PharmaNet Fan-outs for COVID-19 Vaccine Entry Errors

Read about the actions  to take if you received a fan-out regarding your pharmacy's PharmaNet entry of COVID-19 immunizations:

Lot and PIN don't match

Fan-out message
COVID-19 VACCINE ALERT. SEVERAL IMMUNIZATION RECORDS IN PHARMANET FROM YOUR STORE MISMATCH LOT NUMBER TO PRODUCT PIN. ASTRAZENECA PIN, INCLUDING US PRODUCT, IS 66127320. COVISHIELD PIN IS 66127322. PLEASE SELECT CORRECT PIN FOR PRODUCT ADMINISTERED. REPORTED BY PHARMANET.

What it means:

Vaccine Lot numbers are unique to a specific vaccine product.  A PIN-to-Lot mismatch indicates that you have submitted a PIN for one product (for example, COVISHIELD), but then recorded a Lot number in the Sig field for another product (for example, AstraZeneca). 

Action to take:

  1. Immediately upon receiving the fan-out message, identify the cause of your error and fix to prevent further mismatch submissions. Consider:
    1. Is a short or quick Sig being used that has the wrong Lot?
    2. Is the wrong PIN being selected for the vaccine product being administered?
  2. Subsequent to fan-out messages, the PharmaNet Data Quality team will be sending lists to pharmacies with incorrect PIN-to-Lot claims. You must reverse and resubmit the affected claims with the correct PIN-to-Lot combination. The resubmission must be backdated. If it is not backdated, the Provincial Immunization Registry will wrongly show that the patient has received a second dose. The correct combinations for PIN to Lot are in the table below.
PIN-Lot combinations
AstraZeneca COVID-19 Vaccine Possible Lot values  Expiry date

PIN 66127320

Respective DIN

  • 2511444
  • 2510847
  • NPC (American stock)

NDC 0310-1222-10 (vial)

NDC 0310-1222-15 (carton)

MT0055 2021-05-30
MT0056 2021-05-31
NA0079 2021-06-30
CTMAV532 2021-06-30
COVISHIELD Possible Lot Values Expiry Date

PIN 66127322

Respective DIN

  • 2512947
4120Z003 2021-04-02
4120Z029 2021-06-27

Inventory not submitted to PharmaNet

Fan-out message - COVISHIELD inventory not received
COVID VACCINE ALERT. PHARMANET HAS ADMINISTRATIONS, BUT NO INVENTORY RECEIVED FOR PIN 66127322 BY YOUR PHARMACY. PLEASE SUBMIT INVENTORY IN MILLILITRES USING YOUR OMED PHN, BACKDATED TO DATE RECEIVED. CALL THE PHARMANET HELP DESK IF YOU DO NOT KNOW YOUR OMED PHN. SEE BCPHARMACY.CA FOR THE GUIDE. REPORTED BY PHARMANET.
Fan-out message - AstraZeneca inventory not submitted
COVID VACCINE ALERT. PHARMANET HAS ADMINISTRATIONS, BUT NO INVENTORY RECEIVED FOR PIN 66127320 BY YOUR PHARMACY. PLEASE SUBMIT INVENTORY IN MILLILITRES USING YOUR OMED PHN, BACKDATED TO DATE RECEIVED. CALL THE PHARMANET HELP DESK IF YOU DO NOT KNOW YOUR OMED PHN. SEE BCPHARMACY.CA FOR THE GUIDE. REPORTED BY PHARMANET.

What it means:

PharmaNet has records that show immunizations with a product, but no inventory for that product has been recorded using the pharmacy O-Med PHN for that product. There are five potential reasons for this:

  1. Inventory record has not been submitted
  2. The wrong PIN was selected for patient immunization claims sent to PharmaNet
  3. A DIN was used for patient immunization claims or Inventory record to PharmaNet
  4. The wrong PIN was used for inventory submission
  5. The wrong O-Med PHN is being used

Action to take:

  1. If the inventory record was not submitted: submit the inventory as directed in the COVID-19 Immunization Guide for Pharmacies (at bcpharmacy.ca), and backdate to when the product was received
  2. Identify inventory records that have be submitted under the incorrect PIN/DIN. Reverse the claim and resubmit to PharmaNet using the correct PIN. Resubmissions must be backdated.
  3. Identify patient records that have been submitted under the wrong PIN or DIN. Reverse the claim and resubmit with the correct PIN. Resubmissions must be backdated. If they are not backdated, the Provincial Immunization Registry will wrongly show that the patient has received a second dose.
  4. Call the PharmaNet Help Desk to confirm your O-Med PHN and correct claims as necessary.

Sig order entry is incorrect

Fan-out message - Sig order entry is incorrect
COVID VACCINE ALERT. SOME IMMUNIZATION RECORDS IN PHARMANET FROM YOUR PHARMACY DO NOT MEET THE SIG ORDER ENTRY REQUIREMENTS. THE SIG FORMAT IS LOT_SITE.  NO OTHER INFORMATION IS NECESSARY.  SEE BCPHARMACY.CA FOR THE COMPLETE GUIDE. PLEASE FOLLOW THIS FORMAT FOR FUTURE VACCINE ADMINISTRATIONS. REPORTED BY PHARMANET.

What it means:

  • There is a specific format expected for the Sig field on COVID-19 immunization claims: LOT_Site
  • “Lot” is the Lot number of the product. “Site” is either left or right. No other information is expected in this field. If you have received this message, at least 5% of your claims do not meet this requirement.

Action to take:

  1. At this time we are NOT asking pharmacies to reverse claims for Sig order entry errors. Please correct going forward.
  2. Review your order entry processes. Consider: Are your short Sig or quick codes set up properly?

Administration reported before patient's appointment

Vaccine administered before appointment

COVID-19 IMMUNIZATION ALERT.  DO NOT RECORD A VACCINE IN PHARMANET BEFORE ADMINISTRATION. PATIENTS MUST BE PRESENT AT THE PHARMACY PRIOR TO RECORDING IN PHARMANET. IF NOT, THE PROVINICIAL IMMUNIZATION REGISTRY RECEIVES WRONG INFORMATION AND PATIENTS MAY BE REFUSED A FIRST DOSE AT OTHER SITES.  

What it means:

Pharmacies must report administration of vaccines at the time of the patient's appointment, not earlier. If the patient decides to get their dose at a different pharmacy or a public immunization clinic, the PIR records will show that they have already received their dose and they will not be able to get vaccinated.

Action to take:

  1. Review your order entry processes.
  2. Record administration only when the patient is in the pharmacy for their appointment.