This is part 4 of 5 in the article series.
Vaccines with multiple reminders linking back to the same inventory code can be set up to add the appropriate reminder automatically. In this article, we will be focused on receiving the stocking item so the appropriate details appear on the certificate, and the hospital can easily track the vaccine quantity for reordering.
Receiving a Newly Created Stocking Item Code (workflow 1)
If you decided to repurpose an existing item code in your system instead of making a new stocking item, follow the steps in workflow 2.
1. Click the Management tab and select the Receiving widget.
2. In the Item field, type the Stocking Item Code and select it from the dropdown. Example: Vaccine- DHPP. Then type your hospital's inventory amount on hand for this product in the Quantity, and then click Add Item.
3. Click the pencil icon to edit. Add the Lot Number, Serial Number, and Expiration Date. Then click the checkmark to save changes.
- Important Note: The Lot Number and Expiration Date will appear on the vaccine certificate.
4. Repeat steps 2-3 for all Stocking Item Codes you wish to receive and log.
5. When you're finished adding and updating your Stocking Item Codes, select the Manufacturer or Supplier from the Supplier dropdown list.
- Important Step: This will appear on the vaccine certificate, so if you don't have that Manufacturer listed, check out Administration: Creating & Updating the Suppliers List.
6. Click Complete Receiving when finished.
Receiving a Repurposed Stocking Item Code (workflow 2)
1. Click the Management tab and select the Receiving widget.
2. In the Item field, type the newly repurposed Stocking Item Code and select it from the dropdown. Example: Vaccine- DHPP. Then type your hospital's inventory amount on hand in the Quantity, and then click Add Item.
- Important Note: If the item has an existing quantity already listed in the system, that's okay, we will reassign active lots in the steps below. Proceed with directions.
3. Click the pencil icon to edit. Add the Lot Number, Serial Number, and Expiration Date. Then click the checkmark to save changes.
- Important Note: The Lot Number and Expiration Date will appear on the vaccine certificate.
4. Repeat steps 2-3 for all Stocking Item Codes you wish to receive and log.
5. When you're finished adding and updating your Stocking Item Codes, select the Manufacturer or Supplier from the Supplier dropdown list.
- Important Step: This will appear on the vaccine certificate, so if you don't have that Manufacturer listed, check out Management: Creating & Updating the Suppliers List.
6. Click Complete Receiving when finished.
Setting Active Lots
A perfect example of a use case for this section would be if you have inventory from 2 different lot numbers.
1. Click the Administration tab and select the Items and Services widget.
2. In the Item field, type the Stocking Item Code to narrow the list below.
3. Within that item's line, click Update Quantity.
4. The next screen will display a receiving history for this item. In the example below, we have 2 different lot numbers, but the top line is set to active. This means that the system will use this inventory first until that quantity reaches 0, then the system will move to the second line automatically.
Helpful Tip
For the next article in the series, check out Checkout: Linking Multiple Reminders to an Item Code- Part 5 (Patient Visit).