“EVERY SHOT COUNTS”
2016-2017 STATE INFLUENZA VACCINE
REQUIREMENTS TRAINING
FOR PUBLIC HEALTH CENTERS C O R O N A D O R O O M
A U G U S T 1 6 , 2 0 1 6
Nancy Knickerbocker
State Flu Vaccine Coordinator
County of San Diego
Immunization Program
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WHY DOES EVERY SHOT COUNT?
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♦Each year, on average, 5 to 20 percent of the U.S.
population gets the flu. Roughly $87.1 billion is taken out
of the economy each year due to influenza.
♦A study published in JAMA last year found that
adults who go a flu shot were 36% less likely to suffer
a heart attack or stroke within the next year than
those who weren’t vaccinated.
♦During the 2013-2014 flu season, 53 percent of
deaths occurred in children who were at high risk
of developing serious flu-related complications, but
47 percent of these children were healthy and had
no recognized chronic health problems.
WHY DOCUMENTING EVERY FLU SHOT COUNTS
♦Last season you administered more than
56,000 doses of flu vaccine! Thank you for
your hard work.
♦By being good stewards of State flu vaccine,
you not only reduced the burden of disease but
decreased the number of unused vaccine by
5,000 doses from the previous flu season. WOW!!
-The first State Flu Weekly report is due every
Monday after you receive your initial state flu
allotment.
-All vaccine doses must be reported. .
-We will need to know the date when you
will begin giving flu vaccine.
-The work week is considered from
Monday to Friday/Saturday.
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OTHER NEWS
Yes, it’s true: your manual flu vaccine count needs to
match your SDIR vaccine usage report, and your weekly
State Flu Weekly Usage Report. 5
♦Even if you do not give flu vaccine the week the Flu report is
due, submit the State Flu Weekly Report noting no vaccine
was administered.
County of San Diego Immunization Program (SDIP) Website
•The SDIP website (www.sdiz.org), under the ‘Health Care Professionals’
section, contains a new Influenza Information Webpage for Providers.
●Included in this webpage will be:
-flu-related PowerPoints
-guides for storage and handling
-pertinent forms
-influenza Vaccine Information Statements and more. 6
OTHER NEWS WORTH MENTIONING
▪ The State requires us to report
flu vaccine usage intermittently.
▪ Reports to the State are due on:
December 1st, February 1st, and
July 1st.
▪ We will be tracking expiration dates of
flu vaccine closely, notifying you to use
vaccine the shorter expiration dates first.
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2016-2017 Influenza Requirements
for Tracking State Flu Vaccine Usage
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STATE FUNDED FLU WEEKLY REPORT CHANGES
3) Enter the weekly report dates.
1) Fill in your Organization & Site info.
4) Enter all of your state flu products & their Lot #; tally
every dose of each vaccine administered by indicating
the patient’s age range, and finally total the number of
doses given per vaccine.
5) Every week you are required to do a manual count of your state
flu vaccines, enter the doses on hand, and the number of doses
wasted & extra. NOTE: EXPIRED DOSES ARE NOT WASTED DOSES!
6) Note if you transferred, received, or returned any
State flu vaccine during the reporting week.
7) Check if you entered vaccines into SDIR , are using an
EHR , or gave no flu vaccines, & attach your weekly SDIR Usage or EHR Vaccine Usage to this report.
8) Print your name, sign, and date this form before submission.
2) Fill in the date & amount of your
initial flu allocation.
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▪All unopened/expired State flu vaccine must be
returned to HHSA Rosecrans at the end of your
organization’s flu season (for Community Health
Clinics that is July 1st.)
▪Wasted and opened expired vials) must be noted in Section 2. on the
Weekly Flu report. Use ‘W’ for wasted doses; use ‘D’ for expired
unopened vials you are disposing of at the end of the season. Example of
section 2:
2. ACTUAL MANUAL COUNT OF STATE FLU INVENTORY DOSES AT THE END
OF THE WEEK (the week is Monday-Friday/Saturday)
Product Name & Lot # Number of
Doses
on Hand
Number of Wasted Doses (or
if you disposed of opened
expired vaccine, Code ‘W’ for
wasted, ‘D’ for disposed.)
Number of Extra
Doses (Multi–Dose
Vials only)
Example: FluLaval MDV , #F1234 19 W: 1-(Got only 9 doses
from vial)
Example: Fluzone MDV, # AB9876 16
Got one extra
dose from vial
ONCE YOUR WEEKLY FLU VACCINE REPORT IS COMPLETED
♦The subject line in the fax or email should be addressed as “State
Flu Vaccine Weekly Report-with the weekly date range and the name
of the Organization/Site/POD”.
♦Attach your weekly SDIR Usage or EHR to
the Weekly State Flu Vaccine Report for
the same date range.
♦The totals from your manual count, SDIR
count, and State Funded Weekly Flu Report
should match.
♦The reports can be emailed or faxed. FAX: 619-692-6619
Email to: [email protected].
WHAT’S NEW WITH PODS?
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♦ New this season: State Flu vaccine for Flu
PODs will be coming directly from your
vaccine inventory.
Remember to transfer State flu vaccine to
the SDIR #198 site prior to your flu POD.
Note State flu vaccine being transferred
to and from the POD site in SDIR and the
Weekly Flu Report.
State Flu Vaccine and SDIR
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▪SDIP staff will review that the flu
vaccine was entered correctly so that it
displays on SDIR reports and the yellow
card.
▪SDIR users must enter State flu
vaccine into the SDIR vaccine
inventory within 24hrs.
TO MAKE THIS EASIER, WE ARE PROVIDING YOU WITH SCREEN SHOTS OF HOW EACH STATE FLU VACCINE SHOULD BE
ENTERED INTO SDIR:
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SDIR DISCLOSURE STATEMENT
Reminder:
Parents/legal guardians
and patients must be
informed, at every visit,
that their child’s or their
immunization record and
TB test results will be
shared. They have rights
as outlined in the San
Diego Immunization
Registry Disclosure
Statement. 16
First Search for the Patient
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THE DEMOGRAPHICS TAB
▪IMPORTANT: Before a vaccine can be selected from the
“Add IZ from Inventory” link in the yellow Immunization tab,
it will be required that a User must indicate the patient’s
vaccine source under the ‘Vaccine Eligibility’ field.
▪For State funded flu vaccine, select the ‘State General
Funding’ under the ‘Vaccine Eligibility’ column by using the
down arrow. 18
ADD IMMUNIZATIONS FROM THE ‘ADD IZ FROM INVENTORY’ LINK
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▪When a User selects State General Funding under the ‘Vaccine Eligibility’
field in the ‘Demographics’ tab, only State General Fund vaccines will
display in ‘Add IZ from Inventory’ link.
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SCREEN SHOT FROM THE ‘ADD IZ FROM INVENTORY’ LINK: WHEN ‘STATE GENERAL FUNDING’, IS SELECTED FROM THE ‘DEMOGRAPHICS’ TAB
▪Notice under the ‘Vaccine Notes’ column, a description for age ranges for
influenza vaccine will be included. This description is automatically added
by SDIR when the vaccine is initially entered into the vaccine inventory by
the vaccine coordinator/manager.
▪The Lot Description (Lot Desc) column allows the vaccine coordinator to
add comments about the vaccine in the ‘Lot Details Section’ under the
‘Vaccine Inventory’ link in the ‘Utility’ tab/Administration tab.
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ENTERING NEW VACCINES. CLICK ON THE BLUE ‘ADD NEW VACCINE INVENTORY’ LINK.
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HOW YOU ENTER THE STATE FUNDED FLU VACCINE IN SDIR IS CRITICAL TO ACCURATE WEEKLY REPORTS!
▪Why? Because State
funded vaccine have
specific display names
connected with CVX
codes.
▪If you choose the wrong
vaccine display name
and/or manufacturer,
your SDIR weekly
report will be inaccurate.
▪If this occurs, you will have to delete all the shots entered incorrectly and
re-enter them using the correct vaccine display name and manufacturer. 23
ENTERING VACCINE INFORMATION
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3. *Enter vaccine doses in the ‘Incoming Quantity’ field only. If the vaccine comes in a multi-dose
vial, check on the box next to ‘Multi-Dose Vials’. DO NOT ENTER in ‘Quantity on Hand’ field.
6.The ‘Warning’ field will default to 30 days. The ‘Expiration/Warning Notice’ fields default to ‘Yes’.
7. When entering the vaccine lot number, always use the lot # on the vial. Capitalize any letters in
the lot #. If the vaccine lot # has a dash followed by a number do not enter them (e.g., if the lot # is
ABA12345-2, do not enter the -2).
9. Use the down arrow in the ‘Vaccine Source’ field to select State General Funding. Finally, click
the green ‘Insert’ button.
5. Enter ‘Date Received’ & ‘Expiration Date’ fields. 4. The ‘Use Today’ field will default to ‘Yes’.
8. You may enter a comment in the ‘Lot Description’ field.
2. Use the down arrow to select the vaccine ‘Manufacturer’. If there is only one ‘Manufacturer’ for a
vaccine, this field will automatically fill in with that manufacturer’s name.
1. Use down arrow to select vaccine.
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▪The Lot Description comments will appear under the ‘Lot Desc’
column under the ‘Add IZ from Inventory’ link.
■Please note the User will need to scroll all the way to the right to
view this information. 25
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HOW TO MAKE AN ADJUSTMENT TO YOUR VACCINE INVENTORY
Adjustments to your inventory are made whenever you:
▪Add vaccines (e.g., vaccines with the same lot #, same expiration
date, and same vaccine source)
▪Waste vaccines (This includes if you got less doses from a multi-dose vial.)
▪Transfer/receive vaccines to or from another provider, site, or POD.
▪Make any other changes to your vaccine inventory.
▪Next click on the blue ‘Inv ID’ number next to
the vaccine you want to adjust.
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Let’s waste a dose of Fluvirin MDV,
Inv ID # 3794, by ‘Making an Adjustment’
▪In your SDIR Vaccine Inventory, locate the Fluvirin #3794, and click on
its blue ‘Inv ID’ number. ■Go to ‘Make an Adjustment’ and note the wasted dose.
DOCUMENTING EXTRA DOSES OF FLU VACCINE IN SDIR FROM MULTI-DOSE VIALS
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1. Once you’ve clicked on blue ‘Inv ID’, go to the ‘Make an Adjustment’ section.
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2. Enter the “Quantity’ (doses that are extra), and ‘Date’ fields.
3. Under the ‘Type’ field, click the down arrow to ‘Other –Incoming’. Enter a ‘Comment’ (e.g., extra dose.)
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4. Click ‘Insert’.
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5. Information is then documented under the ‘Lot Activities Summary’.
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▪Start by clicking on the blue ‘Inv ID’ # of the Vaccine with the
Same Lot #, Same Expiration Date, and Same Vaccine Source.
▪Let’s add 30 doses of incoming Influenza LAIV with the same lot #, expiration date,
& same vaccine source as Influenza LAIV blue ‘Inv ID’ #129569. Notice there
are 20 doses in the ‘Qty’ (quantity) field.
▪A new incoming vaccine with the same lot number, same expiration date, &
same vaccine source, as an existing vaccine in your SDIR vaccine inventory,
is added to that vaccine by making an adjustment.
ADDING INCOMING VACCINES THAT HAVE THE Same Lot #,
Same Expiration Date , & Same Vaccine Source (VFC, Private,
317, or ST) AS VACCINES ALREADY IN YOUR INVENTORY.
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2. Enter ‘Quantity’ (30 doses) & the date you are adding this to the existing vaccine.
3. Under ‘Type’, use down arrow to select ‘Doses Received from State Provided Vaccines &
make a note under the ‘Comment’ field.
4. Click ‘Insert’.
5. The ‘Lot Activities Summary’ will note the added 30 vaccine doses.
6. The ‘Total Adjustment’ & ‘Quantity on Hand’ fields reflect the added 30 doses.
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1. Once you’ve clicked on blue ‘Inv ID’ # 129569, go to the ‘Make an Adjustment’ section.
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5. Information is then documented under the ‘Lot Activities Summary’.
2. Enter the “Quantity’ (doses you are transferring), and ‘Date’ fields.
4. Click the ‘Insert’ button.
3. Under the ‘Type’ field, click the down arrow to ‘Doses Transferred to Another Provider’. Enter
a ‘Comment’ (e.g., where vaccine is being transferred, by whom).
1. Once you’ve clicked on the blue ‘Inv ID’ # 3792, go to the ‘Make Adjustment’ section.
HOW TO ‘MAKE AN ADJUSTMENT’ FOR THE DOSES YOU WANT TO TRANSFER TO OTHER SITES.
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4 5
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USE THE WEEKLY STATE FLU REPORT TO NOTE ALL TRANSFERS TO AND FROM OTHER SITES
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▪If you did not receive
or transfer any
vaccines during the
reporting week, check
‘NO’ in Section 3.
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IMPORTANT: You will also document how much flu vaccine you receive
or transfer to another site. After you receive your initial flu
allotment, you will document any further vaccines you
transfer, receive, or return in Section 3. See Example below:
3. DID YOU TRANSFER, RECEIVE, OR RETURN STATE FLU VACCINES (RETURN TO ROSECRANS
MEANS UNOPENED VIALS, PF SYRINGES or EXPIRED DOSES), DURING THE SAME WEEK OF THE
REPORTING PERIOD?
□ NO □ YES, please fill out the vaccine information in the section below:
DATE
Product Name & Lot # Number of
Doses
Method Name of SITE vaccines transferred to, received
from or returned to HHSA Rosecrans)
11/5/2016 EXAMPLE:
FluLaval
Lot # FL123456
60 □Transferred to
□Received from
□Returned to
HHSA
60 DOSES transferred to the
Northgate Flu POD site.
11/7/2016 EXAMPLE:
FluLaval
Lot#FL123456
10 □Transferred to
□Received from
□Returned to
HHSA
10 Doses received from the
Northgate POD site.
THINGS WE DO NOT WANT TO SEE IN SDIR
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Missing
documentation-where
did those doses go?
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F
♦Leftover SDIR inventory from a Flu POD. Where did these
doses go?
ARCHIVING STATE FLU LOTS
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♦All State flu lots must be at zero (0) doses before they can be
archived. This includes all PODs. You must explain where every
dose went in the ‘Make an Adjustment’ section.
♦Begin by clicking on the blue “INV ID’ link of the State flu lot to
be archived.
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1. Select No in the ‘Use Today’ Field.
2. Check the ‘Archived’ box.
3. Click the ‘Update’ button.
Archiving in 1, 2, 3 Steps
Running Your General State Funded Influenza ‘Vaccine Usage’ Report
▪It can be found by clicking on the ‘Utility’ tab, then the blue ‘Reports’ tab.
1. Click on the dark blue ‘Reports’ tab
2. Put your cursor on the ‘Immunization’ column
3. Click on ‘Vaccine Usage’ report link.
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THE VACCINE USAGE REPORT
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▪Select your Facility.
▪Enter the IZ date range.
•Next to the ‘Include’
field, use down arrow to
select ‘State General
Funding’ . •Select to run the report in
a PDF or Excel Format.
Click ‘Submit’.
CHANGES TO THE VACCINE USAGE REPORT
▪The ‘Vaccine Usage’ report gives you the number of vaccines given
by dose, age group, and date range entered.
▪The ‘Grand Total’ and ‘Patient Count’ are at the bottom of the report.
▪A copy of your weekly SDIR Vaccine Usage Report or EHR report must also
be attached to the State Flu Weekly Report and the counts must match. 40
THE SDIR DAILY IZ REPORT
Click ‘Submit’. 41
▪Select your Facility.
▪Enter the IZ date range.
•Next to the ‘Include’ field,
use down arrow to select
‘State General Funding’ .
•Select to run the report in
a PDF or Excel Format.
•Select the age range.
▪You can use the Daily IZ Report to compare the State Flu totals
with the Vaccine Usage Report.
▪Be aware the Daily IZ will also display State Tdap for those
Providers who are enrolled in the State Tdap Program for
pregnant women and their close contacts.
DAILY IZ REPORT
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●The Daily IZ report can be compared with the Vaccine Usage Report.
●It will display the total patients by vaccine source as well as the total
number of immunizations by vaccine source.
WHAT IF THE SDIR FLU VACCINE NUMBERS DON’T MATCH?
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The most common reasons why the numbers don’t add up:
▪All vaccines, transfers, doses wasted, &/or adjustments have not been entered into SDIR.
•Vaccines were entered into ‘Add IZ from Inventory’ with the wrong vaccine lot number or
in error. Another scenario: the vaccine was entered into the EHR instead of SDIR.
IMPORTANT: Always delete the vaccine if the lot number, the vaccine dose (e.g., an adult
dose was entered instead of pediatric dose), and/or the type of vaccine were incorrectly entered. Re-enter the correct vaccine information in ‘Add IZs from Inventory’.
•If you still can’t balance the numbers, use your patient information system/billing
report/EHR to generate the date range with the influenza vaccine and number and of
patients to whom you gave vaccines. We can also run a Lot Usage report for you.
•Relying solely on your SDIR Vaccine Usage Report instead of doing a manual count
and reconciling the vaccine numbers with the SDIR count.
•Computational errors. Check your weekly State Flu Usage Reports. The manual count,
SDIR/EHR/Vaccine Administration count, and State Flu Weekly Report should all match.
Finally, you can always call the
County of San Diego Immunization Program for
further assistance:
Nancy Knickerbocker,
State Flu Vaccine Coordinator
Phone: 619-692-5738
Fax: 619-692-6619
Email: [email protected]
44 Updated 8/16