IWeb 5.17.5 User Guide

Search/Add/Edit Facilities

Although Facilities are typically set up by a user at the Registry, the information is included here because the feature is part of the IWeb application.

Search for a Facility

To search for a Facility, click Facilities > Search/Add on the menu. The Facility Maintenance page appears. Enter the search criteria (optional) and click Search. The search results appear in the Search Results section of the screen.

If an Organization (IRMS Information Request Management System) was selected, only the Facilities for that Organization (IRMS) will appear in the list. If no Organization (IRMS) was selected before the search (including if none was selected after logging in), all of the Facilities will appear in the search results.

Enter fewer criteria to broaden the search and try to increase the number of search results. Enter more criteria to narrow the search results.

To view details about a Facility, click the arrow button in the Select column for that Facility in the list. The Facility Maintenance [Detail] page opens where, depending on your access level and permissions, you can view the information, create an order set, edit the details, and create new notes.

NOTE: The Interest in Pandemic Network field displays on the Facility Maintenance [Detail] page, but not on the Facility Maintenance Update page. This field is automatically populated based on whether or not the facility has indicated an interest in becoming a pandemic vaccine provider.

When searching for a Facility, these are the criteria you can use to conduct your search:

Field	Description
Organization (IRMS) ID / Name	Select an Organization (IRMS) ID and name from the drop-down list, after which the radio button will automatically be selected (if it isn't already). States have the ability to configure this so that it is an automatically populated, read-only field instead of a drop-down list.
Organization (IRMS) ID	Enter the Organization (IRMS) ID number, after which the radio button will automatically be selected.
Organization (IRMS) Name	Enter part or all of the Organization (IRMS) name, after which the radio button will automatically be selected.
Inactive Status	Select the status of the Facility (Active Only or Inactive Only) or leave it as "--select--" to search for all Facilities, regardless of status. The checkbox will automatically be selected after you select from the list.
Facility Name	Enter part or the entire Facility name, after which the checkbox will automatically be selected.
VFC Vaccines for Children PIN	Select a VFC PIN from the drop-down list, after which the checkbox will automatically be selected.
Facility City	Enter the Facility's city, after which the checkbox will be selected.
Phone	Enter the Facility's phone number, after which the checkbox will be selected.
District / Region	Enter the Facility's district or region, after which the checkbox will be selected.
Recruiting Status	Appears for the Provider module. Indicates the status of the recruitment.

Add a New Facility

Before adding a new Facility, you must first conduct a search to make sure it does not already exist. Under the list of Facilities in the Search Results, click Add. (If the Add button does not appear under the Search Results list, narrow the search criteria and conduct another search that will have fewer search results.)

If you attempt to add a Facility that is already entered in the application, a message appears indicating that the Facility already exists.

After clicking Add, the Facility Maintenance Update page appears with the Organization (IRMS) name already filled in if it was selected previously, such as after you logged in.

Enter as much information about the Facility as possible (the required fields are in bold red text) and click Save.

The fields available on this page are as follows. Note that some fields may not display, or may use different verbiage, depending on state configuration.

Field

Description

Facility Name

If not automatically populated, enter the full, complete name of the Facility. This field is required.

Facility Display Name

Enter a short name or abbreviation for the new Facility. Maximum of 30 characters. If used, this display name appears in drop-down lists for all screens using the Facility's name.

Organization (IRMS)

Organization (IRMS) client users are required to select an Organization (IRMS) from the drop-down list. However, there is a state-configurable option to have this field automatically populate instead.

External Facility Inventory ID

Enter the ID from the Fishbowl file. This field is used to map the Fishbowl Facilities to the Organization (IRMS)/Facilities in IWeb. Once the imported Facility is matched to the IWeb Facility, the Organization (IRMS) is derived.

NOTE: The external facility inventory ID must be unique across all Facilities or an error will appear.

Facility ID

Displays the facility's ID.

Street Address

Enter the first line of the street address or PO Box. This field is required for the First Responder application.

Street Address 2

Enter the second line of the street address.

City

Enter the city name of the Facility location. This field is required for the First Responder application.

State

Select the state from the drop-down list. This field is required for the First Responder application.

Zip Code

Enter the zip code for the Facility. If more than one zip code exists, the Select Zip Code dialog box will appear. This field is required for the First Responder application.

County/Parish

Enter the City and State information first, then select the county/parish from the drop-down list. If the City and State are not entered first, this list will be blank.

Phone Number

Enter the Facility's phone number. An error message will appear if a phone number with repeating digits is entered (e.g., 111-1111). This field is required for the First Responder application.

Phone Number Extension

Enter the extension number associated with the Facility's phone number.

Fax Number

Enter the Facility's fax number. An error message will appear if a phone number with repeating digits is entered (e.g., 111-1111).

Enter the Facility's email address.

Primary Contact First Name

Enter the first name of the contact person at the Facility. This field is required for the First Responder application.

Primary Contact Last Name

Enter the last name of the contact person at the Facility. This field is required for the First Responder application.

Inactive

Select this option if the Facility is inactive. Since records cannot be deleted, setting the Facility as inactive flags it so that it cannot be used.

District/Region

Enter the whole number that corresponds with the Facility's district or region. There is a state-configurable option to have this field automatically populated.

Automatic Ownership Blocked

If this option is selected, the Facility cannot own patient and vaccination records. A Facility with blocked ownership does not display in the drop-down list on the patient demographics screen. When adding an administered vaccination, the Facility on the patient demographics screen is not populated with the Facility from the administered shot.

Comments

Enter any other information to keep on file for the Facility. Maximum of 254 characters.

Enable Waiting Room

Select this option to have the Waiting Room option appear under the Patient menu in order to allow the use of the waiting room in servicing patients in IWeb and Mass Immunizations. See Waiting Room.

VFC Status

Select the current VFC status from the drop-down list (VFC, Private, or No Longer Active VFC).

VFC PIN

Enter a VFC PIN. The number must be unique or an error will appear stating Error: Duplicate VFC PIN.

Disable VFC/Publicly Supplied Functionality

Select this option to disable the VFC/Publicly Supplied (Funding Source) functionality throughout the application. This will remove the VFC Status and Publicly Supplied/Funding Source fields from the Vaccination add/edit pages, the Lot Number add/edit pages, and the Select Lot Number pop-up. This will also cause vaccination barcoding to NOT require matching inventory.

Administration of public vaccine to VFC ineligible patients

Select an option to indicate whether the administration of public vaccine to VFC ineligible patients should be:

Allowed - Permits administration of the vaccine
Warning - Issues a warning but allows the user to override the warning. The override is entered into the vaccination table.
Error - Prevents administration of the shot and displays an error in red.

Facility Type

Select the Facility type. If Other is selected, a description is required in the next field.

Facility Type Description (if Other)

Enter the description for the "Other" Facility type. If the Facility type Other is selected, this field is required.

Provider Agreement Facility Type

Select the Facility type for the provider agreement. If Other is selected, a description must be entered in the next field.

Provider Agreement Facility Type Other

Enter a description for Other in the previous field. This field is required if Other is selected in the previous field.

Referring Organization Category (FRITS)

Select the First Responder application's referring organization.

Reporting Method

Select the method the Facility uses for reporting (e.g., Direct Data Entry, DTT Import, Batch HL7). If the method is DTT Import, the DTT Profile Name field must have a valid entry.

DTT Profile Name

If the reporting method is DTT Import, enter the name of the profile being used.

Allow Imports to Decrement Organization (IRMS) Inventory

Select this option to allow imported data to decrement the inventory. Organization-associated lots must be able to be decremented by immunizations given at facilities for RPMS sites using the HL7 Realtime data upload.

If inventory is imported in HL7 or DTT with this decrement option selected, the logic first looks at the Facility for available inventory. If no inventory exists, the inventory is decremented at the Organization (IRMS) level instead, if the available inventory does not exceed the negative doses allowed amount.

If no inventory exists for either the Facility or the Organization, the import line errors with the existing message that the inventory cannot be decremented.

If the Facility does not have the Allow Decrement Inventory at Organization (IRMS) option selected/enabled, the existing functionality is applied. (The Facility must have inventory, or the line will error).

Facility Group

If this facility belongs to a facility group, select the Facility Group option and select the group name from the drop-down list. If this facility is the owner of a facility group, select the Facility Group Owner option. If the facility does not belong to a facility group, select None. See Notes about Facility Groups.

Local Approval Organization (IRMS)

Select the appropriate jurisdictional Organization (IRMS) for approving vaccine orders. This option is only visible if the user has state or local order approver permission.

Is Vactrack User

Select this option if the Organization (IRMS)/Facility submits data to the system but is not a VFC provider or VOMS Vaccine Ordering Management System user. The reason for this is so that there is a way to pull this information for providers that are not captured in the VFC information distribution on the provider contact report.

Provider Agreement

Allow Provider Agreements

Select this option if the Organization (IRMS) is able to allow provider agreements. This option only appears if the Administration > Properties > Vaccine Management option Enable Provider Agreement Features is selected.

If Allow Provider Agreements is selected/enabled, the Facility can use the Orders/Transfers > Search Agreement feature to view/approve provider agreements.

Shipping Address Street

Enter the first line of the address where the vaccine order shipments will be sent/shipped. The user must have state or local order approver permission in order to see this option.

Shipping Address Street 2

Enter the second line of the address where the vaccine order shipments will be sent/shipped. The user must have state or local order approver permission in order to see this option.

Shipping Address City

Enter the city name where the vaccine order shipments are to be sent. The user must have state or local order approver permission in order to see this option.

Shipping Address State

Select the state where the vaccine order shipments are to be sent. The user must have state or local order approver permission in order to see this option.

Shipping Address County

Select the county for the vaccine order shipments. The user must have state or local order approver permission in order to see this option.

Shipping Address Zip

Enter the zip code for the vaccine order shipments. The user must have state or local order approver permission in order to see this option. If multiple zip codes have been entered for the city, the Select Zip Code dialog box will appear. Otherwise, the zip code may be automatically populated.

Shipping Instructions

Enter any special shipping instructions, including a contact person's name, phone, fax, and/or email address. The user must have state or local order approver permission in order to see this option.

Mailing Address Street

Enter the first line of the mailing address where correspondence for vaccine order shipments are to be mailed. The user must have state or local order approver permission in order to see this option.

Mailing Address Street 2

Enter the second line of the mailing address where correspondence for vaccine order shipments are to be mailed. The user must have state or local order approver permission in order to see this option.

Mailing Address City

Enter the city for the mailing address where correspondence for vaccine order shipments are to be mailed. The user must have state or local order approver permission in order to see this option.

Mailing Address State

Select the state for the mailing address where correspondence for vaccine order shipments are to be mailed. The user must have state or local order approver permission in order to see this option.

Mailing Address County

Select the county for the mailing address where correspondence for vaccine order shipments are to be mailed. The user must have state or local order approver permission in order to see this option.

Mailing Address Zip

Enter the zip code for the mailing address where correspondence for vaccine order shipments are to be mailed. The user must have state or local order approver permission in order to see this option. If multiple zip codes have been entered, the Select Zip Code dialog box appears. Otherwise, the zip code may be automatically populated.

Contact Details

Type 1 (and 2-5)

Select a contact type. Examples: Vaccine Delivery, Mailing, Facility.

Contact First Name 1, Middle Initial 1 and Last Name 1 (and 2-5)

Enter the name of the contact person.

Phone Number 1 (and 2-5)

Enter the phone number for this contact.

Phone Number Extension 1 (and 2-5)

If applicable, enter the phone extension for this contact.

Fax Number 1 (and 2-5)

Enter the fax number for this contact.

Email Address 1 (and 2-5)

Enter the email address for this contact.

Vaccine Management

Certifying Provider

Enter the name of the certifying provider. This is used to support the depot using VOMS.

Agreement Certifying Provider

Enter the name of the agreement certifying provider.

Certifying Provider Phone

Enter the phone number for the certifying provider. This is used to support the depot using VOMS.

Agreement Certifying Provider Phone

Enter the phone number for the agreement certifying provider.

Certifying Provider Fax

Enter the fax number for the certifying provider. This is used to support the depot using VOMS.

Agreement Certifying Provider Fax

Enter the fax number for the agreement certifying provider.

Certifying Provider Email

Enter the email address for the certifying provider. This is used to support the depot using VOMS.

Agreement Certifying Provider Email

Enter the email address for the agreement certifying provider.

Agreement Certifying Provider Title

Enter the title for the agreement certifying provider.

Agreement Signatory Name

Enter the name of the agreement signatory.

Agreement Signatory Title

Enter the title of the agreement signatory.

Original VFC Cert Date

Enter the original VFC certification date.

Current Certification Date

Enter the date of the current certification.

Freezer average temperature of 5° F or colder

Select this option to indicate that the average temperature of the freezer is 5° F or colder, if applicable.

Separate, insulated freezer door

Select this option to indicate that there is a separate insulated freezer door on the freezer, if applicable.

Freezer Measuring Device

Select the device used to measure the freezer temperature. The choices are:

Standard Fluid Filled
Continuous Recording
Min Max
Dial
Digital
Digital Data Logger
Other - enter the description in the next field (mandatory if Other is selected)

Other Device

If the Freezer Measuring Device is Other, enter a description here (required).

Allow Online Orders

Select this option is the Facility can send vaccine orders online. The user must have state or local order approver permission in order to see this option.

Default physical inventory on order

Select this option to display the Current Inventory for that Vaccine on the Create Order > Order Details screen for the Physical Inventory column. If selected (enabled), the current inventory displays on the Create Order screen as read-only. This field is used for reconciliation and controls the defaults in the Physical Inventory column on the Create Order page. If not selected (disabled), a blank field displays on the Create Order screen for the user to enter their own quantity. The user must have state or local order approver permission in order to see this option.

Default doses used last month on order

Select this option to display the Default Doses Used Last Month in the Doses Used Last Month column on the Create Order > Order Details screen. If not selected (disabled), a blank field displays on the Create Order screen for the user to enter their own quantity. The user must have state or local order approver permission in order to see this option.

Allow Vaccine Transfers

Select this option if the Facility is able to allow vaccine order transfers. The user must have state or local order approver permission in order to see this option.

Click here to select receiving transfer Organization (IRMS) and facilities

This option only appears if the Administration > Properties > Vaccine Management > Limit Organization (IRMS) and Facilities to Receive Transfer option is enabled (selected). If this option is enabled and the Allow Vaccine Transfers option (previous field) is selected, this becomes a required field.

Click this link to open the Select Receiving Transfer Facilities window. On the window that opens, select one or more Organizations/Facilities that can receive vaccine transfers and click the double-chevron (>>) button to transfer them to the Selected box. Click Done when all of the Facilities have been selected.

Once Done is clicked, a validation is performed. If the Allow Vaccine Transfers is selected but no Organizations/Facilities were selected, an error message appears at the top of the screen stating Please select the receiving transfer facilities. If a new Facility is being added, the selected Receiving Transfer Facilities are saved to the database only when the Facility has been created and saved.

Once saved, only the selected Organizations/Facilities are populated on the Create Transfer screen in the Receiving Organization (IRMS) and Receiving Facility drop-down lists.

Allow Vaccine Orders

Select this option if the Facility is able to allow vaccine orders. The user must have state or local order approver permission in order to see this option.

Order Frequency

Select the provider's ordering frequency from the drop-down list. Choices are:

--Select-- (will not validate)
Annual (calendar year)
Every six months (month will vary as assigned)
Every three months (month will vary as assigned)
Every two months (month will vary as assigned)
Monthly (1st day of the month to the last day of the month)
Twice monthly (1st to the 15th and 16th to the last day of the month)

If the Organization/Facility does not have an ordering frequency set, the ordering frequency is derived from the registry setting. If there is an IRMS/Facility setting, it will override the registry setting.

NOTE: If the provider orders more frequently than their ordering frequency, a dialog box appears when the user clicks Submit, stating Your order is outside the assigned order frequency. Your LHJ will have to approve this exception. Select an exception comment from the drop-down menu and click "Submit" to place this order.

Order Timing

Select the timing to provide the ability to record ordering timing on both the Organization (IRMS) and Facility add/update screens. This is not a registry-wide setting. Choices are:

--Select-- (will not validate)
1st to the 15th
16th to End of Month

NOTE: If the provider orders outside their order timing window, a dialog box appears when the user clicks Submit, stating Your order is outside the assigned order timing. Your LHJ will have to approve this exception. Select an exception comment from the drop-down menu and click "Submit" to place this order. The exception comment and exception reason are visible to both local and state approvers and are saved as part of the order history. The submitted order is queued for Manual Review with the exception reason of Outside assigned order timing.

Order Frequency Start Month

Select a month for the start of the order frequency timing. Appears on both the Organization (IRMS) and Facility add/update screens. This is not a registry-wide property setting. Choices are January, February, March, April, May, or June. This field uses the Ordering Frequency field to determine a valid schedule. No order schedule displays for twice monthly, monthly, or annual frequencies.

Every Two Months - Start Month = January, Schedule = Jan., Mar., May, July, Sep., Nov. / Start Month = February, Schedule = Feb., Apr., June, Aug., Oct., Dec.
Every Three Months - Start Month = January, Schedule = Jan., Apr., July, Oct. / Start Month = February, Schedule = Feb., May, Aug., Nov. / Start Month = March, Schedule = Mar., June, Sept., Dec.
Every Six Months - Start Month = Jan., Schedule = Jan., July. / Start Month = February, Schedule = Feb., Aug. / Start Month = March, Schedule = Mar., Sept. / Start Month = April, Schedule = Apr., Oct. / Start Month = May, Schedule = May, Nov. / Start Month = June, Schedule = June, Dec.

If the Organization (IRMS)/Facility does not have an order start date set, the order schedule is not validated.

NOTE: If the provider orders outside their order schedule, a dialog box appears when the user clicks Submit, stating Your order is outside the assigned order schedule. Your LHJ will have to approve this exception. Select an exception comment from the drop-down menu and click "Submit" to place this order. The exception comment is required for submitted orders only. The exception comment and exception reason are visible to both local and state approvers and are saved as part of the order history. The submitted order is queued for Manual Review with the exception reason of Outside assigned order schedule.

Order Threshold Percent

Enter a numeric value to represent the percentage of orders to reach before placing an order for the Organization/Facility. There is also a registry-wide setting in the Administration properties that is used if a setting is not entered here (see Administration Settings). However, this setting overrides the registry-wide setting.

Recommended Quantity Calculation

Select the recommended calculation to use for the recommended quantity (Based on Administered Doses, Based on Order History). This determines how the default quantity is calculated. (The Recommended Quantity default can also be turned off under Administration > Properties > Vaccine Management, which is recommended when there is no data yet.)

If Based on Administered Doses is selected, the Recommended Quantity is rounded off to a whole number divisible by the vaccine Package Size for publicly supplied vaccines.

If Based on Order History is selected and an order is created with an Order Quantity that is more or less than the Order Threshold Percent and Recommended Quantity, an alert displays and the order is queued for Manual Review. Additionally, when using order history, the safety stock is already factored in and does not need to be added separately.

Enable Auto-Receive

Select this option to allow an uploaded McKesson file to populate lot numbers on open orders. If part of an order is missing from the McKesson file, the new order is created upon receipt.

Order Set/Order Type

Select the order set and order type that define the vaccines that the Facility can order from the drop-down list. The user must have state or local order approver permission in order to see this option.

Bypass Dose-Level Accountability

Select this option to activate the business logic that allows providers that do not track their inventory to the patient dose level, to enter the appropriate reconciliation data to record their current physical inventory.

If this option is selected/enabled, the Reconciliation page automatically populates the reason with Matches Physical Inventory. When the physical inventory value is entered and the user tabs out of the field, the reason automatically defaults to the correct add/subtract Matches Physical Inventory reason and all other reasons are removed from the drop-down list.

For example, if a site does not manage inventory in the Registry and does not decrement from inventory by either the electronic import decrementing logic or by selecting the lot during direct data entry, the system does not know the doses used value for the site. In this case, the provider needs to do their own refrigerator count and enter that number, rather than record each inventory adjustment individually. This is needed to simplify data entry and increase participation among sites that are not significant Registry users.

NOTE: In the Inventory Transaction report, Matches Physical Inventory Plus displays under the Other In transaction type and Matches Physical Inventory Minus displays under the Other Out transaction type. This reason does not display on the Lot Number Maintenance screen or on the regular Reconciliation page.

Upload Temperature Data

Select this option to allow the Facility to upload the cold storage temperature data.

Allow only one brand selection per vaccine

Select this option to require users to select only one vaccine brand.

Add user following facility creation

Select this option, located immediately above the Cancel, Reset and Save buttons, if you want to add a new user for this Facility as your next step. Otherwise, you will be returned to the Facility Maintenance page.

Edit a Facility

To edit a Facility's information, search for the facility and click on the arrow button in the Select column for that Facility in the Search Results list. On the Facility Maintenance [Detail] page that opens, click Edit. Make any necessary changes on the Facility Maintenance Update page and click Save.

When facilities are merged, the information from the provider agreement populates in the new facility created from the merge.

NOTE: If a user modifies their Facility (i.e., changes the Facility Name or Signatory Name), the user is redirected to the provider agreement and must update it and submit it to the state for approval before changes are made on the Facility Maintenance page. The state approver then opens the submitted agreement, which has the changed field(s) displayed in bold red text to signify that a change has occurred. This is seen only by the state approver when reviewing the provider agreement. After the approver approves the agreement, the alert is removed and the new name is accepted on the agreement.

The fields available on the Facility Maintenance Update page are the same as detailed in the Add a Facility section, with these additional fields:

Field	Description
Facility Last Updated Date	Displays the last date/time the Facility was updated.
Facility Last Updated By	Displays the user name of the user who last updated the Facility. However, if the last update was based on the approval of a provider agreement, the user who approved the agreement will appear here.
Facility Created Date	Displays the date and time the Facility was originally created.
Facility Created By	Displays the user name of the person who originally created the Facility.

Create/Modify Order Set from Facility Maintenance [Detail] Page

You can immediately create a new order set for a specific Facility by clicking the Create Order Set button on the Facility Maintenance [Detail] page for that Facility. If an order set has already been created for that Facility, the button will display as Modify Order Set.

View or Add Notes

To view recent notes about a Facility or to create new notes, follow the steps to search for a Facility and view the data on the Facility Maintenance [Detail] page for that Facility. Scroll down to the bottom of the page. If any notes were created previously, the most recent ones appear at the bottom of the page. There is also an option to view prior notes. To add a new note, click Create New Notes, add the new note in the pop-up window, and click Save.