1. NCIP Borrowing & Replacing Policy and the November 9, 2011

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

3. NCIP Vaccine Borrowing Report

4. Sample of Completed Form

5. www.immunize.nc.gov

6. Pop-up

7. Important! Make a note of the vaccine lot number Make a note of the vaccine lot number and expiration date that will be moved and expiration date that will be moved

8. Scenario #1 A private dose is given to a client that should have received state supplied vaccine A private dose is given to a client that should have received state supplied vaccine Need to replace a private dose that was used in error with a state supplied dose Need to replace a private dose that was used in error with a state supplied dose

9. Replacing Private Dose with State

10. Select the State-Supplied Vaccine to Subtract

11. Select Subtract Select Subtract Enter Amount Enter Amount Under Category select “Transfer to Provider” Under Category select “Transfer to Provider” Click Save Click Save

12. You will be returned to the Show Inventory Screen

13. Enter details of the vaccine you removed from State

15. Scenario #2 State vaccine was given to a client that should have received private vaccine State vaccine was given to a client that should have received private vaccine Need to replace a state supplied dose that used in error with a private dose Need to replace a state supplied dose that used in error with a private dose

16. Replacing State Dose with Private

17. Select Subtract Enter Amount Under Category select “Transfer to Provider”

18. Return to Show Inventory Screen

19. Contact the NCIR Help Desk Contact the NCIR Help Desk 1-877-873-6247 1-877-873-6247 Please have the lot number and expiration date of the private vaccine you subtracted Please have the lot number and expiration date of the private vaccine you subtracted The Help Desk will add this dose to your state- supplied inventory The Help Desk will add this dose to your state- supplied inventory

20. If you have private and state supplied vaccine with the same lot #

21. Select the Private Lot

22. Subtract Subtract Enter Amount Enter Amount Under Category select “Transfer to Provider” Under Category select “Transfer to Provider” Click Save Click Save

23. Return to the Show Inventory Screen

24. Add Add Enter Amount Enter Amount Under Category select “Receipt from Provider” Under Category select “Receipt from Provider” Click Save Click Save

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

26. Recent Change with NCHC Effective October 1, 2011, Medicaid began handling the claims for NC Health Choice (NCHC), which Blue Cross/Blue Shield had been handling previously. Effective October 1, 2011, Medicaid began handling the claims for NC Health Choice (NCHC), which Blue Cross/Blue Shield had been handling previously. Although most NCHC children will still be considered insured for immunization purposes, there is one exception. Because American Indian/Alaska Native (AI/AN) children are VFC eligible, NCHC is instructing providers to administer VFC vaccine to AI/AN children and bill only the administration fee to NCHC for those children. All other NCHC children (that is, non-AI/AN children) should be administered purchased vaccine. In that case, both the vaccine and the administration fee may be billed to NCHC. Although most NCHC children will still be considered insured for immunization purposes, there is one exception. Because American Indian/Alaska Native (AI/AN) children are VFC eligible, NCHC is instructing providers to administer VFC vaccine to AI/AN children and bill only the administration fee to NCHC for those children. All other NCHC children (that is, non-AI/AN children) should be administered purchased vaccine. In that case, both the vaccine and the administration fee may be billed to NCHC.

27. What do I do with the report? The report does not need to be submitted to NCIP The report does not need to be submitted to NCIP Providers are required to keep completed reports on file for three years Providers are required to keep completed reports on file for three years CDC requires the reports to be reviewed by NC IB during a site visit with a provider CDC requires the reports to be reviewed by NC IB during a site visit with a provider

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

29. Eligibility Flow Chart Eligibility Flow Chart

30. Careful Documentation Be sure to select the correct lot number when documenting new immunizations Be sure to select the correct lot number when documenting new immunizations

31. Better Estimate Vaccine Usage Reports to Help Reports to Help Vaccine Usage Report Vaccine Usage Report Tells you how many doses of each vaccine have been given by age within specified date range Tells you how many doses of each vaccine have been given by age within specified date range Vaccines For Children (VFC) Report Vaccines For Children (VFC) Report Provides the number of clients vaccinated by your organization for each eligibility type (i.e. Medicaid) Provides the number of clients vaccinated by your organization for each eligibility type (i.e. Medicaid)

32. Questions?