CVP Vaccine Inventory Management
This page consists of training materials for CT WiZ users.
- Enroll/Re-enroll in Connecticut Vaccine Program (CVP)
- Place an order and receive it in CT WiZ
- Document wastage and returned vaccines in CT WiZ
- Reconcile your inventory in CT WiZ
Quick Links Patient Management Technical Support User Account
Enroll/Re-enroll in CVP
All public and private health care providers who receive vaccine from the Connecticut Vaccine Program (CVP) must enroll/re-enroll electronically in CT WiZ. This enrollment provides shipping information and helps to determine the amount of vaccine to be supplied.
On-Hand Inventory
The Vaccines On-Hand screen within the Inventory module allows you to view, modify and manually add to your inventory. Automatically add inventory when you receive your inventory shipment in CT WiZ.
Vaccine on hand inventory is not depleting
The key to successfully managing your on-hand inventory in CT WiZ is to document all events such as administered vaccines, wastage and transfers in CT WiZ with the actual date and time that the event happened.
- Check your patients’ records to ensure vaccines were all administered and documented in CT WiZ.
- Confirm all vaccines were administered by running the “Vaccines Added but Not Administered” report. This is available in the Reports module under the Data Quality—User section.
- Confirm vaccines were not entered historically if they were given after going live in CT WiZ.
- Inventory Management-Quick Guide
Place a vaccine order
The Vaccine Orders screen within the Inventory module allows you to place your clinic’s vaccine order.
- Ensure your shipping and delivery information are correct.
- Vaccines are ordered by number of packs not by number of doses.
- Click on “Submit to VFC Program” (located under "Update") for your order to be placed.
- The vaccine order must be approved by the Connecticut Vaccine Program (CVP). When your order is accepted or denied, you will receive a notification in the bell icon found in the upper right corner.
Track and accept an inventory shipment
After you place a vaccine order in CT WiZ, you can track and accept the inventory shipment directly in CT WiZ. Vaccine shipments must be received in CT WiZ in order for it to be added to your on-hand inventory.
Transfer vaccines in CT WiZ
The Transfer screen within the On-Hand Inventory screen allows you to transfer vaccines to another clinic and receive vaccines from another clinic. Both clinics must be set up in CT WiZ for inventory management. Prior to transferring vaccines with another CVP clinic, confirm whether they are using CT WiZ for their inventory management.
Document wasted vaccines
You need to document wasted vaccines in CT WiZ to successfully complete a vaccine reconciliation. Wasted vaccines are vaccines that are not returned to the manufacturer (i.e. broken vials, partial vials or drawn up but not administered). Make an adjustment to the vaccine on the On-Hand Inventory screen indicating the number of doses wasted. The adjustment removes the vaccine from your on-hand inventory. All vaccines wasted are reviewed by the Vaccine Coordinator. Please include detailed comments as to what happened.
Return vaccines
There are times when you need to return vaccines to the manufacturer (i.e. expired or kept at an inappropriate temperature). The Vaccine Returns screen within the Inventory module allows you to process vaccine returns. All returned vaccines are reviewed by the Vaccine Coordinator. Please include detailed comments as to what happened.
Document borrowed vaccines
When you borrow a vaccine, you are either using private vaccine stock to vaccinate a VFC eligible child or using VFC vaccines to vaccinate a non-VFC eligible child. There must be a private inventory location set up with your private inventory on-hand in order to borrow vaccines. You must also document the borrowed vaccine on the borrowing report in your Blue Folder. Borrowing should be done infrequently only as a last case scenario.
Reconcile your inventory
Inventory Reconciliations are required for clinics who use CT WiZ for inventory management.
- A reconciliation must be completed before placing a vaccine order.
- Taking the time to prepare your reconciliation ensures a smooth process.
- Prepare a reconciliation
Need more information?
Submit a request to our Helpdesk. Please enter as much detail as possible to describe the issue or question. Attach screen shots, if possible, to the email. Depending on the priority of the issue or question, inquiries can be resolved between 1 and 5 business days.
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