Frequently Asked Questions for Inventory and Vaccine Ordering in CIIS (https://ciis.state.co.us/ciis)

Training

Inventory Locations

Vaccine Inventory On-Hand

Edit Inventory

Inventory Adjustments

Borrowing Inventory

Transferring Inventory

Transaction Inquiry Report

Reconciliation for Aggregate and VOM Only Users

Reconciliation for Manual Users

Ordering

Receiving Shipments

Training

 

Q: I need a refresher of the training course but don’t want to go through the whole course again. Are there reference guides that I can print out to help me?

A: Yes! You can listen to previously recorded webinars and download step-by-step guides for inventory reconciliation and vaccine ordering. Click here to go to the Training section on the CDPHE Immunization website or visit https://ciis.state.co.us/ciis and log in to view updates under the “News” section. You can also view the training videos at:

https://www.colorado.gov/pacific/cdphe/ciis-training-videos.

 

Q: What trainings are required for the CIIS Vaccine Ordering Module?

A: The CIIS inventory module online training is required to be completed by all individuals who will be ordering VFC vaccine for your clinic before they can take the vaccine ordering module online training. VFC providers who report electronically to CIIS or who are on the CIIS wait list for an interface must take the Aggregate Inventory Reporting Course.  VFC providers who manually enter their immunization data directly into CIIS must take the Manual Inventory Reporting Course. The online courses can be accessed at www.co.train.org.   Optional webinars will also be offered on a weekly basis. You can find more information for the online training modules and live training webinars here.

Q: What do I do if I don’t know what wave of training I’m in?

A: If you have not yet received communication regarding the designated wave for your clinic, please contact the VFC Program at: cdphe_vfc@state.co.us or 303-692-2700.

Q: Who in my clinic needs to be trained?

A: The CIIS inventory module online training is required to be completed by all individuals who will be ordering VFC vaccine for your clinic before they can take the vaccine ordering module online training. Each individual will need to set up their own CO.TRAIN account in order to gain proper privileges in CIIS. This means one account per person, NOT one account per clinic.

 

Q: How do I set up an account in CO.TRAIN to take the online trainings?

A: Click here and follow the steps listed to set up an account in CO.TRAIN (if you’re not sure whether or not you have an account in CO.TRAIN, please contact the help desk at: 303-692-3020 or at: cdphe.co.train@state.co.us.) Then follow the steps below:

1. Login to CO.TRAIN at www.co.train.org.

2. Enter the Course Name or Course ID into the “Keyword or Course ID” search box in the upper right corner of the screen.

Course Name: CIIS Aggregate Inventory User Training, Course ID: 1047424

                  CIIS Manual Inventory User Training, Course ID: 1047749

                          CIIS Vaccine Ordering Module Training, Course ID: 1047402

3. The course details will appear on the screen. Select the “Registration” tab.

4. Click “Launch,” and the training will begin.

 

Q: What if I can’t access my account in CO.TRAIN or am having trouble with the audio?

A: For all CO.TRAIN questions, please contact the CO.TRAIN help desk at: 303-692-3020 or by email at: cdphe.co.train@state.co.us.

 

Q: How do I register for a webinar?

A: Follow these steps to register for the inventory module webinars:

1. Go to: https://cohealth.webex.com.

2. Click on the “Upcoming” tab.

3. Select webinar course.

CIIS Aggregate Inventory User Training or CIIS Manual Inventory User Training

4. Click on the “Registration” link.

5. Select the “Session Date” you would like to attend.

6. Enter your registration information.

7. Click the “Register” button on the bottom of the screen.

8. Check your email inbox! You will receive an email confirmation of your registration and instructions on how to join the webinar session.

The vaccine ordering module webinar is recorded and no longer offered as a live webinar.

Q: After I finish the training, will my account be updated in CIIS so I can order VFC vaccine?

A: Following the completion of both online trainings, please allow one business day for the VFC Program to update your account status in CIIS. You will know you’ve completed both trainings when you see the “Congratulations!” screen at the end.

Inventory Locations

 

Q: What if I want to reconcile my private inventory?

A: VFC providers who are aggregate users should contact the VFC program at cdphe_vfc@state.co.us or 303-692-2700 to discuss their options for setting up a private inventory location in CIIS. VFC providers who are manual users have been set up to reconcile their private inventory.  As a manual user when you login to CIIS, you will see at least two inventory locations from the On-Hand screen:

Q: How will inventory locations be created for the publicly-funded vaccine inventory?

A: Inventory locations will be assigned by the VFC program.  Each inventory location will serve only one clinic, so if a provider has multiple clinics that provide publicly-funded vaccine, then each clinic will have its own inventory location.  The inventory location name will contain the clinic’s VFC Pin number.

Vaccine Inventory On-Hand

Q: How do I enter new inventory?

A: Most often VFC providers will receive their vaccine into their inventory by selecting the Pending VTrckS Shipments link located on the Vaccine Inventory On-hand screen and clicking on the Receive button for each vaccine.  If you need to manually enter publicly-funded inventory, use the Add New Inventory button located on the Vaccine Inventory On-Hand screen.

Q: I’m trying to add new inventory and don’t see the NDC code from the drop-down list.

A: You will need to get all of the information required to enter the vaccine into the system (including the NDC code) from the box of vaccines, not the syringes.

 

Q: Why can’t I see my entire inventory on the Vaccine Inventory On-Hand screen?

A: When you are on the Vaccine Inventory On-Hand screen, be sure to select All from the Status field drop-down menu. This will ensure that all of your vaccine, including currently On-Hand, Depleted/Expired, and Expiring Soon will be displayed.

Q: I had 317 and VFC vaccine in my inventory in VTrckS, but only see my VFC vaccine in CIIS. Where did the 317 go?

A: VTrckS does not differentiate between 317 and VFC vaccine, so when the inventory was transferred over, the funding source was assigned as VFC for all vaccine. You will need to go into your inventory on-hand and make the necessary edits to note which vaccine is 317 and which is VFC. Note: once you place an order in CIIS you will be receiving shipments into your inventory manually and assigning the funding source for each vaccine in the shipment (see Receiving a Vaccine Order in CIIS job aid here). 

 

Edit Inventory

Q: I noticed the following statements on the screen where edits are made to an inventory item: “Note that modifying this inventory item will also change the following items (if applicable): ALL inventory transactions (e.g. adjustments and vaccinations) for the selected item. ALL vaccination records where a dose of the selected inventory item has been administered.” What does this mean?

A: If you are an aggregate inventory user, meaning you are an electronic reporter to CIIS or you are on the wait-list for an interface with CIIS, then only the first statement will apply to your vaccine inventory.   If you are a manual CIIS user, meaning you add and administer vaccines directly into CIIS, then both statements will apply to your vaccine inventory.

 

Q: What do the funding sources mean?

·           VFC:  Vaccine ordered through the state VFC program for children who are 18 years and under and Medicaid eligible; uninsured, or American Indian or Alaskan Native. Only Federally Qualified Health Center, Rural Health Centers and Local Public Health Agencies can use VFC vaccine for underinsured children 18 years or younger.

 ·           317:  Only Local Public Health Agencies and select public clinics may order 317 vaccine through the state for un- and underinsured adults.

 ·           State:  State Vaccines that are not supplied through the federal contracts are designated as state funded. The only state funded vaccine available for providers to order is DT.  Local public health agencies may also have Rabies vaccine supplied by state funding.

 

Q: Will all VFC providers have access to all of the funding sources?

A:  No.  For example, only local public health agencies and select public clinics may order 317 funded vaccine; therefore, only those types of clinics will be able to select 317 from the Funding Source drop-down menu.

Inventory Adjustments

Q: How do I know what date to select when making an inventory adjustment from the Vaccine Inventory Adjustment screen?

A: In order to capture the adjustment on your open reconciliation, you will need to make sure the adjustment date falls between your open reconciliation "Begin Date" and "End Date."

Q: What types of inventory adjustments can I make in CIIS?

 A: Adjustment Reasons include:

·           Expired

·           Wasted

·           Improperly Stored

·           Broke Vial

·           Extra

·           Unaccounted For

·           Declined Vaccinations – Patient decided not to be vaccinated after the dose was drawn.

·           Recalled

·           Add/Delete Initial Inventory

Please note: Adjustments made in CIIS from the Vaccine Inventory On-Hand screen will appear on your open reconciliation as long as you have dated the adjustments within the reconciliation Begin Date and End Date.   Adjustments are only one step in the reconciliation process; they do not take the place of opening and closing a reconciliation.   When you are ready to do a reconciliation, we recommend you first open a reconciliation, print off the inventory reconciliation worksheet, and use it to do your physical inventory count from your vaccine storage unit.  Next, enter your physical ending inventory count in CIIS and click the Update button to save your changes.  Then make any adjustments as needed in order to get the Delta column to display +/- 10 doses or less for each vaccine.

 

Q: When should I enter a positive number in the Doses Adjusted field?

A: Entering a positive number in the Doses Adjusted field will increase the number of doses on-hand. For example, this would be applicable when indicating that an extra dose was pulled from a 10-dose vial.

 

Q: When should I enter a negative number in the Doses Adjusted field?

A: Entering a negative number will decrease the number of doses on-hand. For example, this would be useful when indicating that several doses were lost when a vial was dropped.

Q:  If I need to adjust the inventory that was uploaded by the VFC program into CIIS, how should I do this?

A: You can do this by entering your adjustments on the Vaccine Inventory On-Hand screen which is located within the Inventory module.  When making your adjustments in CIIS, be sure to do the following:

Borrowing Inventory

Q: When I borrow vaccine, do I still need to use the VFC Borrowing Report form?

A: Yes. When a provider has borrowed vaccine from one stock to administer to a child who is only eligible to receive vaccine from the other stock, the provider must use the VFC Vaccine Borrowing Report to document this information found here. For questions about the form, please contact the VFC Program at cdphe_vfc@state.co.us or 303-692-2700.

 

Q: When I borrow vaccine, how do I track it in CIIS?

A: In CIIS, you do NOT need to make any inventory adjustments from the On-Hand screen.

To track vaccine that you borrow from either stock, follow the example below that corresponds to your inventory user type:

Example for Aggregate Inventory Users (your clinic is an electronic reporter to CIIS): If you borrow private vaccine for a VFC eligible patient, you would not count this vaccine on your publicly-funded vaccine reconciliation.  If you borrow public vaccine for a patient who is not VFC eligible, you would count this dose on your publicly-funded vaccine reconciliation.

Example for Manual Inventory Users (your clinic staff add and administer vaccine directly into CIIS): If you borrow private vaccine for a VFC eligible patient, then select from your private vaccine inventory when adding and administering the immunization in CIIS.  If you borrow publicly-funded vaccine for a patient who is not VFC eligible, then select from your publicly-funded vaccine inventory when adding and administering the immunization in CIIS.  This will ensure the appropriate vaccine manufacturer and lot number are tracked in the patient’s immunization record.

Transferring Inventory

Q: Do VFC clinics need to get permission from the VFC program before transferring publicly-funded vaccine to another VFC clinic?

A: Yes, VFC clinics must first request permission from the VFC program before transferring publicly-funded vaccine to another VFC clinic.

 

Q: Do I enter a positive number when I transfer vaccine to another clinic (Destination Location)?

A: Yes, enter the number of vaccines you are transferring as a positive number in the Doses Transferred field.  Once you click on the Create button, the system will automatically decrement the number of doses you transferred from your vaccine inventory.  The re-calculated number of doses you have on-hand will be displayed on the Vaccine Inventory On-Hand screen.

 

Q: When transferring Inventory, do I have access to all of the providers/clinics who use the CIIS Inventory module to manage and reconcile their inventory?

A: Yes. The system is set up so that you can transfer inventory to any other clinic/provider and not just to clinics to which you are associated.

 

Q: Is there a tracking form that aggregate inventory reporters (electronic reporters to CIIS) can use to track the vaccine they administer?

A: For now, you can use the printable reconciliation worksheet to track Aggregate Administered doses. Once you open a new reconciliation, you can print this worksheet from the Vaccine Inventory Reconciliation Edit screen.

 

Transaction Inquiry Report

Q: How do I run a vaccine Transaction Inquiry Report?

A: You can run the Transaction Inquiry Report from the Vaccine Inventory Reconciliation screen by clicking on the “printer icon” corresponding to the vaccine you are unable to balance.  This report will display the activity that occurred between the reconciliation Begin Date and End Date. You can also run a Transaction Inquiry Report of all the activity that occurred for the vaccine in question from the Inventory On-Hand screen by selecting the vaccine, clicking on Inquiry and then Run Report.

Q: Can I run an Inventory Transaction Inquiry report for all of my vaccines?

A: Yes, if you click on the Reports/Forms module and scroll down to the Inventory Management-Vaccine reports group, there is an Inventory Transaction Inquiry report that you can run.  If you only enter information in the Provider and Inventory Location fields and then click Run Report, the report results will include all transactions for all vaccines including those that are expired/depleted.

 

Reconciliation for Aggregate and VOM Only Users

Q: If I transitioned to using the Vaccine Ordering Module in December 2013 (Wave 1), what beginning inventory will I first see in my VFC inventory location?

A: On November 22, 2013, the VFC program uploaded into CIIS the last ending inventory your clinic reported in VTrckS.  You may need to make adjustments to some of this inventory (e.g. vaccine that has expired or was wasted) before you balance or close your first reconciliation.

Q: If I transitioned to using the Vaccine Ordering Module in December 2013 (Wave 1), what Begin Date should I use for my very first reconciliation? 

A: For Wave 1 only, please use November 22, 2013 as the Begin Date for your first reconciliation.  This is the date the VFC program uploaded your last ending inventory that was reported in VTrckS.

Q: If I transitioned to using the Vaccine Ordering Module in January 2014 (Wave 2), what beginning inventory will I first see in my VFC inventory location?

A: On January 3, 2014, the VFC program uploaded into CIIS the last ending inventory your clinic reported in VTrckS.  You may need to make adjustments to some of this inventory (e.g. vaccine that has expired or was wasted) before you balance or close your first reconciliation.

Q: If I transitioned to using the Vaccine Ordering Module in January 2014 (Wave 2), what Begin Date should I use for my very first reconciliation? 

A: For Wave 2 only, please use January 3, 2014 as the Begin Date for your first reconciliation. This is the date the VFC program uploaded your last ending inventory that was reported in VTrckS.

Q: If I transitioned to using the Vaccine Ordering Module in March 2014 (Wave 4), what Begin Date should I use for my very first reconciliation? 

A: For Wave 4 only, please use February 28, 2014 as the Begin Date for your first reconciliation.  This is the date the VFC program uploaded your last ending inventory that was reported in VTrckS.

Q: What End Date should I use for my very first reconciliation?

A: As you are not able to order VFC vaccine past 5pm on the 21st of each month, we recommend you choose an End Date prior to the 21st to ensure you are able to place your order. Remember: you must place your VFC vaccine order within 14 days of your reconciliation End Date.  If you go past the 14 days, you will need to do another reconciliation prior to placing your VFC vaccine order. You must reconcile your inventory at the end of the day on the End Date of your reconciliation or on the next morning before any vaccine administration/activity occurs.

Q: If I am an aggregate inventory or VOM Only  user, how do I open a new reconciliation?

Please view the video demonstration on How to Add/Open a New Inventory Reconciliation at https://www.colorado.gov/pacific/cdphe/ciis-training-videos. You can also save or print a cheat sheet on How to Open a Reconciliation in CIIS (Aggregate) at https://www.colorado.gov/pacific/cdphe/ciis-vfc-health-care-provider-quick-guides-and-job-aids

 Q: I transitioned to using the Vaccine Ordering Module in December 2013, (Wave 1) and am trying to open a reconciliation, but I don’t see any inventory. What happened?

A: For your first inventory reconciliation, you will need to put the begin date as November 22, 2013 as this was the date that the last ending inventory for your clinic was reported in VTrckS. If you are still not seeing any inventory in the reconciliation screen, please contact the VFC Program.

Q: I transitioned to using the Vaccine Ordering Module in January 2014, (Wave 2) and am trying to open a reconciliation, but I don’t see any inventory. What happened?

A: Remember that for your first inventory reconciliation, you will need to put the begin date as January 3, 2014, as this was the date that the last ending inventory for your clinic was reported in VTrckS. If you are still not seeing any inventory in the reconciliation screen, please contact the VFC Program.

Q: How should I enter the Aggregate Administered Doses for my very first reconciliation?

A: Enter all of the doses that were administered dating back to the last time you reported your VTrckS inventory.   For example, if XYZ clinic last reported their publicly-funded inventory in VTrckS on November 1, then they would include all vaccine that was administered dating back to November 1. Remember to enter these doses as negative numbers in order to take them out of your inventory!

 

Q: If I am an aggregate inventory or VOM only user, how do I close my reconciliation?

A: Please view the video demonstration on How to Edit and Close an Inventory Reconciliation at https://www.colorado.gov/pacific/cdphe/ciis-training-videos. You can also save or print a cheat sheet on How to Close a Reconciliation in CIIS (Aggregate) at https://www.colorado.gov/pacific/cdphe/ciis-vfc-health-care-provider-quick-guides-and-job-aids.

Q: What if I have entered my vaccine adjustments, Aggregate Administered vaccine, and Ending Inventory, but my reconciliation still does not balance? (Delta is not zero.)

A: First make sure you clicked the Update button so that the system can re-calculate your Delta column.  If your reconciliation still does not balance, you can run a vaccine transaction Inquiry report on the vaccine that is not balancing.  The Inquiry will list all of the transactions that occurred for that vaccine.

Q: My reconciliation contains expired doses.  How do I close it?

A: We now have an easier process for closing a reconciliation that has expired doses.

If your inventory expired After the Begin Date of your inventory reconciliation, you can now enter the number of doses administered in the Aggregate Administered column of your reconciliation.  Remember to use a Negative number when entering the doses administered (e.g., if you administered 1 dose between the reconciliation Begin Date and End Date, enter this as -1).

If the inventory item expired BEFORE the Begin Date of your inventory reconciliation, then your reconciliation screen will show “EXPIRED” in the Aggregate Administered column, and you will NOT be able to enter any values into that field. In this situation, you should leave zero (0) in the Ending Inventory column for your expired line item.  When you close your reconciliation, the expired vaccine will be wiped from your on-hand inventory and it will not appear in your next inventory reconciliation.

Q: The system is saying I don’t have enough inventory on-hand and won’t let me close a reconciliation.

A: If you are getting an error that there is not enough inventory on-hand and it won't let you close the reconciliation, then you may have adjustments that have been made outside of your reconciliation period.  Usually the error can be resolved by starting a new reconciliation that includes the dates when you made your adjustments.  The VFC Program will need to delete your current reconciliation so you can begin a new reconciliation that accurately reflects what is in your inventory.

 

Q: What is the maximum Delta I can have and still be able to close my reconciliation?

A: The system will allow you to close a reconciliation with a Delta of plus or minus 10 as long as you have enough inventory on hand to cover these doses.

 

Q: How often should I reconcile my inventory?

A: We recommend reconciling your inventory on a weekly basis, especially when you first begin using the CIIS Inventory Module. It is up to you to decide what is best for you and your clinic, but remember that you will need to place a vaccine order within 14 days of your reconciliation End Date.

Reconciliation for Manual Users

Q: If I transitioned to using the Vaccine Ordering Module in January 2014 (Wave 2), what beginning inventory will I first see in my VFC inventory location?

A: On January 3, 2014, the VFC program  transferred your on-hand publicly-funded vaccine that was documented in CIIS to your new VFC inventory location. You may need to make adjustments to some of this inventory (e.g. vaccine that was wasted) before you balance or close your first reconciliation.

Q: If I transitioned to using the Vaccine Ordering Module in January 2014 (Wave 2), what Begin Date should I use for my very first reconciliation? 

A: For Wave 2 only, please use January 3, 2014 as the Begin Date for your very first reconciliation. This is the date the VFC program transferred your on-hand publicly-funded vaccine that was documented in CIIS to your new VFC inventory location.  Please note: if you are behind in adding and administering vaccine in CIIS, this may change your Begin Date. Please contact the VOM Help Desk at 303-692-2437 and select option 1 for further guidance.

Q: If I transitioned to using the Vaccine Ordering Module (VOM) in February 2014

(Wave 3), what beginning inventory will I first see in my VFC inventory location and in my private inventory location?

 A: As of February 3, 2014, your clinic will have been converted from Type 2 inventory management (adding inventory through the Clinic Vaccine Defaults screen in the Settings module) to Type 3 inventory management (having the ability to track individual doses on-hand through the Inventory module).

 

We have all of the information we need to convert your onhand inventory to your new inventory locations EXCEPT for the number of doses you currently have onhand in your clinic.  We will set all of your vaccines at 10 doses. It will be imperative for you to login to CIIS and update your entire vaccine inventory to reflect the true number of doses you have onhand. This must be done BEFORE you begin adding and administering vaccines to patient records within CIIS and BEFORE creating and closing your first inventory reconciliation.

Q: I transitioned to using the VOM in February 2014, and I don’t know how to update my vaccine inventory to reflect the true number of doses I have on-hand.  Are there specific instructions available?

A: Yes there is a job aid on How to Update Your Inventory that was emailed to you prior to your February 2014 VOM go-live date.  If you did not receive this job aid, please contact the VOM Help Desk at 303-692-2437 and select option 1.

Q: If I transitioned to using the Vaccine Ordering Module in February 2014 (Wave 3), what Begin Date should I use for my very first reconciliation for my VFC inventory location and my private inventory location?

A: For Wave 3 only, use January 31, 2014 as the Begin Date for your very first reconciliation. This is the date your clinic inventory was converted from Type 2 inventory management to Type 3 inventory management.  

Q: If I transitioned to using the Vaccine Ordering Module in March 2014 (Wave 4), what Begin Date should I use for my very first reconciliation for my VFC inventory location and my private inventory location?

A: For Wave 4 only, use February 28, 2014 as the Begin Date for your very first reconciliation.

Q: What End Date should I use for my very first reconciliation?

A: As you are not able to order VFC vaccine past 5pm on the 21st of each month, we recommend you choose an End Date prior to the 21st to ensure you are able to place your order. Remember: you must place your VFC vaccine order within 14 days of your reconciliation End Date.  If you go past the 14 days, you will need to do another reconciliation prior to placing your VFC vaccine order. You must reconcile your inventory at the end of the day on the End Date of your reconciliation or on the next morning before any vaccine administration/activity occurs.

Q: If I am a manual inventory  user, how do I open a new reconciliation?

Please view the video demonstration on How to Add/Open a New Inventory Reconciliation at https://www.colorado.gov/pacific/cdphe/ciis-training-videos. You can also save or print a cheat sheet on How to Open a Reconciliation in CIIS (Manual) at https://www.colorado.gov/pacific/cdphe/ciis-vfc-health-care-provider-quick-guides-and-job-aids.  

Q: Is it okay to open another reconciliation for my private inventory location before closing the reconciliation I currently have open?  

A: It is a best practice to have one open inventory reconciliation at a time per inventory location.  For example, if XYZ clinic has an open reconciliation dated 1/3/2014 to 1/10/2014 for its private inventory location, they should not add/open another reconciliation for their private location until they have balanced and closed this one.  This is also true for your VFC inventory location.

Q: I transitioned to using the Vaccine Ordering Module in January 2014, (Wave 2) and am trying to open a reconciliation, but I don’t see any inventory. What happened?

A: Remember that for your first inventory reconciliation, you will need to put the begin date as January 3, 2014, as this was the date that the VFC program transferred your on-hand publicly-funded vaccine that was documented in CIIS to your new VFC inventory location. If you are still not seeing any inventory in the reconciliation screen, please contact the VFC Program.

Q: I transitioned to using the Vaccine Ordering Module in February 2014 (Wave 3) and am trying to open my first reconciliation, but I don’t see any inventory.  What happened?

A: Remember that for your first inventory reconciliation, you will need to put the begin date as January 31, 2014, as this was the date that the VFC program converted your private and publicly-funded vaccine that was documented in CIIS to your new inventory locations. If you are still not seeing any inventory in the reconciliation screen, please contact the VOM Help Desk at 303-692-2437 and select option 1.

Q:  If I need to adjust the inventory that was transferred by the VFC program to my new VFC inventory location, how should I do this?

A: You can do this by entering your adjustments on the Vaccine Inventory On-Hand screen which is located within the Inventory module.  When making your adjustments in CIIS, be sure to do the following:

Q: If I am a manual inventory user, how do I close my reconciliation?

A: Please view the video demonstration on How to Edit and Close an Inventory Reconciliation at https://www.colorado.gov/pacific/cdphe/ciis-training-videos. You can also save or print a cheat sheet on How to Close a Reconciliation in CIIS (Manual) at https://www.colorado.gov/pacific/cdphe/ciis-vfc-health-care-provider-quick-guides-and-job-aids.

Q: The system is saying I don’t have enough inventory on-hand and won’t let me close a reconciliation.

A: If you are getting an error that there is not enough inventory on-hand and it won't let you close the reconciliation, then you may have adjustments that have been made outside of your reconciliation period.  Usually the error can be resolved by starting a new reconciliation that includes the dates when you made your adjustments.  The VFC Program will need to delete your current reconciliation so you can begin a new reconciliation that accurately reflects what is in your inventory.

Q: I am trying to close my reconciliation, but I am getting the following message. You cannot close this reconciliation period.  There are immunizations that have been added to a patient's record but have not been administered.  Refer to the Vaccines Added but not Administered report for a detailed listing.

A: You will need to run the Vaccines Added but not Administered report which is located in the Reports/Forms module in CIIS under the Data Quality - User category of reports. When you click on the Vaccines Added but not Administered report link, you will be navigated to the Report Selection Criteria screen.  Verify your default Provider and Clinic and for the Vaccination Date Range enter the Begin Date and End Date of the reconciliation you are unable to close. Next, click the Run Report button. This report will generate a list of patients whose vaccines have been added, but not administered in CIIS.  You can now search for the patient(s) and make the appropriate corrections.  Once the corrections are made, you should be able to close your reconciliation.

Q: What is the maximum Delta I can have and still be able to close my reconciliation?

A: The system will allow you to close a reconciliation with a Delta of plus or minus 10 as long as you have enough inventory on hand to cover these doses.

 

Q: How often should I reconcile my inventory?

A: We recommend reconciling your inventory on a weekly basis, especially when you first begin using the CIIS Inventory Module. It is up to you to decide what is best for you and your clinic, but remember that you will need to place a vaccine order within 14 days of your reconciliation End Date and by 5pm on the 21st of each month.

Ordering

Q: When can I start ordering VFC vaccine in CIIS?

A: You can begin ordering VFC vaccine in CIIS once you have completed BOTH the CIIS Inventory Reconciliation and Vaccine Ordering Module online trainings for your designated wave (note that the webinars are optional). Ordering start dates by wave are listed below:

Wave 1: December 2, 2013

Wave 2: January 6, 2014

Wave 3: February 3, 2014

Wave 4: March 3, 2014 

 

Q: What if I completed both of the online trainings and can still not see the Vaccine Ordering link in CIIS?

A: As soon as the VFC Program confirms that you have completed both trainings in CO.Train, your CIIS user account will be updated with vaccine ordering privileges according to your respective Wave (Wave 1= December; Wave 2= January; Wave 3= February; Wave 4= March). Please allow the VFC Program one business day after you have completed the training to update your account in CIIS.

Q: Will I still be ordering vaccine in VTrckS?

A: As soon as the VFC Program confirms that you have completed both trainings in CO.TRAIN, your clinic will be turned on in CIIS. Your VTrckS account will be inactivated prior to the first day of ordering for your wave. As soon as the VFC Program confirms that you have completed both trainings in CO.Train, your CIIS user account will be updated with vaccine ordering privileges.

 

Q: What do I do if I have new staff that will be in charge of ordering vaccine in CIIS?

A: All individuals that will be ordering VFC vaccine will need to complete BOTH the CIIS Inventory Reconciliation and the Vaccine Ordering Module online trainings. In addition, you will need to submit a change of information form to the VFC Program with the updated contact information for any new staff members who will be ordering vaccine in CIIS. You can find this form at www.coloradovfc.com under Forms and Materials.

 

Q: Will I be able to order doses of vaccine instead of boxes?

A: At this time, you will be ordering boxes of vaccine, NOT doses as you did previously in VTrckS. For specific vaccines including DT and Pneumovax, you will still be able to order single dose packages. Learn more by watching the “Searching for and creating a new VFC vaccine order in CIIS” video at https://www.colorado.gov/pacific/cdphe/ciis-training-videos.

Q: I need to add additional lines of vaccine in my order (I only see ten).

A: Once you have selected the vaccines you want to order (including the quantity of each vaccine), click the Create button and additional lines will appear so you can order more than ten vaccines in one order. You can also hit the Enter key or hit Update as you enter each vaccine in your order and the system will update your order.  

 

Q: Can I submit a vaccine order if it has been more than 14 days since I closed my last inventory reconciliation?

A: No. If it has been more than 14 calendar days since you closed your last inventory reconciliation in CIIS, you will need to create and close a new reconciliation prior to placing your vaccine order.

 

Q: What do I do if I made a mistake in my order but have already submitted it to the VFC Program?

A: If you make a mistake after you have already submitted an order, please contact the VFC Program so the order can be rejected, you can make necessary edits, and re-submit the order to the VFC Program.

 

Q: If I want to order 317 vaccine, will I still be using Formsite?

A: Yes. At this time, VFC providers eligible for 317 vaccine will still be using Formsite to order all 317 vaccine. However, these providers will be using CIIS to RECEIVE their 317 vaccine shipments into their inventory.

 

Q: How long will it take the VFC Program to approve or reject my vaccine order?

A: As occurred during VTrckS, please allow the VFC Program two business days to process your order. You can log back into CIIS to check your status.

 

Q: What do I do if my order is rejected?

A: If your order is in rejected status, view the order to see comments from the VFC Program outlining any outstanding issues.  You may need to edit the quantity of vaccine placed or delete a line item altogether.  After making the needed changes to your order, click on Update. You will then need to re-submit the order to the VFC Program for approval.  If you have questions about your order, please contact the VFC Program at: cdphe_vfc@state.co.us or 303-692-2700. Learn more by watching the “Customizing and submitting a VFC vaccine order in CIIS” video on YouTube by clicking here.

 

Q: I can’t run my reports- when I click on “Run Report,” nothing happens.

A: You will need to make sure your internet pop-up blocker is turned off for the reports to run correctly. If you are unable to turn off your pop-up blocker, hold down the Control key while clicking on the Run Reports button to allow pop-ups.  Make sure you do not have a report window already open (maybe behind your application window).

Q: Will I be placing my influenza orders in CIIS?

A: No. At this time, you will need to pre-book all influenza orders for VFC vaccine.

Q: Is there a report in CIIS that I can use to help me estimate how much vaccine to order?

 A: The Dosage Report in CIIS  generates a list of the number of vaccinations given by dose number within a vaccine series, by vaccine type, by funding source and by the patient’s age at the time of vaccine administration.  This report can be used to help you see how much vaccine your clinic has administered over a given time period and estimate how much vaccine to order for the future.  For example, if you are pre-booking influenza vaccine, you can run this report to view how much influenza vaccine your clinic administered over the previous influenza season.  Follow the steps below to access this report on CIIS:

Step 1. Click on the Reports/Forms module in the left-hand navigation bar.

Step 2. Next, scroll down and click on the Dosage Report. You will now be navigated to the Dosage Report screen where you can enter the report criteria.

Receiving Shipments

 

Q: I have received a vaccine shipment at my clinic, but I don’t see any Pending VTrckS Shipments in CIIS.

A: You will need to select the correct provider AND clinic on the CIIS home screen to see the Pending Vaccine Shipment alert as your account may be associated with more than one clinic. Make sure you have the correct clinic selected (look in the upper left hand corner of your screen for the clinic name you are searching under) in order to accept shipments into your inventory location for the specified clinic. 

If you have the correct clinic selected and still don’t see the Pending Vaccine Shipment alert, please allow the VFC Program 24-48 hours to upload the shipping file so you can receive the vaccines into your inventory. If you need to administer the vaccines immediately, you can manually enter the vaccines into your inventory by selecting the “Add New Inventory” button on the Inventory On-Hand screen. Fill in the required information and select the “Create” button to add the vaccine to your inventory. Note: if you add the direct shipped vaccines manually, you do NOT need to receive these into your inventory when the shipping information is updated. Simply hit the Dismiss button to clear any vaccines you have already added into your inventory.

Q: When my shipment of vaccines arrived, direct ship vaccines (i.e. Varivax, ProQuad) were not included. Why is my order incomplete?

A: There may be a delay in viewing the shipping information for vaccines shipped directly from Merck, such as Varivax and ProQuad. These shipments will be updated soon after you receive your shipment, however if you need to administer these vaccines immediately, please add the vaccines manually by selecting the “Add New Inventory” button on the Inventory On-Hand screen. Fill in the required information and select the “Create” button to add the vaccine to your inventory. Note: if you add the direct shipped vaccines manually, you do NOT need to receive these into your inventory when the shipping information is updated. Simply hit the Dismiss button to clear any vaccines you have already added into your inventory.

Q: How do I know that the funding source assigned to each vaccine is correct?

A: The simplest way to confirm the funding source for each vaccine in your shipment is to look at the packing slip which should display the funding source for each vaccine printed for your reference.

 

Q: What do I do if my vaccine shipment doesn’t match what I ordered?

A: Contact the VFC Program within two hours of receiving your shipment to report the discrepancy. If there is a difference between your vaccine order and the shipment you received, go to the Inventory On-Hand screen and make an edit (to change a lot number, expiration date, or funding source) or adjustment for the appropriate vaccine. If you make an adjustment, note the reason such as “improperly stored vaccine.” For example: if 5 doses in your shipment came improperly stored, you will need to note -5 in the doses adjusted column. Finally, enter your explanation regarding the discrepancy in the comments section for the VFC Program to review. Learn more by watching the “Receiving a VFC vaccine order in CIIS” video at https://www.colorado.gov/pacific/cdphe/ciis-training-videos

Q: When I hit the Create button on the Receive Shipment screen, it asks me if I want to proceed with create as it may be a possible duplicate. What does this mean?

A: If you already have vaccine in your inventory that is similar to the vaccine you want to receive into your inventory, the system wants to ensure you do not have duplicates. Click on the Proceed with Create button to add the vaccine into your inventory as a separate line item. Note: if the Add to Inventory button appears you should select this button only if the name of the vaccine, NDC, lot number and expiration date matches a vaccine line item you currently have in your inventory. The vaccines will then be combined.

Q: I received all of my inventory but when I go into my on-hand inventory, it’s not there. What happened?

A: You may have entered the shipment into the wrong inventory location (i.e. receiving your VFC vaccine shipment into your private inventory location). Check to see if the inventory was received into the wrong location and if so, complete a transfer from the incorrect inventory location to the correct inventory location.

From the Inventory On-Hand screen, select the vaccine you want to transfer and select the Transfer button. Select the inventory location you want to transfer the vaccine to, and the number of doses you want to transfer. Select Create when finished. You will then need to click on the Pending Inventory Transfers link and select Received for the vaccine you want to transfer into the correct inventory location. Put the actual date the vaccine was received into the location and select Ok when finished.