Inventory Reconciliation - PowerPoint PPT Presentation

1 / 46

About This Presentation

Title:

Inventory Reconciliation

Description:

Inventory Reconciliation Managing Inventory Manage Inventory Manage Orders Manage Transfers Inventory Report Transaction report Request Wasted/Expired Inventory ... – PowerPoint PPT presentation

Number of Views:540

Avg rating:3.0/5.0

Slides: 47

Provided by: Caroline222

Category:

more less

Transcript and Presenter's Notes

Title: Inventory Reconciliation

1
Inventory Reconciliation
2
Managing Inventory

Manage Inventory
Manage Orders
Manage Transfers
Inventory Report
Transaction report
Request Wasted/Expired

Where do I Start?
3
Inventory Report
Start with your Inventory Report
4
Inventory(Reconciliation) Report
Click Here
Choose Site Choose Funding Generate
10 22 291
Physical Count
5
Timing is Key

First thing in the morning
Before you begin giving shots
OR
End of the day
After all shots have been entered for the day

6
Has everything been reported?
Funding Source Vaccine Group Trade Name Lot Number Expiration Date NCIR Reported Doses On Hand Actual Count Of Doses On Hand Difference
State DTP/aP Pediarix PD877 12/21/2009 75 70 -5
State HPV Gardasil GD5543 04/29/2010 42 42 Balanced
State HepA Havrix-Peds 2 Dose HVPD35 05/26/2009 126 126 Balanced
State Hib ActHib 32132 07/21/2009 76 71 -5
State PneumoConjugate 7 Prevnar 385739K 09/30/2009 122 117 -5
State Polio IPOL 12123 05/25/2010 86 86 Balanced
State Rotavirus ROTATEQ ROT188 03/14/2010 143 138 -5
State Varicella Varivax 32119812 04/06/2011 33 33 Balanced
Are doses missing in chunks (i.e. 5 doses, 20
doses, etc.)?
Check Transfers Wasted Expired
7
Check Doses in a Series
Funding Source Vaccine Group Trade Name Lot Number Expiration Date NCIR Reported Doses On Hand Actual Count Of Doses On Hand Difference
State DTP/aP Infanrix INF789 03/26/2010 81 81 Balanced
State DTP/aP Pediarix PD877 12/21/2009 75 73 -2
State Hib ActHib 32132 07/21/2009 76 74 -2
State HPV Gardasil GD5543 04/29/2010 42 42 Balanced
State HepA Havrix-Peds 2 Dose HVPD35 05/26/2009 126 126 Balanced
State HepA Twinrix 100000 06/26/2010 25 25 Balanced
State PneumoConjugate 7 Prevnar 385739K 09/30/2009 122 120 -2
State Rotavirus ROTATEQ ROT188 03/14/2010 143 141 -2
Jack and Jill were in today for their 2 mo.
shots.
Have the doses been entered?
DTaP, Hep B, Polio, Hib, PCV7, Rota
8
Compare State and Private
Funding Source Vaccine Group Trade Name Lot Number Expiration Date NCIR Reported Doses On Hand Actual Count Of Doses On Hand Difference
Private HepB RecombivaxPeds REC3726 03/16/2009 34 34 Balanced
Private HPV Gardasil GD5543 04/29/2010 42 43 1
State HPV Gardasil GD5523 06/29/2010 25 24 -1
State HepB Recombivax Peds REC9234 05/18/2010 25 25 Balanced
State MMR MMR II G21321 05/05/2010 121 121 Balanced
State PneumoConjugate 7 Prevnar 385739K 09/30/2009 122 122 Balanced
State Varicella Varivax 32119812 04/06/2011 33 33 Balanced
Similar Lot Numbers
How'd that happen?
Double Check
9
Trade Name Trip-up
Funding Source Vaccine Group Trade Name Lot Number Expiration Date NCIR Reported Doses On Hand Actual Count Of Doses On Hand Difference
State DTP/aP Infanrix INF789 03/26/2010 81 81 Balanced
State HepA Havrix-Peds 2 Dose HVPD35 05/26/2009 126 126 Balanced
State MMR MMR II G21321 05/05/2010 121 121 Balanced
State Td Adacel C2609AA 08/15/2010 126 127 1
State Td Boostrix MARI123 02/06/2010 92 91 -1
State Varicella Varivax 32119812 04/06/2011 33 33 Balanced
Vial NCIR
DTaP, Hep A, Hep B, Hib, Tdap...
10
What else can I use?
11
Transaction Report
12
Manage Inventory - Show
Transactions
Only Choose One Date Range
Default Options Most Results
Increase the number of Records
13
Copy and Paste in Excel

  Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic
Site Name Date Given Trans Date Vaccine Group Vaccine Trade Name Lot Type Qty Client Name DOB User Name
Demo Clinic 07/03/2008 HepB HepB-Peds Recombivax Peds REC9234 Immunize -1 NEWMAN, NICHOLAS 01/01/2008 Caroline Helton
Demo Clinic 07/03/2008 07/03/2008 HepB HepB-Peds Recombivax Peds REC9234 Immunize -1 NEWMAN, NICHOLAS 01/01/2008 Caroline Helton
Demo Clinic 07/03/2008 HepB HepB-Peds Recombivax Peds REC9234 Delete 1 NEWMAN, NICHOLAS 01/01/2008 Caroline Helton
Demo Clinic 07/03/2008 07/03/2008 HepB HepB-Peds Recombivax Peds REC9234 Immunize -1 NEWMAN, VICTORIA 01/01/2008 Caroline Helton
Demo Clinic 07/03/2008 07/03/2008 HepB HepB-Peds Recombivax Peds REC9234 Immunize -1 NEWMAN, VICTORIA 01/01/2008 Caroline Helton
Duplicate transactions
14
Buttons to Watch for
Back Button
Subtracts x 2
Refresh Button
Creates Duplicates
15
Copy and Paste in Excel

  Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic
Site Name Date Given Trans Date Vaccine Group Vaccine Trade Name Lot Type Qty Client Name DOB User Name
Demo Clinic 07/03/2008 HepB HepB-Peds Recombivax Peds REC9234 Immunize -1 NEWMAN, NICHOLAS 01/01/2008 Caroline Helton
Demo Clinic 07/03/2008 07/03/2008 HepB HepB-Peds Recombivax Peds REC9234 Immunize -1 NEWMAN, NICHOLAS 01/01/2008 Caroline Helton
Demo Clinic 07/03/2008 HepB HepB-Peds Recombivax Peds REC9234 Delete 1 NEWMAN, NICHOLAS 01/01/2008 Caroline Helton
Cancel each other out
Look for Immunize AND Delete transactions
16
Combination Vaccines
NOTE
  Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic   Vaccine Transactions for Organization  Demo Clinic
Site Name Date Given Trans Date Vaccine Group Vaccine Trade Name Lot Type Qty Client Name DOB User Name
Demo Clinic 07/03/2008 07/03/2008 DTP/aP DTP/aP Infanrix INF1182 Immunize -1 NEWMAN, NICHOLAS 01/01/2008 Caroline Helton
Demo Clinic 07/03/2008 07/03/2008 HepB HepB-Peds Recombivax Peds REC923 Immunize -1 NEWMAN, NICHOLAS 01/01/2008 Caroline Helton
Demo Clinic 07/03/2008 07/03/2008 Polio Polio IPOL POL830 Immunize -1 NEWMAN, NICHOLAS 01/01/2008 Caroline Helton
Demo Clinic 07/03/2008 07/03/2008 HepB HepB-Peds Recombivax Peds REC923 Immunize -1 NEWMAN, VICTORIA 01/01/2008 Caroline Helton
Received Pediarix
Should see a red box

If your facility uses combination vaccines
Use the transaction report to eliminate
combination vaccines entered as single antigen
vaccines
Copy and Paste in Excel
Sort by patient name

17
Not Entering at time of Admin.
Site Name Date Given Trans Date Vaccine Group Vaccine Trade Name Lot Type Qty Client Name DOB User Name
Demo Clinic 07/03/2008 07/03/2008 HepB HepB-Peds Recombivax Peds 94830H Immunize -1 NEWMAN, NICHOLAS 01/01/2008 Caroline Helton
Demo Clinic 05/14/2008 07/03/2008 HPV HPV Gardasil 92048K Immunize -1 NEWMAN, NIKKI 12/31/1997 Caroline Helton
Demo Clinic 05/14/2008 07/03/2008 HepA HepA-Adult Vaqta Adult 93804U Immunize -1 NEWMAN, NIKKI 12/31/1997 Caroline Helton
Demo Clinic 01/23/2008 07/03/2008 Polio Polio IPOL GH9294 Immunize -1 NEWMAN, VICTOR 05/06/2004 Caroline Helton
Demo Clinic 01/23/2008 07/03/2008 MMR MMR MMR II REC9234 Immunize -1 NEWMAN, VICTOR 05/06/2004 Caroline Helton
Demo Clinic 01/23/2008 07/03/2008 Varicella Varicella Varivax 038F93 Immunize -1 NEWMAN, VICTOR 05/06/2004 Caroline Helton

Green Entered at time of administration
Pink Entered two months after admin
Inventory will be incorrect for May, June, and
July
Yellow Entered five months after admin
Inventory will be incorrect for January thru July

18
How do I make adjustments?

If doses from inventory are added or deleted,
inventory will adjust automatically
Report transfers, accept transfers
(including those resulting from vaccine orders)
Return wasted and/or expired doses in the NCIR
Call the NCIR Help Desk for assistance

19
Other things to look for
20
All Doses keyed as Historical

If you know that you have given 10 doses of
vaccine, but your transaction report is blank

No doses were subtracted from inventory
21
Yesterday ? Historical
just because it wasn't given today...
doesn't mean it's HISTORICAL
Enter Admin. Date Here
07/01/2008
22
Historical vs. From Inventory
23
Report Duplicate Clients
1 DTaP 1 DTaP -2 DTaP from inventory
You Dont Have to Enter Immunizations on Both
Clients
24
Scrolling Mouse
Do you use this button?
Infanrix
IPOL
25
Careful of Multiple Sites

Pick correct site from drop-down
Choose site before vaccine

Inventory will change based on site selection
26
Off-Site Clinics
Don't forget to record doses given in
off-site clinics
27
Too Many ACTIVE Lots

Better chance for someone to choose the wrong lot
number
Subtracts from one lot, adds to another

28
Inactivating Lot numbers
Manage Inventory - Click Tradename
Change to NO
29
New Lot Activation Card
Attach card to inactive lots until time of use
Courtesy of Carole Watson at Forsyth County
Health Department
30
What does this mean?

Dose administration violates the NCIP coverage
criteria

Print Screen - Paste in Word - Print
31
What do you do?

You may administer a private dose to a public
patient and record in the NCIR
A dose of private may be made public in your
inventory for later administration
You will need to contact the NCIR Help Desk for
assistance adding the dose
NOTE Providers may not use public vaccine for
private children if they do not have any private
vaccine available.

32
Remove
Removes doses that you are attempting to add

Prevents the vaccines from being saved

33
No more VALs

Dont record on
VALs and not in the NCIR

34
Correcting Patient Records
Record reflects true Doses administered
Inventory Remains Correct
Doesnt Show on Pt. Copy
35
Data Entry before Vaccine Administration
Extra work makes me sick, too!
Click HERE to delete
Click HERE to edit
36
Report Wasted and Expired

At time of occurrence

37
Error Corrections

When Do I Use Them?
A keying or data entry error during initial
inventory entry
When you get more or less vaccine out of a
multi-dose vial
You have exhausted all other options

Call the Help Desk for additional assistance
38
Incorrect Use of Error Correction
Should have been reported as WASTED
39
So, what do I do?
40
Look for missing doses

Compare appointment books to the transaction
report
Compare billing records to the transaction report
Use your inventory reports
Use your Vaccine Usage report

41
Vaccine Usage Report
Should have been Hep B
42
Vaccine Usage Report
Should have been Tdap
43
Helpful hints
44
All the pieces
Use Your Reports
Enter Doses Real-time

Reconcile Inventory
Keep Picklists Small
Report Wasted Transfers
Utilize the Help Desk
Careful of Buttons
Accept Orders and Enter Varicella
45
Resources