Search History

Facility

Select a Facility from the drop-down list. Only Facilities associated with the Organization are listed.

PIN

The VFC Vaccines for Children PIN number is automatically populated based on the organization/facility and cannot be changed.

Submit Date

Enter the From and Through dates to search for a submission date range. Click in the field to use the pop-up calendar. Otherwise, enter the date in MM/DD/YYYY format.

Receipt Date

Enter the From and Through dates to search for a receipt date range. Click in the field to use the pop-up calendar. Otherwise, enter the date in MM/DD/YYYY format.

Approval Date

Enter the From and Through dates to search for an approval date range. Click in the field to use the pop-up calendar. Otherwise, enter the date in MM/DD/YYYY format.

Denial Date

Enter the From and Through dates to search for a denial date range. Click in the field to use the pop-up calendar. Otherwise, enter the date in MM/DD/YYYY format.

Vaccine

Select one or more vaccines to search for, or do not select any of you want a complete list of all vaccines.

Lot Number

Enter a specific vaccine lot number to search for.

Order Status

Select a specific order status from the drop-down menu.

Order Number

Enter a specific Order number to search for.

Include deleted orders

Select this option to include deleted orders in the search results.

Facility

Select a Facility from the drop-down list. Only Facilities associated with the Organization are listed.

PIN

The VFC PIN number is automatically populated based on the organization/facility and cannot be changed.

Submit Date

Enter the From and Through dates to search for a submission date range. Click in the field to use the pop-up calendar. Otherwise, enter the date in MM/DD/YYYY format.

Approval Date

Enter the From and Through dates to search for an approval date range. Click in the field to use the pop-up calendar. Otherwise, enter the date in MM/DD/YYYY format.

Vaccine

Select one or more vaccines to search for, or do not select any of you want a complete list of all vaccines.

Transfer Number

Enter a specific Transfer number to search for.

Facility

Select a Facility from the drop-down list. Only Facilities associated with the Organization are listed.

PIN

The VFC PIN number is automatically populated based on the organization/facility and cannot be changed.

Submit Date

Enter the From and Through dates to search for a submission date range. Click in the field to use the pop-up calendar. Otherwise, enter the date in MM/DD/YYYY format.

Approval Date

Enter the From and Through dates to search for an approval date range. Click in the field to use the pop-up calendar. Otherwise, enter the date in MM/DD/YYYY format.

Vaccine

Select one or more vaccines to search for, or do not select any of you want a complete list of all vaccines.

Return Number

Enter a specific Return number to search for.

Organization (IRMS)

Name/number of the currently selected Organization (IRMS). This field is read-only.

Facility

Name of the Facility associated with the Organization (IRMS) and/or the order/transfer/return/wastage.

PIN

VFC PIN

Order Number

Order number for this order.

Submit Date

Date the order was submitted or placed.

Submitter

User name and ID of the person who submitted the order.

Receiver

If the order was received, the user name and ID of the person who received the order.

Comments

Any comments about the order entered when it was received.

Original Order #

Initial or original order number. This can be useful if there is a backorder.

Order Set / Order Type

Combination of the order set description and the order type display name. Example: ABC Order Set / Adult Orders. This is the name of the vaccine order set that defines the vaccines that can be ordered by the organization. Displays only if the user has state or local order approver permissions. If multiple order sets are available, select one from the drop-down list to view details for that order set.

Exception Reason

The reason the order received an exception. Visible only to local and state approvers. Saved as part of the order history. Example exception reasons:

• Outside assigned order timing
• Outside assigned order schedule
• Outside recommended order quantity

Order Frequency

Enter any additional information about the vaccine order (per line item).

Order Schedule

Denotes the provider's ordering frequency and timing. If the organization/facility does not have an ordering frequency set, the ordering frequency is derived from the registry setting. If there is an organization or facility setting, it will override the registry setting. Examples:

• Blank - Do not validate this
• 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

First Name
Middle Name
Last Name
Phone Number
Phone Extension
Email

First, middle and last names; phone number and extension; and email of the contact person in case there are questions about the order.

Address

Address of the contact person.

City

City name associated with the address of the contact person.

State

State name associated with the address of the contact person.

Zip

Zip code associated with the address of the contact person. If only one zip code exists for the city, it will automatically populate. If the city/state fields have been edited and more than one zip code exists for the city, the Select Zip Code dialog box will appear.

Instructions

Any special instructions about the order.

Order Status

Status of the order. When creating an order, In Progress is automatically used.

Approver

User name and ID of the person who approved the order.

Approval Date

Date the order was approved by the approver.

Exception Description

Description of the Exception Reason.

Exception Comment

Any additional comments regarding the exception displayed in the Exception Reason field.

Order Timing

Select when orders can be placed by both the Organization (IRMS) and the Facility add/update screens. This is not a registry-wide property setting. Choices are:

• Blank (no validation)
• 1st to the 15th
• 16th to end of month

If the provider orders outside of their order timing window, a pop-up window appears upon order submission stating Your order is outside the assigned order timing. Your LHJ Local Health Jurisdiction will have to approve this exception. Select an exception comment 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.

Vaccine

Type of the vaccine ordered.

Vaccine Name

Brand name of the vaccine ordered.

Funding Source

Funding source of the vaccine ordered. May be shown as PUB (public), PVT (private), or 317 (for specific VFC) or other state-designated funding source.

Dose Used Last Month

If required, the field populates based on the doses reported in the previous reporting month.

Physical Inventory

If applicable (by state), the field populates based on the doses available in inventory.

Ordered Quantity

The ordered quantity entered when the order was created.

Approved Quantity

The quantity approved by the local or state approver.

Received Quantity

The quantity of vaccine received by the provider.

Priority Reason

If a priority reason was entered, it will appear here.

Comments

Any comments regarding the order.

Tracking #

Tracking number associated with the line item from the shipment file.