Transfer for Vaccines

Users can now send vaccines to and from AccuVax units with the new Transfer workflow.  Users can transfer Transferred vaccines can be loaded at an AccuVax or received at an AccuShelf TM once the shipment reaches the destination site – and all movements can be tracked from the AccuSite portal.

 

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

 

What is a Transfer? 

A Transfer is a collection of vaccines that are moved from a source site to a destination site. Here are all the ways users can utilize the new feature:

  • Transfer vaccines from AccuVax to AccuVax
  • Transfer vaccines from AccuVax to AccuShelf/TM
  • Transfer vaccines from AccuShelf/TM to AccuVax
  • Transfer vaccines from AccuVax to outside the account

 

Receive a Transfer

Select Invoice/Transfer to Load

  1. Navigate to Load
  2. Users are brought to the Select Invoice/Transfer to Load screen
    1. Users can opt to Continue without Invoice via the button at the top of the screen
  3. Users are presented with a Don’t see your Invoice? card by default, as well as any open Transfers
    1. The Don’t see your Invoice? card will always appear on this screen, whether or not there are any open Transfers. Choosing this card brings the user to the Enter Invoice and Order Numbers screen.
  4. Choose an open Transfer card to go to the Load Transferred Vaccines screen

 


 

Load Transferred Vaccines

  1. Scan the vaccine package’s 2D barcode to find the matching vaccine(s) in the Transfer
    1. If more than one package of a vaccine with the same lot/expiration appears, the user will have to manually choose which to load
    2. If there is one match, the vaccine card will automatically be highlighted/selected
    3. To Note: Users can manually select the vaccine card if there is an issue with the transferred vaccine’s barcode
  2. Choose the vaccine card you would like to Load
  3. A slide up will appear at the bottom of the screen with the option to press NEXT or CANCEL TRANSFER
    1. Pressing NEXT will bring the user to the Load Confirmation screen
    2. Pressing CANCEL TRANSFER will lead to a popup, asking the user to confirm that they want to cancel the open Transfer

  1. Press NEXT to move to the Is this correct? screen
  2. Press the Yes, Load Vaccine button to load the selected vaccine
    1. To Note: the transfer vaccine’s total dose count will decrement only when each dose is loaded (for example, if 10 doses were listed on the Transfer and only 5 were loaded, the transfer will remain open with 5 doses remaining)

 


 

Post-Load Options

The user will have 3 options once the selected Transfer vaccine finishes loading:

  • Load Same Transfer Vaccine
    1. Pressing the button will bring the user back to the Is this Correct? screen with the same vaccine selected, ready to be loaded
    2. This option will only appear if there are more doses of the same lot/expiration available to be loaded
  • Load Other Transfer Vaccine
    1. Pressing this button brings the user back to the Load Transferred Vaccines screen, where they can scan/select the next Transfer vaccine to load.
  • Done
    1. The Done button will bring the user back to the home screen
    2. To Note: Users do not have to finish loading every transferred vaccine. The Transfer will remain open and available for selection on the Select Invoice/Transfer to Load screen until it is cancelled or until all transferred vaccines are loaded.

 

Watch a demo on how to load transferred vaccines here!

 

Create a Transfer

Create New Site to Site Transfer

  1. Navigate to Inventory > Transfer
  2. Users are brought to the Create New Site to Site Transfer screen
  3. A unique, randomly generated Transfer ID is automatically created
    1. Users can press the X button on the textbox to create their own ID.
  4. Press DONE to move to the Select Destination for Transfer screen.

 

Select Destination for Transfer

 

 

 

 

 

 

  1. Users will be presented with a list of selectable cards for each site within the account
    1. Each site card will include the destination site’s name and street address (users can add the street address via the AccuSite portal).
  2. Select a site card to move forward.

 

Select Vaccines to Transfer

  1. Users can begin selecting the vaccine(s) to be transferred by tapping on each vaccine card.
    1. Users can select multiple vaccines, but they must be from the same program - once a card is selected, only vaccines with the same program will be selectable (all other cards will be greyed-out and not selectable).
  2. Adjust the quantity of doses by pressing the + or – buttons.
  3. Once all vaccines are selected, press the Transfer Selected Vaccines button
  4. A popup will appear onscreen, warning users to not step away while vaccines are being removed from the system. Press OK to move forward.
    1. If a user steps away and a timeout is to occur, the Transfer process will stop; whatever vaccines that were removed up until that point will be included on that Transfer. 

  1. Vaccines will now start dispensing. Once the last vaccine is dispensed, the Transfer is complete.

 

Watch a demo of the Create a Transfer feature here!

 

Additional Functionality

Sites with both AccuVax ES and AccuShelf/AccuShelf TM products

  • Transfer cards will appear on both AccuVax and AccuShelf products at the destination site, so users have options on where to receive/load a Transfer.

  • Once the user starts receiving or loading a Transfer, the Transfer card will be locked and inaccessible on other products at the site (an individual Transfer card can only be accessed by one product at a time).

 

AccuVax can only create or receive Transfers with vaccines

  • If a Transfer only includes non-vaccine items, the non-vaccine items will not appear on the Transfer card.
  • If a Transfer only includes non-vaccines, it will still appear on the AccuVax’s Select Invoice/Transfer to Load screen, but the following popup will appear when attempting to access:

Single-Site Accounts

Some customers only have 1 site within their account, so Transfer options will be limited:

  • Users will be able to Transfer to other AccuVax ES or AccuShelf TM units at their site.
  • Users will be able to Transfer to the Other destination site – which can be the manufacturer, distributor, or some group outside of the practice.