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ExIS Update: Three ExIS Questions

June/July 2012
VTrckS Connection Newsletter


Graph showing the relationship between ExIS and VTrckS data exchange

As an ExIS grantee, you may wonder how your life will change after deploying to VTrckS. Please see below for answers to common questions from ExIS grantees.


  1. What tasks must ExIS grantees perform in VTrckS? The table below summarizes the required, recommended, and optional tasks as they relate to VTrckS. Whereas all tasks must be performed manually by VTrckS Direct grantees, ExIS grantees are able to upload Provider Master Data, Provider Inventory Data, and Order Data.
    The table below summarizes the required, recommended, and optional tasks as they relate to VTrckS. Whereas all tasks must be performed manually by VTrckS Direct grantees, ExIS grantees are able to upload Provider Master Data, Provider Inventory Data, and Order Data.
  2. Where is my VACBULK? The Federal Vaccines List is the VTrckS equivalent of the VACBULK file. Keep in mind the following differences in content and timing of the two files:
    • Content - All columns in the Federal Vaccines List look the same as in the VACBULK, with the exception that the previously unused column called sel_maker contains Ordering Intention in the Federal Vaccines List.
    • Timing - The Federal Vaccines List is available at any time through the VTrckS site and through automatic notifications to subscribers when the Federal Vaccines List is updated.

      Notes:
    • The Federal Vaccines List contains only vaccines that are currently available for provider orders. The Material Master Data List, which is also available at any time by logging on to VTrckS, contains the entire list of vaccines in VTrckS whether or not they are available for provider orders and also indicates which are available for bulk replenishment orders.
    • Subscribe to notifications of changes in the Federal Vaccines List by sending a request to vaccineordermgmt@cdc.gov. You can subscribe even before you deploy to VTrckS.
    • If you subscribe to the Federal Vaccines List, consider creating an e-mail rule to store updates in a designated folder. When you need the most recent Federal Vaccines List, you will find it in that folder.
  3. What inventory do ExIS grantees need to report to VTrckS? The ExIS inventory data file must contain providers' quantities on hand of non-expired vaccine.

    Tips:
    • For a given combination of NDC and lot number, the provider inventory data file should generally not include records for which the Quantity is zero.
    • The only exceptions to the recommendation of not including records with zero Quantity for an NDC are a) for new providers and b) for providers that have no unexpired inventory in their refrigerator. In both of these cases, a zero quantity should be reported for one NDC with a proxy Lot Number (i.e., 99999) and a proxy Expiration Date (i.e., 29990101).*
    • When a provider's inventory does contain lines with the same combination of NDC and Lot Number, a single corresponding record must be created in the upload file. The Quantity for the single resulting record should be the total among all the provider's inventory lines that have the same combination of NDC and Lot Number. The expiration date should be the original VTrckS expiration date, if possible, or the latest of the two or more expiration dates.

      *Note: The acceptable use of proxy inventory data in VTrckS is limited to the two scenarios described above in which inventories with zero quantities are submitted. Outside of these scenarios, grantees and providers must avoid entering false data into VTrckS. False data is when the provider or grantee knowingly enters an incorrect lot number or expiration date rather than entering the information available on the product.

Questions?

If you have questions about interfacing your ExIS with VTrckS, there are several ways you can get help.

  • POB Project Officer – for questions regarding schedules and deliverables
  • Monthly ExIS Calls – to discuss technical questions with all ExIS grantees; scheduled for the fourth Tuesday of each month at 3:00 p.m. ET
  • VTrckS ExIS Discussion on Epi-X Forum – to find answers and ask questions related to your ExIS implementation
  • VTrckSExIS@cdc.gov – to request an invitation to the monthly ExIS calls or access to the VTrckS ExIS discussion

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