Conducting Inventories
Audits are an essential inventory management principle. An accurate picture of current inventory prevents under-ordering (may result in missed vaccination opportunities), over-ordering (may lead to preventable waste), and vaccine orders being sent back (due to discrepancies between physical stock and previously report inventory).
About Inventories
At least once a month and before placing any vaccine order, physically count all vaccine and diluent doses to make sure the number of doses in the storage unit matches quantities documented in your EHR or other stock record. Reconcile as needed. Always check expiration dates while counting stock and remove expired doses immediately.
Separate Stock
Ensure vaccines are put back on labeled shelves or baskets for pediatric, adolescent, and adult patients and that publicly supplied and private stock are separated to prevent accidently administering no-cost vaccines to ineligible patients.
Stock Rotation & Removal
Rotate stock so vaccines with earlier expiration dates are placed in front. Remove expired vaccines and diluents immediately to prevent administration errors.
Vaccine Disposal
Medical waste disposal requirements are set by state environmental agencies. Contact the Provider Call Center or the California environmental agency for guidance to ensure your facility’s vaccine disposal procedures comply with state and federal regulations. Report nonviable vaccines in myCAvax.
Expiry Dates
Determining when vaccine and diluent products expire is a critical step in maintaining proper storage and handling.
Expiration Dates
This date is the final day that vaccines or diluents may be administered. It’s determined by the manufacturer and printed on vials, syringes, and cartons and may vary by type of product and lot number. mm/yy format: product may be used up to and including the last day of that month. mm/dd/yy format: product may only be used through the end of that day.
Beyond-Use Dates (BUD)
Some vaccines have a beyond-use date/time, which is different from the expiration date.
The beyond-use date is the last date/time that a vaccine or diluent can be safely used after the product has been moved from one storage state to another (e.g., frozen to refrigerated) or prepared for administration. Unlike the expiration date that is determined by the manufacturer, the BUD is determined by the healthcare provider using manufacturer guidance.
The BUD replaces the expiration date but never extends it. Always use the earlier date. BUD guidelines apply to reconstitution, multidose vials, and manufacturer-shortened expiration dates.
How to Inventory
To comply with requirement and best practices, follow guidance in How to Do a Physical Inventory (PDF) using Vaccine Inventory Forms (PDF).
