Data Exchange (DX) Submitters: Managing Vaccine Inventory in CAIR2

We are a data exchange (DX) site and want to manage our inventory in CAIR2. How does my clinic get started?

CAIR2 data exchange submitters now have the ability to manage inventory using CAIR2. However, the ability to subtract inventory when doses are electronically submitted to CAIR2 is switched off in the software but can switched on as Sites request it.  There are several important steps  that your DX clinic will need to take before you are able to manage inventory in CAIR2 :

  1. Ensure that your data exchange HL7 messages being submitted to CAIR2 contain all the required data elements as summarized in Table 1 below.  For incoming DX doses to be subtracted from inventory, each incoming dose of vaccine,  lot #, and patient vaccine eligibility (e.g. VFC) status must exactly match an existing dose of vaccine in inventory, with the same lot # and funding source (e.g. VFC) .   
  2. Enter your all your vaccine inventory into CAIR2 and lot #s and funding sources for each dose. 
  3. Contact one of our DX Staff at CAIRDataExchange@cdph.ca.gov with your request to begin managing your vaccine inventory in CAIR2.  Staff will confirm that your incoming messages contain all the required data elements and that your vaccine inventory has been entered into CAIR2 correctly.
  4. You will be asked to pick a start date and then, at close of business on the day prior to your start date, you will need adjust your current inventory in CAIR2 so that your subsequent doses administered and inventory reports will be accurate. 
Table 1. Required HL7 Message Fields for Inventory Decrementing
Segment/Field Data Element Comments
MSH-22 Responsible Sending Org Your CAIR Org Code .
RXA-5.1 Administration Code Vaccine code submitted must match vaccine in the CAIR2 inventory.
RXA-9.1 Administered Notes Must be coded as a an administered dose (code is ’00’).
RXA-11.4 Administered-at Location Your CAIR Org Code. Indicates who administered the dose and whose  CAIR vaccine inventory the dose will be decremented/subtracted from.
RXA-15 Substance Lot Number Vaccine lot number submitted must match lot number in CAIR2 inventory.
RXA-20 Completion Status Must be ‘CP’, ‘PA’, or empty.
RXA-21 Action Code Must be ‘A’ or ‘U’  
OBX-5.1 Observation Value VFC Funding Eligibility Category sent in this field must match with the funding category of the vaccine lot as entered into  the CAIR2 inventory