TABLE OF CONTENTS

• Introduction
• Enabling Stock Control for Vaccinations
• Add Batch Numbers & Expiry Dates
• Check Vaccinations are Mapped to a Drug
• Add Correct Stock

Introduction

Every flu season we have queries about flu vaccines not being deducted from stock when recording the vaccination on the Ardens Influenza Template. This is likely to do with settings in SystmOne that need to be checked:

Enabling Stock Control for Vaccinations

The first thing to check is whether the preference is ticked so that SystmOne knows to deduct vaccinations from stock.

Go to 'Setup > User & Policy > Organisation Preferences', under the subfolder 'Dispensing & Stock Control > Functionality', tick the box for 'Use stock control for recorded vaccinations'.

Add Batch Numbers & Expiry Dates

Batch numbers and expiry dates can be added in advance so SystmOne can prefill these when giving the vaccinations. To do this, go to 'Setup > Vaccinations > Vaccination Batch Numbers'.

To add a new batch number for a vaccination, click 'Add Batch Number' and then choose the correct vaccination and add the details as appropriate.

Check Vaccinations are Mapped to a Drug

At the start of a flu season if new vaccinations have been introduced, then they may not have yet been 'mapped' to a drug in the SystmOne drug database. Therefore when these are given, the system won't know which drug to deduct from stock. Until they are mapped, the stock for these vaccinations will have to managed manually.

To check which vaccinations are mapped to which drug, go to 'Setup > Vaccinations > Available Vaccinations'.

In the list of Vaccinations, any that have a bottle icon under the 'Drugs' heading will be mapped to a drug in the drug browser. By hovering over this icon, it will tell you the exact name of the drug that it is linked to, which sometimes may have a slightly different name to how the vaccination name appears in the system.

For example, in this screenshot, by hovering over the bottle icon, the box has popped up showing the name of the actual drug that needs to be added to stock that is mapped to this vaccination.

And in this screenshot, no drug has yet been mapped to the Eflueda Trivalent vaccination, hence no bottle icon next to it in the 'Drugs' heading. Therefore this vaccination won't yet be automatically deducted from stock.

Add Correct Stock

By checking the correctly mapped vaccinations in the 'Available Vaccinations' screen, the correct drugs can then be added to the current stock of the practice. 

To do this, go to 'Dispensing > Current Stock'

In this screen, click 'New Item' to add a new item to stock. In the drug browser that pops up, search for the name of the drug you want to add. In the example below, selected is the Adjuvanted trivalent vaccination from the screenshot above, which matches the name of the drug mapped to the vaccination. It is also worth having the 'Discontinued/Withdrawn' and 'Non-prescribable/unlicensed' tick boxes unticked to make sure no older versions of the vaccination are accidentally selected.