Palm Beach County Health Department WIC Immunization Referral Process

Overview Federal Requirements Minimum requirements: Use documented immunization record Use documented immunization record Screening and referral at WIC certification visits Screening and referral at WIC certification visits Count DTaP immunizations Count DTaP immunizations Provide immunization schedule Provide immunization schedule Provide referral if needed Provide referral if needed

Objectives  Identify clients missing immunizations  Refer clients to their providers for missing immunizations  Collect relevant data for future improvement

WIC & Immunization Linkage What ages are targeted? 2 months to 2 years 2 months to 2 years When do I check the immunization status ? Initial certification Initial certification Recertification Recertification Infant assessment Infant assessment Where do I start? Florida Shots or the paper immunization record

Tools  FL SHOTS Access  Vaccine Assessment Card  Immunization Referral Pass  Immunization Van Calendar  Access to a copier

Florida Shots  Statewide tracking system  Users: Health Department and some private doctors and some private doctors  Updates immunization record  Identifies clients that are missing immunization

Log In: Florida Shots  Click on HMS ICON on your desktop to log in  Organization ID: PALMCHD  User ID: HMS User Name  Password: Your own Lost Access?  Call IT HELP DESK AT (561)

Florida Shots ~ Log In Screen

Patient Search Screen

Patient Identification

Patient Search Name Display

Immunization Referral Pass Palm Beach County WIC Program Immunization Referral/Reminder Site # _______Date ___________E09__________ Client ID _______________ Site # _______Date ___________E09__________ Client ID _______________ Name ___________________________________ DOB ________________ Name ___________________________________ DOB ________________  FL SHOT check: In FL SHOTS? Yes No  Immunization status: Up to date Overdue Due now  CIP (current immunization provider): PBCHD Private MD Generic  Immunization Record check: Record available? Yes No  Immunization status: Up to date Not up to date  DTaP check: Up to date Not up to date ****************************************************************************************************  Evaluation done by: Health Dept. Private MD  Immunization given? Yes No  Notes: Assessment done by ____________________ Date _____________ Assessment done by ____________________ Date _____________ Palm Beach County Health Dept. staff please send to WIC Immunization Coordinator in the Lantana Health Center by inter- office mail. Palm Beach County Health Dept. staff please send to WIC Immunization Coordinator in the Lantana Health Center by inter- office mail. PMD Please mail to: PBC Health Dept., WIC Administration Office, P.O. Box 29, WPB, FL

Up to Date Circle DTaP check  Up to date (UTD) or Not up to date Circle DTaP check  Up to date (UTD) or Not up to date  Count the number of UTD-Y  Record the number of UTD  Designated staff submits count to Immunization Coordinator

Over Due or Due Now Complete the Referral Pass  Ask the client about follow up preference; circle appropriate provider on the referral  Give client the white copy to take to their provider  Send the yellow copy to Immunization Coordinator daily

FAQ: When do I copy Shot Record? Copy shot record for all infants and children in FL Shots that are  “Due Now” and “Overdue”  The record is not found but clients has a paper copy of the shot record NOTE NOTE  Write Client ID (not group ID) on shot record  Do not copy 2 records on a same page

FAQ: What do I send to the Immunization Coordinator daily?  Shot Records  Yellow copy of Referral Pass  Number of Up To Date per day  White original referral pass from MD

FAQ: What if client is in FL Shots but has no shot record?   Follow the process for Up to date, due now or overdue   Remind client to bring record at next certification or infant assessment visit

FAQ: What if a client is not in FL SHOTS but has shot record?  Use vaccine assessment card to check immunization status  Follow the process for Up to date, due now or overdue Time Saver: If one shot is missing that means overdue, no need to go through the whole list of shots If one shot is missing that means overdue, no need to go through the whole list of shots

FAQ: The client is in FL Shots and also has a shot record? MMMMatch record with FL Shots UUUUTD in FL Shots - Complete UTD referral DDDDue Now or Overdue – Do referral and copy record

FAQ: Client listed 2 times in FL Shots Duplicate Record  Check both records  Determine the correct client by using the Social Security number in WIC

FAQ: out of state/from a foreign country FAQ: What if the client does not have MD & is not immunized or out of state/from a foreign country ?  Circle Health Department (PBCHD) for current immunization provider (CIP)  Send client to Health Department Immunization Clinic with referral pass

FAQ: What if the immunization clinic or nurse is not available? Refer client to HD clinic or the immunization van Refer client to HD clinic or the immunization van Give the client a copy of the monthly immunization van calendar Give the client a copy of the monthly immunization van calendar

Immunization Van Calendar MONDAYTUESDAYWEDNESDAYTHURSDAYFRIDAYSATURDAY 123 The Soup Kitchen 8645 W. Boynton Beach Blvd Registration 9:00am-12:30pm 4 The Soup Kitchen 8645 W. Boynton Beach Blvd Registration 9:00am- 12:30pm 5 7 Guatemalan Maya Center 110 North F St. Lake Worth Registration 9:00am- 12:30pm 8 Salvation Army 4051 Kirk Rd. Lake Worth Registration 9:00am- 12:30pm Hispanic Seventh Day Adventist Church 2727 Georgia Ave. West Palm Beach Registration 9:00am- 12:30pm Farmworker Council 1313 Central Terrace Lake Worth Registration 9:00am-1:00pm 16 Mission Medical 9600 West Atlantic Ave. Delray Beach Registration 9:30am- 1:00pm 17 Victory Baptist Church & Preschool 4601 Forest Hill Blvd. West Palm Beach Registration 9:00am-2:00pm 18 Department Of Children and Families 4220 Lake Worth Rd. Lake Worth Registration 9:30am-1:00pm 19 Lake Worth West Resident Planning Group 4730 Maine Street Lake Worth Registration 9:00am- 1:00pm 2122 Boca Raton Middle School 1251 N. W. 8 th Street Boca Raton Registration 4:15pm-6:00pm 2324 Riviera Beach Headstart 1440 Martin Luther King Blvd Riviera Beach Registration 12:00pm-3:00pm 25 Our Savior Lutheran Church 1615 Lake Ave Lake Worth Registration 9:00am-2:00pm Community Health Center 2823 N. Australian Ave. West Palm Beach Registration 9:00am- 12:30pm

FAQ: What if I am assigned to another site? Follow the same process Follow the same process Take you own supply of referral passes if possible Take you own supply of referral passes if possible The site number on the pass will be the site you are working at The site number on the pass will be the site you are working at

Process Monitoring The Immunization Coordinator tracks: Total Number of up-to-date Total Number of up-to-date  Total Number of referrals  Total number of shot records  Total number of infant assessments  Percent (%) of clients processed for immunization