Quick Reference Guide - Immunization Branch - NC.gov

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• VIS date (The system allows the VIS date tobe editable only on the day the immunizationwas administered.)• Any reactions associated with vaccineadministrationa. For a Chart Copy only, click on the link -Immunization Record - Chart Copy. It will openn Adobe .pdf file in a separate window.Consent Statement andblank for signatureHow to Print a New Client FormNote: If an incorrect lot number was entered, the dosemust first be deleted and then re-entered with the correctlot number.If the vaccine was given from another organization’sinventory (as noted by No in the Owned? column) clickon the hyperlink to view which organizationadministered the shot as well as the contact information.b. For a Patient Copy only, choose the Site (if notdefaulted) and then click on the link –Immunization Record - Patient Copy. It willopen an Adobe .pdf file in a separate window.The New Client Form should be used as a contingencyplan in case of an NCIR outage or a localized InternetService Provider outage. The New Client Form containsall information necessary to enter the client and/ordoses administered in to the NCIR at a later time.1. From the left hand menu bar, click on RequestNew Client Form2. Choose a site from the site drop-down box (this isthe site information that is printed at the top of thereport) Click Generate3. The report should open in a new window as anAdobe .pdf file.How to Print Immunization Records1. After you have searched for and found theappropriate client, from the client demographicsscreen or from the History/Recommend screen,click Reports.c. To print both the Chart and Patient Copy at thesame time, choose the Site, and then clickImmunization Record-Chart & Patient Copy. Itwill open an Adobe .pdf file in a separate window.Note: The Immunization Record – Patient Copy fulfills therequirements for an official immunization record.d. To print a Vaccine Administration record, choose theSite, choose a language (prints a consent statementin preferred language for signature), and then click onthe link Vaccine Administration.It is a good idea to keep several of these blank forms onhand in case of an outage.In the event that the NCIR is unavailable and you do nothave any forms on hand, they are also available on theImmunize NC website in both English and Spanish:http://www.immunizenc.com/NCIR.htmClick on:• New Client Form – English• New Client Form – SpanishQUESTIONS? Contactthe NCIR Help Desk at1-877-USE-NCIR.06/12/13 Page 4 of 7
How to Add Inventory to the NCIR**You should use this procedure to add your privatesupply of vaccine along with your state supplied MMRVand Varicella to your inventory. All other state suppliedvaccine should be accepted into your inventory viaManage Transfers. To see how to do this, please see:Accepting Your State Supplied Vaccine Order.If the vaccine lot number is NOT already in yourinventory:1. Click Manage Inventory2. Click Show Inventory3. Click Add Inventory12. Enter the Cost Per Dose for Varicella and MMRV(found on CDC’s website -http://www.cdc.gov/vaccines/programs/vfc/cdcvac-price-list.htm).13. Click SaveIf the lot number already exists in yourinventory:1. Click Manage Inventory2. Click Show Inventory3. To get to the modify quantity on hand screen:♦ Place a check mark in the ‘select’ box and clickModify QuantityHow to Place a Vaccine OrderBefore placing an order, please make sure that all dosesadministered have been keyed in to the NCIR.1. Click Manage Order2. Click Create Order3. The Suggested order quantity is calculated from yourdoses administered and your viable state-suppliedinventory on hand. Review the Suggested OrderQuantity to assist with placing your order.4. Enter the amount, in doses, of each vaccine you’rerequesting in the corresponding boxes. You mayorder vials, syringes or a combination of the twobased on availability. Make sure that you place theorder for all vaccines.Suggested Quantity♦ORClick the Tradename link beside the lot numberthat you are adding4. Choose the Trade Name, the Manufacturer willautomatically populate5. Enter the Lot Number (It should be located on thebox or vial of vaccine)6. Select the Dose size from the drop-down box(Found under the ‘dosage and administration’portion of the package insert)7. Choose the Units (will always be mL unless you areadministering a vaccine in capsule form)Note: tubes are not considered capsules.8. Enter the Expiration Date (should be located onthe box or vial of vaccine)Note: PCV7 expiration dates should be entered as thelast day of the month of expiration.9. Choose the Funding Program (should be privateunless you are entering the state supplied vaccinespecified above; in which case you would choosepublic **)10. The Lot Active drop-down must be set to Yes to besaved. Yes will make the Lot number appear in thedrop down box under the Lot Number/ Trade Namewhen documenting administration of a dose ofvaccine. If you do not want the lot number to appearin the drop-down box, change the active indicator toNo after saving the initial information.11. Enter the Quantity on Hand (enter in the numberof doses not boxes or vials).Click Here4. Under the modify quantity on hand section, makesure the action is Add, enter the number of dosesthat you are adding, choose Receipt from State asyour category for Varicella and MMRV, for privatevaccine, choose Receipt from Inventory5. Click SaveMultiple Lot Numbers:One Lot Number:5. Scroll to the bottom of the page to verify yourshipping information: If all the shipping information is correct, clickon the radio button next to No Changes toSite Information. If any information, including name, address anddelivery hours needs to be changed, highlightthe incorrect information and type in the newinformation.No Changes –Click here6. Click Submit Order.7. You will be redirected to the Manage Order pagewhere your order shows up as Pending (An orderin Pending status may be edited or updated).06/12/13 Page 5 of 7
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Quick Reference Guide - Immunization Branch - NC.gov

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