As of June 2018, VaxCare encourages all of our partners to complete a weekly inventory count confirmation. At minimum, we recommend monthly confirmations. This ensures that we have accurate counts to run our Automatic Vaccine Replenishment (AVR) system, helps isolate errors and reconcile any missing inventory on the spot.
The best news of all? For being the absolute greatest way to keep inventory on track, it's also one of the fastest and easiest things to do!
Confirming your inventory count. To begin a count confirmation, log in to the VaxHub.
Next, tap on the menu icon in the top right corner and select “Count Confirmation”.
Select your Inventory Stock to view counts for the current month.
From this screen, you can see your current vaccine variances - the difference between what you should have on-hand and what you actually have on-hand.
Tap on any of the blue "View Count Details" buttons to see past count history for that particular product.
Note: This shows you previous counts when you actively counted this product, either by confirming or editing the count. It won't show you counts when you skipped over this product.
Run a Count Confirmation
Click "New Count" in the bottom right corner to start a new count.
For each product, either confirm or edit the number of doses on-hand. We show the number of doses you should have on-hand under the "On-Hand" column.
Click "Confirm" if the number of doses "On-Hand" is accurate. Click the pencil edit icon to adjust the number of doses if inaccurate.
Lot information is only required when editing a count. You can either edit the existing lot numbers, or click the "Don't see your lot?" button at the bottom. You'll be prompted to enter the new lot number in the pop-up window.
It is extremely important that you treat each lot number as a separate count. This helps us help you find any missing doses when and if a discrepancy occurs.
Correcting Negative On Hands
Occasionally, an on hand amount will dip into a negative number. This can occur for a variety of reasons, for example, when applying a VaxCare dose to a VFC patient.
Negative on-hands always need to be addressed. We'll notify you during your count confirmation with an "Attention Required" button:
To continue and save your count confirmation, you must correct the negative on-hand lot number and confirm all other lot number amounts for that vaccine, as shown:
Save Your Count Confirmation
When you’re finished confirming or editing all vaccine counts, click the check-mark icon in the bottom right corner.
Select “Save and Continue” to review your count.
And then hit "Submit" to automatically update your counts!
You're almost done. To reconcile your inventory, continue to Count Confirmation Part 2: Reconciling Inventory.
Still have questions? Reach out to our Customer Care team. We're happy to help! Message us directly by clicking on the blue Intercom bubble in the bottom right corner of your screen. Email us at firstname.lastname@example.org. Or call us at 1-888-829-8550.