“Immunize . . . Protect Lives!”

 

Tulsa Area Immunization Coalition 5051 S. 129th East Ave. Tulsa, OK 74134

www.tulsaimmunize.org

Resources for the Professional

VACCINES FOR CHILDREN PROGRAM

 

What is the Vaccines For Children Program?

What are the Vaccines For Children Program requirements?

What are the benefits of being a Vaccines For Children Provider?

What is the Oklahoma State Immunization Information System (OSIIS) and how do I use it?

How does OSIIS benefit my practice?

What is a provider site visit?


What is the Vaccines For Children Program?

· The Vaccines For Children (VFC) Program is a federally funded, state operated entitlement program that began October 1, 1994. This program supplies vaccine to participating providers.
· The goal of the VFC Program is assure that no child is denied immunization services because of inability to pay for the vaccine or administration of the vaccine.
· Under this program, all children 0 through 18 years of age are eligible for VFC vaccine if they are enrolled in Medicaid, are American Indian or Alaskan Native, have no health insurance or their insurance does not cover the cost of vaccination.
· The VFC Program also allows the child to stay in their medical homes for the basic preventive health service of vaccination.

What are the Vaccines For Children Program requirements?

· Screen all children for VFC eligibility.
· Maintain a record of the screening. You can maintain this record in the patient’s chart or in the Oklahoma State Immunization Information System (OSIIS). OSIIS is an online immunization registry that may be accessed through any IBM compatible PC with a modem.
· Maintain a record of the lot number, manufacturer, dose number, site, and person administering the vaccine in the patient’s chart or in OSIIS.
· Send in Doses Administered Reports monthly or record doses administered in OSIIS. Doses Administered Reports should be sent in at the end of each month via fax or mail. Failure to use OSIIS or send in Doses Administered Reports may lead to delay or suspension of vaccine delivery.
· Follow the recommended immunization schedule as established by the Advisory Committee on Immunization Practices (ACIP), the American Academy of Pediatrics, the American Academy of Family Practitioners, and Oklahoma state law.
· Providers may not charge for vaccine supplied by the VFC Program.
· Provide Vaccine Information Statements (VIS) at every visit that includes vaccination. (This is a federal regulation required of all providers regardless of their enrollment in the VFC program.)
· Complete the Provider Profile annually.
· Agree to provider site visits by Oklahoma Immunization Service staff.
· Conduct a monthly inventory of VFC vaccine and reconcile with OSIIS, if applicable.

What are the benefits of being a Vaccines For Children Provider?

· FREE VACCINE to eligible patients.
· ADMINISTRATION FEES are allowed, but the charge may not exceed the regional fee cap of $13.33 per dose. And you may not deny vaccine to your VFC-eligible patients due to inability to pay administration fees.
· DECREASED RATES of vaccine-preventable diseases in Oklahoma. Your active and enthusiastic participation in this program will bring up Oklahoma’s low immunization rates and protect our children from disease.
· OSIIS ACCESS. Oklahoma’s registry, OSIIS, is available at no charge. This system will generate orders, track children due or past due for vaccination, and keep your staff from doing more paperwork!
· INFORMATION ACCESS. As a VFC provider you have access to Oklahoma Immunization Service staff members to provide education in immunization technique, administration, vaccine handling, vaccine storage, and understanding the immunization schedule. Staff members can also install CASA and train your staff to use this program. CASA is a program to help you assess and increase your immunization rates.

What is the Oklahoma State Immunization Information System (OSIIS) and how do I use it?

· OSIIS is a statewide immunization registry that Oklahoma began using in 1995. It is designed to collect and maintain accurate, complete, and current immunization records for the entire population of Oklahoma, but the main emphasis has been children’s records.
· Any physician or clinic that provides immunization through the VFC program may access OSIIS to determine what vaccines are needed and record any vaccines given. Not every VFC provider is on OSIIS, so children going to those providers will not have a current record in OSIIS.
· Participating providers have free local or long distance access to OSIIS 7 days a week. Providers must record immunization in OSIIS within one week of administration. All records entered in to OSIIS should be recorded accurately and completely.
· OSIIS will generate orders and keep providers from filling out and sending in monthly Doses Administered Reports.
· Patient confidentiality is protected by providing log-on identifications and passwords.
· OSIIS and Immunization Service staff will provide training for the registry.

How does OSIIS benefit my practice?

· OSIIS maintains an inventory of your VFC vaccine and automatically orders vaccine as quantity on hand falls below a certain level.
· OSIIS tracks adverse events to vaccine.
· OSIIS is a permanent medical record. You can print a shot record from OSIIS instead of hand writing the parent’s records.
· OSIIS generates monthly mailing recall of children 5 years of age and younger who are due or past due for immunizations. Postcards refer parents to the physician or clinic that gave the last dose of vaccine.
· OSIIS provides a quick and easy means of assessing immunization levels using CASA, a software program developed by the Centers for Disease Control and Prevention.
· OSIIS saves time by being able to access shot records given at other participating providers. This reduces the number of calls your staff makes to other providers looking for vaccination records.
· OSIIS provides support staff to conduct initial training/installation and to answer any further questions through a help line.
· OSIIS is a permanent medical record. When parents lose their child’s record, any participating provider can print of a copy of the shot record from OSIIS.

What is a provider site visit?

· Immunization staff routinely conduct quality assurance visits to ensure that vaccine is used and handled appropriately. This will include:
o Physically checking vaccine storage and handling.
o Vaccine administration questions.
o VFC screening and recording questions.
o Ten chart audit or ten record audit in OSIIS.
o Ensuring VISs are given to parents.
o Immunization staff may recommend an immunization in-service for your staff. You may also contact Immunization staff for an in-service by calling (405) 271-4073 and asking to speak to your representative.

This VFC & OSIIS info is from the Oklahoma State Department of Health Immunization Service at www.health.state.ok.us/program/imm/vaccinesforchildren.html

 

We believe you will find the information provided here to be helpful and informative. If you cannot find the information you are looking for, please don't hesitate to contact us, either by phone or E-mail, with your questions, and we will get the requested information to you as soon as possible.

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