{"id":8726,"date":"2024-08-08T17:14:01","date_gmt":"2024-08-08T21:14:01","guid":{"rendered":"https:\/\/vaccines.phila.gov\/?page_id=8726"},"modified":"2026-02-17T17:11:07","modified_gmt":"2026-02-17T22:11:07","slug":"ordering-receiving","status":"publish","type":"page","link":"https:\/\/vaccines.phila.gov\/index.php\/ordering-receiving\/","title":{"rendered":"Ordering and receiving"},"content":{"rendered":"

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Ordering & Receiving<\/h1>\n

[\/vc_column_text][\/vc_column][\/vc_row][vc_row css_animation=”” row_type=”row” use_row_as_full_screen_section=”no” type=”grid” angled_section=”no” text_align=”left” background_image_as_pattern=”without_pattern” el_class=”light-green-bg” z_index=””][vc_column offset=”vc_col-lg-8 vc_col-md-12 vc_col-xs-12″][vc_column_text css=””]<\/p>\n

This page will detail how to report your current inventory through a reconciliation<\/span>, as well as how to order<\/span>, and receive<\/span> vaccine through PhilaVax.<\/p>\n

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On this page<\/h2>\n

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Contact DPH provider help<\/h2>\n

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<\/i>dphproviderhelp\u200b@phila.gov<\/a><\/p>\n

<\/i>215-685-6728<\/p>\n<\/div>\n

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Reconciliation<\/h2>\n

[\/vc_column_text][vc_column_text css=””]<\/p>\n

You must complete these steps in PhilaVax to account for your vaccine inventory before<\/span> you can place a vaccine order.<\/p>\n

If you have any vaccine wastage or returns<\/a> to report, complete those before<\/span> beginning the reconciliation.[\/vc_column_text][vc_raw_html css=””]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[\/vc_raw_html][vc_column_text css=””]<\/p>\n

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Step 1<\/h3>\n

Type in the site pin on the PhilaVax<\/a> home screen under Default Provider\/Clinic<\/span>. Then click Inventory<\/span>, then Vaccines<\/span>, then Reconciliation<\/span> from the left-hand navigation pane.<\/p>\n

\"PhilaVax<\/p>\n<\/div>\n

[\/vc_column_text][vc_column_text css=””]<\/p>\n

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Step 2<\/h3>\n

Click Add Reconciliation<\/span> in the upper right-hand corner.<\/p>\n

\"PhilaVax<\/p>\n<\/div>\n

[\/vc_column_text][vc_column_text css=””]<\/p>\n

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Step 3<\/h3>\n

Select the correct site pin and the correct location from the Inventory Location<\/span> drop down. Then click Next<\/span>.<\/p>\n

*To place a COVID order, you only need to reconcile your COVID inventory location, not your site\u2019s full vaccine inventory.<\/p>\n

\"PhilaVax<\/p>\n<\/div>\n

[\/vc_column_text][vc_column_text css=””]<\/p>\n

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Step 4<\/h3>\n

Once you have all green pre-check results, click Proceed<\/span>.<\/p>\n

*Note: <\/span>Proceed<\/span> will not appear unless all pre-check results are green. If you have any red stop icons, click Resolve<\/span> or View<\/span> to address the issue preventing you from proceeding. Reach out to dphproviderhelp@phila.gov<\/a> if you have any questions.<\/p>\n

\"PhilaVax<\/p>\n<\/div>\n

[\/vc_column_text][vc_column_text css=””]<\/p>\n

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Step 5<\/h3>\n

Complete the reconciliation details page.<\/p>\n

    \n
  1. In the Description box<\/span>, type the inventory location RECON [today\u2019s date]<\/span>.<\/li>\n
  2. Next, click the blue person icon to autofill your name.<\/li>\n
  3. Next, double click in the Count Date<\/span> box and then double click in the Count Time<\/span> box.<\/li>\n
  4. Click Create<\/span>.<\/li>\n<\/ol>\n

    **IMPORTANT NOTE: Never enter a date in the past, AKA backdating.<\/span> Backdating is prohibited<\/span> in PhilaVax because it leads to errors and can delay your vaccine order.<\/p>\n

    \"PhilaVax<\/p>\n<\/div>\n

    [\/vc_column_text][vc_column_text css=””]<\/p>\n

    \n

    Step 6<\/h3>\n

    In the Physical Count<\/span> box, type in the number of doses you have on hand, then click Update<\/span> to save your progress.<\/p>\n

    Click Update after each entry.<\/p>\n

    \"PhilaVax<\/p>\n<\/div>\n

    [\/vc_column_text][vc_column_text css=””]<\/p>\n

    \n

    Step 7<\/h3>\n

    Next, the system will automatically calculate the total number of doses for the Aggregate Administered<\/span> box in the Inventory Difference<\/span> column. Then, click Update<\/span> to save your progress.<\/p>\n

    *Note: <\/span>Aggregate Administered<\/span> means doses administered since the last reconciliation.<\/p>\n

    \"PhilaVax<\/p>\n<\/div>\n

    [\/vc_column_text][vc_column_text css=””]<\/p>\n

    \n

    Step 8<\/h3>\n

    Type the number that\u2019s in the Inventory Difference<\/span> column into the Aggregate Administered<\/span> box.<\/p>\n

    Repeat steps 6 \u2013 8 for each vaccine on the reconciliation. Once completed, move on to the next step.<\/p>\n

    \"PhilaVax<\/p>\n<\/div>\n

    [\/vc_column_text][vc_column_text css=””]<\/p>\n

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    Step 9<\/h3>\n

    Click the drop-down button next to Update<\/span>, then click Close Reconciliation<\/span>.<\/p>\n

    \"PhilaVax<\/p>\n<\/div>\n

    [\/vc_column_text][vc_column_text css=””]<\/p>\n

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    Step 10<\/h3>\n

    Click OK<\/span> to close and submit the recon.<\/p>\n

    \"PhilaVax<\/p>\n<\/div>\n

    [\/vc_column_text][vc_column_text css=””]<\/p>\n

    \n

    Step 11<\/h3>\n

    After clicking OK<\/span>, notice the status has changed to Closed<\/span>. This indicates that you have successfully submitted your reconciliation.<\/p>\n

    \"PhilaVax<\/p>\n<\/div>\n

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    \n
    \"clipboard<\/div>\n
    \n

    Once the reconciliation is closed, it cannot be reopened or deleted.<\/p>\n

    If the reconciliation is not accurate, a new one must be created. If you need assistance, reach out to dphproviderhelp@phila.gov<\/a>.<\/p>\n<\/div>\n<\/div>\n

    [\/vc_column_text][vc_column_text css=”” el_class=”margin_top_50″]<\/p>\n

    \n

    Video step by step instructions:<\/h3>\n