Enrollment/Re-enrollment
VFC Providers must complete re-enrollment in this timeframe.
What is every 12 months?
Patients must meet these eligibility criteria to be eligible for VFC vaccine.
What is 18 years old or younger and meet at least one of the following criteria?
1) Medicaid-eligible
2) Uninsured
3) Underinsured
4) American Indian or Alaska Native
This visit is required to be conducted with at least 5% of VFC Provider locations annually.
What is an Unannounced Storage & Handling Visit?
The timeframe allowed to enter a site visit into PEAR if unable to enter during the visit.
What is 4 days?
This visit is required at least every 24 months.
What is a VFC Compliance visit?
VFC Compliance visits must be conducted with each provider location at least every 24 months. TN also has regional minimum site visit requirements.
For newly enrolled providers, the first VFC Compliance visit is conducted 3 months after the enrollment visit, then 12 months thereafter.
This documentation is required during initial enrollment and annual re-enrollment.
What is a VFC Provider Agreement, REVMP, DA, provider profile, and training certificates?
Vaccine borrowing can be approved for these reasons.
What is...?
1) Unforeseen delays or circumstances in vaccine supply
2) It will not impact the ability of a VFC-eligible child to receive vaccine.
*A Vaccine Borrowing Form is required to be completed.
This is the required timeframe that all VFC program documentation must be retained.
What is at least 3 years?
This documentation is required for VFC site visits.
What is...?
1) Reviewer Guide & Acknowledgement of Receipt (AOR) in PEAR.
2) DDL certificates of calibration, DDL reports, DDL Sign-off sheets, Pre-Visit Checklist, required pictures in SharePoint.
These are requirements for chart selection for VFC Compliance Visits.
What is ...?
1) Use TennIIS QRG for patient detail reports for RIRs
2) A minimum of 20 charts should be reviewed (10 VFC, 10 PVT). If also 317 provider, review 10 317 charts.
3) The timeframe should go back 6 months. May go back 12 months if unable to review 20 charts from that timeframe.
4) The list should NOT be shared with providers prior to the visit.
True or False: If a provider is on the List of Excluded Individuals and Entities (LEIE), award recipients must terminate the provider location from the VFC Program.
What is true?
The timeframe in which VFC vaccine must be picked up after notification of provider disenrolling.
What is 5 days?
This is required for each immunization visit.
What is VFC eligibility screening and documentation?
Documentation must include the date of the visit and the child's specific eligibility category. Providers must document this in their EHR or use the CDC Patient Eligibility Screening Record.
This document must not be shared with the provider at any time. Questions must be asked exactly as written.
What is the Reviewer Guide?
An intentional deception or misrepresentation made by a person with the knowledge that the deception could result in some unauthorized benefit to himself or some other person.
What is fraud?
Federal fraud and abuse laws apply to the VFC program, good stewardship of federal entitlement program taxpayer dollars is a top priority. A working understanding of what constitutes fraud and abuse is critical for all persons involved with the VFC program.
This is required to be conducted by RIRs for new providers before they receive VFC vaccine.
What is an enrollment visit?
The enrollment visit must include:
1) Review of all VFC requirements as well as confirmation of provider understanding.
2) Confirmation that the provider knows whom to contact if problems arise, especially with storage and handling issues.
3) Assessment of storage and handling equipment.
A plan required by VFC Providers for vaccine management.
What is the Routine and Emergency Vaccine Management Plan (REVMP)?
These activities count towards the VFC Primary and Back up Coordinator annual training requirement.
What is...?
1) Completing CDC's You Call the Shots Modules 10 & 16.
2) Participating in a VFC Education Visit
3) Attending the Immunization Expo VFC Provider Education Session.
4) Primary and Back up both participate in a VFC Compliance Visit with an educational component included.
This is the purpose of VFC site visits.
What is...?
1) To identify areas in which providers are doing well, as well as areas that need follow-up.
2) Identify educational needs of VFC Providers to help them meet program requirements.
2) Ensure that VFC-eligible children are receiving viable vaccine that is properly managed.
These requirements must be in place before a vaccine transfer can occur.
What is...?
1) Immunization Program's approval and direct guidance
2) A process is in place to ensure vaccine viability during transfer (portable unit, DDL, etc.)
3) When temperature monitoring documentation validates that the vaccine has not been exposed to a TE.
This eligibility criteria must be met for providers to participate in the VFC Program.
What is...?
1) Authorized in TN to administer vaccines to children 18 years and younger
2) Willing and able to follow all requirements, operational policies, and procedures for the VFC Program. These include participating in site visits and educational opportunities.
3) Able to order, receive, manage, store, and monitor the temperature of VFC vaccines.
4) Open at least 4 consecutive hours on a day other than a Monday to receive VFC vaccines.
Award recipients must monitor vaccine orders to ensure these requirements are met.
What is...?
1) Ordering vaccine in appropriate amounts
2) Properly maintaining their vaccine inventories. Vaccine should be reconciled in TennIIS every 30 days.
This is required for providers that conduct offsite clinics.
What is a Mobile/Community Clinic Vaccination Plan? This plan must be approved by VPDIP. These providers also require annual VFC Compliance Visits.
These skills are important for successful site visits.
What is...?
1) Organization- Prepare for visit, have identification, provide business cards. Being organized allows a reviewer to be seen as professional and an effective immunization resource.
2) Knowledge- Explain rationale behind all VFC requirements to help providers understand the program and any f/u actions.
3) Observation- What is seen can be more important than what is said. Visually confirm answers to questions when applicable
4) Critical Thinking- Use listening and observational skills to determine how information fits with official answers.
5) Ask Questions- Questions should assess provider understanding of the program and allow them to describe their practices
6) Offer constructive criticism- Effectively share and address negative findings, making sure to be nonjudgmental.
7) Share strengths of the practice and how these might be used to correct noncompliant behavior.
A response to a provider that wants to transfer their vaccine prior to inclement weather.
What is no? VPDIP does not advise transporting vaccines in anticipation of inclement weather.