Tips to Account for COVID-19 Doses in ASIIS

Arizona Department of Health Services sent this bulletin at 02/11/2021 10:00 AM MST
2019 AIPO

COVID-19 Vaccine Communication from the Arizona Immunization Program Office

 

Today's Topic: Tips to Account for COVID-19 Doses in ASIIS

Due to reporting requirements for the COVID-19 vaccines, the Arizona Immunization Program Office would like to remind you of how to properly manage your ASIIS inventory and account for all doses received. 

Important Notes:

  • You must mark doses as received in ASIIS before administering them to patients.
  • When reporting administered COVID-19 doses, best practice is to use the vaccine information from the box (i.e. manufacturer, lot number, and expiration date). However, with COVID-19 doses, there are some exceptions:
    • The expiration date for Moderna doses must be generated from this site or by scanning the QR code on the vaccine box.
    • The expiration date for Pfizer doses is located on the vial.
  • The funding source for COVID-19 vaccines is PAN. COVID-19 doses need to be received in ASIIS with this funding source and COVID-19 patient records must be sent to ASIIS as PAN funded. Please refer to the HL7 instructions below if your site is reporting electronically via EHR.
  • Doses that have been administered to patients should not be removed from the Reconciliation page in ASIIS. 
  • The ASIIS Reconciliation (inventory) page should be reviewed daily and used to update CDC’s VaccineFinder.
  • Administered COVID doses must be entered in ASIIS within 24 hours.
  • Tips to Ensure Doses are Properly Accounted for and Decremented in ASIIS
  • If doses are wasted (unable to be administered to patients) please fill out and submit a wasted/expired form. 
  • Please note that in Phase 1 COVID-19 vaccines are limited and distributed on an allocation basis. Providers will not be able to order doses in ASIIS independently until Phase 2. 

How to Manually Add/Edit Patient Records in ASIIS:

HL7 - Electronic Reporting to ASIIS via EHR:

  • Arizona HL7 Specific Rules
    • If submitting vaccination records via HL7 to ASIIS, please allow up to 48 hours for all records to cross over.
  • If your site is not currently set up to submit information to ASIIS electronically and would like to, please fill out and submit the HL7 initial interest form 

The Immunization Program Office is here to assist you.

Independent Pandemic Training should be completed at this link here. (Enrollment Key: PandemicProviders) - The Vaccine Inventory Management Module will cover this information