Transcription of Michigan VFC Provider Manual
1 Michigan VACCINES FOR CHILDREN (VFC) Provider Manual Michigan VFC Provider Manual P. 2 MI Department of Health & Human Services Division of Immunization Revised 4-26-2021 ABOUT THIS Manual This document serves as a Michigan immunization Provider s Manual to understand and implement state and federal requirements of the VFC program and all publicly-funded Michigan vaccine programs. The Local Health Department (LHD) provides local oversight and is a Provider s VFC point of contact. Therefore, the LHD may relay additional support or expectations. The general term used throughout this guide is VFC Provider or Provider and refers to all providers in Michigan who receive publicly funded vaccine, unless otherwise stated.
2 Additional guidance specific to: the Michigan Adult Vaccine Program, universal Hepatitis B Newborn Vaccine Program, High Risk Hepatitis A&B Vaccine Program, as well as Local Health Departments can be found under Section 9. This must be utilized in conjunction with the online supporting documents at When viewed online, this Manual has clickable links and table of contents. It is a Provider s responsibility to ensure they utilize the most current version of this Manual and associated documents. The VFC Resource Guide website has templates, tip sheets, and additional resources for implementing the VFC program.
3 All sections with a corresponding tip sheet online are identified by a star symbol: Thank you for all that you do to protect against vaccine-preventable diseases! CONTACTS & SUPPORT VFC Questions? Contact your Local Health Department or the VFC Resource Guide. MCIR Questions? Contact your MCIR Regional Contacts or the online MCIR Reference Guides. Looking for specific guidance within this Manual ? Along with using the clickable Table of Contents and Navigation Bar on the left, you may search the entire document for key words. To do this, hold down CTRL and the letter F . A search bar will display to find key words.
4 PROVIDERS MUST SAVE OR BOOKMARK THE WEBSITE LINK FOR THIS Manual & THE ONLINE VFC RESOURCE GUIDE: THIS ENSURES ACCESS TO THE MOST CURRENT GUIDANCE AS WELL AS VFC TEMPLATES, TIP SHEETS, AND ADDITIONAL VACCINE RESOURCES FOR SUCCESS. TO QUICKLY CREATE A BOOKMARK (IN MANY BROWSERS): VIEW WEB PAGE, HOLD DOWN CTRL AND THE LETTER D ! Michigan VFC Provider Manual P. 3 MI Department of Health & Human Services Division of Immunization Revised 4-26-2021 RECENT REVISIONS Revision Date Description of Revision Page 4/20/2021 Updated digital data logger (DDL) calibration testing timeframe in alignment with the 2021 CDC Storage & Handling language update: Calibration testing should be done every two to three years or according to the manufacturer s suggested timeline.
5 41 REQUIRED TO POST The below resources are required documents for Michigan VFC Providers to utilize and are assessed at VFC Site Visits. Please ensure you utilize the most up-to-date versions. REQUIRED TEMPLATES/DOCUMENTS: VFC Providers must use and maintain the below documents on-site and up-to-date. These are available at 1. Vaccine Management & Emergency Response Plan 2. Temperature Logs: options available at 3. Vaccine Borrowing Log 4. Up-to-date Michigan versions of VISs 5. Do Not Unplug signs (must post at outlet at circuit breaker) 6. MDHHS Storage & Handling Table (must post on units) 7. MDHHS Preparation & Administration Table (must post in prep area) Michigan VFC Provider Manual P.
6 4 MI Department of Health & Human Services Division of Immunization Revised 4-26-2021 QUICK CLICKS: FREQUENTLY USED RESOURCES VACCINE DOCUMENTATION MCIR MiLogin MCIR Reference Guides MDHHS Medicaid Manual Michigan VISs CPT CVX Codes VACCINE ADMINISTRATION CDC Vaccine Administration E-Learn CDC Immunization Schedules MDHHS Vaccine Quick Looks Vaccine Adverse Event: Reporting System (VAERS) VFC ANNUAL TRAINING You Call the Shots: VFC You Call the Shots: Storage & Handling How to Get CE for You Call the Shots FREE MATERIALS FOR ORDER MDHHS Clearinghouse CDC Info on Demand STORAGE & HANDLING CDC Storage & Handling Toolkit CDC Vaccine Labels VACCINE EDUCATION RESOURCES FREE MDHHS Immunization Nurse Education Presentations CDC Immunization Online Trainings Immunization Action Coalition I Vaccinate AIM: Alliance for Immunization in Michigan MDHHS: Hepatitis A MDHHS: Perinatal Hepatitis B MDHHS: Measles MDHHS: Influenza FREQUENTLY ASKED QUESTIONS For Michigan VFC-related Frequently Asked Questions (FAQs), see this resource!
7 Michigan VFC Provider Manual P. 5 MI Department of Health & Human Services Division of Immunization Revised 4-26-2021 TABLE OF CONTENTS ABOUT THIS Manual .. 2 RECENT REVISIONS .. 3 REQUIRED TO POST .. 3 QUICK CLICKS: FREQUENTLY USED RESOURCES .. 4 FREQUENTLY ASKED QUESTIONS .. 4 TABLE OF CONTENTS .. 5 Section 1: VFC PROGRAM & VACCINES .. 7 Michigan -SPECIFIC REQUIREMENTS .. 7 VACCINES AVAILABLE TO VFC PROVIDERS .. 8 VACCINATION STANDARDS .. 10 Section 2: ENROLLMENT & ANNUAL RE-ENROLLMENT .. 12 Provider AGREEMENT & Provider PROFILE .. 12 HOW TO ENROLL .. 13 ENROLLMENT TRAINING, PREPARATION & SITE VISIT.
8 13 ANNUAL RE-ENROLLMENT .. 15 DISENROLLMENT .. 15 Section 3: ELIGIBILITY & DOCUMENTATION .. 17 ELIGIBILITY & INSURANCE CRITERIA .. 17 ADMINISTRATION FEES & BILLING DETAILS .. 19 VACCINE DOCUMENTATION & VIS .. 21 VFC DOCUMENTS TO MAINTAIN .. 23 Section 4: VFC SITE VISITS .. 24 SITE VISIT PREPARATION .. 24 TYPE & FREQUENCY .. 24 Section 5: VACCINE MANAGEMENT & 26 VFC VACCINE COORDINATORS .. 26 INITIAL & ANNUAL TRAINING .. 27 CONTACT CHANGES & COMMUNICATION .. 28 MONTHLY REPORTS & SUPPORTING 29 VACCINE MANAGEMENT PLAN & EMERGENCY RESPONSE .. 29 Michigan VFC Provider Manual P. 6 MI Department of Health & Human Services Division of Immunization Revised 4-26-2021 Section 6: VACCINE STORAGE, HANDLING & PREPARATION.
9 31 VACCINE PREPARATION & ADMINISTRATION .. 31 VACCINE ORGANIZATION & PLACEMENT .. 33 STORAGE UNITS .. 34 FREEZERS & 37 POWER SUPPLY PROTECTION .. 38 REQUIRED BACKUP UNIT/LOCATION .. 39 NEW, REPAIRED, OR RE-LOCATED UNITS .. 39 TEMPERATURE MONITORING DEVICES .. 39 TEMPERATURE DOCUMENTATION .. 42 ALARM SYSTEMS & BACKUP POWER SUPPLY .. 44 EXCURSION PROTOCOL FOR OUT-OF-RANGE TEMPERATURES .. 45 TRANSPORT .. 46 Section 7: INVENTORY, ORDERING & TRANSACTIONS OVERVIEW .. 50 PHYSICAL INVENTORY MANAGEMENT .. 50 VACCINE ORDERING & RECEIVING .. 51 ELECTRONIC INVENTORY: TRANSACTIONS & VFC MCIR REPORTS .. 57 BALANCING & BORROWING: POLICY & MCIR GUIDANCE.
10 61 Section 8: LOSS, WASTE & NON-COMPLIANCE .. 64 VFC LOSS POLICY .. 64 TYPES OF LOSS/WASTE/RETURN, ACTIONS, & MCIR GUIDANCE .. 65 NON-COMPLIANCE, FRAUD & ABUSE .. 69 Section 9: ADDITIONAL PUBLIC VACCINE PROVIDERS .. 74 LOCAL HEALTH DEPARTMENTS AS VFC PROVIDERS .. 74 ADULT VACCINE PROGRAM (MI-AVP) .. 76 universal HEPATITIS B VACCINE Provider (BIRTHING HOSPITAL) .. 80 HIGH-RISK HEPATITIS A AND B VACCINE 81 Michigan VFC Provider Manual P. 7 MI Department of Health & Human Services Division of Immunization Revised 4-26-2021 Section 1: VFC PROGRAM & VACCINES IN THIS SECTION: Introduction & Overview Michigan -Specific Requirements Vaccines Available to VFC Providers Vaccination Standards INTRODUCTION & OVERVIEW The Vaccines for Children (VFC) program is a federally funded program that provides vaccines at no cost to children who might not otherwise be vaccinated because of inability to pay.
