VCSVaccine Control System

By

Gilmore Research, Inc.

Use the back-and-forth arrows below to change screens.

VCS option selection screens are clear and easy to navigate.

All activity is tracked by user

for HIPAA compliance.

Vaccination Orders lists patients for whom

vaccines have been ordered today.

Orders may be automatically received

from your EMR or entered on demand.

This item is the one used day-to-day by

the nurses.

The Patient selection is where patients

demographics, received automatically

from your PM or EMR system, or

entered directly are created, displayed

and maintained.

Inventory Control is used

for tracking, ordering and

reporting.

Wait a minute…what exactly is a VCS?

The Technical Overview

The Vaccine Control System is a new program designed to help you manage

vaccine inventories. It facilitates ordering, receiving, administering, reordering

and reporting – the complete inventory cycle.

PC’s are stationed where vaccines are stored. When patients are being seen orders

may be sent automatically to the VCS from your EMR or entered directly.

Inventories are automatically checked, either for VFC or non-VFC depending on

the patient, and then suggests the lots that should be used.

On-hand inventory levels are automatically monitored and it lets you know when

supplies are running low. It can even monitor scheduled future appointments and

project inventory requirements and let you know if you may run low.

It includes a list of reports including an audit report for you to verify that all

administered vaccines are accounted for in your billing system.

The VCS improves accuracy and saves time – nurses no longer have to manually

record lot and NDC numbers – your EMR and PM can instantly be updated. And

since it can monitor upcoming appointments and anticipate vaccine needs you can

eliminate embarrassing rebookings.

Increased nurse productivity – pick the lot from the screen -

no more writing down, rekeying and manual messing with

NDC and Lot numbers…

Happier patients – no more “we seem to have run out

of…you’ll need to reschedule..” – happier patients = happier

providers

Better billings – accurate updating of NDC and lot numbers

– no more “lost” charges and hours spent auditing

Easier inventory management – know what and how much

to order – know where you stand now - know what you’re

going to need this month

Practically…what it means everyday…

A few things you should know first:

The VCS system can serve as a stand-alone and be interfaced with your

EMR and PM systems. Saves time and improves accuracy.

When interfaced with your PM system it can monitor scheduled

appointments and project upcoming needs. Eliminates rescheduling and lost

time.

It is a centralized system for all of your vaccine inventories in all of your

sites. Facilitates reordering and easy redistribution between sites.

Manages both VFC and non-VFC inventories. Easily make adjustments

between these two types of inventories.

Array of utilization and audit reports including VFC usage and balancing

to your PM billing system. Eliminate lost billings.

Automatically print required VIS and optional OIS forms in the patient’s

native language. Never run out of forms – satisfy legal VIS requirements

and promote more care with OIS forms.

The order selection screen lists patients waiting for their vaccines.

Orders may be received from your EMR or entered on demand.

Patients waiting

for vaccines… Requesting providers… Order status.

To complete the vaccines order and choose

the lots the patient

is selected from from the list above…

The VCS patient order screen is used to select available lots and print VIS and OIS sheets.

Patient data including the native language,

needed vaccines, provider, VFC eligible,

etc. are received from the EMR or entered

on demand.

The VFC option and Search let you select

from the appropriate vaccine inventory. The

NDC and lot can automatically be sent to

your EMR and PM system.

Required VIS sheets

automatically print in English

and/or the patient’s native

language.

Lot selection is simple.

And, if needed the system can automatically search for available vaccines

in other locations.

When the vaccine search is clicked the applicable

inventory to select from will display.

If VFC is checked then only VFC inventory will

display.

Note: Since the system already knows the lot and

NDC numbers there is no need to write them down

and reenter them into the EMR and billing systems.

“Nice”

Lots are sorted by

expiration date to help

minimize waste.

If it looks like you’re out of a vaccine we’ll help you look in other places.

But, if no inventory displays…

… the system will

automatically prompt you to

look for the needed vaccine

in other locations – or in the

VFC or non-VFC supplies.

If needed those supplies

may be used (and the

system will report these

transfers for reconciliation

at the end of the day).

OIS – Other Information Sheets

Educate patients – Encourage additional care and visits

In addition to VIS sheets, Other Information

Sheets can printed automatically too.

They may be user-defined or industry

standard.

OIS’ help educate the patient and generate

additional visits and care.

Reports…the business ones you need

Simply click to select the needed

detail to account for your VFC

usage.

Used for billing reconciliation.

No more lost charges.

Automatically check

your upcoming

appointments in your

PM scheduling system

and know what you’ll

need.

Quickly list the patients and use

details of any lot.

Gilmore Research, Inc.Our Company . . .

In business since 1977.

We only do medical practice software.

We develop, sell and support our software packages.

We provide sales, installation, training, support and

enhancements.

We use industry standard protocols to interface with

any EMR or PM system.

Software Support

VCS is self-installed.

Onsite training using your data and your equipment if

desired.

Regular software updates.

Phone, internet and email support – work directly with the

people that actually wrote the system.

Updates and support via the internet

Call Tim Kelly, Product Manager directly at 630/651-0585 or

email at tkelly@md2systems.com.

Thanks for taking the time to watch.

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Interested?

Oh yeah, the VCS is not just for vaccines

…think other injections too.