There are 10 steps from submission of temperature logs to final submission of your order.

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1 HOORAY! VFC ordering can now be done online by you! There are several steps to this process; therefore, it may seem like a daunting task, but it is our hope that after this walk through each of the steps it proves to be straightforward, intuitive, and user friendly. **Instructions for moving through this Power Point presentation: To advance through and to the next slides use your mouse (clicking on the slides) or your down or right arrow keys. To move backwards through the slides use your up or left arrow keys. In the notes when you see an arrow symbol, such as at the beginning of this sentence, it indicates you must manually click/arrow to advance the slide to match that note. 1

2 There are 10 steps from submission of temperature logs to final submission of your order. 2

3 Step 1A Submit Temperature Logs or fax ( ) your last 30 days of temperature logs to the VFC Program for all refrigerators and/or freezers where VFC vaccine is stored. The last entry needs be the same date you submitted your logs and the previous dates needs to go back at least 30 days; this typically requires you to submit the current and previous month logs. Ensure all information is completed including your Facility Name, Unit name, VFC PIN, and USIIS ID. To avoid any misses and a delay in your order, please make sure you are following the current protocol that requires: date, time, recorder s initials, and temperatures twice daily beginning and end that we have receiving/business hours for your facility. If any of this required information is missing, it is considered a miss. More than 3 misses in a 30 day period results in a suspension of your account. That suspension will be released after 2 weeks of temperatures, without any misses, have been submitted since the last noted miss. If temperatures were not taken on a day that we have receiving/business hours for your facility, you must indicate the reason why (e.g. closed, holiday) on the temperature log or it will be considered a miss. No corrections will not be allowed after the submission of your logs. Indicate FOR VFC ORDER on your logs, cover sheet, or in the body of your to 3

4 prevent a delay; temperature logs are often sent in for various reasons. Submit them 1 to 2 days prior to the date you plan on placing your order. This will allow us time to review them and update VOMS giving you full access to place your order. 3

5 Step 1A Submit Senso Temps For Intermountain providers with the TempTrak data logger systems, you will generate a Sensor Alarm Report for the last 30 days. If your facility has received SensoScientific (Senso) data loggers, temperatures must be audited/monitored using that system. In the event that the unit does not record, your facility may record temperatures manually, including all required information. Log into SensoScientific ( and generate an Audit Node Report. Click on Report then Audit Node. Select the same date you are submitting your report as the End date adjusting the time so all audits for that date will be included. The Start date needs to go back at least 30 days. Again adjust the time so all audits for that last date selected will be included. (vacteam@utah.gov) or fax ( ) your Senso Audit Node Report (and any manual temps recorded) for the last 30 days to the VFC Program for all refrigerators and/or freezers where VFC vaccine is stored. You can export the report as a PDF, Excel doc, Word doc, etc. To avoid any misses and a delay in your order, temperatures must be audited (monitored) twice daily beginning and end that we have receiving/business hours for 4

6 your facility. More than 3 misses in a 30 day period results in a suspension of your account. That suspension will be released after 2 weeks of temperatures, without any misses, have been submitted since the last noted miss. If temperatures were not audited on a day that we have receiving/business hours for your facility, you must indicate the reason why (e.g. closed, holiday) via when you submit the report or it will be considered a miss. No corrections will not be allowed after the submission of your report. Indicate FOR VFC ORDER on your report, cover sheet, or in the body of your to prevent a delay; temperature logs/reports are often sent in for various reasons. Submit them 1 to 2 days prior to the date you plan on placing your order. This will allow us time to review them and update VOMS giving you full access to place your order. 4

7 Step 1B Wait for USIIS Once the VFC Program has received, reviewed, and updated your temp logs in the VOMS system, you will receive a Temperature log was updated . This will be from USIIS Program and it will state: Temperature log for VFC was updated on [date]. Vaccine orders may be submitted for 7 days before another log must be submitted. At this point you may proceed with the remaining steps to place your order. Please note you will only have 7 days to do so before updated temp logs must be submitted; this will delay your order. 5

8 Step 2 USIIS website 1. Open a web browser. 2. Type into the address bar the following address: 3. Hit Enter on your keyboard. 6

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10 Step 3 Login to USIIS In the box under Provider ID enter your USIIS Provider ID. If you entered your Provider ID in correctly, you will see your provider s name in the box titled Provider Name. If you prefer, you can go directly to the dropdown under Provider Name to find your facility. Click on the dropdown and either scroll to find your provider or enter in the first letter of the provider s name. Entering the first letter will speed the search through the names. Enter your user name under User Name and your password under Password. Please note your user name and password are both case sensitive. If you have forgotten your password or username, and you have verified your in USIIS, click on the link Forgot password/username? This will direct you to the Recover USIIS Login Credentials page. However, if you have not verified your in USIIS you will need to file a help desk ticket. The USIIS IT Help Desk phone number is located in the bottom right hand corner. Click on the Login button. 8

11 Once you have successfully logged in, you will come to the USIIS Home Page screen. Verify that the information in the grey box below Home Page is correct. If not, repeat Step 3 Login to USIIS. Step 4 Select VOMS (Vaccine Ordering Management System) Double click on the word VOMS from the list of services. VOMS will be listed after you have completed training. Contact the VFC Program if you have completed training and it is not listed. 9

12 On the VOMS Home Page screen there are features to note: Messages read the box labeled Messages to check for updates. Messages will notify you of any important information and/or changes. Some messages may be specific to you and can only be viewed by you. Order History provides you with the details for your last 12 months of orders. The next slide will discuss this feature with more specifics. Track Shipments provides you with the details for all of your shipped orders; discussed further in a moment. Returns/Waste is where you will go to create a return for your vaccine that needs to be returned to McKesson or a waste for your vaccine that will be disposed of as medical waste. This feature is gone over in more detail in the VFC Return and Waste Process presentation. VOMS if at any point you wish to get back to this Home Page, you can do so by clicking on the VOMS in the upper left hand corner of any screen. Change USIIS Services if you would like to move from VOMS to another USIIS application, you can do so at any point on any screen, by going to the bottom and clicking on Change USIIS Services and selecting the application you desire from the dropdown. 10

13 Order History Auseful feature of VOMS is Order History. Clicking on Order History allows you to view the last 12 months of orders: The dates orders were submitted to state. The order IDs Type for orders submitted. The order status of each of your orders. And the dates those statuses were assigned. Clicking on an Order ID Type for an order will take you to the Order Detail for that order. That will allow you to see: The VFC vaccines ordered brand names, presentation/packaging, NDCs, doses requested and approved. The VFC inventory, Ending Inventory, you have/had in stock/on hand at the time of that order. 11

14 Track Shipments Track Shipments is another feature of VOMS. It allows you to see: The date your orders were submitted to the state. The Order ID Type for each order placed. The date you orders were shipped. Who the carrier is/was for each order. And the tracking ID number for each order. Those tracking numbers will be included on your shipment and packing slip. Verify the shipment with the order and packing slip. Accepting these verified orders into USIIS Vaccine Inventory can simplify the process by auto filling many of the inventory data elements. Allows you to use Inventory Option B Set to USIIS Inventory. An Order ID may be listed as many as 3 times: 1 FedEx for fridge vaccine from McKesson, 1 UPS for ProQuad, and a second 1 UPS if you also ordered Varivax. 12

15 Step 5 VOMS Order Click Order from the list at the top of this page to bring you to this Order screen. Step 6 Select Order Type Now on the Order screen you will need to select the type of order you are creating by clicking in the box next to Select Order Type. Select that order type from the dropdown VFC, Flu, AHB, Senior, or Tdap. VFC is the only order type that can be currently used in VOMS. All other orders will need to be placed with paper, as you have been currently doing. More often than not you will see the word Create following the order type (i.e. VFC Create). On occasion you may see a number. If a number is there it means that the order has already been created and is available to use. In other words, either scenario is acceptable to be used by you. 13

16 The screen now displayed shows you the 4 components that must be completed prior to being able to submit your order: Temperature Log Submitted to State submission of your temperature logs to the VFC Program. This should be complete if you waited for the USIIS before proceeding; note the Date last saved is current and green. If you have logged in to check if this has been updated by the VFC Program, and it has been at least 48 hours since submission of your logs/reports, but it is still red (not updated) contact the VFC Program to inquire what the issue may be. Current Inventory entering and/or updating your VFC inventory in VOMS. Vaccine Order selecting the vaccine/product(s) and the number of doses you have calculated (formulas on slide 25) to order for each vaccine. Shipping Information Confirmed confirmation of your shipping information. When all four components have been completed the red text will be green and a Review/Submit Order button will appear. 14

17 Step 7 Update Inventory Component 2 Current Inventory Click on Enter/Update Current Inventory Make sure you are keeping your vaccine in the original boxes. Having the information from those boxes is crucial for inventory. This Current Inventory screen allows you 3 different options to enter and/or update your VFC inventory in the USIIS system. Which option you choose may depend on how you utilize USIIS and/or the size of your clinic. Opt. A Add Vaccine Lot Use this option to enter in your inventory manually. Opt. B Set to USIIS Inventory This option will set your inventory to what is currently in USIIS inventory. This is a great option if you have been Receiving your shipments in USIIS Vaccine Inventory and have kept it current. If you have not been Receiving your shipments, this option will not work. Opt. C Set to Previous Inventory Use this option if your inventory in USIIS has not changed since your last order of this type or if only a very small percentage has changed; if you have less stock rotation. 15

18 Option A Add Vaccine Lot: Clicking on this option will bring up a Current Inventory pop up to enter your VFC vaccine manually. Current Inventory pop up requires you to enter: Package NDC found on the original packaging/box NOT the vial; do not use information off the vial. Lot number 10 characters or less, found on the original packaging/box NOT the vial; do not use information off the vial. Diluent does not need to be recorded. Please note that a lot number can only be entered once. All doses for a lot number need to be added together for a single entry. Attempting to enter an already entered lot number will result in an error. Expiration date found on the original packaging/box NOT the vial; do not use information off the vial. Current doses number of doses you have for this lot number in your current VFC inventory/at hand. If this information is not current, it will impact the number of doses you are able to order. Clicking on the Package NDC dropdown will allow you to search for vaccine NDCs. To narrow your selection: Without clicking on the screen hit the first letter of the vaccine s brand name (e.g. B for Boostrix, G for Gardasil, M for Menveo, etc.) on your keyboard. Click Tab, on your keyboard, to select. Verify that the correct NDC appears in the Package NDC box (e.g. Engerix B PEDS indication, not Engerix B ADULT). Click Save. 16

19 Repeat these steps for EACH lot number that you have in your VFC vaccine inventory/at hand. 16

20 Option B Set to USIIS Inventory Clicking on this option will require you to confirm this is the action you want to take. Click OK in this confirmation pop up. This will remove any previously entered information and show data from USIIS Inventory. Review the inventory now showing on your screen. This needs to reflect your actual VFC vaccine inventory/at hand. Edit in Vaccine Inventory as they will be reflected in Set to USIIS Inventory but not vice versa (edits on this screen will not be reflected in the Vaccine Inventory, so you would have to also go back there to make the same changes; two steps versus one). 17

21 Prior to using Option B Set to USIIS Inventory you will need have received your VFC Vaccine Shipment in USIIS. This is done in Vaccine Inventory. Select Funding Type Code, typically that will be V VFC Vaccine For Children Funding. Choose each vaccine, from the Pending Vaccine Order Shipments, to receive them into the USIIS inventory. Chosen vaccine will auto fill the Vaccine Brand, Vaccine CVX Brand, Manufacturer MVX Code, NDC, and Doses Received. The lot number for each vaccine is included with the vaccine details (highlighted and circled above). It will match the Unit of Sale Lot Number or Unit of Use Lot Number. Check the box under Lot Number next to the one it matches. Enter in the remaining lot number; you can copy and paste if it is the same. Unit of Sale Lot Number information listed on the external package/box. Unit of Use Lot Number refers to the information listed on the vial or syringe. For products that are mixed, use the lot number from the vial containing the powder component. Click Save after each received vaccine. 18

22 Option C Set to Previous Inventory Clicking on this option will require you to confirm this is the action you want to take. Click OK in this confirmation pop up. This will remove any previously entered information and show data from USIIS Inventory. Review the inventory now showing on your screen. This needs to reflect your actual VFC vaccine inventory/at hand. Edit using the Edit at the end of each line. Add vaccine not listed using the Add Vaccine Lot. See Opt. A for instructions on adding vaccine lot. If this information is not current, it will impact the number of doses you are able to order. 19

23 If you find you are having a difficult time matching your package NDC s exactly to what is listed in VOMS this may be the reason: NDC s in VOMS has been standardized to 5 numbers 4 numbers 2 numbers (xxxxxxxxx xx). This often mean that leading 0 s have had to have been added to the manufacturers NCDs as not all manufacturers follow this format. In the examples above: NDC on the Gardasil s package is: 4 numbers 4 numbers 2 numbers ( ) NDC on the Kinrix s package is: 5 numbers 3 numbers 2 numbers ( ) To put them into the standardized format of 5 numbers 4 numbers 2 numbers for entry into the VOMS system: A leading 0 was added to the first set of numbers for Gardasil changing it to: A leading 0 was added to the second set of numbers for Kinrix changing it to:

24 No matter which option you choose to enter/update your inventory in USIIS, your Current Inventory MUST match with what you actually have in stock/at hand. If this information is not current, it will impact the number of doses you are able to order. For each line of inventory, you MUST verify the: Manufacturer Lot number found on the original packaging/box NOT the vial; do not use the information on the vials. NDC number found on the original packaging/box NOT the vial; do not use the information on the vials. Expiration date found on the original packaging/box NOT the vial; do not use the information on the vials. 21

25 Once your inventory is verified accurate by you, click Confirm Current Inventory. You should now note that the Date last saved is the current date and it has changed from red to green. This signals that this step has been completed. Click on the Enter/Update Vaccine Order to take you to the online vaccine order form. Any questions so far?? 22

26 Step 8 Vaccine Order That will bring you to the Vaccine Order screen. It includes important information such as: VFC Vaccines vaccine names, available and unavailable. Unavailable vaccines in a muted/lighter font color. Brand Name vaccine and manufacturer names. If desired product is not listed, CDC has not added it to the VFC Program. Packaging Vaccine presentation (Single Does Vials, Multi dose Vial, Single Dose Syringe) and number of doses included in each box/package. Packaging always reflects number of doses, not boxes. Current Ending Inventory number of doses you have in stock/at hand for each vaccine based on the VOMS inventory you reported. Show/Hide Doses Admin Info. An important feature to help you calculate the vaccines and number of doses you should order. Click on this button before proceeding. 23

27 The Show/Hide Doses Admin Info button is an important feature of the Vaccine Order page. Click on it to reveal the suggested number of doses you should be ordering for your facility. Once opened, you will see: Each vaccine type (Vaccine Series), and Your facility s corresponding use of each (Doses of Highest Quarter). This information comes from the DAR data reported by you. The past 4 quarters are reviewed to determine your highest usage. Your current inventory for each vaccine (Ending Inventory Group), and Your suggested doses to order for each vaccine (Suggested Order Quantity). The suggested order quantity/doses are calculated by subtracting C the amount of doses in your inventory from B the highest amount of doses you have used in a quarter. These numbers reflect doses, so round them up (e.g. 116 to 120) or down (e.g. 11 to 10) to match the doses in a box/package for the purpose of ordering. You can print this screen by scrolling down to the Print Table button. Printing this screen can assist you in filling out your order. Re clicking the Show/Hide Doses Admin Info button will take you back to actual ordering page or you may scroll down past the Print Table button to complete your order on this page. 24

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29 How to use your Suggested Order Quantity (SOQ) with your Ordering Frequency to calculate the number of doses you should order. If your ordering frequency is MONTHLY you have two options. One for calculating the maximum doses you are allowed to order and one for calculating the minimum. Option 1 (max) take the SOQ and round that number up or down to the nearest box. In the example the product has a SOQ of 24 and the packaging has 10 doses per box. You can round down to 20 doses or up to 30. Option 2 (min) take the SOQ minus 1/3 of the SOQ and then round to the nearest box. In the example using the same product you would divide 24 by 3 getting 8, minus 8 from 24 equaling 16. You would then round that to 20 doses. If your ordering frequency is BI MONTHLY, round the SOQ up or down to the nearest box. In the example using the same product with a SOQ of 24 doses and packaging of 10 doses per box, you can round to either 20 or 30 doses. If your ordering frequency is QUARTERLY, take the SOQ and add 1/3 of the SOQ and then round to the nearest box. In the example using the same product with a SOQ of 24 and 10 doses per box you would divide the 24 by 3 getting 8, add 8 to 24 equaling 32. You can then round down to 30 doses or up to 40. **Note If you are using combination vaccine it may affect/change the number of monovalent doses you will be allowed to order. Changing products can also affect dose numbers. 26

30 Having calculated the doses you should be ordering (using the formulas on the previous slide), enter those amounts (in the form of doses not boxes) into the corresponding vaccine spaces under Order Quantity (doses). If you are needing to order an amount that exceeds your calculated doses, it will be necessary for you to give us the reason why. Adjacent to the pertaining vaccine, under Order Quantity Reason, click on the box to see a list of typically used reasons. If your reason is not listed, choose Other and send us an stating your reason. Providing us with this information will help us as we review your order for final submission. Please note however, that unless something is different (e.g., you added a new school district, you are experiencing an increase in requests for a particular vaccine, you have added a new physician, or you are switching products) do not provide us with an Order Quantity Reason, leave it blank. Your Suggest Order Quantity already reflects your normal high times such as, back to school and kindergarten round up. Another feature that you may encounter on this order screen is a product doublecheck or verification pop up. This pop up is attached to certain vaccines that are rarely used (e.g., Rotarix). 27

31 It states: This is not a frequently used vaccine. Is this the product you want to order? Click Yes if you are certain you are ordering the right product. 27

32 When you have entered in your complete order, click Save at the bottom of the screen. If an error occurred, see the top of the Vaccine Order page to view the reason. Often there is an issue with the quantity you have ordered. You should now note that the Date last saved is the current date and it has changed from red to green. This signals that this step has been completed. Under Shipping Information Confirmed click Confirm Now. 28

33 Two more steps to go!!!! 29

34 Step 9 Confirm Shipping Information Review your shipping information: Address Business/receiving hours Shipping hours are the times that you are available for a delivery. Ensure the ending time provides you enough time to unpack the shipment and contact the Vaccine Management Team with any issues prior to 5pm. Contact Special Instructions If all of the information is correct, click Confirm. If any of the information needs to be changed/updated, contact the VFC Program. You should now note that the Date last confirmed is the current date and it has changed from red to green. This signals that this step has been completed. Click Review/Submit Order The Review/Submit Order button will not appear until all four components are shown in green. Until the order is submitted, the Vaccine Management Team cannot see your order. 30

35 Step 10 Review and Submit Order Review the order you have entered. If you will be out of the office within the next 5 10 business days, please contact our office prior to submitting your order. In many cases, we may ask you to wait to submit your order or will adjust your Shipping Hours to avoid vaccine delivery issues. Click Submit Order if it is correct and no changes need to be made. Click Change Order if corrections/changes need to be made. If it is correct or when it has been corrected, click I agree in the VFC Program requirements and guidelines disclaimer pop up. 31

36 Your order has now been submitted!! The Vaccine Management Team will now review your order based on your DAR, Suggested Order Quantity and your Order Frequency. Changes will be made if necessary. Once approved, your order will be finalized and submitted to CDC. Your VFC Shipping Contact will receive a VOMS VFC Order Confirmation at this time. If you have not received an within 5 business days, please contact the Vaccine Management Team. 32

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