Getting the Most out of the NCIR

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NCIR Basic Inventory Functions

Putting the pieces together...
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Objectives

• Review role and functions of
• Inventory Control
• Administrator
• Managing Inventory
• Orders
• Transfers
• Wastage

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Inventory Control Users

• Inventory
•  manage inventory
• manage orders
• manage transfers
• Clients
• enter new client
• manage client
• Immunizations
•  manage immunizations

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The Administrator AKA The Manager

• Users
• Clinicians
• Immunizations
• Inventory
• Orders
• Transfers
• Wastage
• Reports

Manages
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Ins and Outs of Inventory
Vaccine Order/ Transfer
Transfer from Provider on NCIR
Transfer from Provider not on NCIR
Providers office on the NCIR
In
Out
Doses Administered
Transfer to Provider on NCIR
Transfer to Provider not on NCIR
Wasted/ Expired (State v. Private)
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MANAGING INVENTORY
Check Daily You can run a report for each
clinician showing all the transactions performed
for that day
Reconcile Weekly Run a Transaction Report to
compare with billing records/ encounter forms/
EMR records
Order Bi-Monthly Enough vaccine for 3 months if
your fridge can safely hold that amount
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Admin./I.C. Welcome Page
Incoming Transfers and Orders
120 days until expiration
One-Month Supply
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Update Alert Preferences
Update Preferences by Tradename or Vaccine Group
Tradenames Infanrix Tripedia Pediarix Etc.
Vaccine Groups DTP/aP HPV Hep A Etc.
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Update Alert Preferences
Time to Order
One Month Supply
Tradename
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Vaccine Usage Report
Click Here
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It's Time To Order
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The Life Cycle of a Vaccine Request
Bonte Sandra Ann
Manage Order
The State
Transfer
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McKesson Process
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Common Shipping/ Vaccine Issues
Issue
Solution
Your vaccine order is delivered to your facility
but it is unavailable in the NCIR to be accepted.
It may take up to 2 business days for the order
to be properly loaded into the NCIR.
Need to use the vaccine right away? Then call the
Help Desk and under special circumstances they
can load the vaccine order into the NCIR for you-
but this is not an everyday occurrence
The expiration date and/or lot number on the
packing slip/vaccine doesnt match the NCIR
Always check to make sure that all 3 documents
match. If not, then call the Help Desk for
assistance.
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Manage Order
Order vials, syringes or a combination
327 - 185 142
123 doses given in August
185 doses in inventory
327 doses given in June, July and August
Order placed in September
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Order Status

• In Progress - This indicates that the order has
  been received and reviewed by the State. This
  type of order can no longer be modified.

• Denied - This indicates that the order was denied
  by the State and will not be filled.

• Pending - This is an order that has been placed,
  but not viewed by the State. This type of order
  can still be modified.

• Backorder - This indicates that the order was
  received and reviewed by the State.  The
  requested order items are temporarily not
  available to fill and are on backorder.   

• Shipped - This indicates that the order has been
  completely filled and shipped.

• Partial Ship - This indicates that part of the
  order was filled and shipped with some of the
  order still waiting to be filled.

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From Vaccine Order to a Transfer
Order
Transfer
Click the CREATE DATE to accept the transfer
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Accepting your Order

• Verify that the packing list matches the
  inventory in the box
• Verify the NCIR matches the packing list
• Providers should call the NCIR Help Desk if the
  order does not match

Accept Transfer
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Adding Inventory from Manufacturers(and Private
Vaccine)
Enter Varicella HERE

• Prevnar expiration date enter as last day of
  the month

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Add Inventory
Choose Trade Name Mfg will automatically
populate
Enter Lot Number from Packing List
Choose dose size (found on the vial)
Choose units (most are mL)
Enter the Expiration Date
State State-supplied
Must be ACTIVE in order to save
Enter the Quantity on Hand
Recommended
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Transfers Between Providers
NCIR Providers
DtaP

Hep B
Non-NCIR Providers
PCV7
Varicella
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Transfer to provider on NCIR
Manage Transfer
Enter quantity to transfer here
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You must create a Packing List or Label prior
to shipping the transfer
Make sure you see this message
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Enter Date Here
Make sure you see this message
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Incoming Transfer from provider on NCIR(same as
receiving a vaccine order from the State)

• Sending organization must enter as a transfer
• If you do not see the ACCEPT TRANSFER button, the
  sending org. has not completed the transaction
• Verify that you have received correct vaccine,
  lot, expiration and number of doses
• Accept into inventory

Click the Create Date
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Transfer to a provider not on NCIR
Add Subtract
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Transfer from a provider not on NCIR
Have sending org. complete a transfer form
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Reporting Wastage
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Add Subtract
Receipt from Inventory Receipt from
Provider Return to Provider Transfer to
Provider Wasted Doses Error Correction
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Reporting Expired
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Expired - Popups
How do I get rid of these popups???
State Supplied
Private
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Transferring State SuppliedExpired
Transferring Back to Vaccine Distribution
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Its so easy
Click HERE
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State-supplied Expired
Save
Defaults
Equals
Enter Action
Private
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Completing the transfer
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Shipping the transfer
Enter/Confirm Ship Date
Click SHIP
Confirm Message
Confirm Ship Date Here
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Private Expired
Manage Inventory
Show Inventory
Check all that apply
Modify Quantity
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Private Continued
It will fill it in for you!
Start HERE
SAVE
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Wasted / Expired Report
Wasted / Expired
Vaccine
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Wasted/Expired Vaccine Report
Request Wasted/Expired
Send with the Vaccine
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Questions???