Vaccine for Children (VFC) 2011 Provider Agreement Training

1. Vaccine for Children (VFC)2011 Provider Agreement Training June 13th – June 15th, 2011 7:00 – 8:30 AM Spokane Regional Health District

2. 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

3. 2011 VFC Provider Agreement - Staff • 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

4. 2011 VFC Provider Agreement – Vaccine Inventory & Ordering • 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

5. 2011 VFC Provider Agreement – Vaccine Storage and Handling Plans • 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

6. 2011 VFC Provider Agreement – Vaccine Storage and Handling Plans Cont. • 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)

7. 2011 VFC Provider Agreement – Vaccine Storage Equipment • 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

8. 2011 VFC Provider Agreement – Vaccine Storage Practices & Monitoring • 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)

9. 2011 VFC Provider Agreement – Vaccine Incidents & Wastage • 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

10. 2011 VFC Provider Agreement – Vaccine Administration & Documentation • 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

11. 2011 VFC Provider Agreement – Vaccine Accountability • 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

12. 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

13. Monthly Reporting Requirements – Beginning with reports due in July Cont. • Mail monthly reports as shown: Attention: Danielle Cline Spokane Regional Health District 1101 W College Ave Spokane, WA 99201 • Correct address expedites report review

14. Vaccine Ordering Updates • 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

15. 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

16. 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

17. 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

18. 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

19. 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