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Administrator Guide
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Vaccine Management Settings
The following settings pages are located in the Vaccine Management category on the Administration Main Menu page (Administration > Vaccine Management:
Manage Order Sets for Multiple Providers
This option allows administrators to manage order sets for multiple providers, providing flexibility for the state to select all providers or a group of providers by PIN.
Registry Client users with the Provider Ordering and Vaccine Ordering Management permissions can access and configure these settings.
To manage the order sets, go to Administration > Vaccine Management > Manage Order Sets for Multiple Providers. The Manage Order Sets for Multiple Providers page opens.
Select an order set from the drop-down list and select to manage either by VFC PIN or Facility Type. After the selections are made, either the VFC PINS or the Facility Types appear in Unassigned and Assigned boxes on the page. To assign (add) either the VFC PIN or Facility Type, select it in the Unassigned box and click the Add button, after which it appears in the Assigned box. To remove one, select it in the Assigned box and click the Remove button, which moves it back to the Unassigned box.
The change is made immediately, confirmed by a message at the top of the page. Click Back to return to the Administration Main Menu page.
Archive Orders
This option provides the ability to archive Approved and Shipped orders. This is only available to users with the Vaccine Ordering Management permission. The order status for orders that must be approved or shipped becomes archived once the Archive Orders button is clicked. The purpose of this status is to aid sites that do not use the registry to manage inventory and, therefore, the order is never officially received.
Archived orders behave the same as closed orders. For example, they do not appear on the View Orders or Approve Orders pages, but they are still available on the Search Order History page.
To archive orders, go to Administration > Vaccine Management > Archive Orders. The Archive Orders page opens.
Search for orders by selecting a status from the drop-down list, optionally entering From and Through submit dates, and clicking Search. The search results appear in a list in the Search Results section on the page.
To archive one or more orders, click on the checkbox in the Select column for the orders to be archived, then click Archive. To select all orders listed in the Search Results at once, click the Select All button.
When the Archive button is clicked, the selected order's status is updated to Archived and it is removed from the Search Results list, with a confirmation message that it was archived.
Order Thresholds
The dose limit and funding limit order thresholds for various vaccines can be configured in the Order Thresholds settings.
To set these thresholds, click the Administration > Vaccine Management > Order Thresholds link. The Order Thresholds page opens.
For each vaccine in the list, select the Limit option to enable the limiting feature, then enter the Dose Limit and Funding Limit thresholds (whole numbers to represent the threshold percentages) for that vaccine. When finished, click Save.
If a user orders a vaccine that is limited (the Limit option is enabled on this Order Thresholds page for that vaccine), an alert message is displayed and the user is prompted for a reason why the order is exceeding the limits.
Generate Fund Type Split Template
This feature calculates the funding source split for each vaccine/provider combination and populates the information into the funding source split template that is uploaded to VTrckS.
To configure the funding source splits, click the Administration > Vaccine Management > Generate Fund Type Split Template link. The Fund Type Split Management page opens.
For each vaccine type listed, select a funding option and select the included age categories. Click Save when finished updating this page, then click Next to continue to the next page.
The funding split options for each vaccine are as follows:
- Do Not Include - Do not include this vaccine
- Fund Type Split - There is a funding type split
- Single Funding Source - There is no split (N/A)
To select the included ages, click the Edit icon in the Included Ages column for each vaccine. A pop-up window opens with the possible age group categories for that vaccine. Select either the Year-by-Year option (and then select the associated ages) or the Grouped Ages (and then select the age groups), then click Save.
After clicking Save and then clicking Next, the second page opens. On this page, select which Organization (IRMS) and Facilities to include and then schedule the fund type split template to run.
Two options at the top include:
- Only include Organizations and Facilities with Allow Provider Agreements checked
- Only include Organizations and Facilities with Approved Provider Agreements
Select one or more Organizations (IRMSes) and Facilities from the Unassigned list and click Add to assign them. They are then moved to the Assigned list. (To search for an Organization (IRMS) or Facility, enter the first few characters in the search box.) To remove an Organization (IRMS) or Facility from the Assign list, click it and then click Remove. You can also Add All or Remove All by clicking those buttons.
Select a date range to evaluate and schedule the report to run. Select the users who can access the report and click Schedule when ready to schedule it to run.
VTrckS Provider Export
This option enables authorized users to create the VTrckS Provider Export. To create the VTrckS Provider Export, click the Administration > Vaccine Management > VTrckS Provider Export link. The VTrckS Provider Export page opens. Select the fields to limit the report by and click Export. A .csv file automatically downloads for use with VTrckS.
The fields on this page are as follows:
| Field | Description |
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Limit Report By |
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