COVID-19 Vaccine Workflows

AccuShelf systems can track and manage all COVID-19 vaccines that are currently available, as well as future vaccines released. With this release, AccuShelf provides the user the ability to:

 

  • Scan any COVID-19 vaccine to recognize brand and lot
  • Automatic tracking of expiration and beyond-use dates
  • Updates expiry based on temperature changes
  • Report on 1st/ 2nd dose administered via AccuSite

 

Steps and details are provided below on how to use the COVID-19 workflows in AccuShelf.

 

Current Cold Storage Requirements for COVID-19 Vaccines

AccuShelf tracks COVID-19 vaccines based off CDC guidelines. To view the current storage requirements for each COVID-19 vaccine, please visit https://www.cdc.gov/vaccines/covid-19/info-by-product/index.html.

 

 

Workflows (click to jump to section)

  • Receive Vaccines
  • Dispense Vaccines
  • Multi-dose Timer
  • Return COVID-19 Multi-dose Vials
  • Dispensing Punctured Multi-dose Vials
  • View Inventory
  • Move COVID-19 Vaccines
  • Patient Dose-Series Administration Report

 

 

Receive Vaccines

When scanning COVID-19 vaccines, additional information is required so the system can properly track the expiry. The steps to receive a COVID-19 vaccine on an AccuShelf system are as follows:

 

  1. Select Receive after logging in
  2. Select, enter, or continue without an Invoice or Transfer #
  3. Select the Program to receive the package(s)
  4. Scan the package to recognize the correct brand
    1. Tracking Details – enter the vaccine package information here

 

 

 

Lot: If 2D barcode did not capture lot, enter in manually

Expiration Date: Manually enter expiration date (some barcodes do not include an expiration date)

Manufacture Date: Optional, enter manufacture date from vaccine

 

  1. Select NEXT to continue

 

  1. Temperature Storage Environments – enter the storage information here.

Based on this information, AccuShelf will apply the proper expiry information to the vaccines received.

 

Source Environment: Choose the temperature the vaccine was stored at

  • Only acceptable temperature environments for vaccine displayed (for example, Pfizer will have Ultra Low option)

 

Destination Environment: Choose the temperature the vaccine will be stored at

  • Only acceptable temperature environments for vaccine displayed (for example, Moderna will have Freezer option)

 

First Environment Move Date/Time: If source and destination are different, the date and time of the move is required.

  • The beyond-use-date will be applied to this input
  • Defaults to the current date/time, assumes first move is now
  • If the change occurred in the past, update date/time appropriately

 

  1. Select DONE to commit information and add vaccine to receive list

 

  1. Complete receive
    1. The COVID vaccine will be added to the receive list

 

            Confirm temperature environment with icon

 

       Refrigerator Icon                      Freezer Icon                       Ultra-Low Freezer Icon

                                                                             

NOTE: There is no icon when storing at ‘Room Temperature’

 

  1. Update the quantity of vaccine packages receiving with the ‘+’ button or scan
  2. Submit or receive additional vaccines

 

EXAMPLE: Receiving Moderna COVID 19

Receiving a frozen shipment of 2 packages of Moderna COVID-19 vaccine that will be stored in the refrigerator

Scan to recognize the vaccine, enter tracking details

Enter the source and destination temperature details

 

Confirm temperature and increment quantity to ‘2’ packages

            

Viewing on hand inventory on the AccuShelf displays the Temperature Environment and total quantity doses on hand.

 

Select ‘Submit’ to commit vaccine into inventory and available for dispense

 

 

Dispense Vaccines

AccuShelf simplifies the tracking for all COVID-19 vaccines including the doses, expiry, and beyond use dates. The system will always prompt the user to default to the vaccine that will expire next based off of temperature environment, puncture time, and if assigned, a vial label number.

 

 

 

The steps to dispense a COVID-19 vaccine on an AccuShelf system are as follows:

 

  1. Select Dispense
  2. If in Patient Mode or Order Mode, choose a patient/order or select ‘Continue without patient’
  3. Scan or select the vaccine to dispense
    1. Scan or use the ‘+’ to add to the dose quantity dispensing
    2. If multiple lots, select the card to choose a specific lot
  4. Select NEXT after all items to dispense are scanned/selected
  5. If the scanned/selected vaccine is NOT next to expire, the user will be prompted with the following message

 

 

  1. Select ‘YES’ and select the correct vaccine to expire next
  2. Select ‘NO,…” to dispense with the current vaccine scanned/selected

 

  1. To commit dispense, select ‘YES’, all items will be decremented from inventory

 

 

Multi-dose COVID-19 Vaccines

Currently, all COVID-19 vaccines available are multi-dose vials. AccuShelf is capable of tracking every dose in a multi-dose vial, including COVID-19 vaccines. Read on various multi-dose workflows that relate to COVID-19 vaccines.

 

Multi-dose Timer

The multi-dose time displays after every 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: AccuShelf 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’.

 

Return COVID-19 Multi-dose Vials

Users can return COVID-19 multi-dose vials to AccuShelf and the system will update and maintain the expiry and beyond use date for the returned vial.

 

The steps to return a COVID-19 vaccine on an AccuShelf system are as follows:

 

  1. Select the Multi-dose Timer on the home screen
  2. Confirm or adjust doses administered, remaining, and spoiled by using the ‘+’ and ‘-‘ buttons on the screen.

 

 

Administered Doses: Total doses administered from the vial. (Can only be ‘1’ if patient selected during dispense)

Doses Remaining: Total doses that are still in the multi-dose vial after administration

Spoiled Doses: Any wasted doses that were not administered nor remain in the multi-dose vial

I’ve drawn a dose into a syringe: Check this if a dose was drawn but not administered

 

After confirming the dose quantities, select one of the buttons below:

Return multi-dose vial: Continue the return process

Spoil vial: Wastes the entire vial and all doses. Only choose if necessary.

 

  1. Assign Vial Label
    1. This workflow is to aide users to distinguish every specific vial to make sure the next to expire vaccine is correct.
    2. Vial Label options
      1. Apply a thermal barcoded sticker and scan the barcode*
      2. Manually enter a label (Recommend 4 digits)

 

*NOTE: Please contact support at 844-878-6331 x2 or support@trumedsystems.com to request your thermal barcoded stickers

 

  1. Select Done
  2. Choose storage temperature vaccine returning to
    1. All viable storage temperature environments are listed as a card
    2. By selecting the environment, AccuShelf will update and track expiry and beyond use date for the vaccine returned

 

  1. Complete return of multi-dose vial
    1. Once storage environment is selected, the user is taken to the home screen
    2. AccuShelf will update and track the expiry and beyond use date for the returned COVID-19 vaccine

 

Dispensing Punctured Multi-dose Vials

AccuShelf provides additional information and prompts the user on any punctured COVID-19 multi-dose vials, ensuring the next to expire is dispensed.

 

Follow these steps to dispense vials with ‘Vial Label’ information applied:

 

  1. Scan either the ‘Vial Label’ barcode or scan or select the COVID-19 vaccine and confirm ‘Label’ number (see highlight below)

 

  1. If there are multiple Vial Labels, the user can scan or select the card to view and select the correct multi-dose vial dispensing
    1. Touch the vaccine card to view all available inventory
  2. Select NEXT to continue the dispense
    1. The user will be prompted to confirm the correct vial label is being dispensed

 

 

  1. Select OK to continue
  2. Select YES to complete the dispense

 

View Inventory

There is additional COVID-19 vaccine storage information for users to view on the AccuShelf and the AccuSite.com portal.

 

The steps to view COVID-19 vaccine information on AccuShelf are as follows:

 

  1. Select Inventory and then View
  2. Choose an inventory filter to see the inventory in that filter
  3. Use the search bar in the upper right to narrow down the list

 

NOTE: The storage temperature icons are displayed on both the cards and vaccine details

 

       Refrigerator Icon                      Freezer Icon                       Ultra-Low Freezer Icon

                                                                             

  1. Long press a card to view vaccine details

 

  1. To reconcile inventory counts
    1. Select all cards to reconcile inventory counts
    2. Select ASSIGN TO RECONCILE to create a reconciliation task
    3. Select the created reconcile task
    4. Scan or select ‘+’ or ‘-‘ to update quantities
    5. Submit after completing count
    6. Address any discrepancies

 

 

Move COVID-19 Vaccines

To move on hand COVID-19 vaccines between storage temperature environments and automatically update the vaccine beyond-use-date, a new Move workflow is available.

 

For example, the Move workflow allows a user to move 5 multi-dose vials of Moderna from the freezer to the refrigerator. AccuShelf will automatically update the beyond-use-date to 30 days (storage requirements) for the 5 selected multi-dose vials.

 

The steps to view COVID-19 vaccine information on AccuShelf are as follows:

 

  1. After logging in, select Inventory and then ‘Manage’
  2. Select the new Move icon

 

NOTE: Currently only COVID-19 vaccines can be moved between storage temperature environments.

 

  1. Scan or Select Item Manually to begin the move
    1. Scan
      1. Scan a COVID-19 vaccine in inventory to identify the identify the correct vaccine and details
      2. If there are multiple lots of same vaccine, the system will ask to select a specific lot
    2. Select
      1. Choose “Select Item Manually” to see list of all COVID-19 vaccines in inventory
      2. Select the vaccine card for the vaccine to be moved

 

  1. Choose the destination storage temperature

 

  1. Select what storage temperature the selected COVID-19 vaccines are going to
  2. Only the supported temperature destinations are available to be selected. A user is unable to select a wrong destination.

 

  1. Update quantity
    1. After selecting the destination storage temperature, the vaccine will be added to the Move list

 

 

  1. Update the quantity being moved to the new temperature with a +/- or by scanning
  2. If moving vials versus packages, select the row and change the UoM in the details screen

 

 

 

  1. Complete the Move
    1. Select Next
    2. Select Yes to commit the move of COVID-19 vaccines to the destination temperature environment

 

 

  1. Physically more the vaccines to their new storage

 

  1. AccuShelf will automatically update the beyond-use-date to the correct date and time

 

 

Patient Dose-Series Administration Report

A new report is available on www.AccuSite.com that provides COVID-19 vaccine details for patients administered the vaccine. This report provides the following details:

 

  • Patient information (MRN, name)
  • COVID-19 vaccine administered, including brand, lot, and expiration
  • Dose 1 and 2 administered date and time
  • User who administered the dose

 

Access this report by logging into AccuSite.com and navigating to Patients and COVID-19 tab.

 

 

2 dose series information

The COVID-19 report will calculate the due date for any patient waiting to receive the second shot of the COVID-19 vaccine. AccuSite will automatically calculate the appropriate due date based on the Pfizer (28 days) or Moderna (30 days) days to receive the second shot after the first shot.