Incorrect Batch Numbers in HSE PharmaVax

Dear Pharmacist,

This email hopes to raise and rectify a vaccine batch number data entry quality issue that has been identified from a review of records input into PharmaVax portal.

The problem relates primarily to private vaccine stock registration within the system.. Whilst there is a drop-down pre-populated system when registering public stock, registering private stock requires free text entry and some of these entries have been identified to contain inaccurate data. Consequently, there is now situation where the batch or lot number on some patient vaccination records do not align with PCRS records.

The batch most affected at the moment is the Influvac brand of flu vaccine, which contains a Batch/Lot Number ID of ‘E29’. If your registered stock on the system has any other numbers or letters recorded in the Batch/Lot Number ID field, then this is classed as inaccurate and an error. To check, the Batch/Lot Number ID detail is embossed on the edge of the outer pack – see below images:

In order to rectify these issues going forward any incorrect ‘manually-entered’ batches need to be deactivated in each Pharmacy (for all affected vaccination types) by unticking the ‘Batch In Use’ Flag against each batch.

You will then need to re-register this affected private stock and use the new entry going forward. Please do not add any other numbers in the Batch/Lot number ID field. The HSE team will correct any previous records submitted to COVAX that have been identified to contain an incorrect Batch/Lot ID.

As it is important that data quality is maintained within the system, so as to assure accuracy of patient records, we request your prompt action to review the Batch/Lot Number record registered and in use for vaccinations currently in your pharmacy and to re-register any errors identified as per detail above.

Kind Regards,

HSE.