VFC Temperature Logs Quick Tips

Transcription

1 Florida SHOTS VFC Temperature Logs Quick Tips Contact Information Free help desk: SHOT (7468) Monday Friday, 8 A.M. to 5 P.M. Eastern

2 Quick Content Finder ADDING INFORMATION ABOUT YOUR VFC VACCINE STORAGE UNITS INTO FLORIDA SHOTS 3 ADDING CALIBRATION CERTIFICATES 5 Calibration Log ADDING TWICE-DAILY TEMPERATURE READINGS INTO FLORIDA SHOTS 8 9 TEMPERATURE LOG 14 Excursion Incident List 15

3 Adding Information about Your VFC Vaccine Storage Units into Florida SHOTS This guide helps Vaccines for Children (VFC) sites to enter and manage temperature logs within Florida SHOTS. Manually inputting or uploading VFC vaccine temperatures from a data-logging thermometer is a requirement as of January 1, Log onto Florida SHOTS. Navigate to the VFC Inventory menu. Click Temperature Logs under Order. If you do not see this menu item and you need these permissions, please contact the VFC Program office at to enable this function. Adding Information about Your VFC Vaccine Storage Units into Florida SHOTS Once you click Temperature Logs, the system will bring you to the Refrigerators/Freezers List where you will first need to add your VFC vaccine storage units. Select your site s VFC Provider PIN and Identify Refrigerator and Freezers. All blue fields are required. AS OF November 20, 2014 VFC Temperature logs quick tips 3

4 Adding Information about Your VFC Vaccine Storage Units into Florida SHOTS Identifier This is a required field and needs very specific information, particularly for sites that have multiple refrigerators and/or freezers or sites that use a continuous data logger as a way to document their storage unit temperatures. For example, if your site has two refrigerators, you must differentiate between the two in Florida SHOTS before you can document your temperatures. To help distinguish between units, each Identifier should include the following: VFC PIN number, a dash, and the word refrigerator or freezer. In this example, if your site s PIN number is , for your site s second refrigerator, you would use Refrigerator2 as the Identifier. If your site uses a Florida SHOTS-compatible continuous monitoring data logging thermometer (such as the LogTag TRED30-7R), you will need to make sure that the identifier you create on this page matches the identifier input into your logging device (which identifies the storage unit being measured). Type Select the correct button to indicate whether the unit is the refrigerator or a freezer. Make sure you select accurately so that the system doesn t incorrectly interpret temperature variances. (Allowable temperatures for a refrigerator are significantly higher than temperatures for a freezer.) Manufacturer Fill in the refrigerator or freezer s manufacturer. Model Fill in the refrigerator or freezer s model number. Import Format This field is only filled in if you are going to be using a temperature monitoring data logging device that is validated by VFC Program. This field must be set by the VFC Program office. Once this field is set by the VFC office, you are able to import your data logger file into Florida SHOTS. Service Dates You must enter a From date to show the initial date of service for this unit within Florida SHOTS. Put in today s date, as this might be the first date you will record a temperature for this unit within the registry. You will not enter a Thru date unless you determine that the refrigerator or freezer will no longer be used to store VFC vaccine. A reason for this could be the unit has stopped working altogether, you realize it is not consistently holding temperatures in range, or you have purchased a new unit. So when a current storage unit is no longer used to store VFC vaccine, you will go back to your Refrigerators/Freezers List and enter your Thru date to end the unit s temperature reporting cycle. At that time you should add a new storage unit so that your PIN continues to submit temperatures for all units storing VFC vaccine. Once you have all of the information filled in for your refrigerator or freezer, click Add to save this unit to the PIN selected at the top. AS OF NOVEMBER 20, 2014 VFC Temperature logs quick tips 4

5 Adding Calibration Certificates After clicking Add, you will see a green alert at the top of the page stating that the unit was successfully added. You will see the PIN/EID along with the identifier, and you will see the menu on the right side where you can update temperature and information for the unit. You can click Show Detail to populate what was entered for the unit for the PIN and make changes or enter a Thru date when the unit has to be taken out of service. Adding Calibration Certificates The VFC Program and Florida SHOTS need to know that your VFC vaccine storage unit has a valid, calibrated thermometer, so you will need to document the certificate for the monitoring device that is used to record the unit s temperatures. Most thermometers will have a calibration certificate on which you will find the information needed to Add Calibration within Florida SHOTS. Each unit found on the Refrigerator/Freezer List page will need to have a documented calibration certificate. Find the refrigerator or freezer for which you need to add a thermometer. In the right menu, click Add Calibration. AS OF NOVEMBER 20, 2014 VFC Temperature logs quick tips 5

6 Adding Calibration Certificates Enter the following information from your thermometer s calibration certificate: Manufacturer/Name, Model Nbr (number), Serial Nbr (number), and Expiration Date. Thermometer calibration expiration dates vary; however, most thermometer calibration certificates are good for two years. Adding a Certificate of Calibration from an Accredited Laboratory If you have a certificate of calibration from an accredited laboratory, you will click the check box that says, Certificate is from an accredited laboratory and then select the lab from the drop-down menu. Click Calibration Report Examples at the top of the screen for extra help completing the form. AS OF NOVEMBER 20, 2014 VFC Temperature logs quick tips 6

7 Adding Calibration Certificates Click Add. A green message will appear at the top of the page to indicate that you have successfully added the calibration. You will need to add a new calibration any time the current calibration certificate for your thermometer expires. NOTE: Though not required, calibration information from the backup thermometers can also be added. Adding a Certificate of Calibration that Is Not from an Accredited Laboratory If your calibration is not from an accredited laboratory, you must enter the measurement results in the box labeled Measurement results for the device, and check the boxes for the following items: Instrument Pass/Fail testing, or In Tolerance Documented Uncertainty Statement that Calibration Testing Conforms to ISO NOTE: All of the information you need to complete these items is shown on your thermometer s certificate. Click Add. A green message will appear at the top of the page to indicate that you have successfully added the calibration. You will need to add a new calibration any time the current calibration certificate for your thermometer expires. NOTE: Though not required, calibration information from the backup thermometers can also be added. AS OF NOVEMBER 20, 2014 VFC Temperature logs quick tips 7

8 Calibration Log Calibration Log You can determine whether your calibrations are expiring soon by reviewing the Calibration Log. It shows the current calibration certificates attached to your thermometers or expired ones that were attached to this unit in the past. Click Calibration Log for one your units on the Refrigerator/Freezer List page. The results default to calibration certificates attached to thermometers and this unit for the past 10 years. To see them all (beyond 10 years), click Get matching certificates. You can also change the Expiration Date range if you need to narrow your results down to a specific timeframe to search for matching certificates. Results will show the list of calibrations on file, for the time period specified, for thermometers tied to this unit. Click on an individual certificate s information and you will see the detail you entered when you established this certificate within Florida SHOTS. AS OF NOVEMBER 20, 2014 VFC Temperature logs quick tips 8

9 Adding Twice-Daily Temperature Readings Into Florida SHOTS Adding Twice-Daily Temperature Readings into Florida SHOTS Temperature readings for VFC vaccine must be measured twice daily. At least once every seven days, those temperature readings have to be entered into Florida SHOTS. Temperature readings can be entered manually, or they can be uploaded directly through a Florida SHOTS-compatible data logger. From the Refrigerator/Freezer List page, choose Add Temp Reading in the right menu of the unit for which you will be documenting your readings. Adding Temperature Readings Manually You may need to add temperature readings manually if you do not have a data logging thermometer monitoring device that is compatible with Florida SHOTS, or in cases where importing your data file is not possible. When you click Add Temp Reading, you will come to the Update Temperature Reading page. You will see the information about the PIN and the unit you are working with at the top left corner of the page. Underneath this section, you will see the most recent temperature entry ( Most Recent Readings ) from your site as a reference. To add the next temperature for this unit, you will need to fill in the required fields below based on what your calibrated thermometer reads: Temp Taken Date/Time: Enter the date by putting the letter T in the box if the temperature is for the current day, or enter two digits for the month/day/year. Tab over to enter the time that the reading was taken. For a shortcut, please note that you do not need to enter a colon but must enter at least three digits. So, you could enter 754 for 07:54. Click AM or PM. Current Temperature: This is the next required field. Please enter the temperature your thermometer reads. It will default to Fahrenheit or Celsius based on the first number you are entering. Make sure you are entering the correct Fahrenheit or Celsius. Below these fields you will see a greyed out checkbox labeled Has Inspection Mark. All manually entered temperatures are considered inspection marks, which means that someone from the provider s office walked up and reviewed the temperature of the unit and is documenting that review within Florida SHOTS. AS OF NOVEMBER 20, 2014 VFC Temperature logs quick tips 9

10 Adding Twice-Daily Temperature Readings Into Florida SHOTS You will be allowed to make changes to the last seven days temperatures as long as the temperature entered was not an excursion, which means it was out of the recommended range provided by the Centers for Disease Control (CDC). When a temperature is entered that exceeds the recommended range for this unit s vaccine, a pop-up message will appear that you must acknowledge. It communicates that the Current Temperature is outside the acceptable range for this unit. Click OK to confirm the temperature reading or Cancel to make a change. If you click OK, Florida SHOTS will send the VFC Program office an communicating that your unit has had a temperature excursion. Also, when adding a temperature reading, a checkbox labeled Check the box to add another temperature reading after this one appears. If the checkbox is marked, the page will be redisplayed in Add mode, giving you the ability to continue adding temperatures for your unit. Once you have entered all of the temperatures you want to for this session, you are done! NOTE: If you do not add temperatures in three business days for any unit your site has placed within Florida SHOTS as storing VFC vaccine, you will see a red (Readings Overdue) when you click Temperature Logs under Vaccine Inventory. NOTE: If you go the seven days without entering temperatures, your site will not be allowed to place an Order Request. NOTE: When you log into Florida SHOTS, you will also be notified with a note under User Task List that says Missing Temperature Reading. AS OF NOVEMBER 20, 2014 VFC Temperature logs quick tips 10

11 Adding Twice-Daily Temperature Readings Into Florida SHOTS Uploading a Temperature File Through a Data Logger In order to be able to upload your temperature file via a data logger, the device must be validated by the VFC program. The Import Format field for the storage unit will be set by the VFC Program office. Once this field is set by the VFC office, you will be able to import your data logger file into Florida SHOTS. Click Upload Temperatures File. This will bring you to the Upload Temperature Log File page. Click Browse to find the folder on your computer where you store your data files. Select the most current data file you want to upload, and it will appear in the box under Temperature Log File. Click the Upload Temperature Readings File button on the page. It will then upload your temperature file into Florida SHOTS. NOTE: At the top of the screen, a green message will show you that the data was successfully added. (You will get a red message if it was not successfully uploaded.) It will also show you the Total Number of Rows within the file and how many rows of data were added and skipped. Click View File to see when this file started recording temperatures, when it stopped recording temperatures, which times and temperatures were added to the unit within Florida SHOTS, and which were skipped. AS OF NOVEMBER 20, 2014 VFC Temperature logs quick tips 11

12 Adding Twice-Daily Temperature Readings Into Florida SHOTS Adding a Missing Temperature Reading From time to time, you may have days when a temperature reading would be expected to be taken but was not. Filling out Add Missing Temp Reading allows you to provide the VFC Program with an explanation regarding that period of time. The VFC office requires either a twice-daily temperature log or a missing reading to be input into the system for every regular business day. Of course, these readings are not expected on any Saturday or Sunday or on any designated state holiday. For example, if your office was closed for two days because the physician is on vacation, and no temperatures were taken, you would need to add these days as missing readings. Within Florida SHOTS, a missing temperature reading is deemed an excursion, so it will submit an to the VFC Program office. It does not mean, however, that your unit will incur an incident, which is when the VFC Program office investigates to determine if there is an issue with your storage unit being able to maintain appropriate temperatures. If the missing temperature reading is due to your office being closed, and this is the only excursion that your unit has, it is unlikely that the VFC Program office will create an incident. NOTE: Only records of missing readings from the last seven days may be added or edited. AS OF NOVEMBER 20, 2014 VFC Temperature logs quick tips 12

13 Adding Twice-Daily Temperature Readings Into Florida SHOTS To record a missing reading, you will need to enter the start date and time as well as the end date and time that covers the time period where readings were not taken or recorded. Be sure to set the AM/PM correctly for the time entered, and just like when manually recording temperatures, the time may be entered without a colon as long as at least three digits are used. Next, select the reason for the missing readings from the list. Your options are: Did not take Power outage Practice holiday/closing Last click the Add button so that Florida SHOTS documents the missing temperature reading for your unit. You will get a green message at the top of the page letting you know it was successfully added. AS OF NOVEMBER 20, 2014 VFC Temperature logs quick tips 13

14 Temperature Log Temperature Log Now that you have added temperatures, your unit has an established temperature log. Select Temperature Log for one of the VFC vaccine storage units. You will be able to see a list of all of the temperatures within the system, organized by date. You will need to click on the date within the log to see the specific temperatures you uploaded or entered for that unit on that date. Florida SHOTS will default to a seven-day range because that is the range of time you are allowed to enter or edit your temperature. You are able to change the dates by inputting different dates and clicking Get Matching Readings. You also can click the option to Show only readings with excursions. In the Temperature Log list you can see when the reading was taken, the current temperature, the minimum and maximum temperature ranges, the room temperature, as well as whether there were any excursions outside of an appropriate temperature range. You also have a link from a temperature line within the Temperature Log to see if the VFC office has determined that an excursion is part of an Excursion Incident. A link that says See Excursion Incident will be on each line of the Temperature Log where the VFC office has tied that excursion to an incident. AS OF November 20, 2014 VFC Temperature logs quick tips 14

15 Excursion Incident List NOTE: The VFC office receives an notification when an excursion is documented. The VFC Program office will contact you once it has determined that an incident has occurred with your unit so that any necessary corrective steps are taken at your office to ensure that the VFC vaccine is stored within appropriate limits. Excursion Incident List The VFC Program office will contact your office when an incident is created and ask you to provide information related to the incident. When you click Excursion Incident List, you will select the one you are currently addressing if there is more than one incident. This action will bring you to the Update Incident Record page. AS OF November 20, 2014 VFC Temperature logs quick tips 15

16 Excursion Incident List You will see the following details about the incident: Provide PIN, site, and unit information Most Recent Readings recorded for the unit (Excursion) From (date and time) (Excursion) Thru (date and time) Range From (date and time) Range Thru (date and time) Resolution Date (if there is one): This field should be blank if it is an open incident. Latest Update: This shows the date and time that the last update to the incident was documented within Florida SHOTS. Accumulated Excursion Time: This adds up the timeframes of all out-of-range temperatures. It removes those timeframes where the temperatures were within range. This information is extremely valuable when communicating with manufacturers regarding vaccine viability. As you know, some vaccines are still viable up to a certain number of hours in which the vaccines were exposed to out-of-range temperatures. Having this data in this specific detail that can be provided to manufacturers will assist the VFC Program office in determining if the vaccines are still viable. The other fields on this page will be documented by your office. You would be responsible for: Cause (of the incident) Action Taken Result (of the action taken) Please remember that the VFC Program will work closely your office in the event of an incident. AS OF November 20, 2014 VFC Temperature logs quick tips 16