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HomeMy WebLinkAboutProvider Agreement Immunization Program2018 WASHINGTON STATE DEPARTMENT OF HEALTH OFFICE OF IMMUNIZATION AND CHILD PROFILE PROVIDER AG REEM ENI EQ B RECEIPT Of PUBUCLY SUPPUED VACCINE Organization Name: KITTITAS COUNTY HEALTH DEPARTMENT Clinic/Facility Name: KITTITAS COUNTY HEALTH DEPARTMENT PIN: 163000 Ya cc ne o e,111,e ry~ Address Line #1: 507 N. NAN UM SUITE 102 Address Line #2 : City: ELLENSBURG State: WA Zip Code : 98926 Email Address · TIM ROTH @ CO ,KITTITAS.WA.US Primary Vaccine Coordinator Name: TIM ROTH Phone Number: (509)962.7634 Fax Number: (S 0.&)&~,8246 Email Address : TIM.ROTH @CO .K ITTITAS .WA us IBJ Check if comp liited annual tra inin g ('e(!U lre tne nts Ma \h ng Add ress m dfJfere ntl Address Line #1 : 507 N NANUM SUITE 102 Address Line #2 : City : ELLENSBURG State : WA Zip Code : 98926 Back-up Vaccine Coordinator Name : uz WHITAKER Phone Number : (509)962-7068 Fax Number: (509)933-8246 Emall Address : Ll Z.WHli ,\)(ER @CO .KITTITAS.WA.US [XI Check if comp1 er11a arinua 1 tram mg requirements Sh fpi~lr111 Pav.;; and ]mes C\'ib eo th e ra c1il1y wit be open 10 r:e s;eive va cg/ne sh1c ments): ()(: Mm 9 a.m. to 4 p.m. / _____ to ____ X Wed 9 a.m . to 4 p.m. ___ to ___ _ ~ TUI!$ El a.ni. 11,1 •I p.m, / _____ to ____ lll( Thurs 9 a.m . to 4 p.m. ~ FIi 9a,m. 10 '1p.m. , _____ .10 ___ _ ____ to ___ _ I ag ree to notify my local he alth de partm ent or the state Departm e nt of Health lmm odlately if my vaccine delivery address chang es, and understand tha t this prac11ce may he required to reimburse the state for vaccines that are wasted due to delivery failure resulting from -an Ina ccurate addres s. Type of Facility: PUBLIC_PUBLIC_HEALTH_DEPARTMENT _CLINIC Vaccines Offered : ~ All ACIP Recommended Vaccines O Select Vaccines as a Specialty Prov ider (list the selected vaccines): As a condition for receiving publicly funded vaccines from the WASHINGTON CHILDHOOD VACCINE PROGRAM, this practice agrees to the FEDE R Al . AND STATE REQUIREM ENTS attached in DOH publication #348-022 . This agreement is between the Washington State Department of Health and the clinic site listed above . By signing this agreement and receiving vaccines from the state, I understand an d accapl the conditions of this agreement and agree to com ply with these requirements on behalf of myself and all the practitioners as sociated with this medical office . I agree to notify the s ta te De p artment-of Hea lt h Immediately and update my p ro \llde'r ag reement if myclinlc/p ractlce n.itne ch anges . m y clinic or vaccine deli very add ress ch ange_s , or the signator y below leaves t he pracl ce or l s re place d . T he state Depa rtmen t of Health or the local he alt h jurisdi ction m ey teml:)o ra rily disco ntin ue the prov is loo of vaccine or may term !na te th is -ag reem en t al an_y ti me for failure to comply with these requirements. I may terminate this agreement at any time for personal reasons. I have selected to be certified to receive frozen vaccines from the Washington State Childhood Vaccine Program. I certify that appropriate storage is in place for frozen vaccine. HEAL TH OFFICER Title r t,D. reement must be signed by a provider who is licensed in the state f Washington to prescribe vaccines and is responsible for making decision about the clinic and its operations. The provider must print and sign the agreement and keep the signed original on site at their clinic. 2018 WASHINGTON STATE DEPARTMENT OF HEALTH IMMUNIZATION PROGRAM 2018 PROVIDER AGREEMENT REGULATIONS To receive publicly funded vaccines at no cost, I agree to the following conditions, on behalf of myself and all the practitioners, nurses, and others associated with the health care facility of which I am the medical director or equivalent: 1. 2. 3. 4. 5. 6. 7. I will annually submit a provider profile representing populations served by my practice/facility. I will submit more frequently if: 1. The number of children served changes; 2. The status of the facility changes during the calendaryear . I will screen patients and document eligibility status at each immunization encounter for VFC eligibility (i.e., federally or state vaccine-eligible) and administer VFC-purchased vaccine by such category only to children who are 18 years of age or younger who meet one or more of the following categories : A. Federally Vaccine-eligible Children (VFC eligible) a. Are an American Indian or Alaska Native; b. Are enrolled in Medicaid; c. Have no health insurance; d. Are underinsured: A child who has health insurance, but the coverage does not include vaccines; a child whose insurance covers only selected vaccines (VFC-eligible for non-covered vaccines only). Underinsured children are eligible to receive VFC vaccine only through a Federally Qualified Health Center (FQHC), or Rural Health Clinic (RHC) or under an approved deputization agreement. B. State Vaccine-eligible Children a. In addition, to the extent that my state designates additional categories of children as "state vaccine-eligible", I will screen for such eligibility as listed in the addendum to this agreement and will administer state-funded doses (including 317 funded doses) to such children. Children aged O through 18 years that do not meet one or more of the eligibility federal vaccine categories (VFC eligible), are not eligible to receive VFC-purchased vaccine . For the vaccines identified and agreed upon in the provider profile, I will comply with immunization schedules, dosages and contraindications that are established by the Advisory Committee on Immunization Practices (ACIP) and included in the VFC program unless: A. In the provider's medical judgment, and in accordance with accepted medical practice, the provider deems such compliance to be medically inappropriate for the child; B. The particular requirements contradict state law, including laws pertaining to religious and other exemptions. I will maintain all records related to the VFC program for a minimum of three years and upon request make these records available for review. VFC records include, but are not limited to, VFC screening and eligibility documentation, billing records, medical records that verify receipt of vaccine, vaccine ordering records, and vaccine purchase and accountability records. I will immunize eligible children with publicly supplied vaccine at no charge to the patient for the vaccine. I will not charge a vaccine administration fee to non-Medicaid federal vaccine eligible children that exceeds the administration fee cap of $23.44 per vaccine dose . For Medicaid children, I will accept the reimbursement for immunization administration set by the state Medicaid agency or the contracted Medicaid health plans . I will not deny administration of a publicly purchased vaccine to an established patient because the child's parent/guardian/individual of record is unable to pay the administration fee . II 8. I will distribute the current Vaccine Information Statements (VIS) each time a vaccine is administered and maintain records in accordance with the National Childhood Vaccine Injury Act (NCVIA), which includes reporting clinically significant adverse events to the Vaccine Adverse Event Reporting System (VAERS). 9. I will comply with the requirements for vaccine management including: A. Ordering vaccine and maintaining appropriate vaccine inventories; 8 . Not storing vaccine in dormitory-style units at anytime; C. Storing vaccine under proper storage conditions at all times. Refrigerator and freezer vaccine storage units and temperature monitoring equipment and practices must meet Washington State Childhood Vaccine Program storage and handling requirements; D. Returning all spoiled/expired public vaccines to CDC's centralized vaccine distributor within six months of spoilage/expiration. 10. I agree to operate within the VFC program in a manner intended to avoid fraud and abuse. Consistent with "fraud " and "abuse" as defined in the Medicaid regulations at 42 CFR § 455.2, and for the purposes of the VFC Program: Fraud -is an intentional deception or misrepresentation made by a person with the knowledge that the deception could result in some unauthorized benefit to himself or some other person . It includes any act that constitutes fraud under applicable federal or state law . Abuse -provider practices that are inconsistent with sound fiscal, business, or medical practices and result in an unnecessary cost to the Medicaid program, (and/or including actions that result in an unnecessary cost to the immunization program , a health insurance company, or a patient); or in reimbursement for services that are not medically necessary or that fail to meet professionally recognized standards for health care. It also includes recipient practices that result in unnecessary cost to the Medicaid program. 11. I will participate in VFC program compliance site visits including unannounced visits, and other educational opportunities associated with VFC program requirements. 12. For pharmacies, urgent care, or school located vaccine clinics, I agree to: A. Vaccinate all "walk-in" VFC-eligible children; and B. Will not refuse to vaccinate VFC-eligible children based on a parent's inability to pay the administration fee . Note: "Walk-in" refers to any VFC eligible child who presents requesting a vaccine; not Just established patients. "Walk-in" does not mean that a provider must serve VFC patients without an appointment. If a provider's office policy is for all patients to make an appointment to receive immunizations then the policy would apply to VFC patients as well. 13. I understand this facility or the Washington State Childhood Vaccine Program (CVP) may terminate this agreement at any time. If I choose to terminate this agreement, I will properly return any unused federal vaccine as directed by the CVP. By signing this form, I certify on behalf of myself and all immunization providers In this facility, I have read and agree to the Vaccines for Children enrollment requirements listed above and understand I am accountable (and each listed provider is Individually accountable) for compliance with these requirements. Signature: Date : 2018 PROVIDER AGREEMENT REGULATIONS -Washington State Requirements ,, I agree to the additional Washington State-specific requirements: Vaccine A , Designate one staff member to be the primary vaccine coordinator and at least one back-up Personnel vaccine coordinator who is able to perform th e same responsibilities as the primary vaccine coordinator in the event that the primary person is unavailable. B. Ensure that all staff that administer and handle vaccines is properly trained and receive ongoing education and train ing on best practices in vaccine storage and handling, and current immunization recommendations. Notify your local health jurisdiction (LHJ) when new staff are hired. It is essential that staff perform duties within their scope of practice. All health care providers need to be in good standing with the State of Washington Department of Health (DOH). C. Assure that no practitioner associated with this medical office is on the Office of the Inspector General's provider exclusion list . Vaccine Ordering A. Order vacc i ne according to assigned ordering schedule in accordance with actual vaccine and Inventory need; avoid stockpiling or build -up of excess vaccine inventory. Management B. Develop and maintain complete, accurate and separate stock records for both public and private vaccines . Providers must be able to physically distinguish between their public and private vaccine stock . Storage and A. Every organization receiving publicly supplied vaccine should have the following written Handling Plans vaccine management plans . Providers may develop their own written plans or use the state or LHJ-supplied templates and customize the templates to reflect their office practice. a. Designation of primary vaccine coordinator and at least one back-up staff b. Vaccine ordering C. Vaccine shipping receiving d. Vaccine storage and handling e. Vaccine inventory control (e.g. stock rotation) f. Vaccine wastage g, Vaccine transport in the event of a power failure, mechanical difficulty or emergency situation (emergency plan) h. Staff training on vaccine management including storage and handling Vaccine Storage A. Providers must have appropriate equipment that can store vaccine and maintain proper Equipment conditions . If a provider does not have the appropriate storage units, the provider must work with state and local health staff to assure proper equipment is in place to continue receiving publicly supplied vaccine. B. Vacc i ne storage unit requirements: a. Dormitory style units may never be used for storing vaccines . b. Stand-alone refrigerators and freezers or pharmaceutical grade units are required for providers enrolling in the Program for the first time . C. Household combination units are no longer allowed for vaccine storage for providers enrolling in the Program for the first time . d. Frozen vaccine should not be stored in the freezer component of a combination storage un it. 1 1 e . Pharmaceutical or medical grade refrigerators and freezers are recommended . f . All providers should move to stand -alone or pharmacy grade units when replacing or repairing an existing household combination units. C. Refrigerators or freezers used for vaccine storage must comply with the following requirements : a. Maintain required vaccine storage temperatures year-round b. Hold the year's la rgest inventory without overcrowding C. Store only vaccines and medical equipment D. Do not store food and beverages in a vaccine storage unit. Vaccine Storage A. Rotate vaccine stock by placing vaccines with shorter expiration dates in front of those with Practices longer expiration dates; check for short-dated vaccine every week. B. Notify your LHJ of any vaccine doses that will expire before they can be administered, preferably three months before the expiration date. Only with the approval and direct guidance of the LHJ and only if the cold chain can be ensured, redistribute short-dated vaccines to high-volume providers who are able to administer it before it expires. C. Ensure that the storage and handling of vaccine is in accordance with the manufacturer's specifications and the guidelines as outlined in the CDC Vaccine Storage and Handling Guidelines. Temperature A. Have a working thermometer certified in accordance with International Laboratory Monitoring Accreditation Cooperation (ILAC) standards or by 150-17025 standards. B. All providers must use either a digital data logger or continuous temperature monitoring system with a detachable probe in a bottle filled with a thermal buffer. C. Thermometers must have the following features: a. A detachable, buffered probe b. An active temperature display that can be easily read from the outside of unit C. Screen shows current temperature, as well as min/max temperatures d. Capacity for continuous monitoring and recording capabilities where the data can be routinely downloaded e. Low battery indicator f. Must use primary thermometer for daily min/max readings, cannot use backup device g, Backup thermometers must also be digital data loggers D. Thermometers should have the following features: a. Alarm for out-of-range temperatures b. Accuracy of +/-1 'F (0.5'C) C. Memory storage of at least 4,000 readings d. User programmable logging interval (or reading rate) at a maximum time interval of every 30 minutes E. Have a current certificate of calibration for each thermometer used to monitor vaccine storage temperatures. Depending on manufacturer requirements, thermometers must be re- certified either every year or every other year . F. Post a temperature log on the vaccine storage unit door or nearby in a readily accessible place. Please use the state program's paper temperature log. G. Visually review and manually record refrigerator and freezer temperatures twice each day (beginning and end) ensuring that refrigerator temperatures are between 36' and 46' F (2' and 8' C), and that freezer temperature are between S'F and -57'F or lower (between -lS"C and -S0'C). H . Take immediate action to correct improper vaccine storage conditions, including inappropriate exposure to light and inappropriate exposure to storage temperatures outside the recommended ranges . Document actions taken on the temperature adjustment tracking log. Inform your LHJ. I. Maintain an ongoing file of temperature logs, and store completed logs for 3 years. Providers must send copies of completed temperature monitoring logs monthly to your LHJ via fax or email. J. Providers should also send copies of their data logger data to LHJs each month with their paper temperature logs. K. Failure to comply could result in the discontinuation of the provision of vaccine . Vaccine A. Ensure that clinic staff does not pre-draw vaccines into syringes . Preparation B. Draw vaccine only at the time of administration to ensure that the cold chain is maintained and the vaccine is not inappropriately exposed to light. Vaccine A. Ensure that all vaccine shipments are promptly received and stored immediately and report Shipments any problems with vaccine shipments immediately to the LHJ. B. Make sure all staff who receive mail at the provider location know how to handle shipments of vaccine. Vaccine Wastage A. Implement written procedures for reporting and respond i ng to losses resulting from vaccine expiration, wastage, and compromised cold cha in. B. Notify your LHJ promptly (within 24 hours) of vaccine incidents where vaccine has been exposed to temperatures above or below the recommended range for vaccine storage. Follow state and LHJ guidance on how to document and report the incident. C. Bag affected vaccine, mark it do not use, and store it at appropriate temperatures until viability is confirmed by the manufacturer. D. Create a written report including the reasons for the vaccine loss . Note the measures taken to correct the cause of the loss and to prevent reoccurrence. This report must be submitted to the LHJ . E. If the vaccine is deemed non-viable, remove wasted/expired vaccine from storage conta iners with viable vaccine to prevent Inadvertent admin istration . Return all unopened spoiled or expired publicly purchased vaccines following the state returns process . F, Vaccine losses determined to be the result of negligent vaccine storage and handling practices, or failure to comply with the storage and handling requirements in this agreement may result in corrective act ion. Corrective action may include restitution for the value of all federal-and state-supplied vaccine loss resulting from the incident . Vaccine A. Make immunization records available to your LHJ and the state Department of Accountability Health Immunization Program (if requested). B. Participate in a site visit by your LHJ or state Depa rtment of Health , wh i ch may include an immunization assessment (AFIX). C. Provide data on the number, age and VFC status of children seen in the practice by completing the annual data request for the provider profile . D. Complete a provider satisfaction survey (ifrequested). E. Complete the Private Provider's Report of Vaccine Usage form provided by your LHJ, which includes : the doses of vaccine administered by vaccine type and age group of each patient; doses of vaccine wa sted, lost or expired; inventory of vaccine by vac cine type and number of doses. Vaccine Security A. Post "Do Not Disconnect" signs at both the electrical outlet where your storage unit is and Equipment plugged in and the circuit breaker to prevent storage units losing power . Maintenance By initialing this form, I agree to the Washington State-specific requirements listed above and understand I am accountable (and each listed provider is individually accountable) for compliance with these requireme 2018 WASHINGTON STATE DEPARTMENT OF HEALTH OFFICE OF IMMUNIZATION AND CHILD PROFILE Organi~ation Name: KITTITAS COUNTY HEALTH DEPARTMENT Clinic/Facilitv Name: KITTITAS COUNTY HEALTH DEPARTMENT PIN: 163000 Freezer: Cold Storage Units Fr,cezer I Fre ezer Name: FREEZER 1 Thc,nuo ,n at" Scrl•I Numb or: Freezer Type: Stand Alone Freezer Thermometer Type: Manufacturer: Kenmore Other Device: Model Number: 253 Temperature Scale: Effective From1 01/01/2013 Date of Lasl Calibration: Purchase or b sue Date: 04/01/2009 Calibrution Expiration: Frtri.er 2· Freezer Name: Thermometer Serial Number: Freezer Type: 'l'hermometer Type~ Manufacturer: Other Device : Model Number: Temperature Sen le: Effrcllve ~·rom : D11te uf Last C11libration: Purchase or lssde Date: Calibration Expire lion: Rcl'rigurmor: Rcfrl51crntor I Refrlgerntor Name: REFRIGERATOR 1 Thermometer Serial Number: Refrlgeralor Type: Pharmace utical (medical grade) Thermometer Type: Mnnufaclurer: McCALL Other Device: Model Number: MCCR1-S Tempera lure Scale: Effective From: 01/01/2013 Date or Last CAiibration: Putchue or lnue Date: 04/01/2009 Calibration Expiration: Rofrlgeralor 2: ,, Refrigerator Name: Thermomet er Serlal Number: Refrigerator Type: Thermometer Type : Menuracturer: Other Device: Model Number: Temperature SCJ1le: Effective Fl'om: Date of Last Callbratlon: Pu rchase or lsime Da te: Calibration Expiration: 1060005564 Digital Data Logger Fahrenheit 03/23/2018 03/23/2020 1060004693 Digital Data Logger Fahrenheit 03/23/2018 03/23/2020 ,I '. ) 2018 WASHINGTON STATE DEPARTMENT OF HEALTH OFFICE OF IMMUNIZATION AND CHILD PROFILE Organization Name: KITTITAS COUNTY HEALTH DEPARTMENT Clinic/Facility Name: KITTITAS COUNT Y HEALTH DEPARTMENT PIN: 163000 PROVIDERS WITHIN THE PRACTICE Please print or type the names, titles, specialties, and Washington State medical license numbers of licensed health providers in your practice who are authorized to write prescriptions and may provide immunizations. Attach additional copies of this sheet as needed. LARSON, MARK W MD FAMILY _MEDICINE MD00035733 t.ast name , First, Ml T ille (MD,DO, NO, NP, PA) Specialty Wash ington State (Provider must have (Peds , Fam Med, Medical License Number prescription writing GP, Other (specify) privileges) Last name, First, Ml Tille (MD,DO , ND, NP, PA) Specialty Washington State (Provider must have (Peds, Fam Med, Medical License Number prescription writing GP, Other (specify) privileges) Last name, First, Ml Title (MO,OO, ND, NP, PA) Specialty Washington State (Provider must have (Peds, Fam Med, Medical License Number prescription writing GP, Other (specify) privileges) Last name, First , Ml Title (MD,0O, ND, NP, PA) Specialty Washington State (Provider must have (Peds, Fam Med, Medical License Number prescription writing GP, Other (specify) privileges) Last name, First, Ml Tille (MD,DO, ND, NP, PA) Specialty Washington State (Provider must have (Peds, Fam Med, Medical License Number prescription writing GP, Other (specify) privileges) Last name, Ffrst, Ml Title (MD,DO , ND, NP, PA) Specialty Washington State (Provider must have (Peds, Fam Med, Medical License Number prescription writing GP, Other (specify) privileges) Last name, First, Ml Tille (MD,DO, ND, NP, PA) Specialty Washington State (Provider must have (Peds, Fam Med, Medical License Number prescription writing GP, Other (specify) privileges) Last name, First, Ml Tille (MD.DO , ND, NP , PA) Specialty Washington State (Provider must have (Peds, Fam Med, Medical License Number prescription writing GP, Other (specify) privileges) 2018 WASHINGTON STATE DEPARTMENT OF HEALTH OFFICE OF IMMUNIZATION AND CHILD PROFILE Organization Name: KITTITA S COUNTY HEALTH DEPARTMENT Clinic/Facility Name: KITTITAS COUNTY HEALTH DEPARTMENT PIN: 163000 Provider/Practice Profile Provider Population based on patients seen during the previous 12 months. Report the number of children who received vaccinations at your facility, by age group. Only count a child~ based on the status at the last immunization visit, regardless of the number of visits made. The following table documents how many children received VFC vaccine, by category, and how many received non -VFC vaccine . VFC Vaccine Ellgibility Categories # of children who received VFC Vaccine by Age Category <1 Year 1-6Years 7-18Years Total VFC eligible-Medicaid/Medicaid Managed Care 2 24 39 65 VFC eligible-Uninsured 0 11 15 26 VFC eligible-American Indian/Alaskan Native 0 0 0 0 VFC eligible-underinsured at FQHC/RHC/ 0 0 3 3 deputized provider TotalVFC: 2 35 57 94 Non-VFC Vaccine Eligibility Categories # of children who received non-VFC Vaccine by Age Category <1 Year 1-6Years 7-18Years Total Not VFC Eligible 0 3 9 12 CHIP 0 0 0 0 Private Insurance (WM01) 1 37 43 81 Other Underinsured 0 0 0 0 Total Non-VFC: 1 40 52 93 Total Patients (must equal sum of Total VFC + Total 3 75 109 187 Non-VFC) What type of data was used to determine the provider population? (Check all the apply) • Benchmarking • Medicaid Claims D Doses Administered O Provider Encounter Data • Other-Please Specify : • Billing System 151 Washington State Immunization Information System I Kittitas County Review Form Grants & Contract Agreement olPlt Today's Date 05/01/2018 Fund/Department 116-Public Health Contract/Grant Information Agenda Date , Contract /Grant Agency: Washington State Department of Health Immunization Program Period Begin Date: May 1, 2018 I I Period End Date: May 1, 2019 Total Grant/Contract Amount: None Grant/Contract Number: Contract/Grant Summary: This agreement is between Washington State Department of Health Immunization Program and Kittitas County Public Health Department. The agreement outlines the guidelines providers must follow in order to participate in the Vaccine for Children Program (VFC). Recommendation for Board of Health and Board of Health Review on Signature of Board of Health member Date Financial Information Total Amount$ State Funds $ Federal Funds$ Percentage County Funds Matching Funds$ CFDA# In-Kind$ Explain Is Equipment being purchased? Who owns equipment? Grant/Contract Review Page 1 New Personnel being hired? I Contact HR hiring -reporting requirements Future impacts or liability to Kittitas County: Budget Information Budget Amendment Needed? Yes D attach budget form NoO Whynot New Division Created? Revenue Code Pass Through Information Agency to Pass Through Amount to Pass Through $ Sub-Contract Approved Date: Prosecutor Review I Has the Prosecutor reviewed this agreement? j Yes • No D County Departments Impacted Auditor Facilities Maintenance Information Services Human Resource Prosecutor Treasurer Submitted I Signature: Department: I Date: Assignment of Tracking Information Auditor's Office Human Resource Prosecutor's Office Who Signed the grant application - j Reviewer I Date Grant/Contract Review Page 2