H1N1 Vaccine Management Basics

1. H1N1 Vaccine Management Basics

2. H1N1 Vaccine Management Basics Ordering Distribution Allocations H1N1 Guidance Doses Administered Inventory Enrollment

3. Support for H1N1 Vaccine Management Guidelines Allocations Ordering and Distribution Support Tools Quality Assurance Reporting

4. H1N1 Vaccine Guidelines • Washington State H1N1 Vaccine Management Guidelines • H1N1 Vaccine Ordering and Distribution Basics

5. H1N1 Vaccine Guidelines Available This Guidance is in draft form. As information about H1N1 vaccine management evolves the Guidelines will evolve. Though in draft format, they will be useful for planning.

6. H1N1 Vaccine Management Guidelines

7. H1N1 Vaccine Allocation Strategy Allocation Strategy

8. H1N1 Vaccine Distribution McKesson Specialty Georgia Tennessee California Ohio

9. Washington Experience with McKesson • 2 ½ years distribution of childhood vaccines • 8 million doses distributed • <.01% error rate with shipments • All shipments monitored for cold-chain • Vaccine packed for 48 hour guarantee • Tracking numbers with every shipment

10. H1N1 Vaccine Distribution McKesson Specialty Private Providers LHJ P.O.D. or Depot Combination Private Providers

11. H1N1 Vaccine Ordering and Distribution CDC Receives Order and sends to Distributor Distributor Fills LHJ Pod Orders Provider Submits vaccine order or Requests Allocation from LHJ LHJ Places bulk Pod order with DOH DOH Approves Processes Pod Orders LHJ Clinic Inventory Depot / Pod Inventory Provider Clinic Inventory Same day order processing. Shipment data sent to LHJs at minimum 1x per week. 1-2 day order submission timeline. Electronic shipping file, with ground carrier tracking numbers sent to DOH when shipment leaves warehouse – typically 3 – 5 business days after receipt. LHJ must send DOH data on vaccine redistribution to each provider Information Exchange:Vaccine Product Flow:Vaccine Inventory:

12. H1N1 Vaccine Ordering and Distribution CDC sends orders to Distributor Distributor Fills Provider Order Direct Ships to Provider Provider Submits vaccine order or Requests Allocation from LHJ LHJ Approves Provider Orders and Submits to DOH DOH Approves Processes All Orders LHJ Clinic Inventory Provider Clinic Inventory 1-2 day order submission timeline. Electronic shipping file, with ground carrier tracking numbers sent to DOH when shipment leaves warehouse – typically 3 – 5 business days after receipt. Existing providers – LHJ processes orders via VOMS New providers – LHJ processes orders via paper form Same day order processing. Shipment data sent to LHJs at minimum 1x per week. InformationExchange:Vaccine Product Flow:Vaccine Inventory:

13. H1N1 Vaccine Ordering

14. H1N1 Enrollment • Enrollment is a 2 step process: • Pre-registration • H1N1 Provider Agreement • LHJ manages: • vaccine ordering • reporting requirements • Quality assurance

15. H1N1 Provider Pre-registration • On-line pre-registration application • Activated 8/21/09 • Web-site: • Spreadsheet with pre-registration requests • Captured by DOH • Sent to LHJs daily during height of pre-registration • Initially: All childhood vaccine participants enrolled (1194)

16. H1N1 Provider Agreements • Still waiting finalization by CDC • Once available: • DOH fax out directly to providers • Requesting fax return • Providers with agreements matched with list of pre-registered • LHJs will receive list of providers with both (pre-registration and provider agreement)

17. Inventory Management for H1N1 Vaccine • At the time of each order: • Simple refrigerator count • Captured on order form or in CHILD Profile Vaccine Ordering and Management System • At a minimum weekly report of provider vaccine usage (inventory section only) • Paper form • Possibilities for electronic reporting

18. Inventory Management for H1N1 Vaccine • Monthly H1N1 Vaccine Usage Report

19. Aggregate Doses Administered Reporting Requirements Inventory Management for H1N1 Vaccine • CDC requires weekly reporting of each dose administered • By age range • 6-23 months • 24-59 months • 5-18 years • 19-24 years • 25-49 years • 50-64 years • > Or = 65 years • Dose Number • 1st or 2nd dose administered

20. Aggregate Doses Administered Reporting Inventory Management for H1N1 Vaccine • Range of Options: • CHILD Profile • Regular CHILD Profile Immunization registry use • Mass Immunization Module • Mass Immunization Stand Alone • On-line via DOH web-link • Paper-based • LHJs may use multiple avenues for reporting doses administered • Methods should be selected that fit with LHJs/Provider business practices

21. Inventory Management for H1N1 Vaccine Use of Mass Immunization • Demonstration showing how Mass Immunization can be used to track by priority tier if desired by LHJ

22. Inventory Management for H1N1 Vaccine Aggregate Doses Administered Reporting Paper Report Form: • Aggregate doses administered • By age • By priority group • No patient specific data available • Submitted to DOH for aggregating • LHJ level data reports made available • By age, priority group • For the jurisdiction

23. Inventory Management for H1N1 Vaccine Doses Administered Reporting