VFC Eligible – Medicaid/Medicaid Managed Care
State Program Eligibility
Adult State
CHIP
Not VFC Eligible
VFC Eligible - Underinsured
VFC Eligible – American Indian/Alaskan Native
VFC Eligible - Uninsured
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VACCINE DOSE ELIGIBILITYELIGIBILITY OPTIONS
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11 Years old with Medicaid who needs an HPV vaccine
3 Year old Wyoming resident with only private insurance who needs a flu vaccine and a Varicella vaccine
10 year old with no insurance the needs a flu vaccine.
17 year old American Indian/Alaskan Native who needs a Meningococcal vaccine.
5 Year old with private insurance that does not cover all ACIP vaccines and needs a DTaPvaccine.
Not VFC Eligible
VFC Eligible – American Indian/Alaskan Native
State Program Eligibility
VFC Eligible - Underinsured
VFC Eligible - Uninsured
VFC Eligible - Medicaid
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ELIGIBILITY PRACTICE
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STATUS CHECKQUESTIONS?
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VACCINE DOSE ACCOUNTABILITYRECONCILING REGULARLY
Reconciliation Best Practices:• PVP Providers must be reconciling at least once every
30 days and prior to each order.• Reconciliation may be done more frequently to
accommodate your facility’s needs.• Research inventory that does not match sooner rather
than later. • Use your reconciliation reference guides on
ImmunizeWyoming.com for extra help.
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INVENTORY RECONCILIATIONBEST PRACTICES
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RECONCILIATIONHOW TO
Quantity on Hand Physical Inventory
When things are working well, these numbers should match. If they are not matching we need to research why.
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RECONCILIATIONHOW TO, CONTINUED
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VACCINE DOSE ACCOUNTABILITYIDENTIFYING AND CORRECTING ERRORS
When inventory reconciliation numbers do not match, there are some tools and resources you can use to find the inventory discrepancy.• Correct Lot Decrementing• Patient Detail Report• Lot Usage and Recall Report
AND WHEN NUMBERS STILL AREN’T RIGHT
• You friendly State Client Support Specialist
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PROBLEM SOLVINGWHAT TO DO WHEN NUMBERS DON’T MATCH
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CORRECT LOT DECREMENTINGHOW IT WORKS
Provider Enters Patient Vaccine
Record into EMR
WyIR receives and analyzes vaccine
information
Can the WyIR find a
vaccine match based on required parameters?
Vaccine dose placed in
Correct Lot Decrementing
Provider must go into Correct
Decrementing and correct errors.
YES
WyIR Decrements dose from inventory
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CORRECT LOT DECREMENTINGWHAT IT LOOKS LIKE
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INVENTORY MANAGEMENT REPORTS
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PATIENT DETAIL REPORTHOW TO USE IT
Patient Information
Recorded Lot Number
Recorded Funding Source
VFC Eligibility Recorded
Historical Indicator
Did this vaccine Decrement from inventory?
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LOT USAGE AND RECALL REPORT
HOW TO USE IT
The facility that administered the lot number.
The specific vaccine type, manufacturer, lot number and the facility who “owns” this lot. The names of patient(s) who received the listed vaccine criteria and lot number.
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REPORTS SUMMARYTHE BIG PICTURE
Using the Patient Detail report, Lot Usage and Recall Report, Correct Lot Decrementing (if applicable) and your facility’s records, can help you find and resolve reconciliation issues.
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STATUS CHECKQUESTIONS?
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VACCINE DOSE ACCOUNTABILITYINACTIVATE, EXPIRE AND RETURN LOT NUMBERS
There are a few last checks we need to do before we can submit and finish our vaccine inventory.We need to look for vaccines that have:
• Zero doses left;• Expired;
OR
• Been wasted due to spillage, breakage or other factors.
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FINALIZING INVENTORY FOR SUBMISSIONHOW TO CLEAN IT UP
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FINALIZING INVENTORYMAKING IT WORK
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ADJUSTMENT CATEGORIESADJUSTMENT REASONS TO AVOID
ADMINISTERED*
Administered but not linked to a
vaccine
Administered to a client who chose not to be in the registry
System Non-User Aggregate reporting
only
The goal when we reconcile out any vaccine is to make adjustments using appropriate category reasons.
Every vaccine that leaves your inventory that wasn’t specifically linked to a patient should have a very clear and explainable reason.
Example: If you know you dropped and broke a vial, or if a dose is legitimately expired, you may reconcile it out using the appropriate category and reason. However, if numbers aren’t matching and you just can’t find it, you should not
reconcile these out until you’ve contacted me. These doses must be accounted for.
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ACCOUNTABLE ADJUSTMENTSTHE GOAL
After all of your reconciliation is complete, numbers match and adjustments have been made, it’s time to send back qualifying vaccines.
These are typically expired vaccines or non-viable spoiled vaccines that became victim to a cold chain incident.
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RETURNING VACCINESFINISHING UP
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RETURNS STEP-BY-STEP
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RETURNS STEP-BY-STEPCONTINUED
Enter the returning quantity amount
Submit the vaccine return. This initiates the return process in the WyIR
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FINISHED!NOW TO BE READY FOR NEXT TIME
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FINAL STOPQUESTIONS?
Janice Carney, Client Support SpecialistWyoming Department of Health
Immunization Unit
www.immunizewyoming.com
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THANK YOU!