Using Error Correction in the NCIR

April 13, 2011

When a State-Supplied lot quantity is modified using the Category “Error Correction” an

Error Reason must be entered.

When to Use Error Correction

Use this category when adding to or subtracting from inventory doses that were…..

Keying or data error occurred during initial inventory entry

i.e. if 100 is entered instead of 10

As a last resort….

If you have exhausted ALL other options to find vaccine and this is the last option to reconcile your vaccine inventory!!

Best Practices

• Enter all immunizations administered into the NCIR as soon as possible

• Only enter immunizations administered by you, under your username

• Document all doses that have been administered, transferred, wasted and/or expired in the NCIR

When NOT to Use Error Correction

• If inventory is expired

• If a storage and handling issue caused

the dose to be unusable

• If the vaccine is pre-drawn and not used

Incorrect Use of Error Correction

*Should have been reported as “Wasted”

A Common Scenario…

• A vaccine shipment comes in and Nurse Jane takes all vials out of the box and then discards box.

• Nurse Susan gives a vaccine, documents on paper chart the lot # on the vial of the vaccine administered. Nurse Susan then logs into the NCIR to document the dose administered.

• The lot # does not show up in the NCIR in the drop down box to select!!!

• Nurse Susan decides to call the NCIR Helpdesk to find out why the lot number is not in the NCIR?!

What happened?!

• The lot # in the NCIR is the same as the lot # printed on the box.

• The lot # on the vial is different.

There is vaccine left in a multi-dose vial after all 10 doses have been administered.

Per the vaccine manufacturer, there should be enough liquid in the vial for 10 doses.

• If you get more or less than 10 doses from the vial further education on vaccine administration is needed to ensure providers are drawing up the correct amount and using appropriate equipment.

• Vaccine lots are not to be edited in the

NCIR with a reason of “getting more than 10 doses from vial” nor should they be stating, “not enough in vial to complete 10 doses”.

Reconcile inventory on a weekly basis

Complete physical count of inventory

Transaction Summary Report

In summary…

• Error Correction should be used infrequently

• Use best practices to maintain vaccine inventory correctly in the NCIR

• If you are unable to reconcile your inventory error correction should be your last option

Questions?