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Items & Services - Setting up Vaccines in a Series

  • Updated

Vaccines with multiple reminders linking back to the same inventory code can be set up to add the appropriate reminder automatically, using Chart Templates, or Item Kits. 

 

Step 1: Creating Both Master Item & Reminder Codes

(Most Important Step)

 

Creating a Master Item Code:

1. Through the Administration tab, click the Items and Services widget.

2. Next, click Create New Item in the upper right corner of the screen and fill out the following sections:

    • Item Definition
        • Name field, type the name of the main or primary inventory item you wish to use for several reminder intervals, for example, DHPP Vaccine. This will be the Master Line Item that your inventory is pulling from and also generating vaccine certificates. 
        • UPC: if using a barcode scanner, this will allow you to scan that item in Receiving. (Skip if not applicable)
        • Type: Select Stocking Item from the dropdown menu. (Rabies tag for rabies vaccine stocking item only)
        • Location: Select the location(s) you wish for this item to be available. (Inventory quantities are specific to location).
        • Account: List of AAHA Chart of Accounts as an extra identifier. (Skip if not applicable)
        • Category: Extra Item Identifier (Useful for Reporting) To customize, check out the Creating Custom Categories article. 
        • Description Box and Allow Alt Description allow for additional notes to appear on the invoice such as lookouts for vaccine reactions, etc. (Skip if not applicable)
    • Item Behavior
        • Select the following toggles:
            • Vaccine
            • Require Provider (optional- this will require a provider when adding the item to an invoice)
            • Serialized (Rabies Vaccine Only)
    • Item Pricing
        • Cost Price: Hospital Cost $
        • Markup Percent: The percentage added will calculate the Unit Price automatically 
        • Unit Price: Hospital Retail $
        • Minimum Sale Price: Skip
        • Dispensing Fee: (Optional- This will automatically add this $ amount to the invoice with this line item.) 
        • Taxes: Select Tax (If you don't see your desired tax rate listed, check out the Creating Item Taxes article. 
        • Volume Pricing: Skip
    • Reminders: Skip- This will be captured when creating your Reminder Code in the next step
    • Inventory Control
        • Minimum On-Hand Quantity: Qty that the system will capture on the Low Inventory Report to assist with re-ordering. 
        • Maximum On-Hand Quantity: This is a new field that will have functionality in the future. 
        •  
    • Miscellaneous
        • Species Restriction: This will allow you to control what species this item is available for (optional)

3. Click Save Item when finished. 

4. Repeat the steps above for creating all Primary/Master Vaccine Inventory Codes (Rabies, DHPP, Lepto, Influenza, Lyme, etc)

 

Creating a Reminder Code

1. Click the Administration tab, and click the Items and Services widget.

2. Next, click Create New Item in the upper right corner of the screen and fill out the following sections:

    • Item Definition
        • Name field, type the name of the reminder interval you wish to join with the Master/Primary inventory item you created above, for example, DHPP Vaccine Reminder-  1 yr. This will be the Reminder Line Item that generates the patient reminders.
        • UPC: Skip
        • Type: Select Non-Stocking Item from the dropdown menu. 
        • Location: Select the location(s) you wish for this reminder item to be available.
        • Account: Skip
        • Category: You can create a "Reminders" category using the Creating Custom Categories article if needed. Otherwise, skip.
        • Description Box and Allow Alt Description allow for additional notes to appear on the invoice, such as "Reminder Only". (Skip if not applicable)
    • Item Behavior- Skip
    • Item Pricing- Skip
    • Reminders: 
        • Reminders Interval: Select the desired reminder duration (For example, if this is a 3-year DHPP Reminder, select 3 year from the dropdown). 
        • Also Replaces: Tells the system to replace the reminder within the Also Replaces section, with the duration in the Reminder Interval section. Click the checkmark in the lower right corner to save this Also Replaces Item. Click the (+) to add more if needed. 

series_2.png

    • Inventory Control- Skip
    • Miscellaneous
        • Species Restriction: This will allow you to control what species this item is available for (optional)

3. Click Save Item when finished. 

4. Repeat the steps above for creating all Vaccine Reminder Code durations for each Master/Primary Vaccine Item code (3 wk, 1 yr, 3 yr, etc).

 

 

Step 2: Linking Master Item Codes to Reminder Codes Using Item Kits

 

1. Through the Administration tab, click the Items and Services widget.

2. Next, click Create New Item in the upper right corner of the screen and fill out the following sections:

    • Item Definition
        • Name field, type the desired Kit Name, for example, DHPP Vaccine: 1 yr. This will be the folder used and displayed on the invoice, so it's important that the reminder interval be included in the name. 
        • UPC: Skip
        • Type: Select Item Kit from the dropdown menu.
        • Location: Select the location(s) you wish for this Kit to be available. 
        • Account: Skip
        • Category: Skip
        • Description Box: Skip
    • Item Behavior- Select the vaccine toggle
    • Item Pricing- Skip
    • Reminders- Skip
    • Inventory Control- Skip
    • Miscellaneous- Skip
    • Item Kit
        • Item: Type the Master Inventory Item Code and select from the dropdown (For example, DHPP Vaccine)
        • Quantity: 1
        • Then, click the checkmark in the lower right corner of that box, and once more when you see the (+). 
        • Repeat the steps above but this time, type the Reminder Code and select from the dropdown (For example, DHPP Vaccine 1 yr Reminder)
        • Quantity: 1
        • Then, click the checkmark in the lower right corner of that box once to save. 

3. Click the Display as Single Line toggle to the right.

 

Series_1.png

4. Click Save Item in the lower-left corner when finished. 

5. Repeat the steps above for creating all Item Kits to Link Master Item Codes to Reminder Codes. (For example, DHPP Vaccine 3 wk Reminder Booster, 1 yr Reminder, 3 yr Reminder, etc.)

 

Step 3: Using Item Kits in the Checkout Screen

 

1. Find the desired patient using the Smart Search, so that the appropriate patient is listed in the Patient Reserve. 

2. Next, click the Checkout tab along the left side of your screen to bring up the Sales Register.

3. Select a Chart Note (optional but recommended), and also the Provider for today's visit.

4. Within the Find/Scan Item text field, start typing the Kit Name and it should appear within the dropdown to pick from. Then click Add Item. 

 

series_3.png

 

5. A prompt will appear, and this is a key step to producing a vaccine certificate. Click Add Vaccine, and the system will direct you to the vaccination management page where you can add the vaccine details to generate a vaccine certificate. 

mceclip2.png

 

6. On that page, select from the Provider and Administered By dropdowns as they should display on the vaccine certificate. Then click Save Item when finished. 

mceclip4.png

 

7. You should now see the Item Kit name, along with any items that are attached to that Kit. In this sample picture below, you see the Item Kit Name (black), Vaccine Master Item Code (light blue), and the Vaccine Reminder Code (grey).

series_4.png

 

6. After you've processed the owner's payment, click Complete Sale to generate the owner's receipt. You will notice on the printed view, that only the Item Kit name is displayed to prevent confusion, and the vaccine reminder is also listed towards the bottom of the page. 

 

series_5.png

 

 

Step 4: Printing Vaccine Certificates

 

1. From the Choose Action screen, click the Vaccine widget.

mceclip7.png

 

2. Next to the vaccine line item, click Print.  

mceclip5.png

 

 

Helpful Tip:

 

Item Kits can also be attached to chart templates to generate charges automatically while you're populating your chart note. For assistance with setting up chart templates and linking items, check out the Creating Chart Templates article. 

 

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