An optional practice setting can be enabled, allowing an enhanced prompt to display when a vaccine is invoiced to a patient. The Vaccine Prompt will autofill based on the vaccination's setup and display fields for the drug expiration date, lot or serial number, and when the patient is next due for the vaccine. The patient's vaccination log will update according to the information entered in the prompt.
Enabling the Practice Setting
The first step to utilizing the Vaccine Prompt involves enabling the practice setting. An employee with the role of Business Owner or Business Manager can enable the setting by following the steps below.
- Go to the Menu > Settings > Practice Setup > General > Miscellaneous Settings > and enable the setting to Prompt for vaccine serial (lot) number and expiration date upon adding to a treatment *.
Vaccine Configuration
Vaccine configuration involves creating several active Services (procedures) enabled with Vaccine Details and the option to Create the Vaccination Log Entry enabled. The vaccine's lot and/or serial number should be added under the Serial Number field.
The service item(s) should also be linked to an Inventory Item that does not have the "Is Vaccine" settings enabled. The inventory item should be utilized for inventory tracking purposes only, by enabling the "Use Lots" setting and entering the Lot number and/or Serial number and Drug Expiration Date.
Please follow our Best Practices for Vaccine Configuration to successfully use the Enhanced Vaccine Prompt.
Using the Vaccine Prompt
Once the practice setting is enabled and your vaccinations have been configured, the Vaccine Prompt is ready to be used. The prompt will display when the vaccination is invoiced and marked as complete through Quick Invoicing, Treatments, or Estimate Conversion.
- The Drug Expiration Date will autofill based on the linked inventory item details. If there are active lots, the date will autofill from the lot with the earliest expiration date. If there are inactive lots or lots are not enabled, the date will autofill from the inventory item expiration date. If expiration dates are not entered on the inventory item, the drug expiration date will be blank and can be entered manually.
- The Serial Number will autofill based on the Service item's Serial Number and can be manually updated. The value entered will display on the patient's vaccination log as the Serial Number.
- The Vaccine Next Due will autofill based on the Service item's Animal Control Licensing period and can be manually updated. The date entered will display on the patient's vaccination log as the Date Expires.
Helpful Tips for Lot Number vs. Serial Number -
The value entered on the Service Item's serial number will override the inventory item's lot number.
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If an Inventory item utilizing lots is enabled as a vaccine, then the lot number will override the serial number.
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If the vaccine prompt is disabled, the lot number will always override the serial number.