In recognition of recent inquiries regarding HL7 messaging and vaccine inventory management MCIR would like to provide updated information.  Our analysis of these inquiries reflects the area of highest impact surrounds the borrowed dose process and expiration date validation.  Please know we working to resolve these issues as quickly as possible and apologize for any inconvenience this may be causing.

Resolution will be communicated to you via the MCIR Release notes.

We are providing contact information below to our ETA teams who can provide direction and answer questions pertaining to inventory management until a resolution is released.

Please review the map (located at the end of this message) and contact information below.  When reaching out via email we would ask you to include “Inventory” in the subject line of your email.

Northwest Region
MDHHS-MCIR-NorthWest@michigan.gov

East Central Region
MDHHS-MCIR-EastCentral@michigan.gov

South Region
MDHHS-MCIR-South@michigan.gov

For the doses that were administered and were not deducted from your inventory, you can do a manual transaction to deduct them by following these steps:

  1. From the “Manage Inventory” screen, click on the appropriate lot that needs a dose count correction.
  2. Click “Add New Transaction”
  3. Enter the correct date in the date field.
  4. Enter the number of doses that need to be deducted.
  5. From the “Action” drop down options, choose “Adjustment”.
  6. From the “Reason” drop down options, choose “Inv On Hand/Data Correction”
  7. For “Inventory Effect” select Subtract
  8. For “LWB Effect” select N/A
  9. In the comment field, enter the reason you are manually deducting the doses, for example: “Doses were not deducted from inventory due to incorrect expiration date.”
  10. Click submit.

For doses that were supposed to be deducted as a borrowed dose but were not deducted from inventory, you can do a manual transaction to create the borrowed dose and deduct them from your inventory using following these steps:

Form the Manage Inventory Screen:

  • Click on the name of the lot you need to deduct the borrowed dose from to open it.
  • At the top of the Transaction Log, click “Add New Transaction”
  • Enter the date
  • Enter the number of borrowed doses.
  • From the “Action” drop down menu choose “Adjustment”
  • From the “Reason” drop down menu choose “Inv On Hand/Data Correction”
  • For “Inventory Effect” select “Subtract”
  • For “LWB Effect” select “Add”
  • Enter a note explaining the borrowed dose in the comment field.
  • Click Submit

Map of Michigan Counties. The state is separated into 3 zones that correspond to the Education and Training Analyst geographical areas for the MCIR East Central, MCIR South, and MCIR North West regions.