30 seconds.
Open, scan, done.
Canid lives inside your EMR as a lightweight extension. It auto-pulls the patient you're viewing, fires safety alerts before you administer, and syncs everything back. The only part that involves the patient is actually giving the vaccine.
What manual vaccine documentation actually looks like
6
manual steps repeated for every single vaccine
Manual documentation slows down visits and adds up to hundreds of hours per year per practice.
Every single vaccine involves a chain of manual steps that clinics repeat dozens of times a day. Most of this work has nothing to do with patient care.
Look up what's due
Manually check the schedule, cross-reference vaccine history, determine which doses are needed and at what intervals.
Enter lot numbers and expiration dates
Hand-type lot numbers from tiny vial labels into the EMR. Transposition errors are common and create compliance risk.
Document in multiple systems
Record in the EMR, then separately in the state registry, then on consent forms. Triple documentation of the same information.
Track inventory by hand
Update spreadsheets, check VFC vs. private stock, manage expiration dates. Some practices count inventory every single day.
Prepare billing manually
Match CPT codes, NDC codes, and modifiers per insurer, per plan, per state. Get it wrong and the claim gets denied or underpaid.
With Canid, all of this becomes a single scan. One barcode scan replaces the lookup, the manual entry, the triple documentation, the inventory tracking, and the billing prep. All done in 30 seconds.
Six steps. 30 seconds. Everything handled.
The scanning workflow is the same whether you use a desktop EMR (system tray icon) or a web-based EMR (Chrome extension). Here's exactly what happens.
Open the patient in your EMR
Navigate to the patient chart the same way you always do. Nothing changes here.
Open the Canid extension
Click the Canid icon in your taskbar (desktop EMR) or browser toolbar (Chrome extension). It opens alongside your EMR, not replacing it.
Patient auto-pulls
Canid automatically detects which patient you're viewing in the EMR. No searching, no double-entry. Demographics, insurance, and vaccination history load instantly.
Scan vaccine barcodes
Use the free scanner Canid provides. One scan captures the correct vaccine, lot number, and associates it to the correct inventory. Zero chance of selecting the wrong vaccine or lot.
Safety alerts fire
Instantly. Before you administer. The traffic light system flags expired vaccines, duplicate doses, age mismatches, interval issues, and insurance/inventory conflicts. You catch problems before they reach the patient.
Review and finish
Select site of administration and providers from dropdowns. Click Finish. Canid automatically updates inventory, prepares billing with optimal CPT/NDC codes, and syncs back to your EMR and state registry.
Why scanning beats manual entry
The barcode contains everything. One scan eliminates the human error of mistyping lot numbers, selecting the wrong vaccine from a dropdown, or associating a dose to the wrong inventory type.
Traffic light alerts catch errors before they reach the patient
Every scan triggers an instant safety check against the patient's full vaccination history, age, insurance, and inventory. The system knows the complete picture because all historical data is imported during onboarding.
White
Clear to proceed
No errors detected. The vaccine is appropriate for this patient, inventory matches, and everything checks out. Proceed with confidence.
Red
Blocking
Cannot continue. The Finish button is grayed out. These are hard stops that prevent administration errors.
Expired vaccines -- lot has passed its expiration date
Duplicate scans -- same vaccine type scanned twice
Exception: RSV immunization (100mg) allows two doses when clinically appropriate.
Yellow
Caution: Override Possible
Preventive warnings. You can override these with a reason, but the system wants you to review first.
Dose limit exceeded
Incorrect dosing intervals
Insurance/inventory type mismatch (requires borrowing reason)
Age-inappropriate vaccine
Prescriber not accepted by insurance
Lot expiration approaching
Medical justification required
How does Canid know the full vaccination history?
During onboarding, Canid imports all historical immunization data from your EMR and state registry. This means the safety system has the complete picture from day one. It can detect that a patient already received dose 3 of a series six months ago at a different location, or that the minimum interval between doses hasn't been met.
Everything about the patient, in one place
Beyond scanning, the patient view gives clinical staff instant access to vaccination schedules, history, demographics, and printable records. All data syncs bidirectionally with your EMR.
Vaccination schedule calendar
See exactly what's due and when in a visual calendar format. Know immediately what vaccines a patient needs at today's visit and what's coming up next.
Registry-style immunization view
Complete vaccination history with dose counts, data sources, and pending vaccines. See what was administered, where, and when -- including doses given at other facilities.
Demographics & Insurance
View and edit patient demographics and insurance information directly in Canid. Changes sync bidirectionally with your EMR.
Download & Print
Print immunization records directly from Canid. No need to log into the state registry website. Parents ask for these constantly -- now it takes one click.
Upcoming Appointments
See the patient's upcoming appointments synced from your EMR. Know when they're coming back so you can plan which vaccines to prepare.
Pre-Populated Consent Forms
Available in English and Spanish. Automatically pre-populated with lot numbers, expiration dates, side of administration, insurance information, and provider name. Includes your practice logo. Parents simply sign.
For refusals: cross out the vaccine and delete from the system.
Extension for clinical staff. Full Portal for admins.
Canid gives each role exactly what they need. MAs and nurses get a lightweight extension for scanning. Office managers get the full picture.
Lightweight. For MAs and Nurses.
Opens right alongside your EMR. Quick access to the clinical tools needed during patient encounters.
Desktop EMR: System tray icon. Web EMR: Chrome extension.
Everything. For Office Managers.
The complete command center for your vaccine program. All clinical features plus the full operational and financial picture.
Access levels
The ideal workflow for Medical Assistants
This is the workflow Canid recommends. The key principle: scan before administering, so safety alerts fire before the vaccine reaches the patient.
Pull vaccines from fridge
Go to the lab or vaccine storage area. Pull the vaccines needed for this patient based on the schedule or provider order.
Open patient + Canid
Open the patient in your EMR, then click the Canid extension. The patient loads automatically with all their information.
Scan BEFORE going to room
Scan the vaccine barcodes at the workstation. This is the critical step. Safety alerts fire now, before you've entered the patient's room.
Select site of administration
Choose where you plan to administer each vaccine from the dropdown (left arm, right thigh, etc.).
Go administer the vaccine
Walk into the room and give the vaccine. This is the only part of the process that involves the patient.
Edit if needed, then finish
Come back and update the site or provider if anything changed. Click Finish. Everything else is handled automatically.
Scan before administering.
Safety alerts can only protect patients if they fire before the vaccine is given. Always scan at the workstation before walking into the room.
What happens after you click Finish
The platform runs on autopilot. It only surfaces notifications when something needs your attention.
24-36 hour edit window
After scanning, you have a 24-36 hour window to go back and edit the record. Change the site of administration, update the provider, or make corrections. After that window closes, records lock automatically. Need to make a change after that? Contact Canid to unlock and remove.
Provider tracking dropdowns
Two dropdown boxes when scanning: administering provider (who gave the shot) and prescribing provider (who ordered it). The patient's insurance provider is also shown. This information flows directly into billing claims for proper rendering.
Notification system
The platform runs on autopilot. The bell icon only shows notifications when something needs your attention. Each notification allows direct communication with the Canid Operations team, and everything is tracked.
Automatic after every scan
Inventory updates. Billing claims prepare with optimal CPT/NDC codes. Data syncs back to your EMR and state registry. Claims auto-submit the next business day. Same-day edits are included in the submission.
"Click, click, boom. It's up there. Confirm. It makes things so much faster."
Dr. Matthew Cohen
Cohen & Sheinker — New York | Customer since Oct 2023
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