Effective Vaccine Management: Accountability, Ordering, and Storage Best Practices

1. Cool How to Stay When Things Get : Hot Accountability And Assurance of Vaccines Margaret Wilson RN,MPH Ines Burazerovic BS,CHES

2. Goal for the presentation • Save time ordering vaccines • Decrease number of phone calls • Keep vaccines viable • Save money

3. Vaccine Accountability and Order Form

4. 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

5. Completing the Order Form- cont. • Unless instructed by the VDH Immunization Program never change: • Starting Inventory Date • Starting Inventory Balance • EOQ ordering schedule

6. 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

7. Placing an order • EOQ Order Schedule • First half of the month (1-15th) • Second half of the month (16-31st) • Complete the form • Temperature logs • Fax

8. Placing an Order – Cont. • Submitting an order outside of your EOQ schedule • Contacting the Immunization Program

9. Most Common Question… Can I order only one vaccine without completing the whole order? You have to complete your whole order even if it is just for one vaccine! Provider Office Immunization Program

10. 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

11. Things to Come • New Vaccine Accountability and Order Form: • Lot numbers • NDC numbers • Vials vs. Syringes Packing • Change in doses transferred, wasted and expired

12. New Accountability and Order Form

13. Vaccine Storage and Handling

14. The Essentials • Take temperatures twice a day • Store vaccine correctly • Call if there is a problem

15. 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

16. Thermometers • VFC requires that specific thermometers are used to monitor vaccine temperature • Thermometers need to be placed in the center of your refrigerators

17. 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

18. Plan for Problems • Vaccine Management Plan • Refrigerator too full • Thermometer, Refrigerator or Freezer failure

19. When a Problem Arises . . . • Call the Immunization Program! • Do not do anything with the vaccine until you have called!

20. 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

21. 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).

22. Documenting an Event • Regardless of the outcome you should document the event and keep with your Vaccine Management Plan.

23. 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

24. 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

25. Questions? Resources: www.healthvermont.gov/immunizations www.cdc.gov/vaccines www.iac.org Thank you !