New Vaccine Creation
- Adding a new vaccine involves creating a new inventory or procedure item.
- Checking the "Is Vaccine" box on the newly created item indicates it will be used as a vaccine and allow for additional vaccine settings to be configured.
- Vaccine items are also typically have the "Has Reminder" box checked. See Creating & Distributing Your Reminders Quick Guide for more information.
Configuring "Is Vaccine" settings
Checking the "Is Vaccine" box for an inventory or procedure item will produce the following settings screen.
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 procedure item.
- Manufacturer: Optional, useful for tracking.
- Vaccine Type: Choose from the appropriate type drop down box.
- Dosage Type: Tracks if the vaccine is an Initial or Booster vaccine. eVetPractice Support recommends having separate vaccine items for your booster and initial vaccines to allow for separate reminder periods and dosage amounts.
- Create Rabies Certificate: This should only be checked if the vaccine is a Rabies vaccine and you wish for 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.
Vaccine Configuration Best Practices
eVetPractice Support recommends as a best practice to use inventory linking and multiple procedure or inventory items to distinguish between vaccine types. Generally, this will involve:
- An inactive inventory item that exists for the sole purpose of "holding" vaccine inventory information.
- A number of active procedure or inventory items linked to the inactive "tracking" item, each representing a different type of vaccination that shares the same inventory.
The configuration of each item type is important in order 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" or "has reminder" checked, the item is only tracking inventory information.
- Billable items linked to the inventory tracker will have "is vaccine" and "has reminder" checked.
Linking vaccines to an inventory tracker
The example screenshot below illustrates how multiple billable items can be created and linked to a single inventory tracker.
Important notes are:
- Cost is $0.00 for the billable items and instead is reflected on the inventory items.
- Price is $0.00 on the inventory tracking items and instead is reflected on the billable items.
- Only the billable items are active. The inventory items have a red circle under the Active column. This allows us to not accidentally invoice the inventory tracker as well as optionally hide it on invoices.
An example booster linked to an inventory tracker:
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 as the section above, searching for a vaccine to add to a patient treatment will only display the billable items.
- This is because the inventory tracking item is set to inactive (and thus won't appear in search):
Adding the billable item to a treatment will automatically pull the inactive inventory item, as pictured:
Optionally: the inventory tracker can be hidden on an invoice.
- Edit the inventory tracker's item properties.
- Check the box for "Hide on invoice."hide on invoice on the inventory item's properties.
- The final pictured configuration of an inventory tracker item is below: