Vaccine Management Plan CVP - Washington State …

1 Vaccine Management Plan To request this document in another format, call 1-800-525-0127. Deaf or hard of hearing customers, please call 711 ( Washington Relay) or email DOH 348-223 April 2022. Contents Provider Information and Contact 4. Definitions .. 5. Childhood Vaccine Program Checklist .. 7. Vaccine Management Plan .. 8. Training and Annual Review 9. Vaccine Storage and Handling .. 10. Requirements .. 10. Recommendations and Best Practices .. 11. *Thermometer Certification of Calibration Testing .. 11. Cold Storage Equipment and Thermometers .. 12. Vaccine Receiving .. 13. Vaccine Delivery .. 13. Vaccine Emergency Plan .. 15. Useful Emergency Numbers .. 16. During an Emergency .. 16. After an 17. Facility Closure Policy .. 18. Vaccine 19. Vaccine Transfer/Transport Equipment.

2 19. Vaccine Transport Requirements .. 19. Vaccine Transfers .. 19. Off-Site Vaccination Clinics .. 19. EOQ and ROQ .. 20. Economic Oder Quantity (EOQ) .. 20. Recommended Order Quantity (ROQ) .. 20. Ordering Vaccine .. 21. Inventory Management .. 22. Managing and Tracking 22. Short Dated Vaccine .. 23. Accountability and Reporting .. 24. Vaccine Wastage .. 25. Vaccine Management Plan Page 2 of 28. Vaccine Wastage Type .. 25. Requirements and Reporting .. 25. Eligibility Screening .. 26. Requirements .. 26. Documentation .. 26. Billing .. 27. Requirements .. 27. Helpful Training Links .. 28. Vaccine Management Plan Page 3 of 28. Provider Information and Contact Page PIN: Facility Name: Facility Address: Facilities enrolled in the Washington State Childhood Vaccine Program must maintain a Vaccine Management plan for routine and emergency situations to protect vaccines and minimize loss due to negligence.

3 Each facility must designate a primary and back up Vaccine coordinator responsible for implementing the plan and maintaining program compliance. Primary Vaccine Coordinator Name: Telephone: Email: Back-Up Vaccine Coordinator Name: Telephone: Email: Washington State Department of Health Childhood Vaccine Program (360) 236-2829. Vaccine Management Plan Page 4 of 28. Definitions Aggregate Reporters Dormitory-style (bar-style) storage unit Providers that do not provide patient specific A combination refrigerator/freezer unit with one immunization data in the Immunization exterior door and an evaporator plate (cooling Information System. coil), which is usually located inside an icemaker compartment (freezer) within the refrigerator. Buffered Temperature Probe Temperature probe designed to prevent false Doses Administered Report (DAR).

4 Readings by protecting the thermometer from Report that accounts for Vaccine administrations sudden changes in temperature that can occur during a designated period. This report must be when opening a refrigerator door. A probe is submitted monthly by aggregate reporters and buffered by immersing it in a vial filled with prior to the inventory report. liquid ( , glycol, ethanol, glycerin), loose media ( , sand, glass beads), or a solid block of material Economic Order Quantity (EOQ). ( , Teflon , aluminum). A facility's Vaccine ordering schedule or assigned window of time to place a Vaccine order. Calibration Professional measurement of the accuracy of a Immunization Information System (IIS). temperature monitoring device's reading against The Washington State Immunization Information nationally accepted standards.

5 System (IIS) is a statewide, lifetime immunization registry that tracks immunization records for Certificate of Calibration people of all ages. The IIS is a secure, web-based The result of calibration testing recorded in a tool for healthcare providers that provides a free document, sometimes called a calibration report or and user-friendly way to keep immunization certificate of calibration. It states the calibration records up-to-date and to know which vaccines results, one or more property values and their patients need. uncertainties, and confirms the necessary procedures were carried out to ensure validity and Minimum/Maximum Temperature traceability. A Vaccine storage unit's coldest and warmest temperature reached during a set period of time. Conditioned water bottles Frozen water bottles that have been submerged Phase change materials (PCMs).

6 Under lukewarm water until the ice block inside Engineered packing supplies that help control can spin freely. container temperatures during Vaccine transport or shipping. Decrementing When an administered Vaccine is successfully Physical Inventory added to the Doses Administered Report and is The total amount of Vaccine that is physically removed from the Reconciliation page in the IIS. located within a storage unit at the time inventory is being taken. Digital Data Logger (DDL). An electronic device that records data digitally over Portable Vaccine Storage Unit time or in relation to location with either a built-in A type of powered refrigerator/freezer unit or external instrument or sensor. specifically designed for use during Vaccine transport. These units require a power source to function and come with a power cord for standard outlets and/or a power cord that can be used in vehicles.

7 Vaccine Management Plan Page 5 of 28. Potency Temperature excursions A Vaccine 's strength or effectiveness; in the context Any temperature reading that is outside the of this plan, potency refers to a Vaccine 's response recommended range for Vaccine storage as defined to environmental conditions. by the manufacturer's package insert. Presentation Tolerance Type of packaging for a Vaccine ( , single-dose Compliance with nationally accepted standards for vial, multi-dose vial, manufacturer-filled syringe, the calibration limits of temperature monitoring etc.). equipment. The equipment can be considered either in or out of tolerance. Qualified container and pack-out A type of container and supplies specifically Vaccine Order designed for use when packing vaccines for The number of Vaccine doses requested and transport.

8 They are qualified through laboratory approved by the program. The approved number testing under controlled conditions to ensure they of doses is the Vaccine order to be delivered to the achieve and maintain desired temperatures for a facility. set amount of time. Vaccine Return Receiving Vaccine Any Childhood Vaccine Program Vaccine that is To inspect and appropriately store Vaccine expired or spoiled must be physically returned to deliveries upon arrival to a facility and confirm the distributor McKesson. This includes all Vaccine receipt of the Vaccine shipment in the IIS. incidents that result in unusable Vaccine . Once a return is processed within the IIS, a return label will Recommended Order Quantity (ROQ) be generated and sent to the provider in order to An equation used to calculate the number of return the Vaccine by mail.

9 Vaccine doses to be order based on EOQ. Reconciliation (Inventory) Page A snapshot in the IIS of the amount of Vaccine that should physically be in the storage unit. This page is required to be submitted monthly and referred to as your inventory report. This report must be submitted after your DAR. Temperature Monitoring System (TMS). A series of thermometers connected to a main computer or hub. Large providers or hospitals use these systems because they have multiple storage units over a wide area. Providers can track the temperatures of all units through one computer. This is the most complex type of thermometer a provider can use. Vaccine Management Plan Page 6 of 28. Childhood Vaccine Program Checklist Staff are responsible for ensuring requirements of the Washington State Childhood Vaccine Program are met.

10 Below is a checklist of routine Vaccine Management requirements for the Childhood Vaccine Program. Daily For Paper Temperature Logs*: Once daily--record the minimum and maximum temperatures of the storage unit(s). Twice daily--record storage unit(s) temperatures on paper Temperature Log Take action for any temperature excursions. Follow the Vaccine Temperature Excursion Guide For Temperature Monitoring System (TMS)/Digital Data Logger (DDL) Reporting (with pre-approval)*: Once daily--record the minimum and maximum temperatures of the storage unit(s) and staff name/initials (manual audit). Take action for any temperature excursions. Follow the Vaccine Temperature Excursion Guide * See Temperature Monitoring Guide Weekly Check Vaccine expiration dates and rotate Vaccine inventory based on expiration dates Download and review data logger temperature information Take action for any missed temperature excursions.