Vaccines For Children Provider Manual


VFC Program

Enrollment Requirements

To participate in the VFC Program, a healthcare provider must have an active, unencumbered medical or advanced nursing practice license in the state of Missouri. In addition to providing practice information, Advance Nurse Practitioners and Physician Assistants must submit the supervising physician’s full name, medical license number and NPI during the enrollment process or during annual re-certification.

Initial Enrollment

Providers may join the VFC Program at any time. Prospective providers must request access to ShowMeVax and complete a ShowMeVax Memorandum of Agreement to begin the enrollment process. When you have received an email from the Immunization Bureau noting that the Memorandum of Agreement has been received and approved, you may continue with the enrollment process.

The next step is to login to ShowMeVax, go to ‘Clinic Tools’, ‘Enrollments’, click ‘Add New Enrollment’ and choose ‘Vaccines for Children (VFC) New Provider Enrollment’. All sections of the Enrollment must be complete – you must turn all yellow triangles into green check marks to submit. The first section of the Enrollment is the Preparation Section.

  • Checklist – click on this section, then click on the link to view the checklist, you may print for reference, close that document, click the green ‘Save Progress’ button.
  • Assets – click on this section, since you will use ShowMeVax to report your temperatures, click the ‘Yes’ radio button. For each unit that stores VFC/Section 317 vaccine, you must add the storage unit and the digital data logger assigned to the unit. In addition, the back-up digital data logger must be added. Thermometers must have a current calibration certificate, and the certificate must be uploaded into ShowMeVax. When the assets are complete, click the green ‘Save Progress’ button.
  • Required staff and Staff Training – This section should have a listing of all staff that administer, deal with or order vaccines for your facility or clinic. This includes:
    • The Medical Director should be listed as ‘Physician Signing Agreement’ with an alternate contact type of ‘Physician Contact’ (Z2). This contact must have an email address, a phone number, a license/National Provider Identifier (NPI) at a minimum.
    • The Primary VFC Contact should be listed a ‘Non-Physician Contact (Primary)’ and this contact must have an email address and phone number.
    • The Back-Up VFC Contact should be listed as ‘Non-Physician Contact (BackUp)’ and this contact must have an email address and phone number.
    • Medical staff that prescribe vaccines should be listed as ‘Physician Contact’ (Z2) and should have a license/NPI number listed as well.
    • All other staff should be listed as ‘Additional Staff Contact’ (for Office Managers or additional back-up staff).

You should only have one ‘Physician Signing Agreement’, one ‘Non-Physician Contact (Primary)’, and one ‘Non-Physician Contact (Back-Up)’. No other staff should be listed as a primary or back-up. The ‘Non-Physician Contact (Primary)’ and the ‘Non-Physician Contact (Back-Up)’ must have proof of his or her VFC training. Eligible VFC training can be met by: Completing VFC411 face to face, or, Completing CDC’s You Call the Shots modules found here. The Vaccines for Children and Vaccine Storage and Handling modules (both of the modules) must be completed to meet the requirement.

Or

Completing CDC’s You Call the Shots modules found at the CDC website. The Vaccines for Children and Vaccine Storage and Handling modules (both of the modules) must be completed to meet the requirement. To add the training, click on the ‘Edit’ to the far right of the ‘Staff Listing’. Once the individual’s information is visible, click on the ‘Add Training’ button near the bottom right. From the drop-down field, choose ‘VFC Training’, enter the date the training was completed and then browse for and upload the training certificate. Then click submit the training. When the staff section is complete, click on the green ‘Save Progress’ button.

  • Delivery Hours- Delivery hours are the hours the clinic will be available to accept vaccine shipments. Clinics must be open at least two days per week with a minimum of four consecutive hours.

The next section of the enrollment process is the ‘Required Forms’ section:

  • Provider/Clinic Profile
    • Review Facility/Clinic Information – click on this section and complete all information; click on the green ‘Save Progress’ button.
    • Provider/Clinic Population – click on this section and provide the information needed. DO NOT leave any boxes empty. You may use information from your billing department, from an electronic health or medical record system to complete this section. Click on the green ‘Save Progress’ button.
    • Source of Data – Click on this section and check the boxes that show how you determined the numbers entered in the ‘Provider/Clinic Population’ section, click on the green ‘Save Progress’ button.
  • Provider/Clinic Agreement
    • Review Facility/Clinic Information – click on this section, review the information for accuracy and it if is correct then click the box to confirm the information is correct and click the green ‘Save Progress’ button.
    • Review Medical Director or Equivalent Information – click on this section, review the information for accuracy – it must provide the name, email address and license/NPI number for the medical director – if it doesn’t have all this information do not confirm this section (return to previous instruction for making sure your staff listing is accurate). If the information has all the required accurate information, click the box to confirm the information is correct and click the green ‘Save Progress’ button.
    • Review Vaccine Coordinators – click on this section, review the information for accuracy, each coordinator must have a telephone number and email address. If the information is accurate and complete, click the box to confirm the information is correct and click the green “Save Progress’ button. (If this section does not have the information for both coordinators DO NOT confirm this section – return to instructions for ensuring your staff listing is correct in ShowMeVax).
    • Prescribing Staff Members – click on this section, ensure that the list includes your medical personnel that can prescribe vaccines – these people should have an NPI/license number listed. If the information is correct, click the box to confirm the information is correct and click the green ‘Save Progress’ button.
    • Primary Agreement – ONLY the medical director can acquire the green checkmark for this section. The medical director must have ShowMeVax access. He/She must log into ShowMeVax using his or her credentials and open the recertification document and click on this section. They then electronically sign the provider agreement and click on the green ‘Save Progress’ button.

The third section of the Enrollment is the ‘Additional Questions’ section - Answer each question COMPLETELY.

  • Once done with the questions, click on the green ‘Save Progress’ button. Once you have acquired ALL green checkmarks, click on the drop-down arrow next to the green ‘Save Progress’ button and click on ‘Submit Form’.

VFC providers must complete an Emergency Response Plan [NEEDS LINK] [BROKEN LINK] prior to the enrollment approval. The plan must be completed and submitted to the VFC Program. Clinics may submit the Emergency Response Plan by email to the VFC Consultant as noted on the VFC Consultant Map [NEEDS LINK].

Once the enrollment has been reviewed by the assigned VFC Consultant, the Consultant will contact the provider to schedule an Enrollment Site Visit. Final approval into the Missouri VFC Program is dependent upon approval of the VFC Consultant during the Enrollment Site Visit. After approval by the VFC Consultant, the practice may place an order for VFC stock.

Provider Identification Number (PIN)

The VFC Program will issue VFC providers a unique six-digit Provider Identification Number (PIN). Providers must reference the PIN in all communications and correspondence with the VFC Program.

Provider Profile

VFC providers must complete a provider profile during enrollment, re-certification, and when the provider population changes. The population profile defines the number of VFC eligible children and non-VFC-eligible children by age group. The information represents the estimated population served by the provider during the previous twelve (12) months; billing departments within provider organizations will often have access to this information. Electronic health records or electronic medical records can also provide population information. Providers are required to maintain a private vaccine inventory that is sufficient to serve the non-VFC-eligible population. Providers must stock a sufficient supply of VFC vaccine to serve the VFC eligible population. Sufficient supply is defined as a four-week inventory for private and VFC vaccine based on the provider population and includes all ACIP recommended vaccines.

Vaccine Management Plan and Emergency Response Plan

VFC providers must have a written Vaccine Management Plan [NEEDS LINK] [BROKEN LINK] in place. The management plan informs clinic staff and the VFC Program how the VFC stock will be handled. VFC providers are also required to have an Emergency Response Plan [NEEDS LINK] [BROKEN LINK]. This plan advises clinic staff and the VFC Program how VFC stock will be handled in times of peril. The Vaccine Management Plan and the Emergency Response Plan should be posted in a prominent area (e.g., close to the storage units) where they are accessible to clinic staff. These plans must be reviewed, updated, and signed annually or any time there is a change in clinic staff. These documents are reviewed at VFC site visits.

Record Retention

VFC providers must maintain all records (both paper and electronic) related to the VFC Program for a minimum of three years and make these records available for review upon request. These records include but are not limited to:

  • Enrollment documentation
  • Re-certification documentation
  • VFC patient screening and eligibility documentation
  • Billing records
  • Medical records of immunizations
  • VFC ordering records
  • VFC inventory reconciliation records
  • Vaccine purchase records (such as Borrowing Forms and/or invoices for replacement of borrowed or negligently used VFC vaccine)

Designated Primary VFC Contact

VFC providers must designate one fully trained staff member to be the Primary VFC Contact and at least one individual to be the Back-up VFC Contact. The Primary VFC Contact and one Back-Up VFC Contact must complete annual VFC education. The training component may be met by:

  1. Participating in a VFC site visit (Storage and Handling visits do not meet this requirement)
  2. Completing VFC411 face to face.
  3. Completing CDC’s You Call the Shots modules found here. The Vaccines for Children and Vaccine Storage and Handling modules (both of the modules) must be completed to meet the requirement.

Provider Changes in Staff or Status

VFC providers must notify the VFC Program by phone (866-256-3166), or email (VFCSMVsupport@health.mo.gov) for any change in staffing or status as noted below:

  1. Medical Director – Changes must be reported immediately in ShowMeVax under ‘Clinic Tools’, click on ‘Clinic Information’, and then click on ‘Staff’ to add a new Medical Director with the role of ‘Physician Signing Agreement’.
  2. Primary VFC Contact or Back-Up VFC Contact – Changes must be reported within ten days in ShowMeVax under ‘Clinic Tools’, click on ‘Clinic Information’, and then click on ‘Staff’ to add a new Primary VFC Contact or Back-Up VFC Contact.
  3. Listed prescribing staff members – Add or delete within ten days on the staff tab in ShowMeVax.
  4. Mailing or shipping address – Report changes in ShowMeVax under ‘Clinic Tools’, click on ‘Clinic Information’, and then click on ‘Address/Name’ and update.
  5. Vaccine delivery hours – Report changes in ShowMeVax immediately under ‘Clinic Tools’, click on ‘Clinic Information’, and then click on ‘Clinic Delivery Hours’ and update the changes.
  6. Provider status change (e.g., closure, merge, move)
    1. A change in provider status must be reported at least ten business days before moving to a new location. Complete the changes in ShowMeVax under ‘Clinic Tools’, click on ‘Clinic Information’, and then click on ‘Address/Name’ and update.
    2. Once VFC vaccine storage units have been moved to the new location, at least five days of stable, in-range temperatures must be recorded on a current, calibrated data logger thermometer prior to placing VFC stock back in the storage units.

Please contact the Vaccine Support Team if you have questions regarding provider staff changes or change in status.

Note: A new demographics page from the Memorandum of Agreement (MOA) must be submitted for address or clinic name changes. A new MOA is needed for organizational changes.

Annual Re-Certification

Annual Re-Certification is required for all VFC providers with an exception for providers that have had an initial site visit within ninety (90) days of the annual re-certification due date.

  • Providers will complete the annual Re-Certification in ShowMeVax.
  • VFC Consultants will assist VFC providers with the online Re-Certification process.
  • Primary VFC Contacts will receive an annual Re-Certification reminder notice prior to the Re-Certification due date.
  • Failure to recertify for the VFC program will result in suspension from ordering and then withdrawal from the VFC program. VFC vaccine will be collected by the VFC Consultant. Providers will have to complete the initial enrollment process if more than six (6) months has lapsed between the Re-Certification due date and the collection of the VFC vaccine.

For assistance with annual Re-Certification, please contact your VFC Consultant.

Voluntary Withdrawal or Termination from the VFC Program

VFC providers or the VFC Program may terminate the VFC Provider Agreement at any time.

Facility Request: A VFC provider may withdraw from the VFC Program at any time. Providers must transfer all public stock to another approved VFC provider and submit the Disenrollment Form [NEEDS LINK] [BROKEN LINK].

Failure to comply with program requirements: A VFC provider that fails to comply with the VFC Program requirements or fails to implement appropriate and timely corrective action risks program suspension or dis-enrollment.

Failure to complete annual Recertification: A VFC provider who allows the current Provider Agreement to expire without Re-Certification will be suspended from the VFC program and may have to reapply.

VFC ordering: VFC providers who have not placed a VFC order within the past twelve (12) months will be withdrawn from the program.

Note: VFC providers must request permission to transfer VFC stock to another VFC provider prior to leaving the VFC Program. VFC providers are responsible for maintaining proper storage, temperature monitoring and temperature logs until and while VFC vaccine is transferred to another VFC provider.

 

 

 

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