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Mandatory KVP Policy and Procedure Changes By Laura Harrod, KVP Coordinator

Mandatory KVP Policy and Procedure Changes By Laura Harrod, KVP Coordinator. Why do we have these changes?. Office of Inspector General conducted a review of several state programs in 2012 (Not KY)

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Mandatory KVP Policy and Procedure Changes By Laura Harrod, KVP Coordinator

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  1. Mandatory KVP Policy and Procedure ChangesBy Laura Harrod, KVP Coordinator

  2. Why do we have these changes? • Office of Inspector General conducted a review of several state programs in 2012 (Not KY) • OIG findings require better accountability with vaccine supplies and storage of vaccine by providers • 52 page report can be found at hhtps://oig.hhs.gov/oei-04-10-00430.asp • Mandatory changes are CDC’s response to this report

  3. KVP Administration fee • New KVP administration fee for non-Medicaid VFC eligible patients is now $19.93 per dose • Started 1/1/13 and it should have automatically been implemented in all KY health departments through CDP • Non Medicaid patients are: • Uninsured • Underinsured (except Fayette County Health Department) • American Indian/Alaskan Native

  4. VFC Contact Personnel or address change: • ANY change in your agency’s VFC contact personnel must be reported to KVP immediately • No orders will be accepted until changes have been made in our system • New personnel must be trained KVP must be notified BEFORE any physical move of an address receiving KVP vaccines

  5. Education/Training • Field Staff will inform existing providers type of site visit requested • VFC Compliance Site Visits will serve as completion of the education component for that year • Clinics not receiving a VFC Compliance Site Visit will be asked to the have their Primary and Secondary VFC Shipping Contact complete an education module on line and print a certificate • Certificate must be provided to the Field Staff during the site visit or the agency will be suspended until completed

  6. Eligibility • Eligibility must be assessed and recorded for each vaccination visit to ensure status has not changed • Underinsured may be seen at: • FQHC • RH • Health Departments with Delegate Authority only (All except Fayette Co HD)

  7. Storage & Handling Interim Guidelines: • New providers must follow all CDC Vaccine Storage & Handling Interim Guidance • All providers must have a Certified Calibrated Thermometer • Current providers will be allowed to use other existing equipment until replacement is needed or final implementation date of S & H Guidance

  8. Stand Alone Units • Providers will be required to replace combination units as they move or become defective and need to be replaced • CDC recommends use of stand-alone refrigerator and stand-alone freezer units suitable for vaccine storage rather than combination or other units not designed for storing fragile biologics • New units do not have to be “regular household” size units but can be smaller under the counter unit style

  9. Dorm Style Units • Dorm style refrigerator is defined as a small combination refrigerator-freezer unit that has one external door and an evaporator plate or cooling coil located inside an icemaker compartment or freezer within the refrigerator • Size does not make a unit a dorm style • No sites shall have KVP vaccine in a dorm style unit for any reason

  10. Calibrated Certified Thermometer • CDC recommends calibrated certified thermometer with: • continuous monitoring information/active display • digital thermometer/probe in a glycol-filled bottle • out- of- range temperature alarm • reset button if using a data logger with a min/max • capable of showing current temperature as well as minimum and maximum temperatures • within +/-.5°C accuracy (+/-1°F) • low battery indicator

  11. Temperature Assessment • Document on temperature log • CDC will provide a new temperature log soon • Temperatures must be recorded twice daily regardless of types of storage units and/or thermometers • CDC recommends recording the minimum and the maximum temperatures each morning • Report temperature excursions within a week

  12. Expiration Dates & Stock • Review all KVP expiration dates weekly androtate KVP stock accordingly • Return expired or wasted vaccines within 6 months

  13. Questions? • Contact Kentucky Vaccine Program • 502-564-4478 and use our extensions (do not press 1 for Immunization) • Email inbox is dph.kvp@ky.gov • Fax 502-696-4923 • Rita Lathrem completes Health Dept. orders, her email is Rita.Lathrem@ky.gov,her NEW extension is: 4258

  14. Others in KVP: • Laura Harrod, KVP Coordinator, contact for policies/procedures at Laura.Harrod@ky.govfff5 phone ext. 4256 • Judy Baker, KVP Asst. Coordinator, contact about flu vaccine orders, Judy.Baker@ky.gov phone ext. 4252 • Clarissa Wilson, KVP Representative for PINS begin with “D”, Clarissa.Wilson@ky.gov phone ext. 4267 • Synthia Robinson, KVP Representative for Pins beginning with “CC, OP, RH, 100, or 200” Synthia.Robinson@ky.gov phone ext. 4263

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