MnVFC Announcement: Preparing for MnVFC Site Visits and Combined MnVFC/COVID-19 Site Visits

Preparing for MnVFC Site Visits and Combined MnVFC/COVID-19 Site Visits

MnVFC site visits

In 2020, there were minimal MnVFC sites visits performed due to the pandemic. The focus now is visiting sites last seen prior to and during the start of the pandemic. A MnVFC site reviewer will contact you to schedule a visit and send the MnVFC Pre-Visit Checklist. To prepare for this visit, you may want to review the following areas of the program as they tend to be where we see the most need for follow-up:

• 2022 MnVFC Provider Training: Staff in key MnVFC roles did not complete the training. Action: Access the online training at Required Annual Reports and Trainings.

• Eligibility screening and documentation: Staff choose “Minnesota Health Care Plan” (public/VFC) when the child has private insurance or vice versa. Action: Review eligibility screening processes and documentation with staff.
• Borrowing reasons: Borrowed vaccine between stocks due to running out (look at inventory processes) or accidental borrowing (review screening processes). We see borrowing reports not completed correctly (missing codes and/or vaccine not replaced). Vaccine Management Forms.
• Temperature documentation: Minimum and maximum temperature not documented consistently, alarm settings documented instead of the actual min/max temperature, or same min/max documented everyday (device not reset daily). Order temperature logs and other materials at VPD Material order form.
• Calibration certificates: Find some are out-of-date or cannot be located during site visit.
• Vaccine dose documentation: Common areas that need follow-up are the “Date of VIS” in an EHR is not current, “VIS given” not documented, and staff credentials for vaccine administrator not listed.
• Back-up digital data logger (DDL): Unable to locate calibration certificate or it is not current.
• Expired vaccines: Find expired vaccine in a storage unit. Action: Review inventory processes to be sure expired vaccine is not left in the unit and reason you have expired vaccine (i.e., too much vaccine ordered, etc.).
• Vaccine Information Statements (VISs): VISs are out-of-date. Action: Sign-up for CDC VIS alerts at CDC: Vaccine Information Statements (VISs). You could also post current VIS dates. Refer to Dates of Current Vaccine Information Statements (VISs).

Combined MnVFC and COVID-19 vaccine site visits

• COVID-19 Vaccine Training: Staff training tracked/documented.
• EUA Factsheets, vaccination cards, v-Safe, VAERS.
• Vaccine storage and handling: Thaw time, beyond-use dates, vaccine expiration dates, documenting wastage.
• Transported/redistributed vaccine: Document location, lot#, expiration dates, transit temperatures.
• Ancillary kits: Inventory, issues/deficiencies.
• Optional: Vaccine preparation and administration – if possible, we can observe.

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