Manage Vaccine Inventory

The inventory function in MIIC allows organizations to manage their vaccine inventory. Provider organizations are not required to use the Inventory function in the Minnesota Immunization Information Connection (MIIC).

Select Manage Inventory from the lefthand navigation menu to get started. If your organization has multiple sites, you must select the appropriate site from the drop-down to view, add, or modify inventory on hand.

On this page:
View inventory
Add inventory
Modify inventory
Reporting doses administered from inventory
Manage sites
Manage Clinicians

View inventory

On the Manage Inventory screen, you can view vaccine your organization has on hand. To view this information, vaccine inventory needs to be added to MIIC. Review add inventory below.

Only vaccines nearing expiration or with ten or fewer doses are displayed automatically. Select the Show Inventory button to view all doses on hand. Any vaccine highlighted in pink is nearing its expiration date.

Add inventory

Select the Add Inventory button. Select the appropriate options and enter the necessary information. The fields below are required:

• Manufacturer: Select the current manufacturer from the drop-down menu.
• Trade Name: Select the current trade name from the drop-down menu.
• Lot Number: Enter the lot number.
• Dosage: Select the correct mL for the vaccine.
• Expiration Date: Enter the expiration date for the vaccine lot number.
• Funding Program: Select the correct option from the drop-down menu.
  • Public: Vaccine received from MDH (i.e., MnVFC, UUAV, special event vaccines).
  • Private: Purchased directly from the manufacturer.
• Lot Active: Leave as the default of “Yes.”
• Quantity on Hand: Enter the number of vaccine doses on hand.

Click the Save button. The inventory updated message will appear above the Save button once the doses have been successfully saved to your inventory in MIIC.

Modify inventory

Inventory can be modified in two ways:

1. Add doses on hand when you receive additional vaccine product with the same lot number and expiration date.
2. Subtract doses on hand in the event of wastage or transfer of doses to another site.

To modify inventory on hand:

1. Click the Trade Name link of the vaccine you wish to change.
2. Select Add or Subtract from the Action field.
3. Type the Number of Doses in the amount box.
4. Select the appropriate option from the Reason drop-down menu.
5. Click the Save button.

The Inventory Updated message will appear above the Save button once your changes are successfully saved.

To modify inventory for several vaccines at once:

1. Select the checkbox next to the Trade Name for each vaccine lot you want to edit.
2. Click the Modify Quantity button.
3. For each Trade Name, select the appropriate action and reason.
4. Enter the appropriate number of doses in the Amount column.
5. Click the Save button.

Reporting doses administered from inventory

Doses are automatically subtracted from your on-hand inventory only when immunizations are manually reported to MIIC from inventory. Visit Manage Immunizations for more information. Autodecremation via electronic data exchange is not set up for any other reporting method in MIIC.

Manage sites

Inventory added to MIIC must be associated with a site. Your organization must manually set up and manage sites to ensure accurate management of vaccine inventory.

Select Manage Sites from the left-hand navigation menu under Inventory. If your organization has multiple locations (e.g., several clinics within a health system), inventory should be managed on behalf of each MIIC Organization Code instead of setting up separate sites under a single MIIC Organization Code. This allows for accurate reporting of data to MIIC.

Manage clinicians

Use the Manage Clinicians functionality to manage the list of ordering authorities and administering clinicians when manually reporting an immunization to MIIC. These terms are defined below.

• Clinician: Someone who administers vaccine. Their name will only appear in the administered by drop-down menu when manually adding an immunization to MIIC.
• Ordering Authority: Someone authorized by your organization to place vaccine orders. Their name will only appear in the ordering authority drop-down menu when manually adding an immunization to MIIC.
• Ordering Authority/Clinician: Someone who serves in both roles above. Their name will appear in both the administered by and the ordering authority drop-down menus when manually adding an immunization to MIIC.

To get started, select Manage Clinicians from the lefthand navigation menu under Inventory.