FY25 Contractor's Guide Feedback Survey

1. Which Section do you have feedback on in the Contractor's Guide?

• Title Page (p. 1)
• Contents (p. 3-6)
• Acronyms (p. 7-9)
• Program Background (p. 11)
• FY25 Contractor's Guide Updates (p. 13-14)
• Section 1. Program and Contract Management (p. 15-41)
• Section 2. Facility Immunization Assessments (p. 43-50)
• Section 3. Managing TVFC and ASN Providers (p. 51-88)
• Section 4. Epidemiology and Surveillance (p. 89-105)
• Section 5. Providing a Vaccine Safety Net (p. 107-143)
• Section 6. Increased Use of ImmTrac2 (p. 145-157)
• Section 7. Education and Partnerships (p. 159-168)
• FY25 DSHS Immunizations Regional Contacts (p. 169)

2. Which Sub-Section do you have feedback on in Section 1. Program and Contract Management?

• 1.1. Program Management
• 1.2. Program Compliance
• 1.3. Financial Management
• 1.4. Contract Management
• 1.5. Contract Quality Assurance
• 1.6. Contract Accountability
• 1.7. Required Reporting

2. Which Activity do you have feedback on in Sub-Section 1.1. Program Management?

• 1.1.01: Implement and operate an Immunization Program as a RE in accordance with the ILA and Immunization program operation policies, procedures, rules, and regulations.
• 1.1.02: Maintain staffing levels adequate to meet the required activities of this contract and to assure expenditure of all contract funds.
• 1.1.03: Identify program contacts quarterly as requested by DSHS.
• 1.1.04: Attend all required training for each Area of Work as specified in the DSHS Immunizations Contractor’s Guide for LHDs. Ensure that the immunization program manager and TVFC and ASN coordinator attend the annual Immunizations Section mandatory in-person meeting.
• 1.1.05: Develop and implement an employee immunization policy for immunization program staff according to CDC recommendations.
• 1.1.06: Maintain a record of orientation (new staff) and ongoing training for tenured contract-funded staff involved in the provision of immunization services.
• 1.1.07: Inform DSHS (in writing) of changes (both departures and arrivals) in LHD Medical Director, Immunization Program Manager, and positions listed under activity 1.1.03 within 30 days of staffing changes.
• 1.1.08: Submit a written notification for contract-funded positions that remain vacant more than 90 calendar days.
• 1.1.09: Have a standard method to document work time spent performing immunization activities for staff who are partially funded with immunization contract funds.
• Other:

2. Which Activity do you have feedback on in Sub-Section 1.2. Program Compliance?

• 1.2.01: Ensure compliance with Texas HHS Deputization Guidance. Activities under this requirement shall be conducted in accordance with the DSHS Immunizations Contractor’s Guide for LHDs.
• Other:

2. Which Activity do you have feedback on in Sub-Section 1.3. Financial Management?

• 1.3.01: Agree DSHS reserves the right, where allowed by legal authority, to redirect funds in the event of financial shortfalls.
• 1.3.02: Submit monthly invoices, supplemental documents and request monthly payments using the State of Texas Purchase Voucher (Form B-13) in accordance with the DSHS Immunizations Contractor’s Guide for LHDs.
• 1.3.03: Agree DSHS will pay LHD on a cost reimbursement basis.
• 1.3.04: Review monthly contract funding expenditures to ensure that all funds will be properly expended before the end of the contract period.
• 1.3.05: Lapse no more than five percent of total funded amount of the contract.
• 1.3.06: Submit requests to move more than 25% of the total contract amount between direct budget categories in writing to the DSHS Contract Management Section (CMS) and obtain approval before monies can be transferred.
• 1.3.07: Expend funds consistently throughout the contract term, approximately 25% per quarter.
• Other:

2. Which Activity do you have feedback on in Sub-Section 1.4. Contract Management?

• 1.4.01: Submit contract amendments by February 28 of the contract period to be approved and processed no later than May 31 of the same contract period.
• 1.4.02: Initiate the purchase of approved equipment purchases in the first quarter of the Contract term. Requests to purchase previously approved equipment after the first quarter must be submitted to the contract manager. Changes to the approved equipment budget category must be approved by DSHS prior to the purchase of equipment. If a LHD would like to deviate from the approved equipment budget, a written request to amend the budget is required.
• Other:

2. Which Activity do you have feedback on in Sub-Section 1.5. Contract Quality Assurance?

• 1.5.01: Participate in remote and on-site technical assistance.
• 1.5.02: Participate in on-site contract evaluation visits.
• Other:

2. Which Activity do you have feedback on in Sub-Section 1.6. Contract Accountability?

• 1.6.01: Submit CAP letter to PHR program manager and DSHS CMS within 30 calendar days after the date of the written notification from DSHS CMS of the on-site evaluation findings (if applicable).
• 1.6.02: Maintain property records for property and equipment funded or property provided by grant funds.
• Other:

2. Which Activity do you have feedback on in Sub-Section 1.7. Required Reporting?

• 1.7.01: Complete and submit Immunizations ILA Quarterly Report and supplemental documents according to the formats, mechanisms, and time frames specified in the DSHS Immunizations Contractor’s Guide for LHDs.
• 1.7.02: Report program income (PI) generated because of the DSHS immunizations contract activities on the quarterly FSR.
• 1.7.03: Ensure all PI generated because of the DSHS immunizations contract activities is expended in accordance with the DSHS Immunizations Contractor’s Guide for LHDs.
• 1.7.04: Submit quarterly FSRs to Accounts Payable by the last business day of the month following the end of each quarter for review and financial assessment. Submit the final FSR no later than 45 calendar days following the end of the applicable term.
• Other:

2. Which Sub-Section do you have feedback on in Section 2. Facility Immunization Assessments?

• 2.1. Childcare and School Compliance
• 2.2. Childcare and School Compliance Quality Assurance
• 2.3. First Responder Immunization Assessments

2. Which Activity do you have feedback on in Sub-Section 2.1. Childcare and School Compliance?

• 2.1.01: Assess compliance with vaccine requirements at assigned schools and childcare facilities.
• 2.1.02: Complete 100% of assigned childcare facility audits. By the third Friday in July of contract year, LHD staff will complete 100% of assigned childcare audits and submit into CHRS.
• 2.1.03: Complete 100% of assigned public and private school audits and validation surveys in accordance with the DSHS Immunizations Contractor’s Guide for LHDs. By the first business day in February of contract year, LHD staff will notify DSHS Central Office if a replacement school is needed for a validation survey. By the first business day in March of contract year, LHD staff will complete 100% of assigned validation surveys. By the third Friday in July of contract year, LHD staff will complete 100% of assigned school audits and submit electronically to PHR.
• Other:

2. Which Activity do you have feedback on in Sub-Section 2.2. Childcare and School Compliance Quality Assurance?

• 2.2.01: Provide education to school and childcare facilities with high provisional, delinquency, and/or exception rates at time of audit or when non-compliant records are identified. Report education provided to school or childcare staff in accordance with the DSHS Immunization Contractor's Guide for LHDs.
• 2.2.02: Provide feedback to DSHS Central Office ACE group regarding trends/issues for vaccine requirements in accordance with the DSHS Immunizations Contractor’s Guide for LHDs.
• 2.2.03: Contact schools/districts to remind them to report during the Annual School Survey reporting period in accordance with the DSHS Immunizations Contractor’s Guide for LHDs.
• Other:

2. Which Activity do you have feedback on in Sub-Section 2.3. First Responder Immunization Assessments?

• 2.3.01: Provide information and educate first responder facilities on the use of ImmTrac2 to assess first responder immunization records and forecast any future immunization needs.
• Other:

2. Which Sub-Section do you have feedback on in Section 3. Managing TVFC and ASN Providers?

• 3.1. Provider Recruitment
• 3.2. Provider Retention
• 3.3. Provider Education
• 3.4. Provider Vaccine Management
• 3.5. Provider Quality Assurance
• 3.6. Provider Accountability
• 3.7. RE Staff Education
• 3.8. RE Compliance
• 3.9. RE Emergency Response

2. Which Activity do you have feedback on in Sub-Section 3.1. Provider Recruitment?

• 3.1.01: Recruit additional TVFC providers to administer vaccines to program-eligible populations.
• 3.1.02: Ensure New Enrollment Checklist (11-15016) is completed for all clinics that join the TVFC or ASN program.
• 3.1.03: Collaborate with medical societies and local health provider organizations to identify providers to recruit and enroll.
• Other:

2. Which Activity do you have feedback on in Sub-Section 3.2. Provider Retention?

• 3.2.01: Maintain a network (through re-enrollment) of TVFC and ASN providers to administer vaccines to program-eligible populations.
• 3.2.02: Promote TVFC and ASN provider achievements: Implement incentives for provider sites that reach vaccination coverage rate goals Implement incentives to recognize sites during national observances (i.e. National Infant Immunization Week (NIIW), Adolescent Immunization Action Week (AIAW), National Immunization Awareness Month (NIAM), and National Influenza Vaccination Week (NIVW)).
• Other:

2. Which Activity do you have feedback on in Sub-Section 3.3. Provider Education?

• 3.3.01: Provide training for TVFC and ASN providers within the LHD’s jurisdiction on the policies outlined in the TVFC and ASN Provider Manual and recommended procedures for implementing them. These include: procedures for following storage and handling guidelines, procedures for vaccine management, procedures for using the DSHS Vaccine Allocation and Ordering System (VAOS), procedures for vaccine borrowing, procedures for other compliance guidelines, appropriate reporting of vaccine adverse events, appropriate routine and emergency vaccine storage and handling plans meeting the federal requirement that the most current VIS must be distributed to patients prior to patient vaccination.
• 3.3.02: Notify providers of TVFC and ASN updates and changes to program policies and procedures. Notify TVFC and ASN providers of the following: CDC and DSHS Announcements, TVFC and ASN Trainings, vaccine storage and handling policy updates, vaccine ordering changes, and vaccine choice.
• 3.3.03: Educate and assist TVFC and ASN providers on provider choice, as necessary.
• 3.3.04: Inform TVFC and ASN providers of the most up-to-date, DSHS-produced immunization information for their offices.
• 3.3.05: Identify TVFC and ASN providers experiencing high volumes of vaccines loss and develop process improvements/trainings aimed at reducing the amount of vaccine loss (including wasted and expired) in their clinics.
• Other:

2. Which Activity do you have feedback on in Sub-Section 3.4. Provider Vaccine Management?

• 3.4.01: Utilize the DSHS VAOS representative submitted reports to perform 100% of the quality assurance reviews on the following TVFC and ASN items from providers in LHD contractor’s jurisdiction: doses administered; inventory vaccine orders; temperature logs; clinic hours of operation. Address all issues identified during review.
• 3.4.02: Transfer vaccines that cannot be stored within provider offices and vaccines approaching expiration between providers in LHD’s jurisdiction for immediate use.
• 3.4.03: Ensure provider participation in vaccine ordering and inventory management using the VAOS: educate providers regarding vaccine reporting and ordering policies; train providers to use VAOS for inventory, reporting and order entry.
• 3.4.04: Assist TVFC and ASN providers in LHD’s jurisdiction on the maintenance of appropriate vaccine stock levels. Activities under this requirement shall be conducted in accordance with the DSHS Immunizations Contractor’s Guide for LHDs and the current TVFC and ASN Operations Manual for REs.
• 3.4.05: Train TVFC and ASN providers within LHD’s jurisdiction to ensure that expired and spoiled or wasted vaccines are appropriately identified and entered in VAOS. Train providers to complete returns to CDC’s centralized distributor within six months of product expiration.
• 3.4.06: Ensure that 100% of TVFC providers within the LHD’s jurisdiction complete the annual influenza (flu) pre-book survey.
• Other:

2. Which Activity do you have feedback on in Sub-Section 3.5. Provider Quality Assurance?

• 3.5.01: Utilize the CDC PEAR system and directly enter data into PEAR to document TVFC unannounced storage and handling (USH) visits to a minimum of ten percent of providers within the LHD’s jurisdiction.
• 3.5.02: Utilize ImmTrac2 or DSHS-provided coverage rates to assess immunization practices and coverage rates for all providers within the LHD’s jurisdiction.
• 3.5.03: Review 100% of re-enrollment applications from TVFC and ASN providers in your jurisdiction by the DSHS specified deadline.
• 3.5.04: Ensure that expired, wasted, and unaccounted-for vaccines (excluding flu) do not exceed five percent in TVFC provider clinics within the LHD’s jurisdiction.
• 3.5.05: Review monthly reports to ensure data quality. This includes: Identify sites that have not administered or ordered vaccine in the previous six months. Conduct a discussion and a develop plan of action.; Identify sites that are suspended to ensure 90-days is not exceeded.; Ensure enrollment and withdrawal forms are submitted correctly and on time to the PHR staff.
• 3.5.06: Review submitted reports to ensure data quality. This includes: Quarterly, review 25% of enrolled sites to ensure contacts are listed correctly in VAOS; Quarterly, review 25% of enrolled sites and provide education for the vaccine borrowing and vaccine transfer forms.
• 3.5.07: Review monthly data logger reports for ten percent of providers in LHD’s jurisdiction to validate the accuracy of provider submitted monthly temperature reporting forms.
• 3.5.08: Review monthly data logger reports to validate the accuracy of provider-submitted monthly temperature reporting forms for all providers within LHD’s jurisdiction who experience a vaccine loss because of temperature excursions.
• 3.5.09: Conduct a monthly review of ten percent of randomly selected providers in LHD’s jurisdiction to identify vaccine loss report forms that were completed in VAOS but were not submitted.
• 3.5.10: Conduct a quarterly review of 25% of providers in LHD’s jurisdiction to identify those that have adjusted more than ten percent of their vaccine inventory.
• 3.5.11: Conduct a quarterly review of 25% of providers in LHD’s jurisdiction to ensure the reported patient population matches the number of doses ordered.
• Other:

2. Which Activity do you have feedback on in Sub-Section 3.6. Provider Accountability?

• 3.6.01: Properly track and report vaccine fraud and abuse cases using the PEAR Fraud and Abuse Module.
• 3.6.02: Complete program evaluation activities with TVFC and ASN providers to address non-compliance issues. For all TVFC providers, document CAPs in the CDC PEAR system as a contact.
• Other:

2. Which Activity do you have feedback on in Sub-Section 3.7. RE Staff Education?

• 3.7.01: Train LHD’s staff to follow the policies and procedures outlined in the TVFC and ASN Operations Manual for REs. Provide training on TVFC and ASN requirements and updates (as described in the TVFC and ASN Operations Manual for REs) annually at a minimum.
• 3.7.02: All RE staff must attend and/or complete the following trainings: CDC Immunization Trainings; TVFC/ASN Annual Trainings; Annual RE Training; PHR Trainings.
• 3.7.03: Ensure that the TVFC and ASN coordinator conducts quality assurance on ten percent of the temperature recording logs that were reviewed by their staff each quarter.
• Other:

2. Which Activity do you have feedback on in Sub-Section 3.8. RE Compliance?

• 3.8.01: Receive regional approval for any vaccine transfers and document those transfers in VAOS within 24 hours of the transfer occurring.
• 3.8.02: Address general inquiries by providers about the TVFC/ASN program and ensure timely follow-up on request for information.
• 3.8.03: Ensure that providers within LHD’s jurisdiction are adhering to the vaccine borrowing procedures outlined in the TVFC and ASN Provider Manual. Report the number of borrowing forms submitted by quarter.
• Other

2. Which Activity do you have feedback on in Sub-Section 3.9. RE Emergency Response?

• 3.9.01: Communicate the importance of an Emergency Vaccine Storage and Handling Plan to all clinics in the LHD’s jurisdiction. Provide technical assistance to support the successful activation of each clinic’s Emergency Vaccine Storage and Handling Plan.
• 3.9.02: Transfer, accept, and store TVFC and ASN vaccines from clinics in the LHD’s jurisdiction if there is a failure in the clinic’s Emergency Vaccine Storage and Handling Plan.
• 3.9.03: Be prepared to pack and transport vaccine to other sites, as directed by the DSHS PHRs.
• Other:

2. Which Sub-Section do you have feedback on in Section 4. Epidemiology and Surveillance?

• 4.1. PHB Case Identification
• 4.2. PHB Reporting
• 4.3. PHB Education
• 4.4. Disease Surveillance
• 4.5. Disease Surveillance Education
• 4.6. Needs Assessment

2. Which Activity do you have feedback on in Sub-Section 4.1. PHB Case Identification?

• 4.1.01: Contact and provide case management to 95% of Hepatitis B surface antigen-positive pregnant women identified, along with their infants and contacts.
• 4.1.02: Determine the number of newborns that do not receive the first dose of the Hepatitis B vaccine and/or HBIG and work with those facilities to ensure all at-risk infants receive the Hepatitis B vaccine series and HBIG within 12 hours of birth.
• 4.1.03: Ensure follow up and reporting of case status of 90% of possible HBsAg-positive pregnant women within seven days of the receipt of report.
• Other:

2. Which Activity do you have feedback on in Sub-Section 4.2. PHB Reporting?

• 4.2.01: For all cases documented as ‘lost to follow-up’, report the number and types of attempted activities performed in locating the mother or guardian of the infant to the DSHS Immunizations Section in the online PHB Prevention Database.
• Other:

2. Which Activity do you have feedback on in Sub-Section 4.3. PHB Education?

• 4.3.01: Require PHB case manager to attend the biennial conference/workshop.
• 4.3.02: Conduct educational training for hospitals, prenatal care providers, pediatricians, birthing facilities, and other health care providers/facilities within the LHD’s jurisdiction, to increase identification, timely reporting, and appropriate case management of pregnant women with hepatitis and their infants and contacts.
• Other:

2. Which Activity do you have feedback on in Sub-Section 4.4. Disease Surveillance?

• 4.4.01: Complete investigation and document at least 90% of confirmed or probable reportable VPD cases within 30 calendar days of initial report to public health.
• 4.4.02: Adhere to the DSHS Emerging and Acute Infectious Disease Guidelines and current Epi Case Criteria Guide in conducting all activities.
• 4.4.03: Ensure all new VPD surveillance staff attend ‘Introduction to NEDSS Base System (NBS)’ training and complete the certification process to access to the NBS system.
• 4.4.04: Complete all data entry into the Texas NBS following the NBS DEG.
• 4.4.05: Routinely review and follow-up on all VPD laboratory reports received, including electronic lab reports (ELRs) generated through NEDSS in a timely fashion.
• 4.4.06: Verify and enter complete vaccination history in NBS on all VPD investigations with case status of confirmed or probable. Complete vaccination history can be assessed through ImmTrac2, provider offices, school records and/or patient records.
• 4.4.07: Initiate vaccine-based disease control activities by identifying population in need of a vaccination response and requesting vaccination services for that population by contacting the DSHS VPD surveillance team lead.
• Other:

2. Which Activity do you have feedback on in Sub-Section 4.5. Disease Surveillance Education?

• 4.5.01: Educate physicians, laboratories, hospitals, schools, childcare staff, and other health providers on VPD reporting requirements.
• Other:

2. Which Activity do you have feedback on in Sub-Section 4.6. Needs Assessment?

• 4.6.01: Conduct a CNA to identify gaps in coverage rates or “pockets of need” for immunization activities. Select an area of focus from the list of measurements provided in the metrics matrix (Metrix) report or obtain approval from the Immunizations Section Epis for an alternate area of focus. Create an assessment plan, collect data, gather stakeholder feedback, and analyze the information.
• 4.6.02: Design an intervention to address the gaps in coverage rates or pockets of need’ identified in the CNA in 4.6.01.
• Other:

2. Which Sub-Section do you have feedback on in Section 5. Providing a Vaccine Safety Net?

• 5.1. Clinic Enrollment
• 5.2. Clinic Staff Training
• 5.3. Clinic Immunization Practices
• 5.4. Clinic Vaccine Management
• 5.5. Clinic Quality Assurance
• 5.6. Clinic Reporting

2. Which Activity do you have feedback on in Sub-Section 5.1. Clinic Enrollment?

• 5.1.01: Enroll all eligible LHD clinics into the TVFC and ASN programs as providers.
• Other:

2. Which Activity do you have feedback on in Sub-Section 5.2. Clinic Staff Training?

• 5.2.01: Train all clinic staff on the policies outlined in the TVFC and ASN Provider Manual and LHD procedures for implementing them. These procedures include: following storage and handling guidelines; vaccine management; using VAOS; procedures for other compliance guidelines.
• 5.2.02: Develop clinic staff education requirements. Ensure that persons who administer vaccines and staff that are involved in the vaccine administration process (including those who screen immunization records and administer vaccines) to follow ACIP standards for children and adults and are knowledgeable on immunizations and immunization practices. This can be accomplished by having staff complete the most current CDC Pink Book (EPI-VAC) training and appropriate Vaccine Education Online (VEO) modules.
• 5.2.03: Develop eligibility screening and documentation policy for all LHD clinics. Provide training to all staff on appropriate screening and documentation for TVFC eligibility to ensure TVFC vaccine is administered only to TVFC-eligible children. Implement policy and plan for routine adherence to eligibility policies.
• 5.2.04: Develop and implement a policy on the use of ImmTrac2. Train LHD staff on conducting client searches in ImmTrac2 and how to effectively enter client demographic and immunization information.
• Other:

2. Which Activity do you have feedback on in Sub-Section 5.3. Clinic Immunization Practices?

• 5.3.01: Provide vaccines regardless of residency or ability to pay.
• 5.3.02: Adhere to clinical records retention schedule.
• 5.3.03: Explain the benefits of a medical home and assist the parent or guardian in obtaining or identifying the child’s medical home.
• 5.3.04: Discuss the next ACIP-recommended vaccines and refer the client to a medical home to complete the vaccination series.
• 5.3.05: Maintain a list of current providers within the LHD’s jurisdiction who accept children on Medicaid or CHIP and make this list available to clinic clients and families as needed.
• 5.3.06: Refer uninsured clients to Medicaid or CHIP as appropriate.
• 5.3.07: Ensure that all ACIP recommended vaccines are routinely available and offered to TVFC patients.
• 5.3.08: Ensure that all vaccines listed on the ASN vaccine formulary are available and offered to eligible adult patients.
• 5.3.09: Establish standing orders for vaccination in LHD’s clinics that are consistent with legal requirements for standing orders per TAC Title 22, Chapter 193, Standing Delegation Orders (SDOs).
• 5.3.10: Search for the client’s immunization history at every client encounter. Compare all immunization histories (ImmTrac2, Texas-Wide Integrated Client Encounter System (TWICES) or Electronic Medical Record (EMR) system, validated patient-held records, clinic medical record) and enter in ImmTrac2 all historical immunizations not in ImmTrac2 at every client encounter. Review the client’s record for vaccines due and overdue according to the CDC recommended schedules at: https://www.cdc.gov/vaccines/imz-schedules/index.html.
• 5.3.11: Offer updated Immunization History Report to the client or client’s parent or guardian at every client encounter.
• 5.3.12: Follow and explain recommended guidelines for obtaining and submitting ImmTrac2 consent forms according to the instructions found at dshs.texas.gov/immunizations/health-departments/materials.
• 5.3.13: Report to ImmTrac2 all immunizations administered to children (younger than 18 years of age) and consented adults in LHD’s clinics, either by entering data directly into ImmTrac2 or through electronic data exchange via TWICES or an EMR system.
• 5.3.14: Verbally and with DSHS-produced literature, inform parents at LHD’s clinics about ImmTrac2, the benefits of inclusion in ImmTrac2, and the importance of maintaining a complete immunization history in ImmTrac2.
• 5.3.15: Update all demographic information, including address, email, and telephone number, at every client encounter in EMR and ImmTrac2.
• 5.3.16: Verbally educate patients and parents or guardians about the benefits and risks of vaccination and distribute DSHS educational materials, as applicable, as part of this conversation.
• 5.3.17: Follow only medically supportable contraindications to vaccination.
• 5.3.18: Provide immunization services at times other than between 8:00 a.m. and 5:00 p.m., Monday through Friday, at least once per month.
• 5.3.19: Recommend the simultaneous administration of all needed vaccines for the patient.
• 5.3.20: Implement clinic policy on screening and documentation of eligibility for TVFC vaccines. The policy must be consistent with the TVFC requirements outlined in the current TVFC and ASN Provider Manual.
• 5.3.21: Participate in public health emergencies and exercises that may require vaccine administration in shelters to the public or first responders.
• 5.3.22: Conduct outreach activities to raise the immunization coverage levels of uninsured adults by visiting sites such as homeless shelters, halfway houses, day labor sites, or other locations.
• 5.3.23: Coordinate with community vaccinators to conduct annual employee-based vaccination clinics for influenza vaccine administration.
• Other:

2. Which Activity do you have feedback on in Sub-Section 5.4. Clinic Vaccine Management?

• 5.4.01: Ensure that all expired and spoiled or wasted vaccines are appropriately identified and entered in VAOS for the LHD’s clinics.
• 5.4.02: Submit returns for all vaccines distributed via CDC’s centralized distributor back to the centralized distributor for returns processing.
• Other:

2. Which Activity do you have feedback on in Sub-Section 5.5. Clinic Quality Assurance?

• 5.5.01: Ensure that appropriate routine and emergency vaccine storage and handling plans are in place at each of the LHD’s clinic locations.
• 5.5.02: Ensure that expired, wasted, and unaccounted-for vaccines (excluding flu) do not exceed five percent in LHD’s clinics.
• Other:

2. Which Activity do you have feedback on in Sub-Section 5.6. Clinic Reporting?

• 5.6.01: Conduct timely reporting of monthly clinic activities by recording vaccine inventory, doses administered, temperature logs and other reportable activities by the seventh of each month as described in the TVFC and ASN Provider Manual.
• 5.6.02: Report all notifiable conditions.
• 5.6.03: Report all vaccine adverse events.
• 5.6.04: Report the number of unduplicated underinsured clients and the number of doses administered to underinsured children monthly.
• 5.6.05: Conduct monthly reporting of doses administered to women veterans, as required in the ASN program.
• Other:

2. Which Sub-Section do you have feedback on in Section 6. Increased Use of ImmTrac2?

• 6.1. ImmTrac2 Outreach for Immunization Records
• 6.2. ImmTrac2 Outreach for Patient Consents
• 6.3. ImmTrac2 Outreach to Users
• 6.4. ImmTrac2 Promotion
• 6.5. ImmTrac2 Program Quality Improvement
• 6.6. Collaboration with DSHS Central Office

2. Which Activity do you have feedback on in Sub-Section 6.1. ImmTrac2 Outreach for Immunization Records?

• 6.1.01: Conduct ImmTrac2 outreach to organizations regarding missing vaccinations for children and adults for whom consent has been granted but who do not have up-to-date immunization records.
• Other:

2. Which Activity do you have feedback on in Sub-Section 6.2. ImmTrac2 Outreach for Patient Consents?

• 6.2.01: Conduct activities aimed at increasing the consent rate for all age groups, including (but not limited to) adults and individuals identified as recently moved in-state.
• 6.2.02: Conduct at least 12 outreach and educational activities focused on 18-year-olds in high schools, colleges, universities, and other institutions of higher learning in LHD’s jurisdiction.
• Other:

2. Which Activity do you have feedback on in Sub-Section 6.3. ImmTrac2 Outreach to Users?

• 6.3.01: Conduct outreach to existing ImmTrac2 users who have not logged into ImmTrac2 in the last 90 calendar days.
• 6.3.02: Provide orientation to all new ImmTrac2 organizations within the LHD’s jurisdiction within three months of their registration.
• 6.3.03: Conduct outreach to all ImmTrac2 organizations with an expired site agreement within the LHD’s jurisdiction. Provide education and training on the importance of maintaining an active ImmTrac2 site agreement. Assist with completing site renewals.
• Other:

2. Which Activity do you have feedback on in Sub-Section 6.4. ImmTrac2 Promotion?

• 6.4.01: Promote the use of ImmTrac2 to organizations within the LHD’s jurisdiction that are not currently enrolled in ImmTrac2. Identify all providers who administer vaccine in the LHD’s jurisdiction, including both pediatric and adult immunization providers. Educate them on their statutory requirement to report immunizations and on the enrollment process.
• 6.4.02: Provide education and technical assistance to birth registrars on the effective use of ImmTrac2.
• 6.4.03: Collaborate with prenatal health care providers, birth registrars, hospital staff, pediatricians, and other entities to educate parents, expectant parents, and providers about ImmTrac2 and the benefits of participation. This includes the dissemination of DSHS educational materials as appropriate.
• Other:

2. Which Activity do you have feedback on in Sub-Section 6.5. ImmTrac2 Program Quality Improvement?

• 6.5.01: Review the monthly PAR to identify organizations who are inactive or not routinely submitting immunization data or adding consented clients. Prioritize these organizations for outreach activities.
• 6.5.02: Review the quarterly Consent Accepted Rate Evaluation (CARE) report to target organizations with largest client volume or lowest consent acceptance rate. Prioritize these organizations for outreach activities.
• 6.5.03: Conduct ImmTrac2 organization ISRs each year as described in the GIUTIR.
• Other:

2. Which Activity do you have feedback on in Sub-Section 6.6. Collaboration with DSHS Central Office?

• 6.6.01: Attend all IIS Monthly Regional Training Meetings.
• Other:

2. Which Sub-Section do you have feedback on in Section 7. Education and Partnerships?

• 7.1. Public Education
• 7.2. Provider Education
• 7.3. Community Partnership Building
• 7.4. Stakeholder Engagement

2. Which Activity do you have feedback on in Sub-Section 7.1. Public Education?

• 7.1.01: Inform and educate the public about vaccines, VPDs, and TVFC and ASN programs.
• 7.1.02: Promote the DSHS Immunizations Section website to providers, stakeholders, and the public in the LHD’s jurisdiction.
• 7.1.03: Use national immunization observances as opportunities to conduct specific education and promotional activities as applicable to give emphasis to the importance and benefits of vaccines: NIIW, NIAM, NIVW, and World Immunization Week (WIW).
• Other:

2. Which Activity do you have feedback on in Sub-Section 7.2. Provider Education?

• 7.2.01: Educate and update providers on the most current ACIP recommendations for all age groups.
• Other:

2. Which Activity do you have feedback on in Sub-Section 7.3. Community Partnership Building?

• 7.3.01: Appoint an IOC who will seek out community partnerships, plan collaboration activities, create a planning group, and be point of contact for DSHS Central Office stakeholder meetings.
• 7.3.02: Develop and maintain a planning group with the goal of forming long-term immunization stakeholder relationships.
• 7.3.03: Plan and implement community education activities aimed at improving and sustaining immunization coverage levels and at reducing or eliminating coverage disparities by race, ethnicity, and socioeconomic status.
• 7.3.04: If American Indian/Alaska Native (AI/AN) communities reside in LHD region, LHD will conduct outreach efforts concerning tribal health issues, concerns, or needs with AI/AN communities.
• 7.3.05: Participate in special initiatives as directed by DSHS Central Office.
• Other:

2. Which Activity do you have feedback on in Sub-Section 7.4. Stakeholder Engagement?

• 7.4.01: Participate in ICCC meetings.
• Other: