MCIR Helpdesk at MPHI 1/8/2016 1

Michigan Care Improvement Registry (MCIR) Vaccine Inventory Module (VIM)

Manage Inventory Reference Guide

Vaccine lots may be added to the VIM in one of the following two ways:

1. Via Direct Data Entry when your office:

• Receives stock for your Private inventory.

First goes-live on the new VIM.

Receives Vaccines for Children (VFC)/Public vaccine directly from your Local Health Department.

Receives new VFC/Public shipments of frozen vaccines (MMRV and Varicella).

2. Via Automatic Data Entry after your provider site goes-live on the VIM.

VFC/Public shipments of frozen vaccines (MMRV and Varicella).

McKesson provides a data file of their Michigan VFC provider vaccine shipments to the Michigan Department of Health and Human Services (MDHHS). This file is uploaded into MCIR on a daily basis. This will automatically add doses to your VFC/Public inventory.

It is important to review your McKesson VFC/Public packing slip and compare it with what was automatically transferred into MCIR VFC/Public inventory. If a vaccine is listed on your packing slip but does not show in your inventory remember to check your Inactive inventory. McKesson upload will add to an existing Lot number whether it is an inactive or an active inventory.

Reference Guide Contents:

Activating Your Inventory…………………………… Pg. 2

Inventory Viewing Options………………………… Pg. 3

Adding Lots to Inventory……………………………. Pg. 3

Entering Inventory Manually……………………… Pg. 4

Viewing Soon-to-Expire Lots………………………. Pg. 5

Adding Transactions to Lots……………………….. Pg. 5-8

Viewing Lot Detail ……………………………………….Pg. 9

How to Set and Remove a Default Lot………… Pg. 9-10

Inactivating Lots…………………………………………. Pg. 10

Viewing and Managing Inactive Lots………….. Pg. 11

MCIR Regional Contacts…………………………….. Pg. 12

MCIR Helpdesk at MPHI 1/8/2016 2

Activating Your Inventory

Login to MCIR and click the “Manage Inventory” link from the home page. Select which type of inventory to manage from the drop-down menu. Click “Get Inventory.”

If the inventory is new to this site, the inventory must be activated by clicking the “Active” box. Input the

date the vaccine was received. If you wish this inventory to be the default inventory (for this inventory to open automatically) then check the “Default” box. Click “Submit” to save changes.

Select Inventory to Manage. Then click “Get Inventory.”

1. Check box to activate selected inventory.

2. Enter date inventory was received. 3. Click “Submit”

to save changes.

Note: Always verify that you are working in the correct inventory.

“VFC/Public.”

“Private.”

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Inventory Viewing Options To View the inventory in detail click the “Lot Detail View” link.

To return to the condensed view click the “Lot Condensed View” link.

Adding Lots to Inventory

Once a provider is activated for MCIR VIM, inventory is added in one of two manners: 1. Automatically

VFC stock from McKesson

Vaccines received from McKesson via UPS or FedEx will be automatically uploaded into the VIM Inventory of the VFC Provider PIN # that placed the order.

Inventory from Merck --Frozen vaccines from Merck (MMR, Varicella)

The inventory received must be verified by the provider office to ensure that all vaccines were delivered and that the correct data is in their VFC/Public MCIR inventory.

2. Manually

Public Vaccine Inventory--Inventory from Local Health Department (LHD) or MDHHS Depot. Each vaccine must be manually entered in the VIM completing all the required fields. Some LHDs may add your vaccine into your inventory for you. Be sure to check your inventory first before adding additional items.

Inventory to or from a Satellite Office o Local Health Departments must be involved in any transferring out/in of VFC doses

between offices. o Offices must document the other office’s PIN Number when transferring in or out

to one-another.

Private Stock Inventory--Each vaccine must be manually entered in the VIM, completing all the required fields and including a detailed comment.

To view the inventory in detail click “Lot Detail View.”

To return to the condensed view click “Lot Condensed View.”

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How to Add Inventory Manually

Verify you are working in the correct inventory. Verify that the desired lot does not already exist. If it does already exist, then you will just add a

transaction to the lot to add more doses (see Adding Transactions to Lots section). Click the “Add New Lot” link. You will be taken to the Add Vaccine Lot screen.

On the “Add Vaccine Lot” screen, enter the following information:

“Vaccine”: choose the vaccine type

“Expires”: enter the lot number expiration date

“Mfr (Product)”: choose the manufacturer/product combination

“Lot #”: enter the lot number o For IPV vaccine, enter the lot as it appears on the box, minus the hyphen. For

example, A1299-2 would be entered into MCIR VIM as A12992.

“NDC”: choose the National Drug Code (from the vaccine packaging). If the NDC is not available, it may need to be added to MCIR. Please contact your Regional MCIR helpdesk for assistance with this. http://www.mcir.org/contact_regions.html

“Date”: enter the date the lot was received.

“Doses”: enter the number of doses on hand.

“Action”: automatically defaults to “Transferred In” for new lots.

“Reason”: Add to Inventory.

“Comment”: enter a detailed comment. If you have more lots to add to this inventory, click the “Add More” button. MCIR will save the newly

entered lot and present a blank “Add Vaccine Lot” screen. Once you are finished adding lots for this inventory, click the Submit button. You will be taken back to the

“Manage Inventory” screen. The lot(s) you just added will be listed alphabetically.

Viewing Soon-to-Expire Lots

“Add New Lot”

Utilizing the “Comment” section to note where a vaccine came from or went to can help eliminate confusion later.

Always click “Submit” to save data entered.

Click “Add More” to add more lots to this inventory.

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Vaccines are listed in alphabetical order on the “Manage Inventory” screen. Lots that will expire soon are color coded by expiration date.

Red = Expired

Purple = Expires in 0 to 3 months

Green = Expires in 3 to 6 months

Adding Transactions to Lots

Once your Site is activated for the VIM, doses administered to a person will automatically deduct from lots upon data entry (for more information, see the “MCIR VIM Tip Sheet: Adding and Editing Immunizations.”) Other types of lot transactions will be recorded using the “Add New Transaction” feature.

Click on the vaccine name to add a transaction.

Click Vaccine Name.

*NOTE: When vaccine has been exposed to an excursion (temperatures outside acceptable ranges) the

manufacturer must be called. If the vaccine is acceptable to use but the manufacturer issues a shorter expiration date, the information must be corrected in MCIR using the transaction of Short Dated Vaccine, with complete documentation in comment field (for example exposed to temps out of range, new expiration date xx/xx/xxxx, who you spoke with at the manufacturer). The vaccine with the new, shorter expiration date must be added to inventory as Transferred In/Add to Inventory, with corrected data entered in the required fields, including the same comment used in the Short Dated Vaccine transaction.

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The Lot Transactions screen will appear. Click “Add New Transaction.”

The “Add Vaccine Lot Transaction” screen will open. Record the following information on the Add Vaccine Lot Transaction screen:

“Date”: the date of the transaction. “

“Doses”: the number of doses involved in the transaction

“Action”: what is being done with the vaccine.

“Reason”: why the action is needed

Comment: type a comment here to help you keep track of why a transaction occurred.

Click the Submit button. Your transaction has been recorded.

Click “Add New Transaction.”

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Lot Transaction Options and Descriptions

Action Reason Inventory

Effect*

LWB (Lost/Wasted/Borrowed)

Effect* Description

Ad

just

me

nt

Breakage — + Vaccine is dropped or broken and is not usable.

Drawn not used

— + Vaccine is drawn up but not used and cannot be used later.

Found dose -/+ or N/A User

chooses

-/+ or N/A User chooses

A dose that had been marked as lost or wasted has been found and the inventory period is still open. Choose: Add to Inventory and Subtract from LWB.

Natural Disaster

— + Due to a natural disaster, vaccine cannot be located or found.

Data entry correction

-/+ or N/A User

chooses

+/- or N/A User chooses

This transaction is used for data correction. Example: 200 doses were entered into the inventory on the day of shipment, this was found to be a data entry error, only 20 doses were received; in this example 180 doses would be entered under number of doses and subtract would be chosen for the Inventory Effect and N/A for the LWB effect.

Unable to locate

— + Unable to locate vaccine at the time of inventory balance.

Re

turn

to

Dis

trib

uto

r

Equipment failure (too warm)

— + Vaccine is no longer usable because the refrigerator or freezer got too warm.

Equipment failure (too cold)

— + Vaccine is no longer usable because the refrigerator or freezer got too cold.

Expired vaccine

— + Vaccine is no longer usable because it has expired.

Failure to store properly

— + Vaccine was not stored properly and therefore is not usable.

Natural Disaster

— + Vaccine is damaged/destroyed due to a natural disaster and cannot be used.

Recalled — N/A Vaccine was recalled by the manufacturer or the FDA and can no longer be used.

Spoilage in Shipment

— N/A Vaccine was spoiled during shipment from manufacturer or distributor and it can no longer be used.

Tran

sfe

rre

d In

Add to Inventory

+ N/A

This transaction is for vaccine that is being added to the inventory on the private side. On the VFC side, use this transaction only if the vaccine was directly shipped to the clinic from a manufacturer and not added to the inventory or picked up from the LHD.

Replaced Borrowed

+ —

In the VFC Inventory: replaces publicly purchased (VFC) vaccine that was used for a non-VFC (i.e. privately insured individual). The reverse is true when making this transaction under the Private Inventory.

Replaced Lost/Wasted + —

In VFC replaces publicly purchased (VFC) vaccine that was either lost or wasted, the replacement is being made with private vaccine stock.

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Action Reason Inventory

Effect*

LWB (Lost/Wasted/Borrowed)

Effect* Description

Tran

sfe

rre

d O

ut

Distribution — N/A To re-distribute private stock. (Private inventory only)

Replaced Borrowed — N/A

To replace a dose of privately purchased vaccine that was borrowed for VFC/publicly purchased eligible individual.

Replaced Lost/Wasted — N/A

In the Private Inventory; to replace VFC/Public vaccine that was either lost or wasted and is being replaced with privately purchased vaccine. (Private Inventory Only)

IVEN Transaction — N/A

To subtract doses transferred to another site through the Influenza Vaccine Exchange Network. (Private Inventory Only)

Op

ted

ou

t o

f

MC

IR

— N/A

Document the inventory transaction of a person who has opted out of MCIR. Transaction subtracts from inventory but does not affect the LWB.

No

n R

etu

rn

Op

en

MD

V

— N/A

Use this to account for a partially used multi-dose vial that is no longer usable, cannot be returned and must be discarded.

Vac

cin

e S

ho

rt

Dat

ed

— N/A

Use this to account for vaccine that has been short-dated by the manufacturer (not related to mishandling of vaccine by the provider/clinic).

Re

turn

to

Lo

cal H

eal

th D

ep

artm

en

t

(VFC

/Pu

blic

Inve

nto

ry O

nly

)

Soon-to-Expire

— N/A

This is for soon-to-expire vaccine being sent to the LHD to be utilized prior to expiration. (Routinely vaccine should have at least a 6 month expiration to allow the LHD to utilize it prior to expiration).

Wrong Vaccine Received

— N/A Vaccine was inadvertently delivered to a clinic and must be returned or redistributed with the help of the LHD.

Excess Inventory

— N/A

Provider has more vaccine than can be used prior to expiration. (Routinely vaccine should have at least a 6 month expiration to allow the LHD to utilize it prior to expiration).

Expired Vaccine — +

This transaction is used for expired vaccine that is being returned to the LHD, this return requires prior approval from the LHD.

Key for Inventory & LWB Effect * (—) Subtract, (+) Add, (N/A) Not Applicable

Viewing Lot Detail

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To view the transactions that have occurred within a particular lot, click the Vaccine name from the Manage Inventory screen. The Lot Transactions screen comes up. This screen lists the Lot Information and the Transaction Log. The log is sorted in reverse date order, with the Current Balance at the top and the Balance Forward (from the last ending inventory) at the bottom. On the right you can view those persons that received the vaccine during the current open inventory.

To view the details of a particular transaction; click the corresponding date to view the Vaccine Lot Transaction Detail screen. This shows all details of the individual transaction.

How to Set and Remove a Default Lot From the Manage Inventory screen, click on the vaccine which is being set as default. Click on the “Make

Lot Default” button.

To remove a default on a lot click “Remove Default” from the Lot Transaction screen.

Click transaction date to see detail.

“Make Lot Default.”

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The advantage of defaulting to a lot is that the defaulted lot will automatically fill in data on the Add

Immunizations screen for that vaccine type. Other lots can still be chosen during data entry. It is important to monitor the default lots to ensure accuracy of data entry. To facilitate this, any defaulted

lots will have a checkbox on the Manage Inventory Screen.

Inactivating Lots

Once a lot’s balance reaches zero you may inactivate it. All vaccines must go through two complete inventory balances before they are no longer visible on the balance inventory page.

To inactivate a lot, click on the lot from the Manage Inventory screen. Verify that the Current Balance is zero. Click on the Inactivate Lot button. The lot will be inactivated and you will be taken back to the Manage Inventory screen.

“Remove Default.”

Default lots are indicated by a check mark on the “Manage Inventory” screen.

Click to Inactivate.

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Viewing and Managing Inactive Lots Click “Show Inactive Lots” from the Manage Inventory screen.

All inactive lots for this inventory will display in alphabetical order highlighted in pink. Note that the

inactive lots do not have a check in the checkbox in the Active column on the right side of the Manage Inventory screen.

To reactivate an inactive lot, click on the vaccine name from the Manage Inventory Screen. You will be taken to the Lot Transactions screen. Click the Activate Lot button.

“Show Inactive Lots.”

Inactive Lots are shown in pink and do not have a checkmark in the “Active” column.

Click to reactivate lot.

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Regional Helpdesk Contact Information

Contact your Regional MCIR helpdesk for assistance:

REGION 1--City of Detroit, Livingston, Macomb, Monroe, Oakland, St. Clair, Washtenaw, and Wayne Counties:

o 1-888-217-3900

REGION 2--Allegan, Berrien, Branch, Calhoun, Cass, Hillsdale, Ionia, Jackson, Kalamazoo, Kent, Lenawee, Muskegon, Ottawa, St. Joseph and Van Buren Counties:

o 1-888-217-3901

REGION 3--Barry, Clinton, Eaton, Gratiot, Ingham and Montcalm Counties: o 1-888-217-3902

REGION 4--Bay, Genesee, Huron, Lapeer, Midland, Saginaw, Sanilac, Shiawassee and Tuscola Counties:

o 1-888-217-3903

REGION 5--Alcona, Alpena, Antrim, Arenac, Benzie, Charlevoix, Cheboygan, Clare, Crawford, Emmet, Gladwin, Grand Traverse, Iosco, Isabella, Kalkaska, Lake, Leelanau, Manistee, Mason, Mecosta, Missaukee, Montmorency, Newaygo, Oceana, Ogemaw, Oscoda, Osceola, Otsego, Presque Isle, Roscommon and Wexford Counties:

o 1-888-217-3904

REGION 6--Alger, Baraga, Chippewa, Delta, Dickinson, Gogebic, Houghton, Iron, Keweenaw, Luce, Mackinac, Marquette, Menominee, Ontonagon, and Schoolcraft Counties:

o 1-888-217-3905