VFC Program Requirements for 2015

Transcription

1 VFC Program Requirements for 2015

2 Objectives After viewing this presentation, you will: o Understand the CDC requirements for a back-up Thermometer o Rules on transporting vaccine from one location to another o New NSIP rules for taking WebIZ classes for new VFC Coordinators and new clinics o Understand vaccinating Under-insured patients if your clinic is not deligated

3 2015 Updates for VFC VFC Vaccine Storage Units The CDC highly recommends stand-alone refrigerators and freezers for VFC providers to store VFC vaccine. NSIP requires any provider replacing a combination refrigerator or freezer to purchase stand-alone units. This ensures they will not have any other temperature excursions and waste vaccine. NSIP must be notified that a new storage unit has been purchased. After purchasing and installing the new unit, providers must get 5 days of temps to ensure the unit is stable to put vaccine in it. In Southern Nevada, notify Olga Rodriguez-Alvarez that you are getting a new unit in. Olga will approve the new unit after 5 days of temps. In Northern Nevada, contact Glenn Witt (Vaccine Manager) or Dr. Pam Forest (Quality Assurance Manager.)

4 2015 Updates for VFC Backup Thermometers As of January 2015, the CDC requires that all providers have a backup thermometer on hand. NSIP cannot supply these to the providers. It is not required to be a Data Logger, but it must meet the following standards: Digital display on the outside of the storage unit. Detachable probe in a bottle filled with thermal buffer such as glycol. Has an alarm alert for out of range temperatures Has a low battery indicator Provides min/max temperatures

5 2015 Updates for VFC Backup Thermometer Requirements (continued) Comes with a Certificate of Calibration that calibration was performed by an ILAC/MRA accredited laboratory or testing conforms to ISO requirements This backup thermometer can be stored in a convenient location but NSIP recommends keeping the probe in glycol solution in the refrigerator so it is conditioned.

6 2015 Reminders Underinsured Patients. An Underinsured patient is a child who has health insurance, but the coverage does not include vaccines, or the insurance does not cover all ACIP recommended vaccines Underinsured children are eligible to receive VFC vaccine only through a Federally Qualified Health Center (FQHC), a Rural Health Clinic (RHC) or if your clinic is Deputized and has a Memorandum of Understanding (MOU) in place by the NSIP. If your clinic does not meet any of these 3 titles, the child must be sent to the closest Health Department for their vaccines. VFC Paperwork When your clinic participates in the VFC program, you are required to keep all paperwork for 3 years. This includes Data Logger Downloads

7 Vaccine Borrowing 2015 Reminders VFC enrolled providers should maintain adequate inventories of vaccine to administer to both privately insured patients and VFC eligible children. Borrowing vaccine must be done due to unforeseen delays or circumstances surrounding the vaccine that was ordered. If a provider needs to borrow vaccine either from their private vaccine or from VFC vaccine, the borrowing form must be filled out and faxed to NSIP. Borrowing VFC vaccine to vaccinate a private insured patient must not prevent a VFC child from receiving VFC vaccine because VFC vaccine was used to vaccinate a non-vfc eligible child.

8 2015 Reminders VFC Coordinators or Practice Changes NSIP must be notified any time there are: VFC Primary or Backup Vaccine Coordinators o Use the Vaccine Coordinator Change Form o Fax it to NSIP at Provider Information changes o Use the Provider Information Change Form Hours of Operation has changed Phone or Fax numbers changed Facility name change Shipping or mailing addresses have changed

9 Pam Forest MD Provider Quality Assurance Manager Nevada State Immunization Program

10 Stand alone refrigerators and stand alone freezers are recommended. Plugged directly into an outlet No extension cords Dedicated outlet Outlet labeled with a Do Not Unplug sticker Circuit breaker should be labeled Do Not Disconnect

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13 Vaccines should be in their original boxes Labeled bins prevent mistakes Clearly labeled Private and VFC Vaccine boxes should not touch the walls Vaccines should not be stored under the vents or in the door shelves Water bottles in the fridge and freezer packs in the freezer

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16 Certified calibrated data loggers are preferred (certified calibrated thermometer with max/min is OK) A human must check the temperature of the vaccine storage unit twice a day and review the maximum and minimum readings The initials of the human and the room temperature must be recorded on the paper log (do not fax log to NSIP)

17 VFC REQUIREMENT FOR 2015: Must have a certified calibrated thermometer as a back up. Back up thermometer must be readily available. Why? Data logger may malfunction or a replacement battery may not be readily available.

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19 ALARM Download data Analyze data (move & quarantine the vaccine?) Call the manufacturers Call the State Immunization Program ADDRESS ALL ALARMS AS SOON AS YOU SEE THEM!!!!

20 Ask state to move short dated VFC vaccine so that it can be moved and used! If vaccine expires: (3 R s) Remove from storage unit Report wastage to state Return single use vials or unopened MDV

21 VFC Program Updates NV WebIZ: A VFC Toolbox

22 Presenter Mandy Harris, NV WebIZ Manager

23 Learning Objectives Tips Federal Law: The 9 Items Vaccine Information Statements (VIS) Patient Rosters Monthly VFC Reports HL7: Benefits & Challenges The Future of Vaccine Ordering

24 Tip: Searching for Patients Newborns (I m talkin to you, pediatricians!) Baby Boy/Baby Girl BB/BG Twin A/Twin B Affidavit of Paternity Hyphenated names Less is more

25 Tip: Demographics First! First, Every Time Verify & Update: Last Name VFC Eligibility Address Phone Number Did you know? Adding your patient s SSN to NV WebIZ lets them use the Public Access Portal! Missing Data? (Look for and add mother s maiden name, race, ethnicity, etc.)

26 Federal Law: The 9 Items National Childhood Vaccine Injury Act (NCVIA, 1986; 42 U.S.C. 300aa-26) Vaccine Type Manufacturer Lot Number Date of Administration Name and Title of Administering Provider (individual) Office Address VIS: Date Given and Date Published

27 Documenting VIS VIS not selected Selecting the VIS VIS selected

28 Printing VIS Forms/Informational Section Listed By Vaccine Type

29 VIS Resources Centers for Disease Control & Prevention Immunization Action Coalition

30 Patient Rosters Why Manage Your Patient Roster? VFC Assessments Reminder/Recall The Statewide Picture of Vulnerability It s all about accuracy

31 Patient Roster- Generating the List Generate a Roster Select Criteria & Run

32 Patient Roster- Closing a Program Closing a Program (Inactivating a Patient) Close- When Appropriate!

33 Monthly VFC Reports Inventory Reconciliation Worksheet (VFC Form 2) Click to Print Did you know? Not all VFC Providers can print this form! Stay tuned to learn why!

34 Vaccine Lot Number Inventory Report (VFC Form 2)

35 Monthly VFC Reports Doses Administered by VFC Eligibility (VFC Form 3) Select Criteria & Run

36 Eligibility Report of Doses Administered (VFC Form 3) Publicly-funded vaccine (VFC, State, etc.) should only be administered to Eligible Patients. The VFC Program reviews these columns! To prevent this, immunize appropriately AND visit the Demographics page first, every time!

37 HL7: Benefits & Challenges Pros (Inter)National Standard Can reduce data entry burden Fast reporting Structured Consistent Great for high-volume immunizers! Cons Considerations Limitations in EHR systems VFC Eligibility Administering Provider VIS Patient Programs (Active/Inactive) Updates/Deletions Limitations in NV WebIZ VIS for combo vaccines Updates No funding source (for now...)

38 The Future of VFC Vaccine Ordering NV: Only state without IIS ordering! VTrckS ExIS Grant Currently Hiring Staff Pilot selection end of 2015 All VFC-enrolled Providers MUST become Type 3 You can do this!

39 Thank you! Mandy Harris NV WebIZ Manager NV WebIZ Help Desk: /1-877-NV WebIZ (toll-free in NV) Public Access Portal: izrecord.nv.gov