Login Screen All users must register for a NCID account
Finding Your Designated Administrator https://www.ncid.its.state.nc.us/
User or Clinician? Everyone that uses the NCIR is assigned a user role which allows access to certain features on the site based on their role (ie. Administrator, typical user, inventory control) Clinicians are the individuals within the organization who administer and/or approve the administration of vaccines
Ordering authority/clinicians will populate the Administered by and the Ordering Authority drop down box under entering live immunizations.
As you choose your Role as a Clinician, Ordering Authority or Ordering Authority/Clinician the Credentials drop down box will populate with different titles. Clinician Ordering Authority
Start by Choosing the Role When you choose a Role the Credentials box will populate itself with the appropriate choices. Enter the Clinicians name in the corresponding boxes Enter the correct credentials by clicking on the drop down arrow. Choose your site by either (1) double clicking on the name or (2) clicking on the name one time and then clicking Add. After you do this your site will appear in the adjacent box- Selected Sites. You also have the option to enter additional Address Information if you would like to. Once you have entered all the necessary information, Click Save and then you will be redirected back to the Clinician List screen.
After you click Save you will be sent back to the Clinician list screen where you can edit a Clinician by clicking on their Last Name in blue. This will bring up the Edit Clinician screen From this screen you can edit any of the Clinician information. If you make any changes click Save to save those changes and you will be sent back to the Clinician List screen.
Historical or New Immunization? Doses given today Doses given at another practice Doses given today but not recorded until the next day
To document a historical dose click Historical Immunization Entering tradename details on historical doses
This screen will show you the basic functions of entering historical doses. However, there are several helpful time saving shortcuts that are built into this screen to help enter multiple historical doses that were given at the same providers office or on the same date. Those shortcuts appear on the next slide. Type the name of the Provider that administered the historical dose of vaccine in the open box next to the vaccine name, under the Provider Organization column. Enter the date the shot was given in the small box next to the calendar. Click Tradename Details. Once you click the Tradename Details button you will be taken to this screen where you can choose your Trade Name by clicking on the drop down box. You can also enter lot number. When you are done click Save Shortcut Rows
When you click Save and Submit (or Save from the Tradename Details screen) you will be sent back to the main History/ Recommend screen. From here you can see the historical shot was loaded into the history.
SHORTCUTS: If there is more than one historical dose of vaccine that was given by the same providers office Type in the Providers name that gave the historical dose, in the top left box under Provider Organization You can use this feature for every vaccine given by the same provider… Fake Pediatrics Fake Pediatrics Click in the box to paste Now locate each vaccine that was administered by that provider and left click once in the open box under the Provider Organization column but next to the vaccine name- this will paste the text. By typing in the name of the provider that administered the historical immunization in the open box under the Provider Organization column, you can copy and paste that name into subsequent boxes.
Save: This feature allows you to save the historical information that you have entered, by loading it into the History portion of the screen above the entry grid, but not taking you away from the historical entry screen. **This feature can be used when entering historical information from different providers offices. For example if multiple providers gave a client their series of 5 DtaP shots then you could only enter those provider names one at a time under the Provider Organization column, so you would want to use Save so that you would remain on this same screen after entering each provider and the corresponding shot. The same is true for the dates. Save and Submit: This feature uploads all the historical information and returns you to the main History/Recommend screen. ** This feature can be used when you have either the same provider for all historical shots or you have completed entering the clients history.
Click on the drop down arrow The open drop down box at the bottom of the screen is for other immunizations that could have been given historically but are not seen on the screen. When you select a vaccine from here it will load into the entry grid in alphabetical order. Choose the immunization The immunization will appear in the grid
Vaccine Order Status User Submit Date Status Caroline Helton11/27/2007PENDING Sherry Ferguson09/25/2007BACKORDER Glenda Anderson09/01/2007DENIED Caroline Helton08/25/2007PARTIAL SHIP Glenda Anderson07/14/2007SHIPPED Glenda Anderson06/25/2007IN PROGRESS Pending - order that has been placed, but not viewed by the State. This type of order can still be modified. In Progress - order has been received and reviewed by the State. This type of order can no longer be modified. Backorder - order was received and reviewed by the State. The requested order items are temporarily not available to fill and are on backorder. Shipped - order has been filled, shipped and ready for the provider to accept Denied - order was denied by the State and will not be filled. Partial Ship - part of the order was filled and shipped with some of the order still waiting to be filled.
From Vaccine Order to a Transfer Click the CREATE DATE to accept the transfer
Accepting your Order Verify that the packing list matches the inventory in the box Verify the NCIR matches the packing list Call the NCIR Help Desk if the order does not match Click here
Adding Inventory from Manufacturers ( and Private Vaccine) Note: For Prevnar expiration date – enter as last day of the month Add Varicella here
Adding Private Inventory Enter Lot Number from Packing List Choose dose size (found on the vial) State-supplied or Private Enter the Quantity on Hand Choose units (most are mL) Enter the Expiration Date Must be ACTIVE in order to save Choose Trade Name – Mfg will automatically populate Enter Cost Per Dose
Expired Vaccine Pop-up You must create a new transfer in NCIR to transfer expired state-supplied vaccine to Vaccine Distribution