You can use a barcode scanner to manage your vaccine inventory in PCC EHR.
- 1 Plan and Prepare
- 2 How to Scan a New Immunization Lot
- 3 Update Details on an Existing Lot, Scanning a Lot Already In the Manager
- 4 Expired Lots, Missing CVX Codes, and Other Issues
- 5 Can You Scan As You Administer a Vaccine?
- 6 CDC Training Materials and Videos
Plan and Prepare
How do you get started implementing barcode scanning for immunization inventory at your practice?
Where Are Your Imms? When Do You Enter Your Lots Into Inventory?
First, evaluate how you currently store and load in immunization inventory. Are you using PCC EHR’s Lot Manager to track your lots? Do you have a workstation or laptop that can be easily accessed near your immunization refrigerator?
You can learn more about the Lot Manager in PCC EHR here: Immunization Lots and Vaccine Inventory Management
Recommended Barcode Scanners
Next, you’ll need a barcode scanner. PCC currently recommends two models from Zebra: A handheld, portable model, the CS4070, and a corded model with a lower price, the DS-4308. Both operate well under our testing.
- PCC’s Guide to Pairing a Bluetooth Scanner: Learn how to pair a CS4070 or other Bluetooth scanner with your computer workstation.
- CS4070 Specification Sheet from Zebra: Check out the details on the portable CS4070.
- DS4308 Specification Sheet from Zebra: Check out the details on the corded model, the DS4308.
A portable, bluetooth scanner may be easier to use, especially later in 2018 when PCC adds the ability to scan vaccines as you administer them. A corded or “tethered” barcode scanner doesn’t need to be charged, can easily be swapped between devices, and is less expensive. However, for vaccine administration, it might be tricky to carry a laptop and tethered scanner in and out of exam rooms.
Buy a Scanner Directly Through PCC: Based on customer feedback, PCC has decided to do a limited bulk order of the above scanners. That means you can order your scanner(s) directly from us. Place your order here: https://www.surveymonkey.com/r/OrderBarcodeScanner.
Other Barcode Scanners?: We are also testing additional models. If you have experience with other barcode scanners, please get in touch, we’d love to learn about them. Some scanners work poorly with immunization boxes and vials that have a dark background behind the barcode. If you buy a low-quality scanner, you may be dissatisfied with performance.
Figure Out Your Workflow
Finally, get your staff together and play with the scanner in the Lot Manager in PCC EHR.
You’ll notice that if you scan a lot number that is already active, it will open up that lot for you so you can make changes. You may need to adjust your usual workflow for adding lots and how you move/mark boxes to indicate that they’ve been added to your PCC EHR inventory.
Review and Update Immunization Configuration, CPT, CVX and MVX Codes
Barcode scanning is based on CVX codes on the immunizations that you administer.
If you use a barcode scanner on an immunization that is not recognized by your system, it may mean your system’s CVX codes are not up-to-date. You can learn how to review and fix that by reading the CVX and MVX Codes in PCC article.
Contact your PCC Client Advocate to help with immunization configuration.
Give Us a Call!
Throughout the process, feel free to give us a call. Barcode scanning is new to PCC too, and we want to hear what works for you. We can also help you figure out how to use the new features in the Lot Manager and we can give you the latest news on scanners we are testing.
ThinLinc, Virtual PCC EHR Access: Barcode scanners work great on PC and Apple workstations, whether connecting to your server with the PCC EHR client application or via an RDP connection. They do not work as well with some browser-based ThinLinc connections. Contact your Client Advocate if you wish to perform barcode scanning from a remote location and you use a ThinLinc connection.
How to Scan a New Immunization Lot
To enter a new lot, simply open the Lot Manager, click the “Scan” button, and scan the barcode.
Always Ready: The Lot Manager is always listening for input from a barcode scanner; you can scan without clicking the “Scan” button, saving a step in your workflow.
If the lot scanned is a new lot, the Add Lot window will open and auto-fill all the information it retrieves from the barcode.
You can manually make any adjustments, enter a funding source and the quantity, and then click “Save” to add the lot.
Use the Square Barcode, Not the Lines: Vaccine manufacturers use 2D barcodes on packaging to store information. The 2D barcode will be a square-shaped collection of smaller squares (as opposed to a 1D barcode which is a series of vertical lines, like you would expect to see on food packaging at the grocery store). QR codes that you might scan with your phone are an everyday example of a 2D barcode.
Primary vs. Secondary Packaging: Barcodes can be found on both primary packaging (e.g. the vials that contain the vaccine) and secondary packaging (e.g. the box that contains the vials). The information contained in each is the same, and you can scan either one.
Update Details on an Existing Lot, Scanning a Lot Already In the Manager
If you scan a lot that is already tracked in your system, you will see a list of matching lots at your location. Select the appropriate lot, or click “Add New Lot” if you want to create a new lot.
Expired Lots, Missing CVX Codes, and Other Issues
If you scan a lot that is expired, PCC EHR will give you a warning, and you can not add it automatically. If you wish, you can still enter the new lot manually.
Additionally, if you scan a lot that has a CVX code your system does not recognize, you will see a warning message. Work with your Client Advocate to adjust your practice’s PCC immunization configuration. (You can learn more about CVX codes by reading the CVX and MVX Codes.)
Finally, if a barcode is damaged or otherwise unreadable, you will see a “The Barcode Could Not Be Read” error. You can still enter the lot manually in the Lot Manager.
Can You Scan As You Administer a Vaccine?
Later in 2018, PCC will implement administration immunization barcode scanning. As of PCC 8.3 (2018-02), you can use barcode scanning for adding new lots and updating lot inventory details.
CDC Training Materials and Videos
When 2D vaccine barcode scanning became a national standard, the U.S. CDC created materials and training videos to help healthcare providers get started.
They talk about the difference between a 2D and traditional barcode, and give helpful scanning tips for clinicians.
You can download the materials and watch their training videos here: