Accountability And Assurance of Vaccines

Margaret Wilson RN,MPHInes Burazerovic BS,CHES

Goal for the presentation

Save time ordering vaccines Decrease number of phone calls Keep vaccines viable Save money

Vaccine Accountability and Order Form

Completing the Order Form

Pre-populated provider information (pin, phone, fax, etc.)

Provider needs to complete:Ending Inventory Date

Delivery Days and Hours

Total Doses Given

Ending Inventory

Expiration Date

Completing the Order Form- cont.

Unless instructed by the VDH Immunization Program never change:• Starting Inventory Date

• Starting Inventory Balance

• EOQ ordering schedule

Completing the Order Form

Transfer In and Transfer Out columns Obtain verbal VDH authorization prior to any transfer

List number of doses transferred

Lot # for all doses transferred

Provider name or Pin

Expired and Wasted columns List number of doses

Lot number for all doses

Expiration Date

Placing an order

EOQ Order ScheduleFirst half of the month (1-15th)

Second half of the month (16-31st)

Complete the form Temperature logs Fax

Placing an Order – Cont.

Submitting an order outside of your EOQ schedule

Contacting the Immunization Program

Can I order only one vaccine without completing

the whole order?

Provider Office

You have to complete your whole order even if it is just

for one vaccine!

Immunization Program

Most Common Question…

Order Confirmation

Receive new Accountability and Order Form

Note the Starting Inventory Balance and Starting Inventory Date

If you fail to receive it call the Immunization Program

Things to Come

New Vaccine Accountability and Order Form: Lot numbers

NDC numbers

Vials vs. Syringes Packing

Change in doses transferred, wasted and expired

New Accountability and Order Form

Vaccine Storage and Handling

The Essentials

Take temperatures twice a day

Store vaccine correctly

Call if there is a problem

Temperature

Vaccine is only viable if it is

stored at the right

temperature

Most vaccine that has been frozen or exposed to too warm temperatures does not look any different

Thermometers

VFC requires that specific thermometers are used to monitor vaccine temperature

Thermometers need to be

placed in the center of

your refrigerators

Vaccine

Needs to be stored away from the back and

sides of the shelves

Never in the crisper bins or the door

Always kept in its box

Don’t let frost build up in your freezer

Plan for Problems

Vaccine Management Plan

Refrigerator too full

Thermometer, Refrigerator or Freezer failure

When a Problem Arises . . .

Call the Immunization Program!

Do not do anything

with the vaccine until

you have called!

When You Call . . .

Have the documented temperatures and when they were taken

A list of what vaccines were affected Including the name of vaccine, lot number and

number of doses affected

Suspected cause of problem (if known) Your Vaccine Management Plan

Next Steps

We will help decide what to do with the vaccine.

Take steps to make sure

it doesn’t happen again

(when you can).

Documenting an Event

Regardless of the outcome you should document the event and keep with your Vaccine Management Plan.

If Vaccine is Lost

Document on Accountability and Order Form Only submit your form when you are ready to

place an order You will be mailed a UPS

Shipping Label and a

Return Authorization Form

Sending Vaccines Back

Vaccines are sent back to McKesson

You can package vaccine in any sturdy box that will prevent vials from breaking

Place shipping label on the box and next time UPS is in your office for pick-up or delivery just hand them the box

Questions?

Resources:

www.healthvermont.gov/immunizations

www.cdc.gov/vaccines

www.iac.org

Thank you !