Correct Decrementing

This section includes an overview about lot decrementing, as well as information about the following topics:

The Inventory > Correct Decrementing menu link only appears for Registry and Organization Client users with the Lot Number Manager Access permission. Click the link to open the Correct Decrementing page.

Lot Decrementing Overview

Administered vaccinations decrement imported inventory, taking the following data into account:

The manufacturer data is taken into account for decrementing. If a historical vaccination is submitted with lot details, the inventory is not decremented. Also, once a lot is marked as inactive, it no longer decrements.

Vaccination Updates Overview

In order for a vaccination to be considered an update by the logic, the vaccination date and vaccine type must match. If an updated vaccination is sent with a new lot number, the old lot is un-decremented and the new lot is decremented.

Correct Lot Decrementing

An Organization Client user with the Lot Number Manager Access permission can use this feature to review and correct administered lots that do not automatically match to the existing inventory, either due to missing or non-matching lot numbers for administered vaccinations that are not flagged as historical records.

Registry Client users can also use this feature after selecting an organization/facility. An organization must be selected because lots are assigned at least to an organization (if not also to a facility).

It is assumed that vaccine inventory already exists in the IWeb/VOMS application or has been received from MISA, DTT, HL7, or another means and loaded into the application.

On the Correct Decrementing page opens in the IWeb application, it is best to first search for a vaccine lot before you review and correct it. Select or enter one or more search criteria and click Search.

The following search criteria fields are available for use. Click the Hide Filters icon (

) to hide the filter section of the page; click the icon again to re-open it.

Field	Description
Search Vaccine / Facility / Funding Source	Enter the first few characters of a vaccine name, facility name, or funding source to search for related vaccines. The list narrows to include all vaccines that have those characters in the vaccine name, facility name, or funding source.
Vaccine	To search for a specific vaccine, click in this field and enter the first few characters of the vaccine name, then select it from the drop-down list. To remove the vaccine name, click the X located next to the name in the field.
Funding Type	To search for vaccines with a specific funding source type, select it from the drop-down list.
Date Imported	To search for vaccines imported within a specific date range, click in the From and Through fields, select the date from the calendar pop-up, and click OK. To remove a date, click the X located next to it.

The search results default is to show ten entries at a time, but this can be changed to view 25, 50 or 100 at a time. Click on a page number to view additional pages of vaccines.

Column/Field/Button	Description
(checkbox)	Select this checkbox to select a vaccine to be removed. Once the vaccines have been selected, click Remove (located at the bottom of the page) to remove the lot.
Vaccine	The vaccine name (and vaccine details) to review or correct.
Manufacturer	The vaccine's manufacturer. If the message was imported via HL7, this field is blank.
Organization/Facility	The names and numbers of the organization and facility associated with the vaccine.
Lot #	The lot number of the vaccination that is to be decremented from the online inventory.
Funding Source	The funding source for the lot number.
Patient ID	Click the View button in this field to view the list of patients who have received this vaccine lot number.
Count #	The number of available lots.
Date Imported	The date the lot was imported.
Available Lot Numbers	Click the View Lots button to open a pop-up window that displays the available lot numbers, product information, related organization/facility, funding source, and number of available doses. Select which lot to save and click Save. Click Cancel to close the window without saving any lot numbers. The following information applies: Only active lot numbers appear. No inactive lots ever display as an option. Only unexpired lots appear. Expired lots display as available only if the import date is after or the same as the expiration date, even if the lot is expired at the current time. Limited by organizations only. Organization groups have no effect. The organization must match exactly. (Somewhat) limited by facility. If there is no facility, all lots for that organization display. If there is a facility, all organization level lots and lots for that facility display, but not lots specific to other facilities in that organization. Facility groups have no effect. A lot displays regardless of whether or not there are enough doses available, but does not save if you select a lot that does not have enough doses available. Once a lot is saved, the column displays the lot information (lot number, product information, organization/facility, funding source, and number of available doses, along with an Edit icon (). Click the icon to re-open the Available Lot Numbers pop-up window and select another lot. Note that if there is only one available lot number and it has been allocated, the Edit icon does not appear.
Reason	The reason why the lot was not correctly decremented.
Select All	Click this button to select all of the vaccines in the list to be removed.
Save	Click this button once all of the corrections have been made, to save the changes.
Remove	Click this button to remove all of the (correctly decremented) selected vaccines from the inventory. Click Save when finished removing lots.
Export	Click this button to export the search results list to a CSV file.
Previous	Click this button to go to the previous page.
Cancel	Click this button to cancel without saving changes.
Skip	Click this button to skip lot decrementing.
Submit Lot Decrementing	Once the correct decrementing task has been completed, click this button to submit the final lot decrementing information.

To remove a vaccine to indicate it should not be decremented in the inventory, select the checkbox for that vaccine and then click Remove. A confirmation dialog appears; click OK to remove the vaccines or Cancel to cancel the removal of the selected vaccines. The selected vaccine is removed from the list and the inventory is not decremented. Click Save when finished.

To update a vaccine, select a lot from the Available Lot Numbers pop-up window for that vaccine and click Save (the button becomes available once a lot is selected). The appropriate lot number is assigned, the inventory is decremented, and the lot information is placed in the field with an Edit icon ( Edit icon

). Click the icon to re-open the pop-up window and select another vaccine lot.

View Patient Vaccination Records from Search Results

Authorized users can view patient vaccination records from the Search Results section of the Correct Decrementing page by clicking on the View button provided in the Patient ID column. A pop-up window appears, displaying the patient records associated with the lot number. Close OK to close the pop-up window.

Field	Affect
Vaccine	When inventory is imported for a specific CVX or CPT code, the logic first looks for a matching lot for that vaccine. If a matching lot is not found, the logic looks across the entire family for a matching lot. If a matching lot is found, the vaccination is updated to reflect the correct vaccine and the inventory is decremented. For example, if the provider sends an administered vaccination for HIB-unspecified and a matching lot number is found for HIB-PRP-T, the lot for HIB-PRP-T is decremented and the vaccination is changed to HIB-PRP-T.
Lot Number	Lot Number is a required field and must be present for inventory to decrement. Lot numbers are not case-sensitive.
Organization/Facility	The location of the inventory is required. The organization is determined based on the user account importing the data. If the data is imported by a Facility Client user, the facility is still determined from the user account. However, the facility is generally sent as part of the vaccination record. If the inventory is defined at the facility level and the vaccination is not associated with a facility, the inventory does not decrement. If inventory accountability is maintained at the organization level and vaccinations are administered at the facility level, the facility should be configured to decrement from the organization with the Allow imports to decrement IRMS inventory setting enabled on the facility maintenance page in IWeb. This is not a typical case, however, and is most often used with nurses that travel to remote locations.
Funding Source	It is possible for the same lot number to exist in both public and private supply. An option can be selected to map vaccination VFC eligibility from patient reserve and/or through Administration > Settings > Properties > DTT. (See the IWeb documentation for more information.)