TruMed Systems Solutions

AccuVax Reserves

Track, count, and manage vaccines across the practice, including other fridges and freezers

AccuVax^® Vaccine Management System is pleased to introduce our latest feature: AccuVax Reserves. This new feature allows users to manage their entire vaccine stock throughout their practice. 

AccuVax Reserves extends our one-of-a-kind vaccine management tools by adding the following benefits:

• Manage vaccines in all other refrigerators and freezers
• Use an iPhone or Android app to scan vaccines into My.AccuVax as they arrive at the practice
• Receive Replenish alerts informing users when and how many vaccine boxes to move from a reserve refrigerator or freezer to your AccuVax units
• Print cycle count sheets to accurately count Reserve storage and produce an audit trail of any discrepancies

Overview of the entire workflow

New tools included in AccuVax Reserves

When to use AccuVax Reserves

AccuVax Reserves is used to help manage ALL the vaccine stock at a practice, including the additional stock in backroom or overflow refrigerators and freezers.  Any practice that maintains additional fridges or freezers and wants inventory visibility, tracking, and automatic stock rotation will want to use AccuVax Reserves. This allows a practice to streamline their entire vaccine inventory workflow from receiving new vaccines to when the vaccine is administered to a patient. 

Overview of AccuVax Reserves

An AccuVax Reserve Storage Unit can be a refrigerator or freezer where bulk vaccine supplies can be stored until ready to load into the AccuVax.  The user can either choose to receive them via our phone application or at My.AccuVax.com. The information captured upon receipt includes:

• The vaccine brand, product NDC, package NDC, lot, and expiration
• Quantity of packages being received
• Which Reserve Storage Unit the vaccines are being stored in

This process adds the vaccine to inventory and not only can be reported on, but it allows all the automated inventory management features from AccuVax to be applied to the Reserve stock.

When the user wants to move the vaccines from Reserve Storage Units to AccuVax they have three options to move vaccines:

1. The user can use Replenish Pick Lists that are automatically generated to tell what to move over to the AccuVax
2. A user can also use the AccuVax phone app to scan out vaccine packages to move them to the AccuVax
3. Or a user can simply grab a package from the Reserve Storage Unit and scan it at the AccuVax. 

These options are all explained in further detail in this document. 

Replenishment and Smart Loading

Using AccuVax Reserves and tracking all vaccines in a practice will ensure all vaccines are properly stored in AccuVax at all times. Usage algorithms alert users when a vaccine needs to be taken from a Reserve Storage Unit and loaded into your AccuVax – this is called Replenishment.  

The algorithm used to replenish vaccines is based on each vaccine usage over a given time period and the quantity remaining in AccuVax. This is used to determine what quantity to move from a Reserve Storage Unit to the AccuVax, ensuring all vaccines are always available at every AccuVax. Automatic replenishments create a ‘pick list’ to suggest to users which vaccine and how many packages to move from a Reserve storage unit to AccuVax. 

AccuVax Reserves Phone App

The AccuVax phone app is available for both iOS and Android.  The application can be accessed via their respective app store or provided by the AccuVax Support team. Note that managing vaccines practice wide will need to be enabled by the AccuVax Support team before it functions properly.

Download

To download the phone app scan the appropriate QR below with your phone or select the link to download if reading the document on your phone. 

Login

Launch the AccuVax app. A user logs in to the application with the same email and password that they access their My.AccuVax.com portal. If the phone is capable of reading NFC chips, there is an optional NFC magnet that can be requested from AccuVax to place on the storage unit. The user will be able to scan this NFC magnet on the front of the fridge/freezer which will recognize the storage unit that the user is currently scanning in or out of.  If the phone is not NFC capable, or if they prefer not to scan the NFC magnet, the user can select the Reserve Storage Unit from a drop-down list after logging in. 

Receive Vaccines

When a new vaccine shipment arrives, the user will scan the vaccine boxes into the Reserve storage unit via the Receive New section.  Follow the steps below to load a new vaccine to Reserve storage inventory:

1. When Receive New is selected the user will choose which program the new vaccine belongs.  
2. Once a program is selected the camera will open allowing the user to scan the package barcode.  
3. After the barcode is scanned the user will confirm the details of the scan and make any necessary adjustments. 
4. Pressing the ‘Confirm’ button will add that vaccine to inventory. 

The receive process assumes the user is receiving the same program.  Once the confirmation is pressed the program selection screen is bypassed and will go directly to the camera allowing the user to scan more packages and assign it to the previously selected program.

Replenish

The Replenish section is used to scan vaccines out of the Reserve storage unit with the intent of loading those scanned-out vaccines into the AccuVax.   When a vaccine is scanned out via Replenish it will no longer appear in the Inventory section. Further, that vaccine will be considered an “In Transit” vaccine, as it is in transit to load into the AccuVax. 

There are two ways the user can scan out a vaccine:

Recommend Replenish List: The top of the Replenish section allows the user to select an AccuVax and program. If the selected AccuVax and program have a recommended vaccine to load it will list that vaccine. The user selects that vaccine and presses ‘Scan Selected’.  The camera will then open, allowing the user to scan the selected vaccine. The scanned vaccine package must match the package in inventory. If the expiration or lot is incorrect, the package will not be considered scanned out nor marked for “In Transit.” 

Scan Other:  If there are no recommended replenish vaccines, the user can instead choose to scan out a vaccine manually. The user will select “Scan Other”, select a program, then scan the vaccine package. Just as the situation above, the scanned package must match the package that is in inventory. 

Inventory

The Inventory screen lists all vaccine inventory in the selected Reserve Storage Unit after logging in. The list can be filtered based on program. Selecting a vaccine will display a second line that lists the lot, expiration, and number of doses for that selected vaccine. 

Loading Reserve Vaccines to AccuVax

The AccuVax is aware of each vaccine that is in any Reserve storage unit. This makes for intelligent scanning and loading of vaccines into any AccuVax at the practice’s location. AccuVax will know the source of the vaccine as either 1) From a Reserve Storage Unit or 2) New Inventory to the practice. 

The AccuVax Load workflow is slightly different when using AccuVax Reserves. Here are the details of the differences when loading a vaccine using AccuVax Reserves.

Scanning a Vaccine

Scanning the vaccine package will now have 1 of 2 results:

1. If the scanned vaccine package is recognized as either currently stored in a Reserve storage unit or designated as “In Transit”, the user will be brought straight to the Load Confirmation screen. The Load Confirmation screen will list the Reserve Storage Unit name in the “From” line.

1. If the scanned vaccine package is not known to the practice, it is considered as new and the user is receiving the vaccine at AccuVax. The user will go through the same load workflow and confirm the lot and expiration before getting to the Load Confirmation screen.  The Load Confirmation screen will list “New Inventory” in the “From” line.

Manually Loading a Vaccine

If the AccuVax scanner is not picking up the vaccine barcode, the user can manually load the vaccine. After the user first selects which program to assign the vaccine, the user must choose “Select From List”. The user then must choose the source of the vaccines they are loading, which will be:

• “In Transit” if the vaccine was scanned out of a Reserve Storage Unit
• “Load From Reserves” if the vaccine was taken from a Reserve Storage Unit but not scanned
• “Load New” if the vaccine is new to the practice and not in inventory 

“In Transit Source”: 

The user will be brought to this screen if they have “In Transit” vaccines that have been scanned out of the Reserve storage unit.  

At this point the user will have the option to select the “In Transit Source” and then select a specific vaccine from the list to complete the load. 

“Load From Reserves”: 

When a vaccine was taken from a Reserve Storage Unit, select this button. 

On the “Reserve Storage Source” screen, the user will select where the vaccine came from based on the Reserve Storage name. The user will then select from a list of vaccines in that Reserve Storage unit to complete the load. 

“Load New”:  This selection will walk a user through loading a vaccine into AccuVax that is considered new inventory to the entire practice if it did not originate from another location in the practice. 

Using MyAccuVax with AccuVax Reserves

When a practice has AccuVax Reserves managing their entire inventory, new features and sections become available to users on My.AccuVax.com. Those new sections include:

• Naming all Reserve Storage Units to easily identify and know where all vaccine inventory resides
• Setting Replenish Thresholds that will be used to determine when and how many vaccines to move from a Reserve Storage Unit to a specific AccuVax
• Adding new inventory to manage, this is another way instead of the phone app that a user can receive new inventory in their practice
• Viewing and Printing Replenish Pick Lists to help any user to refill AccuVax from one or more Reserve Storage Units

Settings

When a user navigates to “AccuVax” in the settings section, there is a new tab titled “Reserve Storage” where names for every Reserve Storage Unit can be changed

Replenish Thresholds

When a user navigates to “Thresholds” there is an additional threshold to edit: “Replenish Threshold.” A user can set the minimum number of days on hand they require to have loaded in AccuVax. The Replenish Threshold will be used to alert and tell how many vaccines to load in AccuVax when the AccuVax is below that threshold. 

Counts

The Counts tab under the Inventory section provides two functions for the user as it relates to vaccine in Reserve Storage Units. A user can initiate a cycle count to ensure accuracy of vaccines in Reserves or they can add new vaccine to the practice to begin tracking. 

Start a New Count

A user can start a new count by selecting the “Start New Count” button. On the next screen, the user will choose the Reserve storage unit and program to perform the count on. When clicking “Submit” a count sheet will display all vaccines stored in the selected Reserve Storage Unit. Included in the vaccine information is the expected box quantity of each vaccine and an input field for the actual box quantity count of each vaccine.

This count sheet can be printed to reference when going to the Reserve Storage Unit to count the vaccine boxes. Once the count is completed, the user can make any adjustments to the quantity in the “Actual Boxes” input field. If the count is the same there is no need to edit the field. There is a “Notes” section that is a free form text field that a user can add reasons for the vaccine adjustments they made. 

Next, the user will select “Reconcile” to complete the cycle count. This will document the date, time, user, and counts performed on the Reserve storage unit. There is a list of all cycle counts performed so a user can review and print for record keeping purposes. 

Receive New Inventory

Receiving new vaccine inventory to track with AccuVax can be performed by either the phone app or with the “Receive New Inventory” button on MyAccuVax. 

A user selects the “Receive New Inventory” button to begin the process. Simply follow the steps to select the Reserve Storage Unit the vaccine is located at, the Program the vaccine is assigned to, and begin typing the vaccine name or brand. 

Note that the search list limits only the vaccines that can be stored in the Reserve storage unit.  For example, when receiving vaccines in the freezer, only frozen vaccines will be able to be selected. 

Once a vaccine is selected, the user is required to enter the Lot, Expiration Date, and quantity of boxes being added to inventory. Selecting “ADD” will add the vaccine to the list of vaccines to submit to inventory. 

A user can continue to add multiple vaccines to any of their Reserve storage units and it will add to the list below the input fields. Once the user is done, they simply select “Submit Inventory” to complete the adding of vaccine to their practice. All Reserve storage units will be updated immediately upon submission. 

Please contact support with any questions 

support@trumedsystems.com - 844-878-6331