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VTrckS Tips for Success

February/March 2013
VTrckS Connection Newsletter


With the majority of awardees now deployed to full VTrckS, the CDC VTrckS team has begun to compile lessons learned and best practices that you may be able to incorporate into your vaccine management business processes. We have provided lessons learned for both ExIS and VTrckS Direct awardees.

Required, Recommended, and Optional Information in VTrckS

The CDC VTrckS team has developed a document summarizing required, recommended, and optional tasks as they relate to VTrckS. The tasks are categorized based on whether you are ExIS or VTrckS Direct. Access this helpful resource located in the VTrckS Training Library.

VTrckS Time Study Analysis

VTrckS Training Library

For awardees that have deployed to VTrckS and for awardees that are currently preparing for deployment, the VTrckS Training Library is an excellent repository of training resources and information.

The VTrckS Training team will continue to post the latest and greatest training resources in the Training Library for your VTrckS training needs including presentations, tutorials, and quick reference guides.

In February, the CDC VTrckS team visited four VTrckS Direct awardees to conduct a Time Study Analysis. The purpose of this study was to gain insight into order entry processes and cycle time.

We would first like to send a heartfelt thank you to all four VTrckS Direct awardees (Alabama, Indiana, New Hampshire, and Vermont) for welcoming our team to their offices and giving us their time, resources, and support to conduct this analysis. Their spirit of collaboration and team work was truly appreciated and we anticipate the lessons learned from this analysis will benefit not only the awardees we visited, but fellow VTrckS Direct awardees as well.

The study focused on the following key areas:

  • Order entry time
  • Business process issues review
  • Provider rollout and training
  • Additional lessons learned and observations

With the data-based information obtained through this analysis, we have begun to compile lessons learned and process recommendations regarding the above key areas.

A few of the initial findings and lessons learned include:

  • Standardized awardee order forms greatly increase awardee order entry efficiency in VTrckS.
  • Early communication and introduction of NDCs and lot numbers to providers has proved very important for provider acceptance.
  • Awardees who participated in Economic Order Quantity (EOQ) initiatives are benefitting from consistent, smooth, and regular provider vaccine requests.
  • Data entry of the vaccine order generally takes between 3-5 minutes depending on the number of lines in the order.
  • Inventory on hand data entry time took longer and averaged 10 minutes.
  • The Contact Center is a useful resource for awardees and providers.

More to come! We will continue to communicate the findings, including lessons learned and best practices gleaned from this study, as they become available.

View VTrckS Tips for Success from past editions of VTrckS Connection.


Updated VTrckS FAQs Next Page: EXIS Update

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