This page serves as a resource for provider offices enrolled in Vermont’s Vaccines for Children (VFC) and Vaccine for Adults (VFA) programs. Providers and the Vermont Department of Health Immunization Program share stewardship of vaccine purchased through these programs. In order to protect against loss and ensure sufficient supply, proper vaccine inventory management is essential for all enrolled providers. Therefore, the ordering process requires a full accounting of state-provided doses. Concurrent with each order, provider office staff must report all vaccine loss, transfer, and administration from the previous order period.
Vaccine inventory Management SysteM (VIMS)
Vaccine Orders and accompanying documentation are submitted by provider offices to the Immunization Program through the Vaccine Inventory Management System (VIMS). VIMS is accessed through the Vermont Immunization Registry (IMR). Once logged into the IMR, find the VIMS link under Programs on the Patient Profile Home page.
If you do not have access to the IMR, visit the website and complete a Confidentiality Agreement or call (888) 688-4667. New Users should contact Katie Martinez (katie.martinez@vermont.gov) to set up a VIMS training call.
In VIMS, all vaccine inventory activity is documented using forms called Requests. When placing a routine vaccine order in VIMS, a user completes the Requests in the order they appear in the menu as illustrated below.
Note: Transfer and Adjust Requests can be completed at any time; the user does not need to wait until ordering to submit these. A Reconcile Request must be submitted no more than seven days prior to placing an order.
RESOURCES
Below you will find a series of Quick Guides that will help you navigate each section in VIMS as well as a complete User Guide.
| Title | Date | Type |
|---|---|---|
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Transfer: How To Transfer Requests document the movement of state supplied vaccines between practices enrolled in Vermont's VFC and VFA programs. One-page guide and checklist for reporting transfers
|
06/21/2018 |
PDF  |
| Title | Date | Type |
|---|---|---|
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Adjust: How To How to complete an Adjust Request
|
06/20/2018 |
PDF |
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Adjust: Quick Guide Adjust Requests are used to report vaccine inventory activities other than
administration or transfer. Select Adjust from the Request menu to return
vaccines, report waste or document otherwise unaccounted for doses.
|
06/21/2018 |
PDF |
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Adjust: Return or Waste? Explains the difference between "Return" and "Waste" within an Adjust Request
|
06/19/2018 |
PDF |
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Adjust: Return Shipping How to ship non-viable vaccine to the distributor
|
06/18/2018 |
PDF |
| Title | Date | Type |
|---|---|---|
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Reconcile: Completing the Table Defines the terms used on the VIMS worksheet and highlights required fields
|
06/19/2018 |
PDF |
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Reconcile: Taking Stock Recommendations on taking a vaccine inventory using the VIMS worksheet
|
06/20/2018 |
PDF |
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Reconcile: Common Errors How to resolve common system errors in a Reconcile Request
|
06/17/2018 |
PDF |
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Reconcile: Quick Guide The submission of a Reconcile Request is required before a provider can place a vaccine order. The Reconcile Request should provide a summary of all vaccine inventory activity in the reporting period.
|
06/21/2018 |
PDF |
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Reconcile: Tips Summary of recommendations from users
|
06/18/2018 |
PDF |
| Title | Date | Type |
|---|---|---|
|
Order: Tracking Describes how a user can find tracking information in VIMS
|
06/19/2018 |
PDF |
|
Order: Basics An Order Request includes shipping information and a list of the vaccines a provider office is eligible to order. A Vaccine Contact completes the request and, once reviewed by the Immunization Program, it is forwarded to the distributors for fulfillment.
|
06/21/2018 |
PDF |
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Order: Defining Terms Defines terms used in the header of the Order Table
|
06/20/2018 |
PDF |
| Title | Date | Type |
|---|---|---|
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Complete VIMS User Guide A detailed, step-by-step VIMS manual for Vaccine Contacts
|
06/21/2018 |
PDF |