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Using the Spreadsheet

Open the MS Excel Spreadsheet.

Note: Do not change the order of the columns, or insert new columns into the spreadsheet. Doing so will make the sheet unable to be imported.
Right-click the column headers for the CPT and NDC columns and select Format Cells to set the cell format to Text to prevent MS Excel from stripping leading zeros.
Enter the manufacturer name into the Manufacturer column of the spreadsheet.
Enter the drug description into the Inventory Description column of the spreadsheet.
Enter a valid CPT code that does not exceed 13 characters into the CPT column of the spreadsheet.
Enter the 11-digit (5-4-2 format) NDC into the NDC column of the spreadsheet. NDC must be 11 digits.
Enter the lot number into the Lot column of the spreadsheet.
Enter a whole number into the QTY column of the spreadsheet.
Enter the expiration date into the Exp. Date column of the spreadsheet. Dates may be entered as YYYYMMDD or MM/DD/YYYY. YYYYMMDD is preferred.
Enter the main location name into the Location column of the spreadsheet.

Note: Location must match the location name in Location Master exactly.
If sub-locations are enabled for your practice or enterprise, and your practice uses sub-locations, enter the sub-location in the Sub-Location column of the spreadsheet. The sub-location entry must match exactly what has been configured for sub-locations in your practice/enterprise.
Enter the source type in the Source column of the spreadsheet. The source name must match exactly to what has been configured for immunization source types.
If the immunization is multi-dose, enter the letter M in the Dose Type column. Otherwise, leave the column blank.
Repeat steps 3-13 to enter all immunization inventory in the spreadsheet.

Using the Spreadsheet

NextGen® Medication Inventory Control Help 10.6.3.0

Load Immunizations from a CSV File

To load a CSV file with the immunizations, it must be formatted in the file the same way the grid is laid out (Manufacturer, Inventory Description, CPT code, NDC - with no dashes, Lot number, Quantity, Expiration Date, Location, Sub-location (if enabled), Source, Multi-Dose y/n). If you use the Create New Import File button to create the file (see Create New Import File), the file will be in the correct order and format. Enter the file path into the CSV File Path field above the immunizations grid. Selectt Load. The file entries are loaded into the grid. Missing or invalid data appears as an ERROR in the field. Once the immunizations are in the grid you can do one of the following: Correct any ERRORS or unintended duplicates following the steps in the Manage Immunization Information section of this chapter. Send the immunizations to the main inventory following the steps in the Send Immunizations to Main Inventory section of this chapter. Parent topic: CSV File Path Immunization Entry

NextGen® Medication Inventory Control Help 10.6.3.0

Manual Vaccine Entry

You can enter vaccines into the Immunizations grid manually using the fields below the grid. To make data entry more efficient, the Quick Add functionality is set up for these fields to open subsequent picklists automatically, after each selection. The exceptions are the Lot No, Qty and Exp Date fields. To enter values in these fields you must Select on them. Select the field below the Manufacturer column of the grid. The MLTS Imms Manufacturer picklist opens. It lists all of the manufacturers in the NextGen First Databank Medication Library. Select the manufacturer from the picklist and select OK. The MLTS Imms List picklist for the Inventory Description field opens. Select the immunization description from the picklist and select OK. The description enters the Inventory Description field, and the CPT code enters the CPT field. The MLTS Imms Ndc List picklist for the NDC field opens. Select an NDC from the picklist and select OK. Select the field below the Lot No. column and enter the

NextGen® Enterprise EHR Help

Enter the Vaccine Information on the Vaccines Tab

On the Vaccines tab, in the Orders Details section, enter the appropriate information for the specific vaccine (for example, Vaccine Name, Available Units). Note: In the Orders Details section, these fields are automatically filled in and cannot be changed: Status, Proc, Procedure Code Description, CVX code, and CVX Vaccine Name. Enter the Vaccine Name (required) for the Vaccine Inventory item. Select the Strength of the vaccine and the Quantity. Select the Route (method) in which the vaccine is administered, such as one of the following: Intramuscular, Oral, Subcutaneous, Nasal (Intranasal), Intravenous, or Intradermal. Note: To ensure the appropriate route displays when administering vaccines, select a route from the list. Your selection can only be one of the six routes displayed. Enter the Brand Name, select the vaccine Manufacturer, and enter the Lot Number, which may be indicated on the package. To verify that this is a valid NDC ID, do any of the following: View the CDC Vaccine

NextGen® Enterprise EHR Help

Enter the Vaccine Information on the Vaccines Tab

On the Vaccines tab, in the Orders Details section, enter the appropriate information for the specific vaccine (for example, Vaccine Name, Available Units). Note: In the Orders Details section, these fields are automatically filled in and cannot be changed: Status, Proc, Procedure Code Description, CVX code, and CVX Vaccine Name. Enter the Vaccine Name (required) for the Vaccine Inventory item. Select the Strength of the vaccine and the Quantity. Select the Route (method) in which the vaccine is administered, such as one of the following: Intramuscular, Oral, Subcutaneous, Nasal (Intranasal), Intravenous, or Intradermal. Note: To ensure the appropriate route displays when administering vaccines, select a route from the list. Your selection can only be one of the six routes displayed. Enter the Brand Name, select the vaccine Manufacturer, and enter the Lot Number, which may be indicated on the package. To verify that this is a valid NDC ID, do any of the following: View the CDC Vaccine

NextGen® Enterprise EHR Help

Enter Historical Immunizations

You can enter a patient's historical immunizations manually. On the immunizations tab, select Historical and select the Past Entry tab. To display all of the patient's past immunizations, select Quick Entry. Note: For existing patients, the system displays all immunizations that have been administered in the past and any immunizations that are outstanding (according to your practice's Vaccine Schedule). To display a patient's past immunizations by a certain grouping, select Pediatrics, Adult, or By Category. To search for a patient's past Immunizations that are not in the Vaccine Inventory, in the Select Past Vaccines to Add to Patient's Record section, select Search, for example rabies. In the Selected Vaccine Details section, enter details for the past Immunizations that is required for the Registry, for example, Date Source and any pertinent comments. Tip: If you select the Comments field, a green check mark displays in the next cell. To apply the selected vaccine comments to all ed

NextGen® Enterprise EHR Help

Enter Historical Immunizations

You can enter a patient's historical immunizations manually. On the immunizations tab, select Historical and select the Past Entry tab. To display all of the patient's past immunizations, select Quick Entry. Note: For existing patients, the system displays all immunizations that have been administered in the past and any immunizations that are outstanding (according to your practice's Vaccine Schedule). To display a patient's past immunizations by a certain grouping, select Pediatrics, Adult, or By Category. To search for a patient's past Immunizations that are not in the Vaccine Inventory, in the Select Past Vaccines to Add to Patient's Record section, select Search, for example rabies. In the Selected Vaccine Details section, enter details for the past Immunizations that is required for the Registry, for example, Date Source and any pertinent comments. Tip: If you select the Comments field, a green check mark displays in the next cell. To apply the selected vaccine comments to all ed