CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 1

TECHNICAL IMPLEMENTATION GUIDE: 

VACCINE INVENTORY

Vaccine 2D Barcode Scanning 

Implementation Toolkit 

National Center for Immunization and Respiratory Diseases (NCIRD)

Centers for Disease Control and Prevention (CDC)
Table of 

Contents

1 Introduction

Plan and Prepare

3 Overview of Technology Components

4 Scanning Devices: Procurement

5 Scanning Devices: Configuration

6 Scanning Devices: Installation

7 Inventory Management System Functionality

8 Training

Go-Live and Maintain

10 Technology Checklist for Go-Live 

11 Maintenance

12 Troubleshooting Tips

13 FAQs

Appendix

15 Acronyms

16 Process Flow A: Inventory Documentation

17 Process Flow B: Active Inventory Tracking

18 Immunization Information System

19 Sample Process Flow for IIS

20 Questions for Project Lead

21 Inventory Management System Capability Guide

22 UoS Barcode Specifications

23 Mapping Table for Vaccine Inventory

24 Inventory Management with UoU and UoS

25 Resources

Indicates that the page includes a checklist or activity.
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 1

Introduction

The Technical Implementation Guide: Vaccine Inventory is intended for information technology 

(IT), electronic medical record (EMR), and/or inventory management personnel who are 

assisting with the implementation of vaccine two-dimensional (2D) barcode scanning for 

vaccine inventory in ambulatory clinics, health care facilities, and health systems. The Guide 

provides recommendations on technology and training needs drawn from pilots performed by 

CDC from 2011 to 2017 and additional information from the field.

Now that all vaccine secondary packaging, or units of sale (UoS), have a 2D barcode affixed, 

inventory information may be imported into an inventory management system with a 2D 

barcode scanner. Two possibilities of managing inventory with 2D barcodes are listed below. 

Click on the letters to navigate to two sample process flows in the appendix. 

Documentation of new inventory upon receipt of shipment. 

Active management of inventory through decrementation at the lot level upon vaccine 

administration by crosswalking UoS and unit of use (UoU) data.

Using This Guide

This Guide is divided into the following chronological phases. The first two and the last two phases 

have been paired in this document because the tasks in the pairings are closely related.

1 2

Plan & Prepare

3 4

Go-Live & Maintain

For more information on...

Implementing vaccine 2D barcode scanning for administration, refer to 

Technical Implementation Guide: Vaccine Administration. 

Implementing vaccine 2D barcode scanning for data entry to or inventory 

management in the Immunization Information System (IIS), jump to page 18.

A

B
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 2

Plan and Prepare 

Overview of Technology Components | 3

Scanning Devices: Procurement | 4

Scanning Devices: Configuration | 5

Scanning Devices: Installation | 6

Inventory Management System Functionality | 7

Training | 8
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 3

Inventory 

Management 

System

The inventory 

management system (e.g., 

EMR, IIS, or third party app) 

must have the capability to 

capture and parse the data 

in the scanned barcode, 

including the National Drug 

Code (NDC), lot number, 

expiration date, and serial 

number (optional). 

3

Plan and Prepare

Overview of Technology Components

Scanners cannot work independently—they must communicate with computing devices to transmit 

data to an inventory management system. The scanners, computers, and inventory management 

systems must be properly configured for smooth implementation and seamless integration of 

2D barcode scanning into the vaccine inventory workflow. 

Technology Considerations for Workflow Decisions 

The Project Lead, IT personnel, and/or inventory management system personnel should discuss the 

feasibility of scanner installation in the desired location(s) identified by inventory managers and 

determine if additional equipment is needed to integrate 2D barcode scanning into the workflow. 

Hardware purchasing and installation decisions directly affect workflow, so it is important that the 

Project Lead and IT/inventory management system personnel collaborate during this stage.

Computing 

Devices

Computers, tablets, and/

or mobile workstations 

that can access and 

edit the inventory 

management system 

must be prepared to 

receive information 

from the scanners, 

either through a wired 

or wireless scanner.

2 2D Barcode 

Scanning Devices

Scanners or mobile 

applications with 2D 

barcode scanning 

capabilities must 

be available at the 

appropriate locations 

and should be 

configured to scan the 

appropriate barcode.

1

Suitable Scanner 

Locations 

(e.g., central prep 

station, point of 

inventory receipt)

Number of 

Scanners

(e.g., number of 

primary and backup 

scanners)

Types of 

Scanners

(e.g., wired, 

wireless)

Additional 

Equipment

(e.g., mobile workstations, 

computers, stands, 

mobile devices)

Sample process flows and suggested questions for the project lead can 

be found in the appendix.
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 4

Scanning Devices: Procurement

The revised inventory workflow should determine the number and type(s) of scanners needed in 

the clinic. There are several scanners in the market that are suitable for use in a clinic setting. Below 

are some considerations to review before purchasing scanners. If implementing in a health system, 

procurement decisions may be made centrally.

Plan and Prepare

Ensure that the chosen scanner is compatible with both your hardware 

(e.g., computers, workstations) and software (e.g., EMR, IIS, other inventory 

management system).

• Reminder: 2D barcodes require camera-based scanners and cannot 

be read by traditional laser scanners.

Determine the number of wired or wireless scanners needed. 

• Wired scanners cost ~$135 to $300 each, with wireless options from 

~$260 to $800 (as of May 2020).

• Wired scanners may be easily moved from one computer to another. 

Wireless scanners may rely on Bluetooth connections, which 

can make switching computers to be more time-consuming and 

cumbersome.

• If installing a Bluetooth scanner, confirm that computers have 

Bluetooth capability and consider any additional security 

requirements.

• Confirm that the wire length of wired scanners supports the 

previously selected scanner location(s).

Account for stands or wall mounts, if needed. Note that the preferences of 

the inventory managers should be considered while determining location 

and set up of stands and wall mounts.

If your clinic uses a scanner or mobile device for another purpose and 

wishes to use this device for vaccine 2D barcode scanning, confirm that the 

scanner: 

• Has 2D barcode scanning capabilities. 

• Is placed in the proper location or can be relocated to the proper location.

• Can be configured to the EMR/IIS/inventory management system 

using the configuration barcode.

American Academy of Pediatrics (AAP) outlines other considerations

for choosing a scanner.
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 5

Tip from the field:

If your inventory management system, EMR, or IIS does 

not provide configuration barcodes or TA for configuring 

your scanner, consider reaching out to other health care 

systems that use the same system to discuss their existing 

configuration barcodes, which may be able to be modified 

to fit your needs. 

Plan and Prepare

Scanning Devices: Configuration 

Configuration barcodes provide instructions to 

the scanner for how to parse the data contained 

in the 2D barcode. The scanner will follow those 

instructions until configured otherwise. For 

example, if the UoS configuration barcode is 

scanned, that scanner will be prepared to receive 

and parse UoS barcodes into the appropriate 

fields of the inventory record until a different 

configuration barcode is scanned. Configuration barcodes may also be rescanned to “reset” the 

scanner if any issues arise with configuration to the inventory management system, EMR, or IIS. 

Note that configuration barcodes will be different from the setup barcodes provided by the scanner 

manufacturer, which may also need to be rescanned if a reset is needed.

Refer to pages 22 and 24 for the data strings of the UoS and UoU barcodes 

(respectively) and a representation of the fields that should receive the 

scanned and imported barcode data.

Configuration barcodes will be unique for the type of barcode 

(e.g., UoU, UoS) and for your inventory management system. 

However, once created, the same UoU and UoS configuration 

barcodes can be used for all scanners within the health facility or 

across health system locations (if applicable) using the same 

inventory management system. 

If your inventory management system or EMR does not provide 

configuration technical assistance (TA), you may need to create 

a configuration barcode. To create a configuration barcode, the 

characters in the barcode’s data string will need to be mapped to 

the corresponding data fields in the inventory management system.

Some inventory management 

systems or EMRs may provide 

configuration assistance and some 

scanner manufacturers may provide 

information on configuration. Reach 

out directly to confirm available 

services and information.
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 6

Plan and Prepare

Scanning Devices: Installation 

After procurement, scanners must be connected to the computing device, configured to 

the inventory management system, and tested. To configure the scanner to the inventory 

management system, a configuration barcode should be obtained or created for each type 

of barcode (UoS for inventory, and possibly UoU for decrementation) that will be scanned. 

Installation, configuration, and testing instructions are listed below. Note that the order of 

these steps may vary at your organization or some steps may be bypassed depending on 

configuration services provided by your inventory management system.

INSTALL scanner

1. Use a USB cable to connect wired scanners to a computing device. Wireless scanners 

(or mobile devices) can be connected to a computing device through Bluetooth or other 

protocol in the scanner manufacturer’s user manual. 

2. Connect the power adaptor to a power source, if needed. 

3. Power on the scanner and confirm that the scanner is functional.

SCAN configuration barcode 

4. Log into the inventory management system and navigate to the relevant page and field. 

5. Follow the steps in the scanning manual (provided by your scanner manufacturer) to 

properly set up your scanner and to ensure connectivity.

6. Scan configuration barcode to instruct the scanner how to parse the barcode data into 

the inventory management system fields.

TEST scanner on sample

7. Scan a sample UoS barcode found on a vaccine secondary packaging. You may wish to 

use a nonproduction environment in the inventory management system while scanning a 

sample barcode.

8. Confirm that the system properly reads the data elements in the 2D barcode on the UoS. 

9. Confirm that the system accesses the appropriate mapping tables and inventory 

information in the back end by confirming the accuracy of the data in the populated fields.

10. Repeat steps 4 through 9 for UoU. Remember that when a configuration barcode is 

scanned, the inventory management system will follow that configuration until it is given 

alternate instructions through a different configuration barcode. 

Key for success: Consider storing copies of all configuration barcodes by each 

scanning station. The barcodes are helpful to have available if there are issues with 

configuration and the scanner needs to be “reset.”

For scanner troubleshooting tips, see page 12.
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 7

Plan and Prepare

Inventory Management System Functionality 

Inventory management varies among health care organizations and facilities, and some EMRs 

have inventory modules available. The inventory management system or the EMR inventory 

module must be capable of capturing and processing the barcode data in order to leverage 2D 

barcode scanning for inventory. 

Listed below are required and recommended inventory management system functionalities for 

successful 2D barcode scanning. Items are listed chronologically within each grouping. 

Third-Party Apps

If your inventory management system or EMR inventory module does not have 2D 

barcode scanning capability, reach out to your vendor to discuss compatible third-party 

applications with scanning functionality.

Monitor and establish connection with the barcode scanner. 

Receive and process incoming 2D barcode data from the UoS.

Validate if the barcode is applicable to the inventory management system.

Read the data elements present in the 2D barcode string.

Display the scanned data elements and other key data in the respective fields.

Allow users to verify scanned data and manually enter additional data that cannot be 

automatically imported.

Allow users to manually edit fields after data has been imported.

Notify users when a barcode is not identifiable.

Minimum Required Functionalities 

Validate barcode data against the NDC, expiration date, and lot number stored in the inventory 

mapping table.

Save original scanned values (if providing an option to modify them).

Warn users that an expired or recalled vaccine has been scanned.

Additional Recommended Functionalities 

For more information on...

Required and recommended EMR inventory module functionalities, refer to the EMR/

IIS 2D Barcode Functional Capabilities Guide.

Questions to ask your inventory management system vendor when determining 

compatibility and capabilities, refer to the Inventory Management System Capability 

Guide in the appendix. 
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 8

Plan and Prepare

Training 

Train IT and Inventory Management System Personnel

All IT and inventory management system personnel should be properly trained to use 2D barcode scanners 

and equipped to support the staff that are 2D barcode scanning. A “train-the-trainers” training may 

be helpful for health systems implementing scanning across facilities to ensure that IT and inventory 

management system personnel are prepared to support personnel who may use the 2D barcode scanners. 

Train Inventory Personnel 

Additionally, IT and inventory management system personnel may be able to support the 

overarching training conducted for staff prior to implementation or go-live. The IT and inventory 

management system personnel should coordinate with the Project Lead to confirm the training 

plan and their role in delivering the technology-related aspect of training.

At a minimum, it is recommended that the training for scanner use covers the follow technologyrelated topics: 

Barcode data and the fields that are expected to populate upon scanning.

Instructions for scanner use.

Explanation of setup barcodes provided by the scanner manufacturer and 

how to use them.

Explanation of configuration barcodes and how to use them.

Scanner maintenance.

Basic troubleshooting tips: 

• Confirm that scanner is plugged in to the appropriate outlets if needed.

• Clean lens of scanner.

• Rescan configuration barcode.

• Restart scanning screen in software to restart scanning process. 

Procedures for escalating issues (help desk contact information, ticket 

creation, etc.).

Instructions for scanning to IIS, if applicable.

Key for success: Hands-on experience of scanning in a training or nonproduction 

environment in the inventory management system can enhance training for inventory 

managers and other staff who may use the 2D scanners and may reduce the number of 

challenges and questions that arise after go-live. 

For more guidance on training staff, refer to the training materials.
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 9

Go-Live and Maintain

Technology Checklist for Go-Live | 10

Maintenance | 11

Troubleshooting Tips | 12

FAQs | 13
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 10

Go-Live and Maintain

Technology Checklist for Go-Live 

Complete the following checklist for go-live to ensure that everything is functioning properly and 

ready for use. You may wish to add additional items to this checklist as you prepare. 

Have all scanners and other hardware been installed, properly set up, and 

tested for functionality?

Have all scanners been plugged in and set up in desired locations?

Have all scanners been configured using the appropriate (manufacturer, UoU, 

VIS, and/or IIS) configuration barcode?

Has a sample UoS or UoU barcode been scanned by each scanner to confirm 

proper configuration with the inventory management system?

Have the appropriate configuration barcodes been stationed by each scanner 

or workstation for troubleshooting?

If applicable, is a configuration barcode available for IIS configuration? 

Have scanning instructions and/or troubleshooting tips been made available 

by each scanning station?

Has the mapping table been updated and confirmed to be accurate? 

Have monitoring and evaluation methods been put in place (if applicable)? 

Key for success: Confirm system administrators and inventory management 

system contacts are aware of implementation plans and the go-live date, and 

confirm that the necessary personnel are available for immediate questions and 

technical assistance. 
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 11

Go-Live and Maintain

Maintenance 

Maintaining functional technology is critical for implementation of 2D barcode scanning and 

sustaining high scanning rates. While the bulk of the work is done in the Plan & Prepare phase, 

maintenance and ongoing tasks will be required after 2D barcode scanning is implemented to 

continue supporting the practice.

Mapping Table| The mapping table will only be useful if the data is accurate. It will need to be 

regularly validated and maintained. To determine what data elements should be included in your 

mapping table, see page 23. 

Technology | If any one of the technology components—the scanning device, computing device, 

or EMR—changes or malfunctions, the scanning process will break down.

Confirm scanners are functional. They may need to be reprogrammed or replaced after 

significant use.

Monitor inventory management system updates. Review the release notes for updates that 

might impact scanning. For example, a system update may require a new configuration barcode.

Be prepared to adjust technology and hardware according to changes in workflow. 

Identifying the best workflow can be an iterative process, so anticipate changes as 2D 

barcode scanning is implemented. 

Training | Continuous and ad hoc training can improve staff performance. It is recommended that 

technology-focused training be conducted as needed. Below are a few instances where continued or 

ad hoc training may be required:

The scanning workflow is revised.

A new employee is onboarded.

There is a reduction in scanning adoption and practices.

When a vaccine is restocked: If a new vaccine is ordered:

Confirm that the scanned data elements 

in the mapping table are entered.

Validate mapping table data to confirm 

that no changes have been made (e.g., 

quantity, dose, route of administration) 

since the last shipment.

Add data to the mapping table for the 

new vaccine. Some known information 

may be able to be entered prior to receipt 

of the shipment (e.g., vaccine name).

Scan the 2D barcodes and validate the 

data in the mapping table.

Confirm that all parties are aware of their responsibilities, including 

the cadence for monitoring and maintenance.
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 12

Troubleshooting Tips 

ISSUE RESOLUTION

The scanner is not 

working at all.

• Verify that the scanner is properly connected to the computing device. 

 Confirm wired scanners are firmly plugged into the computer.

 Confirm that the wireless scanner’s Bluetooth is not disconnected from 

the computing device. If the scanner has a battery, confirm that the 

battery is sufficiently charged. 

The scanner 

does not scan 

consistently.

• Verify that a red beam of light is visible when a vial is placed underneath the lens 

(in mounted mode). If a red beam is not visible, verify that the scanner is securely 

attached to the computer.

• Confirm that the scanner lens is clean. If you are not sure, clean the scanner lens 

with an alcohol prep pad or a moist clean cloth and then dry with a clean cloth. 

Water droplets severely degrade scanning efficiency.

• Check the scanner lens to see if it is scratched. If so, it will need to be serviced/

replaced. Please call or email the scanner manufacturer or call the number on the 

base of your scanner.

• Try to scan the barcode with another scanner. If successful, then the problem 

is with the first scanner and it should be serviced. Try resetting the scanner 

to factory settings, scanning the setup barcodes from the manufacturer, and 

rescanning the configuration barcode. 

Sometimes, the 

scanner has 

trouble reading 

barcodes.

• Vaccine manufacturers have tried to address readability of vaccine barcodes in 

terms of barcode label quality. However, if you still have trouble reading certain 

barcodes please report to CDC at iissb2dbarcode@cdc.gov, after escalating 

appropriately within your organization. CDC reguarly works with vaccine 

manufacturers to ensure all packaging meets regulatory requirements and 

usability standards.

• If you need to reconfigure your scanner to a different system (EMR, inventory 

management system, and/or IIS) and have trouble reading the scanner 

configuration barcodes provided to you, repeated copying might have degraded 

the barcode quality. Try printing a fresh copy from the electronic copy to reinstate 

optimal quality of the barcodes.

The wrong 

fields are being 

populated with 

the barcode data.

• Confirm the scanner is properly configured by rescanning the scanner manufacturer’s 

standard setup barcode and your organization’s configuration barcode. 

• Confirm the configuration barcode is correct (e.g., confirm the UoU configuration 

barcode is scanned prior to scanning the UoU barcode on the vaccine).

• Encourage quality assurance checks and allow for manual entry to adjust if data 

parsing is problematic, due to situations such as the lot number beginning with the 

same number as the GS1 application identifier.

The mapping 

table is not 

populating the 

expected fields.

• Confirm that the data in the mapping table are up to date. CDC’s NDC Crosswalk 

tables may be useful resources when updating mapping tables, though they are 

not comprehensive and additional data sources may be needed. 

Go-Live and Maintain
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 13

FAQs

QUESTION ANSWER

Will the scanner be 

damaged if it gets 

wet?

The sealed casing of your scanner protects it from minimal amounts of 

moisture. However, it should not be sprayed or immersed in liquid.

What are the software 

requirements and 

how does the system 

actually work?

No additional software is required, nor is there a “system” that is 

being added to yours. The scanner works in place of a keyboard. 

The user needs only to put the cursor on the field before scanning. 

The scanner is configured to read the 2D barcode from the vial or 

packaging and populate the lot # and expiration date fields into an 

EMR, IIS, or inventory management system.

Will the scanner 

be configured 

for my EMR, IIS, 

and inventory 

management system?

Yes, as long as the EMR, IIS, and inventory management system 

have the data fields to capture lot number and expiration date, 

the scanner should work with both systems. In some EMR, IIS, and 

inventory management systems, the lot number field is a dropdown 

menu and the lot number is appended by other fields. For example, 

a lot number, such as 12345Y, may display with other fields: 

12345Y|MCK|12302022. In such cases, scanning the 2D barcodes will 

not populate the right data fields and cannot be used.

Will the scanner be 

damaged if dropped 

on the floor?

The scanners are expected to survive a free fall of six feet onto a hard 

concrete floor. However, we encourage you to position it away from 

workplace settings that could damage its internal parts.

Can I detach the 

scanner any time or do 

I need to do something 

special first, such as a 

safe stop?

While it is advisable to “safe eject” attached devices, the scanners 

have not been shown to be adversely impacted if unplugged without 

doing so. However, please close out the EMR/IIS software menu if 

it is actively accessing the scanner to prevent potential data loss or 

interruption of workflow.

Go-Live and Maintain
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 14

Appendix

Acronyms | 15

Process Flow A: Inventory Documentation | 16

Process Flow B: Active Inventory Tracking | 17

Immunization Information System | 18

Sample Process Flow for IIS | 19

Questions for Project Lead | 20

Inventory Management System Capability Guide | 21

UoS Barcode Specifications | 22

Mapping Table for Vaccine Inventory | 23

Inventory Management with UoU and UoS | 24

Resources | 25
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 15

Acronyms

Acronym Description

2D Two-dimensional 

AAP American Academy of Pediatrics

EMR Electronic medical record

ExIS External Information System 

GTIN Global Trade Identification Number

IIS Immunization Information System

IT Information technology 

NDC National Drug Code

TA Technical assistance 

UoS Unit of sale

UoU Unit of use

VIS Vaccine Information Statement

VTrckS Vaccine Tracking System

Appendix
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 16

Process Flow A: Inventory Receiving Documentation 

Outlined below is the first of two sample process flows. In this scenario, 2D barcode 

scanning has been implemented to assist with accurate documentation of new inventory 

routinely received. This sample process flow assumes that the inventory management 

system accepts scanned data and stores information about received vaccine shipments. After 

vaccines are disseminated and administered, your clinic may choose the process for inventory 

decrementation (e.g., manual decrementation by the user or automated decrementation by 

the EMR). Process Flow A is a sample and may be adapted to fit your organization’s needs if 

helpful for implementation.

Appendix

A

*Unit of sale (UoS) data can also be imported or uploaded through alternative methods if scanning is not possible.

1 Vaccine shipment arrives

User scans* unit of sale barcode into the 

inventory management system 2

Scanner parses unit of sale data into 

inventory management system fields 3

Mapping table populates additional inventory 

management system fields 4

User validates data, including quantity 

of vaccines in shipment, funding source, 

and other relevant information

5

6 User saves inventory record 

7 User validates/updates mapping table

Vaccines are disseminated to 

appropriate storage areas 8
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 17

Process Flow B: Active Inventory Tracking

Outlined below is the second of two sample process flows. In this scenario, 2D barcode 

scanning has been implemented to assist with documenting new inventory and tracking 

based on lot number. This scenario assumes that the inventory management system is 

linked to the EMR or an administration module and decrements inventory count based 

on lot number by mapping UoU and UoS. See pages 23 and 24 for more information. 

Process Flow B is a sample and may be adapted to fit your organization’s needs if helpful for 

implementation.

Appendix

B

*Unit of sale (UoS) and unit of use (UoU) data can also be imported or uploaded through alternative methods if scanning is not possible.

1 Vaccine shipment arrives

2 User scans* unit of sale barcode into the inventory management system

3 Scanner parses unit of sale data into inventory management system fields

4 User scans unit of use configuration barcode

5 User scans* unit of use barcode into the inventory management system

6 Scanner parses unit of use data into inventory management system fields 

7 Mapping table populates additional inventory management system fields 

User saves inventory record 

User validates/updates mapping table, including unit of sale and unit of use cross-walking

Vaccines are disseminated to appropriate storage areas

Inventory management system automatically decrements doses from active 

inventory based on lot number as vaccines are administered

9

10

User validates data, including quantity of vaccines in shipment, funding source,

and other relevant information 8

11

12
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 18

Immunization Information System

In addition to scanning for vaccine administration and inventory management, a third use case for 

scanning is for data entry to the Immunization Information System (IIS).

There are two scenarios in which 2D barcode scanning into the IIS may be of use: 

1. If the EMR does not submit data directly to the IIS, and direct data entry to the IIS is required, or

2. If your site uses IIS to track, maintain and report on vaccine inventory information.

The IIS may be used for vaccine inventory management (i.e., ordering), reconciliation, and reporting 

by providers that receive publicly funded vaccines, such as Vaccines For Children (VFC) vaccines. 

When a vaccine shipment arrives, scanning the 2D barcode on a UoS can help ensure that accurate 

data is entered into the IIS. Other platforms that generate vaccine inventory data and order data 

from the IIS (e.g., Vaccine Tracking System (VTrckS) and External Information System (ExIS)) can 

benefit from the data accuracy of the IIS. 

If the IIS platform already accommodates 2D barcode scanning, reference the 

configuration instructions on page 5 to create a unique configuration barcode. 

Though the same information will be imported, the IIS is a different interface than 

the EMR and will likely require a unique configuration barcode.

If the IIS platform does not accommodate 2D barcode scanning, it may be helpful to 

discuss system capabilities with your IIS vendor, as the requirements for integrating 

2D barcode scanning into the EMR are the same for the IIS. 

Note: Integration with the IIS may be managed from the health system level. If the clinic is part of 

a health system, confirm how IIS is managed prior to following the steps listed above.

Appendix

A sample process flow for scanning into the IIS can be found on page 19.
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 19

Appendix

Sample Process Flow for IIS 

Outlined below is a sample process for 2D barcode scanning in a facility that has implemented 

scanning for inventory in the IIS. This process flow is a sample and may be adapted to fit your 

organization’s needs if helpful for implementation.

Shipment of vaccines arrives

User scans* unit of sale and/or unit of use 

barcodes into IIS

IIS record populates with data elements in 

unit of sale and/or unit of use

User confirms data, enters quantity of vaccines 

and other relevant information and submits

User validates/updates mapping table

Vaccines are disseminated to appropriate 

storage areas

Vaccines being tracked in the IIS (e.g., 

VFC) are automatically decremented 

upon administration if the EMR is 

connected to the IIS via electronic 

data exchange, such as a health 

information exchange.

User manually documents wastage, returns, 

administrations etc., during inventory 

management and reconciliation as needed. 

User produces reports for publicly 

purchased vaccines and other state/local 

immunization programs.

*Unit of sale (UoS) and unit of use (UoU) data can also be imported or uploaded through alternative methods 

if scanning is not possible.
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 20

Questions for Project Lead 

Hardware purchasing and installation decisions have direct implications on workflow. The Project 

Lead, IT personnel, and inventory manager should work together during this planning stage to 

ensure that the technology fits the workflow needs and vice versa. Below are questions to discuss 

with the Project Lead and inventory manager to understand hardware and technology needs.

After discussing with the Project Lead, refer to page 4 for considerations to keep in mind while 

purchasing scanners and other equipment.

Appendix

Where will scanners need to be installed? 

How many scanners are needed at each location?

Are computers already set up near the desired scanner locations?

Can any computers be relocated? 

How many additional computers may be needed?

Are mobile workstations or devices an option?

Are wired or wireless scanners preferred in each location? 

If a wire is needed, how long should the wire be?

If wireless, do any security issues need to be addressed? 

Is there enough space to install the scanner, or is rearranging needed?

Is a wall mount or stand needed?

Will any scanners be used with mobile stations?

Will the scanners be used with one or more processes (e.g., administration, 

inventory, IIS, VIS)? 
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 21

Appendix

For additional list of questions, please visit the AAP website.

Inventory Management System Capability Guide

2D barcode scanning can play a role in recording vaccine inventory. Each use case requires unique 

functionalities from your inventory management system, IIS, or EMR. Below are some sample 

questions you can ask your vendor to help determine your 2D barcode scanning capability.

Task Questions for Vendor

Inventory 

management system 

or IIS 

• Can the EMR/vaccine administration record be connected to the

inventory management system or IIS?

 If yes, can the inventory management system/IIS

automatically receive administration records?

 If yes, is the inventory count automatically decremented

when administration of a vaccine is recorded?

• Can the inventory management system alert health care 

providers if vaccine inventory is low?

• Can the inventory management system alert health care 

providers if the vaccine ordered by the physician is not available 

in inventory?

EMR inventory 

module

• Is there a module available for vaccine inventory management?

• Can the administration module be connected to the inventory 

module?

 If yes, is the inventory count automatically decremented

when administration of a vaccine is recorded?

• Can the inventory management system alert health care providers 

if vaccine inventory is low?

• Can the inventory management system alert health care 

providers if the vaccine ordered by the physician is not available 

in the inventory?
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 22

Appendix

UoS Barcode Specifications 

A configuration barcode will be needed to parse the UoS data into the inventory management 

system. The data string pictured below is a sample UoS barcode, which can be referenced when 

creating a configuration barcode. The NDC, serial number, expiration date, and lot number can 

be parsed to populate their respective fields in the inventory management system after proper 

scanner configuration. 

The sample inventory record below includes several fields that may be found in inventory 

management modules or systems. Based on your inventory management system’s data fields, the 

lot number, serial number, and expiration date fields may be populated when the UoS 2D barcode is 

scanned. Note that the displayed fields will be dependent on your inventory management system, 

so some data will be captured and processed only in the back end. 

Inventory Record

Product Serial Number 

NDC Exp. Date

Manufacturer Quantity

Lot Number

0100349281589058211000088935971713102810U4275AA

00349281589058

GS1 

Application 

Identifier

Serial 

Number

GS1 

Application 

Identifier

GS1 

Application 

Identifier

GS1 

Application 

Identifier

GTIN Expiration Lot Number

Date

National Drug Code Check 

Digit

GS1 

Indicator 

Digit

GS1 US 

Placeholder
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 23

Appendix

Mapping Table for Vaccine Inventory

A mapping table with stored vaccine data enables the population of additional fields in the 

inventory record when a 2D barcode is scanned. Even though the UoS barcode contains only four 

data fields, additional fields in the inventory record, such as the product name and manufacturer, 

may be populated upon scanning. The sample inventory record below portrays sample data fields 

that may be able to be populated by the mapping table. 

If a similar mapping table is not already in use in your EMR, a one-time setup may be needed. 

Once the mapping table is set up, it is important that the data are accurate and up to date. Data 

should also be validated upon receipt of a shipment as well; for example, if vaccine vials are 

damaged during shipment, the quantity of vaccines in the inventory record should be validated to 

accurately reflect the number of usable vaccines received. 

If the inventory management system is linked to the EMR, the mapping table may be able to 

support automatic decrementation of inventory based on administration. If the mapping table 

crosswalks the UoS and UoU data, decrementation based on lot number may be possible. See 

page 24 for more details. 

Basic recommended data 

elements are listed to the 

right, but additional data 

elements may be helpful 

and applicable to your 

clinic’s needs. CDC’s NDC 

Crosswalk Tables may 

be a useful source for 

populating the table, though 

it is not comprehensive and 

additional data sources may 

be needed. 

Inventory Record

Product Serial Number 

NDC Exp. Date

Manufacturer Quantity

Lot Number

Recommended Data Elements for Mapping Table

UoS NDC*

UoS GTIN*

UoS lot number*

UoS serial number*

UoU NDC

UoU GTIN

UoU lot number 

Product name 

Manufacturer

Quantity of vaccines 

Cost

Expiration date*

CVX code

Funding source

*Indicates which elements are found in UoS barcodes. If the scanned data elements 

match the data found in the mapping table, the corresponding data elements may 

populate the inventory record fields. 
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 24

Appendix

Inventory Management with UoU and UoS 

To maximize the use of 2D barcode scanning for vaccine administration and inventory management, 

the inventory management system must have a back end mapping table that can crosswalk the UoS 

and UoU data. The mapping table is critical because the product identifiers in the UoS barcode may 

not match the product identifiers in the UoU barcode. For example, the UoS barcode on a shipment 

may not have the same NDC and lot number as the units of use within the shipment.

The process flow below depicts the process for how inventory is updated upon vaccine 

administration using the mapping table to map the UoS and UoU.

UoU Barcode Specifications 

The data string pictured below is sample data for a UoU barcode. This diagram should be 

referenced when creating a configuration barcode.

0 1 00349281589058 1 7 131028 1 0U4275AA

00349281589058

GS1 

Application 

Identifier

GS1 

Application 

Identifier

GS1 

Application 

Identifier

Expiration 

Date

GTIN Lot Number

National Drug Code Check 

Digit

GS1 

Indicator 

Digit

GS1 US 

Placeholder

Receiving Inventory Administration Managing Inventory

• Vaccine shipment arrives

• User scans UoS barcode

• Scanner parses UoS data into 

inventory management 

system fields

• User scans UoU configuration 

barcode

• User scans UoU barcode

• Scanner parses UoU data into 

inventory management 

system fields

• Mapping table populates 

additional fields (as applicable)

• User validates data 

• User saves inventory record

• User validates/updates 

mapping table 

• User scans UoU barcode

• Scanner parses data into EMR 

fields

• Mapping table populates 

additional fields 

• User updates information and 

saves administration data

• Inventory count is updated in 

the inventory management 

system based on UoU barcode 

scanned during administration
CDC | NCIRD Technical Implementation Guide: Vaccine Inventory 25

Appendix

Resources 

Immunization Information Technology: A Guide for Pediatricians on Immunization Information 

Systems and Two-Dimensional Barcoding, AAP 

Functional Capabilities Report, CDC

NDC Lookup Crosswalk, CDC

Below are other resources available in the Implementation Toolkit, listed roughly in the order that 

they may be referenced during implementation.

Resource Description Intended User

One-pager: Vaccine 2D 

Barcode Scanning

Informational one-pager 

with overview of vaccine 2D 

barcode scanning and benefits 

to implementation

Health care leadership, sitelevel administrator, personnel 

unfamiliar with or new to 2D 

scanning

Guide for Project Lead Guide for all aspects of 

planning the implementation 

of vaccine 2D barcode 

scanning

Health care leadership, sitelevel administrator

Technical 

Implementation Guide: 

Vaccine Administration

Guide for technology 

and hardware needs for 

implementing 2D barcode 

scanning for vaccine 

administration

IT/EMR Personnel

Workflow 

Determination Tool

Workflow process maps for 

identifying where and how to 

add scanning into the vaccine 

administration workflow

Health care leadership, 

One-pager: Vaccine 

2D Barcoding for Mass 

Vaccinations

Informational one-pager on 

the benefits of vaccine 2D 

barcode scanning in a mass 

vaccination scenario

Health care leadership, sitelevel administrator, inventory 

manager
CDC | NCIRD Technical Implementation Guide: Vaccine Administration 24

For more information, contact CDC

1-800-CDC-INFO (232-4636)

TTY: 1-888-232-6348 | www.cdc.gov

The findings and conclusions in this report are those of the 

authors and do not necessarily represent the official position of the 

Centers for Disease Control and Prevention.