NCIP Borrowing & Replacing Policy and the

1. NCIP Borrowing & Replacing Policy and the November 9, 2011

2. Documentation of two-directional borrowing of VFC and private stock vaccine requirement began January 1, 2010

3. NCIP Vaccine Borrowing Report

4. Sample of Completed Form

5. www.immunize.nc.gov

6. Pop-up

7. Important! • Make a note of the vaccine lot number and expiration date that will be moved

8. Scenario #1 • A private dose is given to a client that should have received state supplied vaccine • Need to replace a private dose that was used in error with a state supplied dose

9. Replacing Private Dose with State

10. Select the State-Supplied Vaccine to Subtract

11. Select Subtract • Enter Amount • Under Category select “Transfer to Provider” • Click Save

12. You will be returned to the Show Inventory Screen

13. Enter details of the vaccine you removed from State Save as Private

15. Scenario #2 • State vaccine was given to a client that should have received private vaccine • Need to replace a state supplied dose that used in error with a private dose

16. Replacing State Dose with Private

17. Select SubtractEnter AmountUnder Category select “Transfer to Provider”

18. Return to Show Inventory Screen

19. Contact the NCIR Help Desk • 1-877-873-6247 • Please have the lot number and expiration date of the private vaccine you subtracted • The Help Desk will add this dose to your state-supplied inventory

20. If you have private and state supplied vaccine with the same lot #

21. Select the Private Lot

22. Subtract • Enter Amount • Under Category select “Transfer to Provider” • Click Save

23. Return to the Show Inventory Screen

24. Add • Enter Amount • Under Category select “Receipt from Provider” • Click Save

25. What if the eligibility of the patient is in question at the time of administration? • Providers should use private vaccine when the eligibility of a patient is in question at the time of administration.

26. Recent Change with NCHC • Effective October 1, 2011, Medicaid began handling the claims for NC Health Choice (NCHC), which Blue Cross/Blue Shield had been handling previously. Although most NCHC children will still be considered insured for immunization purposes, there is one exception. Because American Indian/Alaska Native (AI/AN) children are VFC eligible, NCHC is instructing providers to administer VFC vaccine to AI/AN children and bill only the administration fee to NCHC for those children. All other NCHC children (that is, non-AI/AN children) should be administered purchased vaccine. In that case, both the vaccine and the administration fee may be billed to NCHC.

27. What do I do with the report? • The report does not need to be submitted to NCIP • Providers are required to keep completed reports on file for three years • CDC requires the reports to be reviewed by NC IB during a site visit with a provider

28. Screen for Eligibility 100% • Providers are required by CDC and NCIP vaccine agreement to screen 100% of patients for eligibility according to the most recent NCIP Coverage Criteria

29. Eligibility Flow Chart

30. Careful Documentation • Be sure to select the correct lot number when documenting new immunizations PRIVATE=Black STATE=Blue

31. Better Estimate Vaccine Usage • Reports to Help • Vaccine Usage Report • Tells you how many doses of each vaccine have been given by age within specified date range • Vaccines For Children (VFC) Report • Provides the number of clients vaccinated by your organization for each eligibility type (i.e. Medicaid)

32. Questions?