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In this video demonstration you will learn how to edit and close an open reconciliation.
The first step is to click the reconciliation link located within the inventory module.
You will be navigated to the vaccine inventory reconciliation screen. Next, locate the open
reconciliation you want to edit and close by clicking on the search button. I am going
to edit and close the October 12-18 recon. By clicking the view button, you will be able
to view the details of this reconciliation. Notice the reconciliation information, including
your inventory location, your begin date and your end date, will auto-populate at the top
of the screen. You can now make edits and close this reconciliation once you have reconciled
your on-hand physical inventory with what is documented in CIIS. To make the reconciliation
process easier, just click on the print button and you will be able to print this reconciliation
in a worksheet format. You can then take this reconciliation worksheet to your vaccine storage
unit and enter the actual number of doses you have on hand as well as any other information
that will help you close this reconciliation. Once you have noted this information on the
worksheet, you are ready to enter it on the reconciliation screen in CIIS. Let's look
at my reconciliation. Notice it includes the funding source, vaccine, beginning inventory,
inventory received, aggregate administered, inventory transferred, recalled, expired or
wasted, unaccounted for, and the inventory delta as well as the ending inventory. The
delta is the difference between the number of physical doses you have on hand with what
is documented in CIIS. In order to close this reconciliation I must account for how vaccine
has been used between the begin date and end date of the reconciliation. That includes
reporting the doses of vaccine received, administered, transferred or wasted. If everything balances,
my delta will be zero. Please note: the system will create an automatic adjustment with a
delta of plus or minus ten and allow you to close your reconciliation as long as you have
enough doses on hand to cover what is left in the delta column. If you have more than
a plus or minus ten in the delta column it will be color coded in red. Now let's learn
how to close a reconciliation . First, enter all doses administered between the reconciliation
begin date and end date for each vaccine listed on the reconciliation in the aggregate administered
column. Note: any time you enter the aggregate doses administered, be sure to use a negative
number. You will also need to make sure that all of the adjustments and transfers that
occurred between the reconciliation begin date and end date have been entered in CIIS
and appear on the reconciliation screen. If anything is missing you can go back to the
vaccine inventory on hand screen to enter your adjustments. For a review on how to do
this, please refer to the inventory on hand chapter which was covered earlier in this
course. The next step is to enter your actual on hand doses in the ending inventory column.
For example, on my reconciliation for the Hep B vaccine, I received 5 doses. I administered
2 doses between the begin date and end date of this reconciliation which I entered as
a negative 2 in this column. Remember anytime you enter the aggregate doses administered,
you have to use a negative number. I have not transferred, recalled, expired or wasted
any doses. I have counted 3 doses on hand which I enter in the ending inventory column.
When I click the update button, the system calculates my delta which is now zero. Now
let's reconcile the remaining inventory. Anytime you enter information or make edits to your
reconciliation, remember to click the update button to save your information. Notice everything
in my delta column has balanced out to zero. I have now have accounted for every dose on
hand within my clinic location. I should now be able to close this reconciliation. By selecting
close from the status drop-down menu, and clicking update, the system will display a
message saying, "You are about to close this reconciliation. Automatic inventory adjustments
will be created for appropriate line items. Do you want to continue?" Click OK and this
reconciliation has now been successfully closed. Click cancel to return to the vaccine inventory
reconciliation screen. One final note: always be sure to close your reconciliation at the
end of the day on your reconciliation end date when all vaccine administration and activity
has been completed. Or, on the next morning before any vaccine administration or activity
occurs. Thank you for watching and enjoy the rest of the course.