Distemper + Lepto Combo Vaccine Setup
Note: In order to implement this example for your clinic:
- DAPP series, annual and three year vaccine prices must be the same
- DAPP+L series, annual and three year vaccine prices must be the same
- Lepto booster and annual vaccine prices must be the same
WARNING: If your vaccine prices per SKU are NOT the same, DO NOT CONTINUE!
A video of this process can be found here.
Background
Setting up uses and inventory actions for this scenario is a bit more complicated than others. This tutorial will explain the best way to setup your inventory so that series reminders generate appropriately at each step in the process, and old reminders are not "orphaned" for your patients.
First step will be to create inventory items that will be the "parent" items for this example. When I work with clinics to help them setup inventory, I typically have them create the following new items in their inventory:
DAPP Vaccine Stock
DAPP+L Vaccine Stock
Lepto Vaccine Stock
When setting up these items, please be sure to update the following (see below for detailed examples for each):
Category: select the Immunization / Vaccination category
Base Quantity: change from Unit to Vaccine
Due: set the next due date to 12 months as a default
Route: select "Subcutaneous (SQ)" as the route
Location: select the location where the vaccine would typically be administered to a patient
Be sure that there is a next due date set for each of the stocked items! If no next due date is set, you'll run into issues later in this example.
Naming of Uses and Stock Items can be your own at all points in this tutorial. Sample names are for reference and can be used if desired.
Setup: Uses
We will be working with three stocked inventory items in this example:
Distemper Vaccine (noted here as DAPP)
Distemper + Lepto Vaccine (noted here as DAPP+L)
Lepto Vaccine (noted here as Lepto)
The assumption in this example is that there would be two paths a patient can take - distemper with lepto or distemper without lepto. We are going to be setting up both scenarios here.
To create a use:
Navigate to the stocked item for which you want to create uses
Click Uses, New Use
Fill in the dialog
Click the arrow to the right of Save and Done and select Save and Add New
Repeat steps 3 & 4 for each additional use (see below for what to populate)
This is what the completed use for DAPP #1 (no lepto) below would look like:
Please create the following uses for the following items.
Uses to setup for DAPP Vaccine Stock:
Name | Display Name | Due date |
DAPP #1 (no lepto) | Distemper Vaccine #1 | 3 weeks / 4 weeks |
DAPP #2 (no lepto) | Distemper Vaccine #2 | 3 weeks / 4 weeks |
DAPP #1 (lepto) | Distemper Vaccine #1 | 3 weeks / 4 weeks |
DAPP 1 Year | Distemper Vaccine 1 Year | 12 months |
DAPP 3 Year | Distemper Vaccine 3 Year | 36 months |
When done your list of uses should look like this:
Uses to setup for DAPP+L Vaccine Stock:
Name | Display Name | Due Date |
DAPP+L #1 | Distemper + Lepto Vaccine #1 | 3 weeks / 4 weeks |
DAPP+L 1 Year | Distemper + Lepto Vaccine 1 Year | 12 months |
DAPP+L 3 Year | Distemper Vaccine 3 year + Lepto Vaccine 1 year | 36 months / 12 months |
When done your list of uses should look like this:
Uses to setup for Lepto Vaccine Stock (not all used for this example):
Name | Display Name | Due Date |
Lepto Booster | Lepto Booster | 3 weeks / 4 weeks |
Lepto 1 Year Vaccine | Lepto 1 Year Vaccine | 12 months |
When done your list of uses should look like this:
Diagram of Uses with Series Reminders
Ok so you're finished setting up your stocked items and uses - great job! The diagram below illustrates where we're going to be going next. Each box represents a vaccine "use" and each arrow represents the reminded for item when that "use" is used for a patient.
Note in the DAPP+L 1 Year step we will be creating two different reminders: one for a standalone lepto vaccine and the other for the DAPP 3 Year vaccine. In the next step, we will setup the create reminder actions for this example.
Setup: Create Actions
Again, the assumption in this example is there will be two paths that a patient will take through the distemper / lepto vaccine process:
Patient will get the lepto vaccine
Patient will not get the lepto vaccine
Both of these scenarios will be handled using the stocked items and uses created above. Let's get into it.
Setting up DAPP (lepto) series reminders:
Navigate to the DAPP Vaccine Stock inventory item
Click Actions, New Action
Action: Create Reminder
Type: Email
Item: Choose DAPP #1 (lepto)
Create For: Another Item
In the create for item field type in DAPP and choose DAPP+L #1
Due From: change option to "when due"
Update the reminder timeframe according to preference, I leave mine at 2 weeks
Here's what the dialog will look like when setting up the create reminder action for DAPP #1 (lepto):
Next, navigate to the DAPP+L Vaccine Stock item and click Actions, New Action:
Action: Create Reminder
Type: Email
Item: Choose DAPP+L #1
Create For: Another Item
In the create for item field type in DAPP and choose DAPP+L 1 Year
Due From: change option to "when due"
Update the reminder timeframe according to preference
This is what the dialog will look like:
Next, click Actions, New Action:
Action: Create Reminder
Type: Email
Item: Choose DAPP+L 1 Year
Create For: Another Item
In the create for item field type in DAPP and choose DAPP 3 Year, and then choose Lepto 1 Year
Due From: change option to "when due"
Update the reminder timeframe according to preference
This is what your dialog will look like:
Extended DAPP+L Vaccine Stock and Uses
There may be other situations, depending on the patient’s age/vaccine history, where additional Uses are needed for the DAPP+L combo. (For example: an older puppy that will be on a different schedule, or a mature adult dog that has received Distemper/Parvo in the past but is starting the Lepto track for the first time.) See the example below for an extended list of Uses:
Name | Display Name | Due Date |
DAPP+L #1 | Distemper + Lepto Vaccine Initial | 3 weeks / 4 weeks |
DAPP+L 1 Year | Distemper + Lepto Vaccine 1 Year | 12 months |
DAPP 3 Year/Lepto #1 | Distemper 3 Year + Lepto Initial | 3 weeks / 4 weeks |
DAPP 3 Year/Lepto 1 Year | Distemper 3 Year + Lepto 1 Year | 36 months |
Creating Reminder Actions
Setting up the reminders for this extended stock is slightly more complex than the previous one. Specifically, when the first dose of Lepto is given to dog that will be current on Distemper/Parvo but needs to return for a Lepto Booster.
To ensure the reminder dates are generating correctly for their respective vaccine, we will need to “uncouple” the reminders. Previously, the individual vaccines for Distemper/Parvo and Lepto could be included in the same reminder under the Another Item field. They will now need to be separated into two different Create Reminder actions to ensure the client is being notified to return at the appropriate time for next vaccine in the series. See the chart below for how the Create Reminder actions should look.
When Using | Create For Another Item | Due From
(Is Due/Is Given) | Send |
DAPP+L #1 | DAPP+L 1 Year | Is Due | 2 Weeks |
DAPP+L 1 Year | DAPPL 3 Year/Lepto 1 Year | Is Due | 4 Weeks |
DAPP 3 Year/Lepto #1 | DAPP 3 Year | Is Given | 4 Weeks |
DAPP 3 Year/Lepto #1 | Lepto 1 Year | Is Due | 2 Weeks |
DAPP 3 Year/Lepto 1 Year | DAPP 3 Year and Lepto 1 Year | Is Given | 4 Weeks |
Note: When reminding for a different item, the difference between the “Is Due” and “Is Given” in the Due From field is incredibly important. To ensure the system pulls the correct due date for the patient’s reminder, it is worth keeping the following in mind when setting up reminders:
- “Is Due” will populate the Next Due date configured on the item in the When Using field
- “Is Given” will populate the Next Due date configured on the item in the Create for Another Item field.
Using the Action above as an example:
If “Is Due” was selected, then the system would pull the Next Due date configured on the DAPP 3 Year/Lepto #1 vaccine. The patient’s reminder would look like this:
If “Is Given” was selected, then the system would pull the Next Due date configured on the DAPP Vaccine – 3 Year. The patient’s reminder would look like this: