Vaccine inventory for medical practices

Know exactly what's in the fridge.

Vaxtrack IM tracks every lot, every expiration, and every dose given — so expired vials get caught, every dose gets billed, and missing doses get found. Perfect for pediatric primary care practices.

Request a demo See how it works
The way most clinics track vaccines today

Paper logs and a spreadsheet nobody trusts

None of this is anyone's fault — it's just what happens without a system built for it.

Every quarterA hand recount of every fridge, in every department, because nobody's confident the numbers are right.
Every auditProving which doses were VFC-funded and which were commercial — after the fact, from memory.
Every shipmentA new lot arrives before the old one's used up, and now two lot numbers are living in one column.
Every new hireSomeone scans the right vial into the wrong department's count, and nobody notices for a week.
What it's worth

It pays for itself in doses

Vaccines are one of a pediatric practice's largest line items — on the way in and on the way out. Vaxtrack IM protects both sides of that ledger.

Accuracy

Stop the wrong dose before it's given

Scanning verifies the exact product, lot, and expiration right when a dose is administered — so an expired vial, the wrong vaccine, or the wrong funding source doesn't make it into a patient's arm.

Fewer wasted doses and funding mix-ups
Recovery

Find the doses that quietly go missing

Scanned inventory reconciled against doses given surfaces the vials that walked off the shelf or never got recorded — the shrinkage a paper log never catches.

Recover inventory you already paid for
Revenue capture

Bill every dose you actually give

Each administered dose is logged with its patient and funding source, so doses given don't slip through unrecorded and unbilled — the revenue a lot of practices give away without realizing it.

Turn doses given into captured revenue
Time back

Retire the quarterly hand count

Real-time, lot-level counts across every fridge and department replace the all-hands recount — the numbers are already right, so nobody loses a day proving it.

Staff hours back, labor cost down
Revenue ↑Fewer errors, recovered misses, and every dose given actually billed.
Expense ↓Less wasted vaccine and fewer staff hours spent counting.
Profit ↑The gains land on both sides of the ledger — and compound every month.
Product

Built around the vial, not a spreadsheet

Every feature maps to something that actually happens at the fridge, the scanner, or the compliance report.

Scanning

Read the label, not retype it

Scan a vial's 2D barcode and the product, lot number, and expiration fill in automatically — nothing hand-entered, nothing mistyped.

Lots

Two lots, two departments, no confusion

The same vaccine can sit in two departments under two different lot numbers at once, tracked separately and correctly.

Access

Everyone sees only their department

Staff and managers act on the department(s) they're assigned to. Admins see and manage every location from one place.

Funding

Commercial and VFC, per dose given

Funding source is recorded at the moment a dose is administered — because eligibility depends on the patient, not the catalog.

Audit trail

Every change, who made it, when

Scans, receipts, adjustments, and transfers between departments are all logged — the record an audit actually asks for.

Reporting

Export what you need, filtered how you need it

Lot-level inventory or full consumption history, by department and date range, as CSV or XLSX.

How it works

Three steps, from vial to report

01

Scan

Point a USB scanner at the vial. The barcode identifies the exact product and lot — no lookup, no manual entry.

02

Record

Stock updates instantly for that department. For doses given, patient and funding source are captured in the same step.

03

Report

Pull lot-level inventory or full consumption history whenever you need it — for a manager's morning check or an auditor's request.

Security & compliance

Built for how clinics actually work

Vaxtrack IM runs in a HIPAA-enabled workspace under a signed Business Associate Agreement (BAA), on infrastructure built to meet the HIPAA Security Rule. The underlying platform is SOC 2 Type 2 and ISO 27001 certified — and we'll sign a BAA with your practice, too.

Role-based access and department scoping aren't an add-on — they're how every scan, report, and account in Vaxtrack IM is enforced, on the server, not just hidden in the interface.

Every customer runs on its own separate database. Nothing is shared across organizations by design.

  • HIPAARuns in a HIPAA-enabled workspace under a signed Business Associate Agreement, on infrastructure built to meet the HIPAA Security Rule.
  • ENCRYPTEDPatient data is encrypted in transit with TLS 1.2+ and at rest with AES-256 — databases, backups, and secrets included.
  • HOSTSServices and databases run on access-restricted hosts, with provider staff access held to strict controls.
  • ROLEAdmins, department Managers, and Staff each see exactly what their role should — enforced on every request, not just in the menu.
  • SCOPEA Manager or Staff account can only act on the department(s) they're assigned to, including scanning, reports, and transfers.
  • LOGEvery stock change is attributed to a person, a time, and a department — the trail your compliance program needs.
  • ISOLATEDYour data lives in its own database, separate from every other organization using Vaxtrack IM.

See it on your own inventory

Bring your department list and a shelf of vials — we'll show you the whole loop, from scan to report, in about twenty minutes.

We'll only use this to contact you about Vaxtrack IM. Please don't include any patient information.

Prefer email? Reach us at hello@vaxtrackim.com.