Vaccines are defined under Inventory Management and under Services.
Best Practices for Vaccine Configuration
We recommend using vaccine inventory items linked to vaccine procedures. This will involve:
- An inactive inventory item that exists for the sole purpose of "tracking" vaccine inventory information and is hidden on the client's invoice.
- A number of active service items linked to the inactive "tracking" item, each representing a different type of vaccination that shares the same inventory.
Each item type's configuration is important to properly update reminders and vaccination log entries. More details and screenshots will follow, but generally:
- The "inventory tracking" item will not have "is vaccine" checked or create the reminder. The item is only tracking inventory information.
- Services linked to the inventory tracker will have "is vaccine" checked and create the reminder.
New Vaccine Creation from Inventory Management
- Adding a new vaccine starts with creating a new Inventory Item:
- Menu > Inventory > Inventory Management > Add Inventory Item.
- Cost should be reflected on the tracking inventory items.
- Price should be $0.00 on the inventory tracking items and instead is reflected on the Service Items.
- Check the box for Hide on invoice? on the inventory item's properties.
- As long as the price is set to $0.00 on the inventory item, it will only be on the patient's treatment page and hidden from the client's invoice.
- Optionally the inventory tracker can be hidden on an invoice.
Service Item Creation and Vaccine Details
- Go to Menu > Settings > Products & Services > Services > Add Service.
- Assign a Category, Code, Name, Price, Tax Level.
- Scroll down to Vaccine Details.
A description of the following fields and settings are:
- Name: This is the name that will appear on the patient Vaccination Log. Does not have to match the name of the inventory or service item.
- Manufacturer: Useful for tracking and inventory management. Optional.
- Vaccine Type: Indicates vaccine development (Live, Killed, Modified-Live or Recombinant).
- Dosage Type: Tracks if the vaccine is an Initial or Booster vaccine.
- Create Rabies Certificate: This should only be checked if the vaccine is a Rabies vaccine and needs a certificate to be printed.
- Create an entry in Vaccination Log: Most often this should be checked unless you do not want it in the Log.
- USDA Licensing and Animal Control Licensing: You can choose from One Year, Three Year, Four Year (USDA only), or Other. Other allows you to enter a number of months.
- Serial Number: Useful for tracking serial numbers but ignored for inventory items with lots.
- NOTE: Support recommends having separate vaccine items for your booster and initial vaccines to allow for specific reminder periods and dosage amounts.
The vaccine will also contain the Reminder: See Creating & Distributing Your Reminders Quick Guide for more information.
Linking Vaccine Service Items to an Inventory Tracker
- Once you have configured the service item and vaccine settings, scroll up to Linked Items to add.
- The Add Linked Item flyout will display on the right.
- Use the Search Catalog bar to type in the name or code of the Inventory Item.
- Identify the quantity of 1.
- Click Save.
- After linking the items, please return to Inventory Management to inactivate the Inventory Tracker Item. This prevents the item from displaying when adding to a patient's treatment.
See How can I link billable items to each other? for general guidelines on linking billable items to inventory items.
Adding a Linked Vaccine to a Patient Treatment
If configured, searching for a vaccine to add to a patient record will only display the Vaccine Service items.
- This is because the inventory tracking item is set to inactive (and thus won't appear in search).
- Adding the Vaccine Service item to a treatment will automatically pull the inactive inventory item.