GRITS Manage Orders Training Overview Inventory and Manage

GRITS Manage Orders Training Overview: Inventory and Manage Orders Functions 05/08/2014

The following slides include information from the manage orders module video as well as notes and step by step instructions to help you complete the mange orders process. You will receive step by step instructions for accepting vaccine transfers in a separate document.

• The manage orders function will be phased into use by groups of providers to avoid the transition of over 1200 providers at once • VFC will contact providers with their “go live” date • Providers will have 30 days to prepare for reporting using the new function • GRITS, VFC staff and IPC staff will be available to assist with questions that come up during the ordering process • As a reminder, you will receive a Frequently Asked Questions Document and revised step by step instructions as I continue to try to simplify the process

Important Changes to Remember • Manual reporters using the Excel report will be required to manually enter their inventory data into GRITS and must submit an emailed copy of their doses administered data to VFC at DPHgavfc@dhr. state. ga. us • Providers managing inventory via GRITS will continue to generate a Monthly Comprehensive Report. The Manage Orders function is a newly added step which allows you to place your order online.

Important! • All providers must select vaccine preferences prior to using the manage orders function • Selections must include all vaccines, including Polio, MMR, PCV 13, MMR-V, and VAR • Only vaccines selected as preferences will be available for ordering from the manage orders screen • If you move on to the manage orders function prior to selecting preferences, then you will have to cancel your order and return to the Manage Inventory screen to select preferences to complete the order process correctly.

Step By Step Instructions

GRITS Reporters Only The Process: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Count physical state supplied vaccine stored in your units (refrigerator and freezer) Log into GRITS. On the blue menu panel under the Inventory menu group, click ‘manage inventory’ menu item. The Manage Inventory Screen is displayed. Click ‘Show Inventory” button. Click the ‘Count Inventory’ button and then click the ‘Set Preferences” button. Select your preferences and shipping option. Click the ‘Save button’ Click ‘Cancel’ to return to the ‘Count Inventory’ screen. Enter current inventory counts to generate the Monthly Comprehensive Report. Review the report for errors – doses listed in the Insured/Ineligible column and/or (+), (-) doses listed in Column I – ‘Counted Inventory Differs from Expected By’ Doses Expected On Hand on the Vaccine Accountability Statement. Submit corrections to VFC if needed. Review the Vaccine Accountability Statement Column J for “Doses Presumed Needed” to plan ahead for placing your order using the new manage orders function. Click the ‘Approve’ button to submit the report to VFC. Navigate to the blue menu panel under the Inventory menu group, click, the ‘manage order’ menu item. The manage order screen displays. Follow the prompts to update site information and business hours. As a reminder, delivery window #1 refers to the time period open prior to lunch. Delivery window #2 is the period of time your clinic is open after lunch. If your site does not close for lunch, then enter your open and close times in delivery window #1. Save updated data and click save and continue to proceed to create a vaccine order.

Manual Reporters Only (currently submit the Excel Form via email to VFC) 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Count physical state supplied vaccine stored in your units (refrigerator and freezer). You may use the inventory portion of the Excel report to log this data. Complete the doses administered portion of manual Excel form and submit a copy to the VFC Program via email to DPH-gavfc@dph. ga. gov. The doses administered portion of the report will be required prior to releasing your vaccine order. Log into GRITS On the blue menu panel under the Inventory menu group, click the manage inventory menu item. The Manage Inventory Screen is displayed. Click the Show Inventory button. Click the Count Inventory button and then click the Set Preferences button. Select your preferences and shipping option. Click the Save button. Click the Cancel button to return to the Inventory Count screen. Enter doses on hand counted in step #1 for each VFC lot number. Enter 0 (zero) for lots you no longer have in stock. Click the Save button. Informational message is displayed. “The monthly inventory report just created must be verified and approved”. Double check entries to be sure data is correct. Data must be free of errors prior to proceeding to placing your vaccine order via the manage orders menu option. Navigate to the blue menu panel under the Inventory menu group, click, the manage order menu item. The manage order screen displays. Follow the prompts to update site information and business hours. As a reminder, delivery window #1 refers to the time period open prior to lunch. Delivery window #2 is the period of time your clinic is open after lunch. If your site does not close for lunch, then enter your open and close times in delivery window #1. Save updated data and click save and continue to proceed to create a vaccine order.

PROVIDERS MANUALLY ENTERING INVENTORY INTO GRITS ONLY

At this point, both GRITS and Manual Reports will start by clicking on the ‘manage orders’ menu option once it is made available to your site.

When reviewing the video as a refresher: Private Providers using GRITS to manage inventory: Select Option #1 Public Health clinics select Option #2. Manual Reporters submitting monthly reports via the Excel form: Select Option #3

PROVIDERS MANAGING INVENTORY IN GRITS ONLY

PROVIDERS MANAGING INVENTORY IN GRITS ONLY

PROVIDERS MANUALLY ENTERING INVENTORY INTO GRITS ONLY

PROVIDERS MANUALLY ENTERING INVENTORY INTO GRITS ONLY

PROVIDERS MANUALLY ENTERING INVENTORY INTO GRITS ONLY

PROVIDERS MANUALLY ENTERING INVENTORY INTO GRITS ONLY

PROVIDERS MANUALLY ENTERING INVENTORY INTO GRITS ONLY Once data entry is complete, click Save and Continue

Check Inventory totals entered for accuracy prior to proceeding to the create order screen. Inventory entered here cannot be altered during the ordering process.

PRIVATE PROVIDER ORDER SCREEN

PRIVATE PROVIDER ORDER SCREEN

PRIVATE PROVIDER ORDER SCREEN

PRIVATE PROVIDER ORDER SCREEN

PRIVATE PROVIDER ORDER SCREEN

PRIVATE PROVIDER ORDER SCREEN

PRIVATE PROVIDER ORDER SCREEN

Orders submitted will remain in PENDING status until the order is reviewed by VFC. Once reviewed, the order can no longer be edited. Approved orders are being processed and orders Sent to CDC/Distributor have been entered and the vaccine order is on the way.

Following up on a placed order • Log in to GRITS and select the manage orders menu option • View status of order (Pending, In Progress, Approved, Sent to CDC/Distributor, Fulfilled) • You may click on the order status for more details • Only orders in Pending status may be adjusted or deleted to restart the process • Once the order is Fulfilled, you may proceed to the next module, Vaccine Transfers for the steps required to receive a vaccine transfer and add the doses received to your inventory counts

• Training and testing of the new module is still in progress so your feedback on training materials and questions are greatly appreciated • You may call Dorlisa for questions related to the video or this document • All questions will be added to a Frequently Asked Questions document to be distributed with the next VFC Update. • A special thanks goes out to sites that have volunteered their time to assist us with testing