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One of the most important and challenging tasks pediatric facilities are responsible for is the administration and management of vaccines. In the state of Florida, a vaccine subsidy program adds an additional level of administration for facilities like Pediatric Associates.

“Vaccines are extremely expensive and Florida’s subsidy program allows us to administer large quantities of vaccines at no cost to our families,” said Karin Holmes, Procurement Manager for Pediatric Associates. “Even though the state vaccine supply is exactly the same product as our private stock, we must treat it differently to maintain compliance and cost savings. Keeping these two supplies separate when it comes to billing, inventory and replenishment is very difficult.” As a result of the confusion, Pediatric Associates’ staff was spending too much time and effort managing the two stocks of the same item.

Realizing they did not have the bandwidth or expertise to solve the problem in-house, Pediatric Associates started to look for an off-the-shelf solution. “We chose Verian’s application because of the company’s significant experience in the healthcare industry and their ability to easily integrate their solution with our medical/billing system.”

Verian’s Inventory Manager module applied two different CPT codes to properly distribute vaccines into the appropriate virtual stockpile. As vaccines are administered and billed, the system deducts them from the state supply first. A nightly feed from Pediatric’s billing system into Inventory Manager™ ensures users are seeing real-time vaccine quantities.

“The best thing about Inventory Manager is that nobody has to think about it,” said Holmes. “Everybody is able to focus on their job and the system figures everything else out. We know that the quantities in the system are separate, accurate and will refill automatically. Now our vaccine inventory is pretty much on autopilot.”