Inventory

Does inventory auto-decrement from Mass Immunizations Events?

No. The inventory need to be counted manually and the adjustments made to the inventory in PHIMS.

Would the vaccine stock auto-decrement if the immunization was documented via individual immunization instead of via Mass Immunizations Event?

Yes it would auto decrement from the holding point in your immunization settings but it would not be documented on the Mass Immunizations Event Worksheet and it would not be included in the statistics related to the mass immunization event.

How does the inventory stock adjust when partial doses are removed from a vial? e.g. Influenza – 10 dose vial and remove one dose?

Auto-decrement works when immunizations are documented as individual immunizations by Provider or Non- Provider.

Using the example above, the Influenza auto-decrement will be one dose of the 10 dose vial (0.9 doses or 0.9 of a SKU).

Can vaccines be lent and borrowed between Public Health Offices?

If vaccine is wasted (broken, damaged) , it will need to be adjusted out of the Inventory and returned to MDA. Use Returns from External (QRC 4.9) Document wastage under Reason for Adjustment and Comments. When returning the product, choose the appropri

What do I do if the data logger is red?

Call MDA phone 204-948-1333 or the toll free number 1-855-683-3306. Follow your organizational procedure for Cold Chain Breaks.

Will PHIMS send an alert when a vaccine is soon to expire?

What do I do if I have given an expired vaccine?

Follow your usual process to determine if the immunization is valid. To document the immunization in PHIMS, select check box “Display Expired and Recalled Lots” on the Immunization Detail Add page.

After a vaccine has had a temperature excursion but is deemed okay to use we mark the vaccine “Use First” in the fridge. Is there a way to do this in PHIMS?

Create the ASC in PHIMS using QRC 4.1. Mark the exposed product as you usually do and manage as you normally do – e.g. use first, don’t take it to an off-site clinic etc.

I am searching for a vaccine (e.g.MMR II) and can’t find it in the inventory

Search by “inactive status” in the search criteria by selecting ‘Inactive’ in Catalogue Item Status. The Inactive status relates to the contract so the vaccine may still be current in the system. If it is not in the inventory catelogue, it needs to be entered using the ‘Add Historical Details’ functionality.

What if I can’t find a vaccine/biologic in the inventory?

After a detailed Search, if the product is not in the inventory catalogue, it needs to be entered using the Add Historical Details functionality.

How do I change my Holding Point contact information?

Contact MDA at 204-948-1333 or toll free number 855-683-3306 or email: vacmda@gov.mb.ca.

How do I order pre-exposure rabies vaccine? The dropdown has only Rabies – Post Exposure.

Choose Rabies – Post Exposure. Enter a comment that it is for Pre-exposure and document authorization. E.g. Pre-exposure approved for animal services worker by MOH Dr. Carol Kurbis

How often should the vaccines in the Holding Point be counted?

Manitoba Health recommends a monthly count. Remember to do the recount, as that will adjust your inventory! During outreaks and vaccine shortages, more frequent counts may be required. See QRC 4.8

What reason do I pick if I move vaccine in QR back into OP?

The drop-down choices do not include a suitable reason for this scenario (e.g. ASC disposition: viable). If there is not a suitable drop-down choice, leave the reason blank and enter the reason into the comments section.

Do I still need to call the MDA warehouse when the public health unit receives vaccine that has been ordered using PHIMS?

Not if you are going to receive it in PHIMS shortly after you unpack the vaccine and if the data logger is green.

If you are not going to receive the vaccine into PHIMS phone MDA at 204-948-1333 or toll free number 855-683-3306

Or Email
vacmda@gov.mb.ca

Include

Req. ID
contact name
facility name
the time they opened the package
log tag flashing green or red

Where would we use the Transaction ID for inventory when moving inventory?

Probably never. QRC 4.7 just says that it will appear. You don’t need to document it.

Have Travel Vaccines been added to PHIMS?

Any vaccine that is provided by the Manitoba Distribution Agency (MDA) is in vaccine list in PHIMS. So some travel vaccine will be in PHIMS and some will not. Document with Add Historical details and if lot number is not in the dropdown, it can be documented in the comments box. See QRC 2.4.

Do I have to keep track of vaccine wastage?