Vaccine for Children (VFC)2011 Provider Agreement Training

June 13th – June 15th, 2011

7:00 – 8:30 AM

Spokane Regional Health District

2011 VFC Provider Agreement - Basics

All children up to their 19th birthday are eligible VFC Status must be documented for every child & verified

at every visit All VFC documentation must be maintained for a

minimum of 6 years Vaccine is free; Admin. fee cap is $15.60 for non-

Medicaid, non-privately insured kids Cannot deny administration because of inability to pay Comply with VFC program requirements & responsibilites

Clinic must have designated primary and backup staff for handling state supplied vaccines

SRHD must be notified of staff changes

SRHD can train new staff about VFC

2011 VFC Provider Agreement - Staff

Order by need (EOQ calculations, timing, and frequency)

Maintain stock records Clearly distinguish between state-supplied &

purchased vaccines Ensure all vaccine shipments received are

verified & stored immediately Notify SRHD immediately of any problems Do not contact McKesson, the manufacturers, or DOH

2011 VFC Provider Agreement – Vaccine Inventory & Ordering

Must have written plans for routine and emergency vaccine management

Clinic created with state supplement or completed solely by template

Completed VFC Written Plan for Vaccine Management template due by July 31st

2011 VFC Provider Agreement – Vaccine Storage and Handling Plans

Must include: Designation of primary vaccine coordinator and at least one back-up staff Proper vaccine storage and handling guidelines Vaccine shipping instructions (includes receiving & transport) Procedures for vaccine relocation in the event of a power failure or

emergency situation Annual review plan to update materials Vaccine ordering (include when and how) Inventory control standards (e.g. stock rotation) Vaccine wastage (how to report incidents and discard or return products)

2011 VFC Provider Agreement – Vaccine Storage and Handling Plans Cont.

Must have proper fridge and freezer units NO DORM FRIDGES Stand alone or separate doors (e.g: household kitchen model)

Must use certified thermometers (one per unit) Certificate of Calibration from the National Institute of Standards and

Technology (NIST) or American Society for Testing and Materials (ASTM)

Dedicated to vaccines, no food or beverages “Do Not Unplug” stickers on outlets; “Do Not

Disconnect” stickers on circuit breakers

2011 VFC Provider Agreement – Vaccine Storage Equipment

Rotate stock Notify SRHD three months prior to expiry date

Temperatures checked 2x daily & recorded Notify SRHD within 24 hours of excursion Document actions taken on Vaccine Storage Troubleshooting Log Store refrigerated vaccines between 35°-46°F Store frozen vaccines at 5°F or lower (different for Merck products)

2011 VFC Provider Agreement – Vaccine Storage Practices & Monitoring

Notify SRHD within 24 hours of incidents Correct situation; separate questionable vaccines

from usable stock until direction from SRHD Must complete Vaccine Incident Report

Must also be done for vaccines that expire normally

Return vaccines to McKesson distributor with prepaid mailing label from SRHD

Vaccine losses may require restitution

2011 VFC Provider Agreement – Vaccine Incidents & Wastage

Comply with Washington’s Immunization Guidelines for the Use of State Supplied Vaccine

Comply with ACIP recommendations Comply with statute 42 US Code 300aa-25 and 300aa-26

2011 VFC Provider Agreement – Vaccine Administration & Documentation

All Immunization Records Must Have Documented:

Name of vaccine given Date vaccine was given

Name of vaccine manufacturer Lot number

Date VIS was given Publication date of VIS

Name and title of person who gave the vaccine

Address of clinic where vaccine was given

Must complete & submit a monthly report Vaccine Inventory Vaccine Doses Administered by Age Temperature logs Additional documentation (Transfer forms, Incident Reports, Packing Slips)

Participate in VFC Site Visits & AFIX Done by SRHD & DOH Every other year minimum; more frequently if deemed necessary

2011 VFC Provider Agreement – Vaccine Accountability

Monthly Reporting Requirements – Beginning with reports due in July

Submit all documentation on time by mail; Faxed reports are not acceptable By the 5th (if you order 1st-5th); by the 16th (if you order 16th-25th)

No more handwritten reports CHILD Profile or DOH Developed Excel Forms Only

Must include summary page of vaccine inventory Report will not be “received” if missing pieces

Orders will not be filled until report is completely received

Mail monthly reports as shown:Attention: Danielle Cline

Spokane Regional Health District

1101 W College Ave

Spokane, WA 99201

Correct address expedites report review

Monthly Reporting Requirements – Beginning with reports due in July Cont.

Provider selections will be shipped starting July 1 Must use electronic Vaccine Order Form

Destroy old paper order forms; no longer accepted New forms for ordering &/or monthly reporting may be coming so stay

alert for changes

Order according to your EOQ schedule Varicella no longer shipped on dry ice; no transferring;

order enough for your needs Maintain delivery hours; loss may be deemed negligent

Vaccine Ordering Updates

Vaccine Ordering Updates Cont. CHILD Profile’s June update requires

orders to be submitted by June 24th Reminder of the ordering process:

Complete electronic “Vaccine Order Form”

http://www.srhd.org/providers/vfc.asp Enter order into CHILD profile

https://fortress.wa.gov/doh/cpir/iweb/login.jsp Complete bottom of electronic order form with order number,

entry date, and initials Fax order form to Linda at 324-1521

Vaccine Exemption Bill Overview

Parents must talk to a licensed provider prior to submitting exemption; provider must sign COE Signed letter from provider is also acceptable

Parents belonging to religious bodies that do not believe in medical treatment do not require a provider signature

Effective July 22, 2011 Exemptions submitted prior to July 22, 2011 are valid

Who to Contact for What? Danielle Cline 324-1414 dcline@spokanecounty.org

Monthly reports; VFC enrollment; New staff training; Quality assurance Vaccine incidents; Vaccine transfers; VFC program

Linda Sahli 324-1611 lsahli@spokanecounty.org Vaccine ordering; Vaccine incidents; Vaccine transfers

Kristi Siahaya 324-1480 ksiahaya@spokanecounty.org CHILD Profile set-up, problems, reports Contact CHILD Profile Help Desk for additional help: 1-800-325-5599

SRHD Nurses 324-1605 Medical Questions Only

Provider Agreement Renewal

Must be signed by licensed provider & include National Provider I.D.

Send to Danielle, (address as in slide 12)

Signed agreements due Monday, June 20th

Deadlines & Deliverables

Signed 2011 Provider Agreement (3 pgs) By Mail to Danielle by June 20th

Monthly Reports as now required June reports due July 5th

Completed Written Protocols (11 pgs) By mail to Danielle by July 31st