Approve Prebooking

The Approve Prebooking page allows authorized users to fulfill prebooking requests, approve prebooking orders, and update provider requests. To access this page, the Enable Pre-Booking property must be enabled.

To perform these actions, click the Approvals & Management menu link and then Approve Prebooking.

Fulfill Prebooking Request Tab

The Order Cycle dropdown displays fulfilled order cycles and the next order cycle to be fulfilled. The user can view previous order cycles to see what orders were created.

This tab section includes information from each Organization/Facility that has submitted a Prebooking Request. Requests will display on this tab sorted by the facility. If percentages are set in Prebooking Percent Allocation, the Fulfillment Doses will be filed out based on the Order Cycle displayed and the set percentage for the given Order Cycle; it will round up to the nearest to meet Minimum Quality set.

If no Percentage Allocation is set for the selected Order Cycle, the user can manually add in the Fulfillment Doses.

Column/Field	Description
Vaccine	The antigen, brand name, packaging information, presentation, NDC number, and funding source.
Initial Doses Requested	Number of doses requested by the provider through the Provider Request.
Remaining Doses Requested	Will update every order cycle based on the previous fulfillments. This will indicate how many doses are left to fulfill based on what the provider requested.
Fulfillment Doses	This provides the amount of doses that the state will send to the provider during the selected Order Cycle. This field will autopopulate based on the Order Cycle displayed and the percentages set on the Prebooking Percentage Allocation page for the given Order Cycle. Auto population of doses rounds up to minimum order quantity. If no percentage allocation is set for the selected Order Cycle, the user can manually add in the fulfillment doses. The amount of doses can be more than what is requested, but must at least meet the minimum order quantity. Vaccines not fulfilled and providers without fulfillments will be exclused from the order. The Order Cycle will be closed after submission.
Status	Status of the order. Once the fulfillment is saved, it will update with the order number.
List page numbers	Click a page number to see an additional list of organizations/facilities.

Click Submit to submit fulfillment doses. In the Status column, the order number is created and will stay as a reference. A new Order Cycle will be created with the Remaining Doses Requested deducted based on the submitted fulfillment doses from the last cycle. If any changes were made to the number of vaccines requested from the provider with the Update Provider Request page, it will update the new Order Cycle with the updated doses requested value.

When Submit is selected, orders created in the application that are visible on both the providers' Orders & Transfers screen and on the Approve Prebooking Orders for the providers that have at least one antigen being ordered.

Approve Prebooking Orders Tab

This tab section of the page lists all of the prebooking requests that are ready to be reviewed and approved.

To help narrow down the list of orders requiring approval, you can use filters to eliminate prebooking orders that do not meet the search criteria. The following options are available:

Search Option	Description
Show/Hide Search Filters	To hide or display the search criteria section of the page, click the filter icon ().
Organization	To search for orders from a specific organization, click in the field and enter the first few characters of the name and/or select it from the drop-down list.
Facility	To search for orders from a specific facility, click in the field and enter the first few characters of the name, and/or select it from the drop-down list.
PIN	To search for orders from a specific PIN, click in the field and then select it from the drop-down list.
Order Date	To search for orders created during a specific date range, enter the start and end dates.
Order #	To search for a specific order number, enter it in the field. The page updates automatically as the number is entered.

Click a column header to sort the list by that filter. Click the order number to view the details of that order.

Column/Option/Button	Description
(checkbox)	Select the checkbox next to one or more orders to send to VTrckS or to the State, then click the Send to VTrckS button.
Order Number	Click the order number to review and approve the order (see Review and Approve Orders).
Organization	The ordering organization.
Facility	The ordering facility (if any).
PIN	The ordering PIN.
Order Set	The order set used in the order.
Order Date	The date the new order was created.
Approver	The user who approved the order, if the order has been approved.
Status	An icon represents the current status: Open (), Reviewed (), or Approved ().
Select Approved	Click this button to select all of the approved orders in the list (to send them to the State or to VTrckS). The button changes to Deselect All; click it to deselect the selected orders.
Send to VTrckS	This button displays for State Approver users. After selecting the approved orders in the list, click this button to send those orders to VTrckS. The VTrckS Provider Data Files window pops up. Click the Download icon to download a zipped file to submit to VTrckS. Afterward, the order is removed from the Approve Orders list and has a status of Pending State Approval on the Orders and Transfers page.

Review and Approve Orders

If the user would like to update the amounts that were fulfilled on the Fulfill Prebooking Request tab, click an order number in the list. Once the order number is clicked, the details of that order appear. Review all sections of the page and when ready, scholl down to the bottom to either Save the updates or Approve the order.

Accountability Process

The accountability process is listed as individual steps, with the ability to update some fields. The actual steps may vary depending on configuration settings. Each accountability step lists the last date of submission, whether or not it is up-to-date (Yes/No), a View button for viewing the details, and the ability to select a new submission date if necessary.

Facility Information

If the Facility Information section is hidden (i.e.., the arrow is pointed to the right: >), click the header line to expand it (after which the arrow changes to point downward). To collapse the section to shorten the page length, click the header line again.

The Organization & Facility information and the Shipping Information are shown in this section. The information cannot be modified on this page, but comments can be added.

Inventory Report Links

If the Inventory Report Links section is hidden (i.e.., the arrow is pointed to the right: >), click the header line to expand it (after which the arrow changes to point downward). To collapse the section to shorten the page length, click the header line again.

Click on the report name in the application to go to the parameters page for that report. Enter any report criteria and click Create Report to generate the report. See Reports for more information.

Priority Reason and Order Comments

If the Priority Reason and Order Comments section is hidden (i.e., the arrow is pointed to the right: >), click the header line to expand it (after which the arrow changes to point downward). To collapse the section to shorten the page length, click the header line again.

This section shows whether or not the order is a priority, lists any priority reasons, and displays any order comments (such as exception comments and exception justifications). The comments field here will be defaulted to Prebooking Order. The information in this section cannot be modified.

Vaccine Order Details

This section displays the order set used and has the following buttons, columns, and fields:

Button/Column/Field	Description
View Order History (button)	Click this button to see a brief order history for the Organization/Facility. Example:
Vaccine	The vaccine name, brand name, packaging, NDC number, and funding source.
Doses Used Last Month	The total number of vaccine doses used last month.
Physical Inventory	The current physical inventory for the vaccine.
Order Quantity	The quantity ordered for the vaccine.
Approved Quantity	The quantity that the user entered for the vaccine on the Fulfill Prebooking Request page will automatically prepopulate here. The user can adjust this value.
Denied Quantity	If the Approved Quantity is changed on this page to be less than the order quantity, enter the denied quantity here and select a Denial Reason.
ROQ	The Recommended Order Quantity. If the vaccine has never been ordered before, the No Previous History with this Vaccine message displays. Otherwise, the recommended order quantity is displayed as a button. Click the button to see the calculation logic for the number displayed.
ROQ Exception	The recommended order quantity exception appears here, if applicable.
Denial Reason	If any of the order is denied, a Select Denial button appears in this field. Click it to open the Reason for Denial window, select a denial reason from the drop-down list, and enter any comments. Click Save when finished. The denial reason appears in the field, along with an Edit icon () to edit the reason or add comments.
Add additional vaccines	To add an additional vaccine, locate the vaccine in the Optionally add vaccines section, and enter the quantity.
Deny Entire Order	To deny the entire order, toggle the slider to the right (after which the option turns blue and the Reason drop-down list becomes available) and select a reason.
Reason	If the entire order is denied, select a reason from the drop-down list.
Order Is Urgent	Approver can mark a prebooking order as urgent by using the toggle.
Priority Reason	If a prebooking order is marked urgent, a priority reason may be selected from the list.
Comments	Field will default to Prebooking Order.

Click Save to save the order and continue later, or click Approve to approve the order. If the Approve button does not appear, review the order again and correct any errors. Errors on the page are marked with red boxes; scroll over an error to view the details.

Update Provider Request Tab

This tab section allows an authorized user to select an Organization/Facility and manually change the Requested Doses. The following options are available:

Search Option	Description
Show/Hide Search Filters	To hide or display the search criteria section of the page, click the filter icon ().
Organization	To search for orders from a specific organization, click in the field and enter the first few characters of the name and/or select it from the drop-down list.
Facility	To search for orders from a specific facility, click in the field and enter the first few characters of the name, and/or select it from the drop-down list.
PIN	To search for orders from a specific PIN, click in the field and then select it from the drop-down list.

Click the Organization/Facility under the Prebooking Providers section. Once a provider has been selected, the following information is available to view:

Column/Field	Description
Vaccine	The vaccine name, brand name, packaging, presentation, NDC number, and funding source.
Current Requested Doses	The amount of vaccines that the provider had requested.
Updated Requested Doses	Text box that the user will enter the updated amount of doses that the provider has requested. This will change the amount of doses that will populate in the Initial Requested Doses column on the Fulfill Prebooking Request tab.
List page numbers	Click a page number to see an additional list of organizations/facilities.

When finished making updates, click Submit to update the requested doses for the facility.

A message pop-up window will appear to ensure that the authorized user wants to save the confirmation. Click Yes to close the message pop-up window and then Close to be returned to the Update Provider Request tab.