AccuVax ES simplifies the complexities of tracking, storing, and managing COVID-19 vaccine. Read the guides below to learn more about how to use ES to manage COVID-19 vaccines. 


Available guides:


COVID-19 Workflows

Read through the workflows below to learn more and look for a link to a video demonstration at the end of each section!

  • Overview of COVID-19 vaccine to recognize the brand and lot 
  • Automatically track of expiration and beyond-use dates
  • Update expiry based on temperature zone changes
  • Reporting on 1st/2nd doses administered via the AccuSite portal 

 

Load Vaccines

After scanning COVID-19 vaccines, additional information is required so the system can properly track the expiry.

  1. Login and select Load
  2. Select the Program
    Note: if Transfer is enabled, users will have to pass through the Select Invoice/Transfer to Load screen prior to selecting a program
  3. Scan the COVID-19 barcode
  4. AccuVax will recognize the COVID-19 vaccine, but more information may be necessary:
    1. Lot Number: if the 2D barcode did not include the lot, enter it manually
    2. Expiration: Manually enter the expiration date (some barcodes do not include expiry)
    3. Manufacture Date: Optional field to capture the manufacture date of the vaccine
    4. Capture the information above and press DONE
    5. Press the CONTINUE button to move forward to the Enter COVID Vaccine Information screen


Enter COVID Vaccine Information

Users can add additional information about the vaccine’s temperature storage environment on this screen, which will have a direct effect on AccuVax’s expiry tracking.

 

  1. Press the Source option to see a list of available temperature environments for where the vaccine was stored prior to load at AccuVax (and choose one)
    1. The options will differ for each vaccine – for example, Pfizer will have an Ultra Low option whereas others won’t
    2. To Note: AccuVax will default to the same source and destination temperature storage environment (except for Pfizer coming from a ULT source)
  2. Press the Destination option to see a list of available temperature environments where the vaccine can be stored in AccuVax (Fridge or Freezer) and choose one
    1. Options will update based on what is selected in the Source drop down – users cannot go from warmer to colder storage environments. For example:
      1. If Freezer is selected as the Source environment, the Destination environment options include Freezer and Fridge
      2. If Refrigerator is selected as the Source environment, the only Destination option available is the Refrigerator.
  3. Capture the First Move Date and First Move Time (if applicable)
  4. The First Move Date and First Move Time is required if the source and destination temperature environments differ.
  5. The fields default to the current date/time, assuming the vaccine is moving for the first time at that moment
  6. To Note: if the change occurred in the past, capture the date/time accordingly to properly track the beyond-use date
  7. Press the NEXT button to move forward
    1. A popup will appear if the user chose Refrigerator as the destination storage environment, reminding the user that the expiry window will be tighter with that selection. Press YES to move forward, press NO to go back.
  8. The load section will open, allowing the user to load the vaccines.



Dispense

AccuVax has always automatically rotated stock for you, and that does not change with COVID-19 vaccine support. By taking into account the expiration, current temperature storage location (and any prior movements), and pierce date,  AccuVax is able to ensure the next to expire vaccine is dispensed.

 

The standard AccuVax Dispense workflow does not change for COVID-19 vaccines – follow the steps below to dispense a vaccine:

  1. Login and select Dispense
  2. If in Patient Mode or Order Mode, choose a patient/order or select ‘Continue without patient’
  3. Choose the Program
  4. Choose the COVID-19 vaccine for Dispense
  5. Confirm the dispense and return to the home screen


Multi-dose Timer 

The multi-dose time displays after every COVID-19 vaccine dispense. This timer indicates there is a COVID-19 vaccine vial that is at room temperature.

Next to spoil: Name of the vaccine to spoil, if more than 1 multi-dose vial is out

Dispensed by: Name of the user who dispensed the multi-dose vial

Spoils in: The time remaining until all remaining doses in the vial are spoiled

Note: AccuVax will continue counting down the timer for any punctured COVID vaccines, as based on CDC storage requirements. To see any COVID vaccines that are nearing expiry, login, select Inventory, then View and filter on the ‘Expiring Soon’.



Reload COVID-19 Multi-dose Vials

Users can reload COVID-19 multi-dose vials to AccuVax and the system will update and maintain the expiry and beyond use date for the reloaded vial.

  1. Select the Multi-dose Timer on the home screen
  2. Confirm or adjust doses administered, remaining, and spoiled by using the ‘+’ and ‘-‘ buttons onscreen.
    1. Administered Doses: Total doses administered from the vial. (Can only be ‘1’ if patient selected during dispense)
    2. Doses Remaining: Total doses that are still in the multi-dose vial after administration
    3. Spoiled Doses: Any wasted doses that were not administered nor remain in the multidose vial
    4. I’ve Drawn this into a Syringe: Check this if a dose was drawn but not administered (drawn syringe will be loaded into the drawer)
  3. After adjusting/confirming the dose quantities, select:
    1. Reload Multidose Vial: Continues the Reload process
    2. Spoil Vial: Wastes the entire vial and all doses


Inventory Report

Users can view each COVID-19 vaccine’s temperature storage location via the Inventory>View section. Each COVID-19 vaccine card will have one of the following icons: