NCIP Borrowing & NCIP Borrowing & Replacing Policy Replacing Policy

and theand the

November 9, 2011November 9, 2011

Documentation of two-Documentation of two-directional borrowing of directional borrowing of VFC and private stock VFC and private stock vaccine requirement vaccine requirement began January 1, 2010began January 1, 2010

NCIP Vaccine Borrowing NCIP Vaccine Borrowing ReportReport

Sample of Completed Sample of Completed FormForm

www.immunize.nc.govwww.immunize.nc.gov

Pop-upPop-up

Important!Important! Make a note of the vaccine lot Make a note of the vaccine lot

number number

and expiration date that will be and expiration date that will be movedmoved

Scenario #1Scenario #1

A private dose is given to a A private dose is given to a client that should have received client that should have received state supplied vaccinestate supplied vaccine

Need to replace a private dose Need to replace a private dose that was used in error with a that was used in error with a state supplied dosestate supplied dose

Replacing Private Dose Replacing Private Dose with Statewith State

Select the State-Supplied Select the State-Supplied Vaccine to SubtractVaccine to Subtract

Select SubtractSelect Subtract Enter AmountEnter Amount Under Category select “Transfer to Provider”Under Category select “Transfer to Provider” Click SaveClick Save

You will be returned to theYou will be returned to the Show Inventory Screen Show Inventory Screen

Enter details of the vaccine Enter details of the vaccine you removed from Stateyou removed from State

Scenario #2Scenario #2

State vaccine was given to a State vaccine was given to a client that should have received client that should have received private vaccineprivate vaccine

Need to replace a state supplied Need to replace a state supplied dose that used in error with a dose that used in error with a private doseprivate dose

Replacing State Dose with Replacing State Dose with PrivatePrivate

Select SubtractSelect SubtractEnter AmountEnter AmountUnder Category select “Transfer to Under Category select “Transfer to Provider”Provider”

Return to Show Inventory Return to Show Inventory ScreenScreen

Contact the NCIR Help DeskContact the NCIR Help Desk 1-877-873-62471-877-873-6247

Please have the lot number and Please have the lot number and expiration date of the private vaccine expiration date of the private vaccine you subtracted you subtracted

The Help Desk will add this dose to The Help Desk will add this dose to your state-supplied inventoryyour state-supplied inventory

If you have private and state If you have private and state supplied vaccine with the supplied vaccine with the samesame

lot #lot #

Select the Private Lot Select the Private Lot

SubtractSubtract Enter AmountEnter Amount Under Category select “Transfer to Provider” Under Category select “Transfer to Provider” Click SaveClick Save

Return to the Show Inventory Return to the Show Inventory ScreenScreen

AddAdd Enter AmountEnter Amount Under Category select “Receipt from Under Category select “Receipt from

Provider” Provider” Click SaveClick Save

What if the eligibility of the What if the eligibility of the patient is in question at the patient is in question at the

time of administration?time of administration?

Providers should use private vaccine Providers should use private vaccine when the eligibility of a patient is in when the eligibility of a patient is in question at the time of question at the time of administration.administration.

Recent Change with Recent Change with NCHCNCHC

Effective October 1, 2011, Medicaid began handling the Effective October 1, 2011, Medicaid began handling the claims for NC Health Choice (NCHC), which Blue claims for NC Health Choice (NCHC), which Blue Cross/Blue Shield had been handling previously.Cross/Blue Shield had been handling previously.

Although most NCHC children will still be Although most NCHC children will still be considered insured for immunization purposes, considered insured for immunization purposes, there is one exception. Because American there is one exception. Because American Indian/Alaska Native (AI/AN) children are VFC Indian/Alaska Native (AI/AN) children are VFC eligible, NCHC is instructing providers to eligible, NCHC is instructing providers to administer VFC vaccine to AI/AN children and bill administer VFC vaccine to AI/AN children and bill only the administration fee to NCHC for those only the administration fee to NCHC for those children. All other NCHC children (that is, non-children. All other NCHC children (that is, non-AI/AN children) should be administered purchased AI/AN children) should be administered purchased vaccine. In that case, both the vaccine and the vaccine. In that case, both the vaccine and the administration fee may be billed to NCHC.administration fee may be billed to NCHC.

What do I do with the What do I do with the report?report?

The report does The report does notnot need to be need to be submitted to NCIPsubmitted to NCIP

Providers are required to keep Providers are required to keep completed reports on file for completed reports on file for threethree years years

CDC requires the reports to be CDC requires the reports to be reviewed by NC IB during a site reviewed by NC IB during a site visit with a providervisit with a provider

Screen for Eligibility Screen for Eligibility 100%100%

Providers are required by CDC and Providers are required by CDC and NCIP vaccine agreement to screen NCIP vaccine agreement to screen 100% of patients for eligibility 100% of patients for eligibility according to the most recent NCIP according to the most recent NCIP Coverage CriteriaCoverage Criteria

EligibiliEligibility Flow ty Flow ChartChart

Careful DocumentationCareful Documentation

Be sure to select the correct lot Be sure to select the correct lot number when documenting new number when documenting new immunizationsimmunizations

Better Estimate Vaccine Better Estimate Vaccine UsageUsage

Reports to HelpReports to Help Vaccine Usage ReportVaccine Usage Report

Tells you how many doses of each vaccine Tells you how many doses of each vaccine have been given by age within specified have been given by age within specified date rangedate range

Vaccines For Children (VFC) ReportVaccines For Children (VFC) Report Provides the number of clients vaccinated Provides the number of clients vaccinated

by your organization for each eligibility type by your organization for each eligibility type (i.e. Medicaid)(i.e. Medicaid)

Questions?Questions?