Setting Up Vaccines in a Series

Vaccines that are a part of a series can be set up to add the appropriate reminder automatically using Chart Templates or Item Kits. This ensures that the appropriate reminder is added depending on the situation and the Next Due field will be populated on the vaccine certificate. Additionally, these automatic reminders can automatically replace other similar reminders that may be on the patient’s record.

How to prepare to set up vaccines in a series:

In order for the process to work, you are going to need to create separate items in your Items and Services widget for the vaccines you want to track and the reminders that are attached to them. It is important that you remove any reminders from the inventory item, or you risk duplication. Check out this article on the Items and Services widget if you need help with this task, or any of the tasks below.

How to set up reminder line items:

1. Add a new item from the Items and Services widget.
2. Name it a combination of the base vaccine name and the reminder interval, or use another naming convention that works for you and your team; e.g. DAPP Vaccine 1 Year.
3. For the category, enter Reminder.
4. Leave the Supplier field set to None.
5. Enter the Cost Price, % Markup, and Unit Price as 0.00.
6. Mark the item as Non-Stocking.
7. Select your location from the Location drop down.
8. Make sure that the Tax fields are blank.
9. Select the appropriate reminder interval from the Reminder drop down.
10. If this reminder can replace any others, select them from the Also Replaces drop down.
11. When satisfied with your entries, click Submit.
12. Repeat steps 1-12 for as many reminders attached to as many vaccines as necessary.

How to set up vaccines in a series using Chart Templates:

1. Create a new Chart Template from the Manage Chart Templates widget. Check out this article if you need help with this process. 
2. In the Description field, type the vaccine and the reminder interval, or any other naming convention that works for you and your team. This description will appear on chart notes when the template is used.
3. Under the Items section, add the vaccine inventory item and the reminder inventory item that corresponds to the description.
4. When satisfied with your entries, click Save Template.
5. Repeat steps 1-4 for as many reminders attached to as many vaccines as necessary.

Using the template in a patient’s chart adds the item to an invoice, a certificate to the Vaccine widget, and the appropriate reminder to that patient’s Reminders widget.

How to set up vaccines in a series using Item Kits:

Alternatively, vaccines in a series can be set up using Item Kits. Instead of adding the items and reminders via chart notes and templates, in this method they are added at the checkout screen.

1. Create a new Item Kit from the Item Kits widget. Check out this article if you need help with this process.
2. In the Item Kit Name field, type the vaccine and the reminder interval, or any other naming convention that works for you and your team.
3. Add the vaccine inventory item and the reminder inventory item that corresponds to the description.
4. When satisfied with your entries, click Submit.
5. Repeat steps 1-4 for as many reminders attached to as many vaccines as necessary.

Selecting an Item Kit on the checkout screen adds the item to an invoice, a certificate to the Vaccine widget, and the appropriate reminder to that patient’s Reminders widget.