CT WiZ Vaccine Inventory Management
This page consists of training materials for CT WiZ users.- Enroll/Re-enroll in Connecticut Vaccine Program (CVP)
- Place an order and receive it in CT WiZ
- Document wastage and returned vaccines in CT WiZ
- Reconcile your inventory in CT WiZ
- Find additional information at CVP For Providers
Enroll/Re-enroll in CVP
All public and private health care providers who receive vaccine from the Connecticut Vaccine Program (CVP) must enroll/re-enroll electronically in CT WiZ. This enrollment provides shipping information and helps to determine the amount of vaccine to be supplied.
On-Hand Inventory
The Vaccines On-Hand screen within the Inventory module allows you to view, modify and manually add to your inventory. Automatically add inventory when you receive your inventory shipment in CT WiZ.
Vaccine on hand inventory is not depleting
The key to successfully managing your on-hand inventory in CT WiZ is to document all events such as administered vaccines, wastage and transfers in CT WiZ with the actual date and time that the event happened.
- Check your patients’ records to ensure vaccines were all administered and documented in CT WiZ.
- Confirm all vaccines were administered by running the “Vaccines Added but Not Administered” report. This is available in the Reports module under the Data Quality—User section.
- Confirm vaccines were not entered historically if they were given after going live in CT WiZ.
- Inventory Management Quick Guide
Place a CVP vaccine order
The Vaccine Orders screen within the Inventory module allows you to place your clinic’s CVP vaccine order.
- Ensure your shipping and delivery information are correct.
- Vaccines are ordered by number of packs not by number of doses.
- Click on “Submit to VFC Program” (located under "Update") for your order to be placed.
- The vaccine order must be approved by the Connecticut Vaccine Program (CVP). When your order is accepted or denied, you will receive a notification in the bell icon found in the upper right corner.
Place a COVID-19 vaccine order
The Vaccine Orders screen within the Inventory module allows you to place your clinic’s COVID-19 vaccine order.
- Ensure your shipping and delivery information are correct.
- Vaccines are ordered by number of trays/cartons not by number of doses.
- Click on “Submit to VFC Program” for your order to be placed.
- The vaccine order must be approved by the Connecticut Vaccine Program (CVP). When your order is accepted or denied, you will receive a notification in the bell icon found in the upper right corner.
Track and accept an inventory shipment
After you place a vaccine order in CT WiZ, you can track and accept the inventory shipment directly in CT WiZ. Vaccine shipments must be received in CT WiZ in order for it to be added to your on-hand inventory.
Transfer vaccines in CT WiZ
The Transfer screen within the On-Hand Inventory screen allows you to transfer vaccines to another clinic and receive vaccines from another clinic. Both clinics must be set up in CT WiZ for inventory management. Prior to transferring vaccines with another CVP clinic, confirm whether they are using CT WiZ for their inventory management.
Document wasted vaccines
You need to document wasted vaccines in CT WiZ to successfully complete a vaccine reconciliation. Wasted vaccines are vaccines that are not returned to the manufacturer (i.e. broken vials, partial vials or drawn up but not administered). Make an adjustment to the vaccine on the On-Hand Inventory screen indicating the number of doses wasted. The adjustment removes the vaccine from your on-hand inventory. All vaccines wasted are reviewed by the Vaccine Coordinator by submitting a Helpdesk ticket and including your PIN and detailed comments as to what happened.
Document wasted vaccines (for Moderna Boosters)
Moderna COVID-19 vaccine is available in your inventory in two presentations: the Moderna 10-dose vials and Moderna 14-dose vials. These vials can be used to provide the half-dose booster of Moderna.
- Inventory Reporting: CT WiZ should continue to track inventory in whole doses and report only unopened vials of vaccine. Do not count opened/punctured product. Click here for training on 'Documenting Moderna Booster Dose Inventory Adjustment in CT WiZ'.
- Wastage Reporting: Wastage should be reported only as whole doses. Each dose administered, whether it is a half dose or a full dose, counts against the total possible wastage of 10 doses (for 10-dose vial) or 14 doses (for 14-dose vial).
- Moderna Wastage Tables: Click here for tables to assist you with determining the amount of waste that may be reported in CT WiZ in vials of Moderna 14 or Moderna 10 when administering a combination of primary (0.5mL) and booster (0.25mL) doses.
Update Expiration Dates in CT WiZ
Click here for training on 'How to Make Expiration Date Adjustments in CT WiZ'
Note: If you don't update your expiration date in CT WiZ, it will fall off your inventory on-hand and into your depleted/expired status, and it will display as 'Invalid" on the patients' Official Immunization Certificate.
Return vaccines
There are times when you need to return vaccines to the manufacturer (i.e. expired or kept at an inappropriate temperature). The Vaccine Returns screen within the Inventory module allows you to process vaccine returns. All returned vaccines are reviewed by the Vaccine Coordinator. Please include detailed comments as to what happened.
Document borrowed vaccines
When you borrow a vaccine, you are either using private vaccine stock to vaccinate a VFC eligible child or using VFC vaccines to vaccinate a non-VFC eligible child. There must be a private inventory location set up with your private inventory on-hand in order to borrow vaccines. You must also document the borrowed vaccine on the borrowing report in your Blue Folder. Borrowing should be done infrequently only as a last case scenario.
Reconcile your inventory
Inventory Reconciliations are required for clinics who use CT WiZ for inventory management.
- A reconciliation must be completed within 14 days before placing a vaccine order.
- Taking the time to prepare your reconciliation ensures a smooth process.
- Prepare a reconciliation
- Reconciliation for Direct Entry vaccinations
- Reconciliation for vaccinations reported through HL7 messages
Update Clinic Information
The following clinic changes can be made directly in CT WiZ (on the Clinic Information screens in the Clinic Tools module) by the Primary/Back-up Vaccine Coordinators and the Physician Signing the Agreement:
- Clinic name and address
- Phone number and fax number
- Delivery hours
- Clinic Staff (name, email, role, title, and training)
- Clinic name, address and staff changes require approval from the CVP. A notification is sent to the CVP for review and approval. Check the Change Request History section on the page where you made the change and the bell icon in the top right corner for the status of the request.
Need more information?
Submit a request to our Helpdesk. Please enter as much detail as possible to describe the issue or question. Attach screen shots, if possible, to the email. Depending on the priority of the issue or question, inquiries can be resolved between 1 and 5 business days.