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VACCINE FOR CHILDREN (VFC) PROGRAM Tennessee Robert H. Brown Vaccine For Children Program Manager 2010 Annual Immunization Spring Review 13-16 April 2010.

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Presentation on theme: "VACCINE FOR CHILDREN (VFC) PROGRAM Tennessee Robert H. Brown Vaccine For Children Program Manager 2010 Annual Immunization Spring Review 13-16 April 2010."— Presentation transcript:

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2 VACCINE FOR CHILDREN (VFC) PROGRAM Tennessee Robert H. Brown Vaccine For Children Program Manager 2010 Annual Immunization Spring Review April 2010 VFC Highlights and Updates

3 VACCINE FOR CHILDREN (VFC) PROGRAM VFC Protocol Tennessee

4 VACCINE FOR CHILDREN (VFC) PROGRAM VFC Protocol Highlights Section A - Enrollment/ Annual Re-Enrollment: NOTE: PRACTICES WITH MULTIPLE SITES MUST ENROLL EACH SITE AS A SEPARATE VFC PROGRAM PROVIDER. To enroll/re-enroll (annually) as a VFC program provider, the following forms must be completed: -VFC Provider Enrollment form (PH-3349, Revised 11/08), which has two pages -VFC Provider Profile form (PH-3348, Revised 10/08) -Emergency Vaccine Storage and Handling Plan form (PH-3800, Revised 10/08) -Initial (One-Time Only) Varicella Order and Provider Survey (Enrollment Only)

5 This area summarizes the VFC Protocol in which the provider acknowledges the program requirements and agrees to abide by them. VFC Provider Enrollment form (PH-3349, Revised 11/09), which has two pages

6 Identifies the status of the provider in the VFC Program The provider estimates the number of patients served in their facility for a one year period The provider indicates the source used to determine the number of VFC eligible children VFC Provider Profile form (PH-3348, Revised 11/09)

7 VACCINE FOR CHILDREN (VFC) PROGRAM VFC Protocol Highlights Section B - Requirements to Participate in the VFC Program: All provider changes must be communicated to the VFC Program: - Change of address, telephone, or fax - Change in VFC contact person - Change in the number of VFC eligible children - Additions/deletions of physicians to provider site All changes can be faxed or ed to Becky Loveless

8 VACCINE FOR CHILDREN (VFC) PROGRAM Section C - Eligibility Criteria Categories: (a)Uninsured (b) Enrolled in or eligible for TennCare (Medicaid) (c) American Indian or Alaskan Native VFC Protocol Highlights Persons who are 18 years of age or younger, and meet one or more of the following categories: Note: CoverKids are fully insured and NOT VFC eligible. IN ALL VFC Sites:

9 VACCINE FOR CHILDREN (VFC) PROGRAM Section C - Eligibility Criteria Categories cont: (d) Underinsured Children are eligible only in FQHCs, RHCs and Health Departments The following conditions are defined as underinsured A child who has commercial (private) health insurance but the coverage does not include vaccines, A child whose insurance covers only selected vaccines (VFC-eligible for non-covered vaccines only) A child whose insurance caps vaccine coverage at a certain amount. Once that coverage amount is reached, the child is categorized as underinsured. VFC Protocol Highlights ONLY IN VFC FQHCs, RHCs and Health Departments Sites:

10 VACCINE FOR CHILDREN (VFC) PROGRAM Section D - Vaccine Accountability: Vaccine Doses Accountability Report (VDAR) (PH-3350 Rev 10/08): Submit monthly even if vaccines were not administered during month. Report must be completely filled out with all the proper information. The VFC Program no longer has the ability to ship vaccine as an emergency rush order but additional orders can be requested, if necessary. VFC Protocol Highlights

11 VACCINE FOR CHILDREN (VFC) PROGRAM Section D - Vaccine Accountability: VFC Protocol Highlights As of January 1, 2010 Tennessees Vaccines for Children (VFC) has fully adopted the CDC policy for Two Directional Borrowing which means the borrowing of VFC vaccines for private patients or privately purchased vaccines for VFC patients. Borrowing should only occur when there is a lack of appropriate stock vaccine due to unexpected circumstances such as: - Delayed vaccine shipment - New staff that calculated ordering time incorrectly - Vaccine spoiled in-transit to provider Note: VFC vaccine cannot be used as a replacement system for a providers privately purchased vaccine inventory.

12 VACCINE FOR CHILDREN (VFC) PROGRAM Section D - Vaccine Accountability: VFC Protocol Highlights When borrowing vaccines the provider must follow these guidelines: - Providers must notify VFC Program - Document all borrowed vaccine on the CDC VFC Vaccine Borrowing Report Form - The borrowing reports must be kept as part of the VFC program records and be made available to the VFC staff during the VFC Site Visit. Note: VFC-enrolled providers are expected to maintain an adequate inventory of vaccine for both their VFC and non-VFC-eligible patients.

13 VFC Vaccine Borrowing Report The Guidelines and Direction for use of this form must be followed The provider must document all borrowed vaccine on the CDC VFC Vaccine Borrowing Report Form

14 VACCINE FOR CHILDREN (VFC) PROGRAM Section E - Proper Vaccine Storage and Handling: After January 1, 2009, all VFC providers can no longer use dorm style units or combination units with single thermostats as the primary storage unit. Providers may use separate refrigerators and freezers or combination unit with separate thermostats for refrigerator and freezer section. VFC Protocol Highlights

15 VACCINE FOR CHILDREN (VFC) PROGRAM Section H- Non-Compliance with VFC Program Protocols: Section I - Request for Inactivation in the VFC Program: TIP has adopted CDC guidelines for responding to provider non-compliance with VFC Program Protocol identified during VFC site visits. A VFC provider may request to withdraw from the VFC Program at any time by submitting the request in writing along with a completed Vaccine Transfer Form (PH-4023). Vaccines will be picked up by a regional VFC representative. VFC Protocol Highlights

16 VACCINE FOR CHILDREN (VFC) PROGRAM Vaccine Management Tennessee

17 Pre-filled (PF) syringe gives the provider a choice Allows provider to order the amount vaccine requested Vaccine Doses Accountability Report (PH-3350, Rev 11/09) must be submitted monthly.

18 Recipient must complete the transfer section and fax to the VFC Program Section B for Health Department Staff Only Vaccine Transfer Form (PH-4023)

19 This area was updated with the corrected NDC# for Flu Vaccine and New Vaccines Return to McKesson only spoiled or expired vaccines, in their original vials or pre-filled syringes. Expired or Wasted Vaccine Report (PH-3589, Rev 11/09)

20 Vaccine Inventory Management (VIM) VACCINE FOR CHILDREN (VFC) PROGRAM Economic Order Quantity (EOQ) Updates

21 In 2010 the Tennessee Vaccines For Children (VFC) Program will began implementing the next phase of vaccine distribution, Economic Order Quantity (EOQ). EOQ is an effort by CDC to implement best practices for vaccine ordering. It strives to balance order size, order frequency, and storage & handling costs with a goal of improving vaccine flow nationwide. EOQ assigns ordering tiers for providers based on annual volume of publicly–funded vaccine ordered. VACCINE FOR CHILDREN (VFC) PROGRAM Economic Order Quantity (EOQ)

22 The EOQ guidelines places providers in four categories based on their annual volume of doses ordered per year to determine the number of times a provider should order vaccine. High volume 6000 doses/year Monthly 12 times a year Med volume doses/year Bi-monthly 6 times a year Low volume doses/year Quarterly 4 times a year Very low volume doses/year As is no change Ordering Guidelines of EOQ VACCINE FOR CHILDREN (VFC) PROGRAM

23 The goal of EOQ is to improve vaccine flow and NOT to run out of vaccines. To help ensure you do not run out of vaccines. Goals of EOQ Note: No matter when your scheduled order date is, if you are running out of vaccines, place an order. VACCINE FOR CHILDREN (VFC) PROGRAM

24 Vaccine Inventory Management (VIM) VACCINE FOR CHILDREN (VFC) PROGRAM VFC vaccine Ordering Inventory control and Reconciliation

25 VACCINE FOR CHILDREN (VFC) PROGRAM Tennessee VFC Program Operations Robert Brown (615) Vaccine replenishment status requests Madelyn Ragland (615) Provider Enrollment and Short-Dated Vaccines Reporting Becky Loveless (615)


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