2D Vaccine Training Guide for MCIR Providers August 4, 2014

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1 2D Vaccine Training Guide for MCIR Providers August 4, 2014

2 The Project Understanding Barcoded Vaccines Using the Scanner Scanning into MCIR Troubleshooting & Support

3 The Project Understanding Barcoded Vaccines Using the Scanner Scanning into MCIR Troubleshooting & Support

4 We Greatly Appreciate Your Assistance Phase I Scan into EMR with electronic data upload to MCIR Adding Vax to the Client s EMR Record: Scan vaccine vial or syringe at point of administration i.e., when vaccine is being added to client s EMR chart Phase II MCIR Scanning MCIR Add Imm Screen: Scan vaccine vial/syringe at point of administration i.e., when vaccine is being added to client s MCIR record Future MCIR VIM Scan Function: Scan vaccine outer packing or individual vaccine vial/syringe when new vaccine is received into inventory Improving the accuracy of the data being sent to the MCIR. Improving accuracy of the data being captured directly in MCIR, ensuring accurate inventory decrement & dramatically decreasing inventory reconciliation time.

5 Participation Agreement Scan ALL 2D barcoded vaccines public and private received and/or purchased by your office administered in your office begin new process once MCIR training is complete Scanners become property/responsibility of provider office

6 The Project Understanding Barcoded Vaccines Using the Scanner Scanning into MCIR Troubleshooting & Support

7 Benefit of Vaccine Barcodes Increases vaccine data quality Improves client chart documentation Decreases inventory reconciliation time Aids in patient safety initiatives

8 Defining Barcodes 2D Barcode Raw Data String: AHAVB566AN If a vaccine s entire 2D barcode data string were embedded in a linear barcode it would be too large to fit on the small vaccine vial or syringe. Type Example Data Characteristics Linear Barcode Maximum 56 a/n characters Composite Barcode Max a/n chars 2D Data Matrix Barcode Max 2335 a/n characters

9 Defining the Two-Dimensional (2D) Barcode

10 2D Barcode Vaccines as of Aug. 1, 2014 Only GSK products are currently 2D barcoded on both the Unit of Sale and the Unit of Use Unit of Sale (UoS) or Primary Packaging is defined as the vaccine s box Unit of Use (UoU) or Secondary Packaging is defined as the vaccine vial or syringe

11 SANOFI S IPOL & ACTHIB VACCINES Both vaccines have the 2D barcode on the UoU MDCH is not currently including these vaccines in the scan process Once MDCH approves the scanning of these vaccines, your office will be notified

12 CDC s IIS 2D Vaccine List Website As new vaccines are 2D barcoded and released into circulation, the CDC website will be updated.

13 The Project Understanding Barcoded Vaccines Using the Scanner Scanning into MCIR Troubleshooting & Support

14 Scanner Hardware Hold scanner 4-5 from barcode Do not block barcode with fingers Aim/scan 2D barcode, not the linear barcode Do not stand in direct sunlight or scan in a dark room A successful scan will result in a single beep

15 Scanner Hardware (cont.) There is no scanner configuration required for MCIR scanning i.e., use your scanner with the factory setting You must wait for the series of three beeps when you plug the scanner into your computer before you begin scanning your vaccines into MCIR Clean lens with alcohol swab No Kleenex, paper towel or soap & water Do not handle or dangle scanner by cord Never touch or scratch lens

16 The Project Understanding Barcoded Vaccines Using the Scanner Scanning into MCIR Troubleshooting & Support

17 Scanning into MCIR Navigate to the MCIR Add Immunizations screen Clicking the Use 2D Barcode link will open the window for scanning Once the Add Immunization 2D Barcode window is open, vaccine can be scanned into the MCIR Once the vaccine is scanned, the barcode s raw data string will appear in the Immunization Information field. The user will then chose the appropriate Vaccine Eligibility and submit the vaccine(s). Once vaccines are submitted, the information will parse into separated fields on the Add Immunization screen. All data should be reviewed before submitting.

18 The Project Understanding Barcoded Vaccines Using the Scanner Scanning into MCIR Troubleshooting & Support

19 Basic Scanner Troubleshooting Issue I am trying to scan but do not see the red light. Resolution Check to ensure the scanner cable is firmly connected to the bottom of the device and into the computer s USB port. Did you wait for the computer to recognize the hardware when you plugged it in i.e., Did you hear the series of 3 beeps? Unplug and then reconnect the device to the computer. Listen/wait for 3 beeps. I am unable to scan the barcode. Ensure you are holding the barcode 4-5 from the scanner. While scanning, slightly rotate the vial along its length to increase scanning consistency. The barcode data is not populating my computer screen. I keep scanning the linear barcode instead of the 2D barcode. I am not scanning right now but the scanner s red light keeps turning on Ensure your cursor is placed in the appropriate field of the computer screen. If the scanner did not beep, it did not read the barcode. A successful scan should result in 1 beep of the scanner. Try placing your finger over the top of the linear barcode when scanning. While plugged into your computer, the scanner will sense movement which will cause the red light to activate. Either move the scanner away from your work area or unplug it when not in use. Will the scanner lose its MCIR configuration if I unplug it? No, there is no special setting required to scan into MCIR. The scanner should remain set the manufacturer out of the box setting.

20 Regional MCIR Help & Support 2D Vaccine Questions Trouble Scanning in MCIR* *For assistance with scanner hardware, you will need to contact the hardware manufacturer. <insert regional contact info here> Region Helpdesk #

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