VOMS Organization/Facility Client User Guide (v. July 2018)

Vaccine Brand Selection

Authorized users can select specific vaccine brands to order if the following are enabled in IWeb:

Administration > Properties > Vaccine Management > Enable Custom Order Set for Date Range
Administration > Properties > Vaccine Management > Enable Custom Order Set for PIN Range
Allow Online Orders for the organization/facility

This feature is the same as the Modify Order Sets feature in the IWeb application.

View Vaccine Selections for Order Sets

To view the vaccine selections for an order set in VOMS, click the Orders & Returns > Vaccine Selection menu link. The Vaccine Selection page opens.

To search for a specific order set, enter a few characters of the name in the Search an Order Set Name field. The list narrows to include only the order sets that meet the search criteria.

Once the order set is located in the list, click on the order set name to open the section. Each vaccine type is listed (with a light blue background), along with the name of the product, packing information, presentation, funding source, and NDC number for each vaccine line item.

Edit Vaccine Selections for an Order Set

To edit vaccine selections for an order set, first locate the order set in the list, then click on the order set name to open the section, and scroll down to the bottom and click the Edit Vaccine Selections button. The Edit Vaccine Selections page opens with the details for each vaccine in the specific order set.

When editing the vaccine selections, note that the system checks the status of vaccine orders and allows access to the vaccine unless there are any orders for the provider that are in the Saved status. If there are orders with the Saved status, a message appears to indicate that vaccine selection is not allowed until all Saved orders have been submitted and/or archived.

If a provider wants to add a vaccine that is not on their current order set, they are directed to contact their local health department for additional support. For example, if their current order set only contains Hep B, then only Hep B vaccines are available for selection. For vaccines on their list with a single brand choice (i.e., no other vaccines on the Vaccine settings share the same Vaccine Code), the vaccines display but without an option to change them, and they would remain a part of the provider's order set.

On the Edit Vaccine Selections page, if only one vaccine brand is available for a vaccine type, it is automatically selected. If multiple brands are available, select the brand that users are allowed to order. When finished selecting brands, click Save. On the confirmation window that opens, click Yes to continue saving the changes. Note that changes can only be made once to the order set. Until the next date range is set and the provider's PIN is added, additional modifications cannot be made to assigned order sets.

After Yes is clicked, the system does a lookup with all existing order sets (when a new custom order set is created, that order set is included in future validations), and the following happens:

If there is a match, that order set is applied to the provider or facility associated with the PIN and their order set updates to include the new product(s).
If there is no match, the system creates a new order set and names it with the next sequential available name. For example, "State Supplied N1," where "1" comes from the order set number. Additional information about the logic includes the following:
- The application uses a default naming convention of "State Supplied N#". The first system-created order set is named "State Supplied N1," but the next number generated is based on how many order sets have been created in total, system-generated or not. For example, if VOMS has ten order sets total, two of which are system-generated, and another order set is generated by the system, it is named "State Supplied N11."
- This option allows the system to keep a table of all of the order set numbers (values) that have been assigned to all system-generated order sets.
- The administrator can then use the Admin & Settings > Define Order Sets option to manage these custom order sets.
- The provider is associated with the same order set when the administrator changes the name of an existing order set. For example, PIN 123456 is assigned a new system-created order set of "State Supplied N001". The administrator accesses the Administration > Define Order Sets option and changes the order set name of "State Supplied N001" to "State Supplied 108". PIN 123456 is then automatically linked to "State Supplied 108".
- The system administrator can then use the Admin & Settings > Define Order Sets page to drag and drop the vaccines into the correct sort order after the new system-generated order set is created.

Manage Order Sets for Multiple Providers

Registry Client users with the Provider Ordering and Vaccine Ordering Management permissions can manage order sets for multiple providers, providing flexibility for the state to select all providers or a group of providers by PIN. To manage order sets for multiple providers, see Assign Order Sets to Organizations/Facilities.