Presentation on theme: "NCIP Storage and Handling Procedures"— Presentation transcript:
1NCIP Storage and Handling Procedures Presented by:Shirelle Everett
2It is better to NOT VACCINATE than to administer a dose of vaccine that has been mishandled, has expired, or is the wrong vaccine...
3Objectives for this session Basic Storage and Handling ProceduresUnderstanding how to handle cold chain breakage
4What is a “Cold Chain”The system used to keep and distribute vaccines in good conditionTransport and Storage,Trained PersonnelEfficient Management ProceduresExcess heat or cold adversely affect the cold chain, increasing the risk that patient will not be protected against VPD.
5It is important to maintain the cold chain because… …vaccines are very fragile and can lose potency following excessive heat or cold…once potency is lost, its gone for good… if discovered, it could cost your office thousands of dollars, and/or cause you to have to revaccinate (average infant visit cost between $181 -$281, maintaining the cold chain keeps that money in your pocket)
6It is important to maintain the cold chain because… …your vaccine can be exposed to out of range temperatures and look normal- visual inspections are unreliable.
81. Designating only one person to be responsible for storage and handling of vaccines
9One person should be designated as “in charge” and should be responsible for ensuring that vaccine is properly handled and documented.There should be at least one back up “in charge” person.Educate all staff on vaccine storage and handling- TEAM EFFORT to make sure vaccine moves properly through cold chain.
10Vaccine Coordinator should be in charge of… Receiving vaccines-Be present when shipments are delivered and process the shipment into inventory and ensuring the cold change has been maintained.Storing Vaccines-Rotating the vaccine inventory so that vaccine with shorter expiration dates are used first.Ensuring that there are no expired vaccines in refrigerator or freezer.Keep VFC vaccine separate from privately purchased vaccine.Perform routine cleaning of vaccine storage units.
11Vaccine Coordinator should be in charge of… Monitoring Vaccine TemperaturesRecording fridge and freezer temperaturesImplementing vaccine emergency plans, if neededCalling Immunization Branch when cold chain has been compromisedEnsuring that temperature logs are retained for at least three yearsOrdering VaccinesPerform a Physical inventory of all vaccinesTo prevent over ordering and expiration, smaller practices should only order once every other month, and larger practices may order vaccines once a month.Complete the VFC vaccine order form by fax or NCIR
12Vaccine Coordinator should be in charge of… Developing and maintaining storage and handling protocol which includes:Vaccine Ordering ProceduresControlling InventoryStoring Vaccine and Monitoring storage conditions Minimizing vaccine wastageVaccine shipping (receiving and transport)This information can be found on “North Carolina Immunization Program Minimum Required Vaccine, Ordering, Handling and storage Procedures” Posting this information with Disaster Recovery Plan or in a nearby, central location will suffice during site visit.
13Minimum Required Ordering Handling and Storage Procedures
14Disaster Recovery Plan Should be posted near refrigerator including the following information:Designated responsible vaccine person and backupAlternate Storage FacilityElectrical companyRefrigerator/ Freezer repair companyLocations of key items needed during power outage (i.e.: Keys, Packing Material, Flash lights)
152.Recording Temperatures only once per day or using one unit temperature for multiple units…
16True or FalseWhen your office is closed, temperatures should be checked at least once a day…
17False!!It is recommended that your office does a thorough check of all units and use monitoring methods to determine if power outage occurred in absence of staff (i.e.: penny in cup)
18Temperature Monitoring Refrigerator temperature2 ° C to 8 ° C (36° F to 46° F)Optimum of 5 ° C (40 ° F)Report/document out of range0 ° C (out of range)1 ° C (out of range)8.1 ° C (out of range)2 C to 8 °C(36° F to 46°F)
19Temperature Monitoring Freezer temperature (requirement)-50 °C (58 °F) to -15 ° C (5 ° F)Optimum of -20 °C(-4 ° F)Report/document out of range-14 ° C (out of range)-13 ° C (out of range)New units must be monitored and in range for FIVE DAYS before vaccine can be stored in it.
20Thermometer Placement Thermometers should be placed in the center of the unit, away from coils, walls floors and fans to get the most accurate reading.When temperatures seem to be out of range, check the placement first.Is it too far back?
21Vaccine Storage Equipment National Institute of Standards and Technology (NIST) certified and calibrated thermometers (requirement)Liquid or Crystal styleExamples of certificates showing thermometer was certified in accordance with NIST standards
22It is a requirement to check temperatures on both refrigerator and freezer twice a day. NCIP requires National Institute of Technology and Standard (NIST) certified thermometersThermometers costing a little less are not worth the risk; there are thousands of dollars worth of vaccines in most VFC providers refrigerator and freezerTemps should be checked first thing in the am and the last thing in pmIf you have 3 combo units, there should be 1 temperature log for every unit.
23If temperatures are out of range… NotifyPrimary or back up Vaccine CoordinatorIsolate-Mark vaccine DO NOT USE (Store appropriately)RecordCollect information including lot numbers, expiration dates, length of time vaccine was exposed (always worst case scenario) Max/Min temperature, and room temperatures in case of unknown unit temps.Record actions taken – store near temperature logsTransportIn case of power outage, vaccine will need to be moved to secure location. VC or back up will need to use DRP to insure vaccine stability
24If temperatures are out of range… NEVERAssume vaccine can not be salvagedAdminister vaccine that has been effected by out of range temperaturesImproperly store vaccine while waiting for results- always return vaccine back to appropriate storage temperatures
253. Discarding Temperature logs at the end of the month
26Temperature logs should be kept for 3 years This helps to track problems and to identify how long a problem has existed.If even in doubt, most temperature requirement information is stated on the temperature log.Where to keep certain vaccinesOptimum temperatures and rangesImmunization Branch contact information
284. Refrigerating vaccine in a manner that could jeopardize its quality…
29True or FalseIt helps to put vials directly on glass shelves to maintain temperature...
30FALSE!!Glass in refrigerator could negatively effect the vials by making them 2-5 degrees colder than the rest of the refrigerator.
31Vaccine Should NEVER be stored… In poor circulation situationsIn Vegetable BinsIn shipping box-Over packed unitsIn storage bags______________________________Extreme temperatures situationsOutside of acceptable temperature rangesOn floor of units- Unstable TemperaturesNear unit Coils- Temperatures are usually colderOutside of Original Packaging- Colder temperaturesDirectly on glass shelves- Temps 2-5 degrees colderIn unit doors- Temperature unstableIn unit with food/drink- Unstable TemperaturesIf unit is unable to keep stable temperatures, you may need to replace your unit
32Vaccine Vial Storage Methods and Locations DUAL ZONEPHARMACEUTICALFREEZERLESSNever place vials directly on glass shelf = °C colderAvoid storing on top shelf – near cooling vent. First location to exceed max allowed temp during outages.No storage in vegetable crisper: thermally isolated + floor level runs coldManufacturer recommends no floor storage, but vial TC maintained at 2 – 8 °C throughout testing1 – 2 °C colder than main fridge space
345.Inadvertently leaving the refrigerator or freezer door open or having inadequate seals…
35Preventative Measures Use a plug guard or safety-lock plugDo not disconnect stickers on breaker and plugDigital Thermometers with AlarmsSound when temperatures reach above or below certain temperatures.Combo units with separate controls for refrigerator and freezerDoor LocksLocks whenever door is closed, button releaseEducate maintenance and custodial staff
36Preventative Measures Refrigerator/Freezer LockContinuous read temperature monitorPenny in a cupClock/plug style
37Inadequate Door Seals Door seals should be checked regularly Seals for units usually start around $45 and can be found at local hardware storesTo check1. Place paper strip against the cabinet of the unit2. Close the Door3. Pull the paper strip. If it moves easily or falls away by itself, the door and the seals my need to be adjusted
38Vaccine RotationsAll providers are REQUIRED to rotate vaccine stock monthlyAlways place vaccines with shorter expiration dates in front of those with longer expiration datesNotify NCIP if you have vaccine that you will not use before it expires- at least four months in advance
40True or FalseDorm styled refrigerators with two external doors are acceptable for long term vaccine use...
41True!!This type of unit is acceptable as long as it is large enough to hold facility’s state supplied vaccine inventory
42Dorm Styled Units……with single external door are acceptable for day storage ONLY and temperatures must be checkedNo more than one day of clinic’s refrigerated supply should be kept in dorm for day storage…are acceptable if there are twoexternal doors…temperatures aren’t stablein any part of singledoor dorm unit-over nightstorage is unacceptable…single Door dorm unitsare NEVER acceptable forfrozen vaccines
43Unacceptable Units NOT Acceptable: Units with a Single External Door, but have interior freezer and refrigerator compartmentsUnits used routinely to Store Food
44Equipment Requirements for Vaccine Storage Refrigerator and freezer must have externally separate, sealed doors.Refrigerator compartment must maintain temperatures between 35º and 46ºF (2º and 8ºC).Freezer compartment must maintain temperatures 5ºF (-15ºC) or colder.Household-style units should have separate thermostat/temperature controls for the refrigerator and freezer.Both the refrigerator and freezer compartments must contain an NIST- or ASTM-certified thermometer.Acceptable:Stand-alone refrigerator-only (no freezer compartment)Upright freezer (no refrigerator compartment)Household-style(full size or compact)Under counter refrigerator-onlyUnder counter freezer-onlyCommercial-style
457. Documenting out of range temperatures on vaccine logs but not taking action
46The NCIP requires each provider to call the Immunization Branch when temperatures have gone out of range.
47Water Bottles may solve your problem- Add or subtract them!! Temperature changesVaccine Coordinator (or back up) should be the only person to adjust temperatures (more hands, more room for error)Temperature should be adjusted ½ ° C or F, closed and recheck in 30 minutes.If using household unit, and freezer is too cold, it will effect refrigerator. If there's no room to adjust, a new unit may be needed.Water Bottles may solve your problem- Add or subtract them!!Opening and closing the door too often will cause temperatures to rise.
48If your unit’s temperature have gone out of range, and you are unsure why, there are many different options.While attempting to solve problems, never leave vaccine in non functioning unit while you attempt to solve your problem.Implement Disaster Recovery Plan if you are unsure how long storage unit will not be functioning properly.**Always record the date and time of any malfunctions or power outages
55Transporting Vaccines Vaccine may only be transported in insulated containers with ice packs and thermometerNever place in trunk, temperatures can not be controlled.Never leave vaccine in car when it is parked, especially in extreme cold or hot tempsRefrigerated vaccines should not touch cold packs- may cause accidental freezing in short amounts of time. Freezer stored vaccines may sit directly on ice packsDiluents may travel at room temperature or with refrigerated vaccines– Should NOT be in contact with icepacks/ cold packsDiluents should be refrigerated in advanced so that it does not raise the temperature of refrigerated vaccineDiluents should never be transported with dry ice
56FAQWhen wasting vaccine, do I send it back to you, or can I discard it here at my facility?
57When you have vaccine that has expired or spoiled, you are required to complete a wasted/expired report (NCIR or Paper)syringes and multi-dose vials with safety caps in place should be mailed back to NCIPPrepaid mailing labels can be mailed to you upon requestDO NOT return drawn, but not administered vaccine or open vials. Dispose of them at your facility. Wasted/Expired reports will need to be completed indicating that vaccine was wasted.
60Restitution Policy and Appeal Wasted- Any Vaccine that cannot be usedExpired- any vaccine with an expiration date that has passedSoiled- any vaccine that exceeds the limit of approved cold chain procedures or is pre-drawn and not used within acceptable time frames.Lost- Shipping company does not deliver the vaccine or does not deliver in timely manner.Failure to adhere to the current “North Carolina Immunization Program Minimum required vaccine ordering, handling and storage procedures” document will likely result in a restitution situation.
61Situations that DO require Financial Restitution Failure to RotateFailure to act according to Disaster Recovery PlanDoors left open by staff, contractors, or guestExpired Pre-drawn vaccine.
62Situations that do NOT require Financial Restitution Cooling unit equipment problems where proof of repair or equipment replacement is provided to the Immunization Branch within 30 days from the date you become aware of the situationDrawing vaccine after screening, but not administered due to parent refusal.Partially used multi-dose vials.Package is not delivered to the provider in a timely manner or is otherwise damaged or stored improperly during transit.
63Restitution Policy Appeals If your office experiences a wastage situation which defined as provider negligence, and you believe there are circumstances which prove it was not, you may appeal restitution charges after you receive an invoice.Must be on formal letterheadFax to Vaccine Manager atMail to:DHHS/ DPH/Immunization BranchAttention: Vaccine Manger1917 Mail Service CenterRaleigh, NC
65Educational Tools Immunization Branch web page www.immunizenc.com National Immunization ProgramEpidemiology and Prevention of Vaccine Preventable Diseases (The Pink Book)Vaccine Storage and Handling ToolkitVaccine Management - Recommendations for Handling and Storage of Selected BilogicalsNorth Carolina Immunization Branch Customer Service staff
66NCIP Storage and Handling Consultant Contact InformationShirelle EverettNCIP Storage and Handling Consultant1917 Mail Service CenterRaleigh, NCPhone:Fax