Immunization Inventory Reconciliation Training

INTRODUCTION

VERY IMPORTANT! Your reconciliation report should be done at the end of the workday after all immunizations have been given and entered into WebIZ or at the beginning of the workday before any immunization activities are done.

For example: 1) Last thing Friday afternoon: all vaccines have been administered and entered into WebIZ with all necessary adjustments for wasted doses, broken vials, expired vaccine, etc. NOTE: Please make sure that all new inventory has been added into the system. 2) First thing Monday morning before any vaccinations are entered or administered: Reconcil iation report is run and physical inventory count is taken. If you choose this option, the end date for the reconciliation will be the day before. Example: If you run the report on 06/15/15, your reconciliation end date will be 06/14/15.

IMPORTANT CONCEPTS

1. “Vaccines Added but not Administered”

2. Documentation in WEBIZ3. Verify Reconciliation Reports4. Start/Run Reconciliation Report5. Review Reconciliation Worksheet6. Managing Inventory Differences7. Closing Reconciliation

STEPS TO RECONCILIATION

“Vaccines Added but not Administered” Report

STEP ONE

For easier Reconciliation, it is recommended that the “Vaccines Added but not Administered Report” is run at least weekly to help with inventory count.

Click on “Reports” Find the Report Section:

Data Quality – User Choose

“Vaccines Added but not Administered”

STEP ONE:VACCINES ADDED BUT NOT ADMINISTERED

Only the bolded fields are required – These dates will be the same dates as your reconciliation period.

Please make sure your Provider/Clinic match your physical location, or the location for which you are running the reconciliation.

STEP ONE (CONTINUED):VACCINES ADDED BUT NOT ADMINISTERED

For any vaccines that appear on the report: Were these vaccines actually

administered to the patient? Go in the patient’s record and view the immunization record. NOTE: Only the nurse who added this vaccination can either delete it or complete it. 1. If no, click DELETE next to

vaccine. Remember, you will only have this option if you added the vaccine to the system or have administrative rights.

2. If yes, click ADMINISTER VACCINES and complete the process. Make sure the administered date is correct – must be in reconciliation date range to affect this reconciliation period.

STEP ONE (CONTINUED):VACCINES ADDED BUT NOT ADMINISTERED

Documentation in WEBIZ

STEP TWO

Confirm that ALL vaccine activities are documented into WebIZ Created AND Administered Adjustments made -- i.e., adjust wasted doses, adjust broken

vials, adjust expired vaccine, etc. All transfers completed – Your pending transfers will appear

on your inventory ON- HAND screen.

STEP TWO: CONFIRM DOCUMENTATION IN WEBIZ

Verify Reconciliation Reports

STEP THREE

STEP THREE :VERIFY RECONCILIATION REPORTSRun Reconciliation Report:

1) Begin by selecting the Reconciliation option under the Inventory and Vaccines section on the left side of the application. Please be sure that your physical location matches the location named at the top of your Home screen.

Click Search to verify there are no open reconciliations. *NOTE: All past reconciliations must be closed before opening a new one.

If any are OPEN, make sure that reconciliation is complete and accurate before closing it. Be aware of the dates of the open reconciliation. Reconciliations must be closed in chronological order.

STEP THREE (CONTINUED):VERIFY RECONCILIATION REPORTS

Start/Run Reconciliation Report

STEP FOUR

Click on ADD RECONCILIATION to start your new report.

STEP FOUR:RUN RECONCILIATION REPORT

4. Fil l out the information specific to your location and report date. a) Choose your Inventory Location from dropdown b) Description – Name the report (i.e., June 1st week 2016) c) Begin Date: The beginning date will be the day after your most recent

reconciliation was closed. The begin date will be pre-populated with the first day after your last reconciliation was closed. For your initial reconciliation, however, you will need to enter the date your entered your initial inventory. NOTE: If this is your first reconciliation, use the 05/01/2013 as your begin date. This is before the beginning of WebIZ and it will add in all of your inventory.

STEP FOUR (CONTINUED) :RUN RECONCILIATION REPORT

C.a.

b.

d) End Date: Put in current date OR the last day you created and administered any inventory, made any adjustments, and counted your physical inventory.

STEP FOUR (CONTINUED):RUN RECONCILIATION REPORT

For example: • Last thing Friday afternoon: all vaccines have been administered and entered into WebIZ with all

necessary adjustments for wasted doses, broken vials, expired vaccine, etc. NOTE: Please make sure that all new inventory has been added into the system.

• First thing Monday morning before any vaccinations are entered or administered: Reconciliation report is run and physical inventory count is taken. If you choose this option, the end date for the reconciliation will be the day before. Example: If you run the report on 06/15/15, your reconciliation end date will be 06/14/15.

• This option will allow the clinic to begin administering vaccines later that morning after you have counted your physical inventory without affecting your reconciliation report

d.

e) Authorized By: Choose your name from the dropdown f) Click on “Create”

STEP FOUR (CONTINUED):RUN RECONCILIATION REPORT

e.f.

Reconciliation Worksheet

STEP FIVE

You will now see your reconciliation worksheet.

STEP FIVE:RECONCILIATION WORKSHEET

We suggest that you “Pr int” out th is worksheet and use i t to count your vaccines. This is very helpful when you go to refrigerator and/or freezer and physically count all

current, usable inventory. NOTE: All expired vaccines should be removed from your storage unit upon expiration

date, adjusted out of WebIZ and then returned to McKesson upon receipt of shipping label.

STEP FIVE (CONTINUED):RECONCILIATION WORKSHEET

Do not count any expired vaccines in the “ending inventory” count. These expired vacc ines wi l l show up in your Inventory Expired column once adjusted out of inventory.

Enter your actual vaccine inventory into the appropr iate “ ending inventory” columns. REMEMBER: Your expired vaccines wil l be reflected in your Inventory Expired column once you

adjust it out of inventory. Click on Update.

STEP FIVE (CONTINUED):RECONCILIATION WORKSHEET

I f your Inventory Difference is not “0”, you wi l l need to locate and account for the inventory difference and adjust your vaccine inventory in WebIZ. If the Inventory Difference is a negative number, WebIZ shows you have more doses in

the system than you have in your refrigerator. If the Inventory Difference is a positive number, WebIZ shows you have fewer doses in

the system than you have in your refrigerator.

STEP FIVE (CONTINUED):RECONCILIATION WORKSHEET

Managing Inventory Differences

STEP SIX:

STEP 1: Recount all vaccines with differences. The best practice is to physically do a careful recount of all vaccines with a

number ≠0 (not equal to zero) in the Inventory difference column. Then make any count adjustments on your worksheet and click Update. If there are no changes after the physical count and you still have differences, go to Step 2.

STEP SIX:MANAGING INVENTORY DIFFERENCES

STEP 2: Make Adjustments on your Inventory On-Hand. IMPORTANT: All adjustments must be entered with a transaction date that falls during the reconciliation date range 1) Go to your Inventory On-Hand. 2) Click on the vaccine that needs adjusting. 3) Click on Adjustment.

STEP SIX (CONTINUED):MANAGING INVENTORY DIFFERENCES

4) Enter the Date of Ad justment – i t HAS to be within the reconci l iat ion date range

5) C l ick on the Reason for the ad justment a. Any inventory that needs to be

added can only be labeled as “Add Initial Inventory” or “Extra”

b. Any inventory that needs to be subtracted can be labeled as wasted, expired, mishandled, etc.; it DOES make a difference what you select.

c. “Unaccounted For” should only be selected for vaccines that you truly cannot account for; this category WILL subtract and affect your difference. NOTE: If you have extra doses in your ending inventory that you cannot account for, these should be adjusted as “Extra” so they will be added . The Unaccounted adjustment “reason code” will subtract from your on-hand doses in WebIZ because that means you can’t find them in your inventory and they need to be removed.

STEP SIX (CONTINUED):MANAGING INVENTORY DIFFERENCES

6) You must enter comments about the adjustment, i .e . , “the patient decided not to get the vaccine after i t was drawn up”.

7) Cl ick on Create.

STEP SIX (CONTINUED):MANAGING INVENTORY DIFFERENCES

Closing Reconciliation

STEP SEVEN:

Once your inventory has been corrected in the registry, select the Reconci l iat ion opt ion under the Inventory and Vaccines sect ion on the left s ide of the appl icat ion . 1) Click on Search. 2) Click on View when record is displayed. This wi l l provide an updated reconci l iat ion

worksheet.

STEP SEVEN:CLOSING RECONCILIATION

3) Make sure all of your Inventory Differences = 0. If so, you are ready to close your reconciliation.

4) Click on Status and set it to CLOSE, then click UPDATE ; this will close your reconciliation.

5) NOTE: Once your reconciliation is closed and you hit update, your inventory will be adjusted so make sure your ending inventory is correct. Any remaining differences will be added and/or removed from your inventory On-Hand; any such transactions will be flagged in your inventory reports as unaccounted doses.

STEP SEVEN (CONTINUED):CLOSING RECONCILIATION

NOTE: Every screen has an Online Help Feature on the upper right hand side of the screen. Click on the “i” button at top right of screen to display the online help guide.

STEP SEVEN (CONTINUED):CLOSING RECONCILIATION

If you are still having problems reconciling your inventory, please see more troubleshooting advice in the Reconciliation Troubleshooting Guide.