January 2016

January 2016

  • Vaccine Utilization Report Helps VFC Providers Calculate Inventory

    Florida SHOTS’ Vaccine Utilization Report is especially helpful for VFC providers because it will assist you in calculating inventory by generating a list of all VFC-eligible vaccines your office administered over a certain period of time. The Vaccine Utilization Report can be accessed by clicking on “Vaccine Utilization” under the “Reports” menu in Florida SHOTS.

    Screen capture of the Vaccine Utilization Report criteria system

    To begin, enter the vaccination date given range and select the vaccine type(s) desired to appear on the report. You may view and print the report by selecting “Client Detail” as the “Report Format,” or you may download the report as an Excel file by selecting “Excel File – downloaded” as the “Report Format.” To run the report, click “Generate Vaccine Utilization Report.”

    The report captures the following information:

    • Vaccine type
    • Date given
    • Patient demographics (i.e., name, date of birth, sex, social security number)
    • Manufacturer and lot number
    • VFC eligibility type
    • Location
    • Service provider
    • CPT code

    Download “VFC Dose Accountability Quick Tips” for helpful hints about properly managing VFC vaccine and doses administered in Florida SHOTS.

  • Documenting VFC Eligibility for Each Vaccine in Florida SHOTS

    As of January 2016, all VFC providers are required to record all VFC administered vaccines in Florida SHOTS. If you use “Add Historical Vaccination Records” you will not be able to record whether the dose is a VFC vaccine. However, filling in all of the information required on the “Add a Vaccination Record” screen meets VFC auditing requirements. Following this method to enter VFC information will allow you to track your shot records and manage your VFC inventory.

    Select “Add a Vaccination Record.” The system will display the “Add Vaccination Record” screen that is equipped with pull-down lists that are kept up-to-date with new vaccines added at the central registry. To display the selections, simply click the down arrow next to each box.

    Screen capture of the add vaccination record system

    While adding a vaccination record, make sure that you note VFC eligibility for each vaccine by selecting the correct dropdown next to “VFC Eligibility.” Specify the patient’s eligibility for receiving VFC vaccine as it applies to each vaccination. If you are vaccinating children who are not VFC-eligible, please select “Privately Insured” and ensure that VFC vaccines are not being administered to these patients.

    For Private Organizations:

    • The “VFC Eligibility” field will not be displayed unless a VFC PIN number and start date are recorded for your organization/site by Florida SHOTS staff.
    • The “VFC Eligibility” field will not be displayed unless a VFC vaccine type is chosen as the vaccine to be added.
    • If your organization has recorded VFC start and end dates, the “VFC Eligibility” field will not be displayed unless the VFC PIN and start date are recorded and the vaccination date given is greater than the VFC start date and less than the VFC end date.
    • If the “VFC Eligibility” field is enabled and a patient is 18 years old or younger as of the vaccination date given, you must select a response for “VFC eligibility;” otherwise the field is optional.
    • VFC Eligible–Medicaid/MCO will default if the patient has a Medicaid ID entered.

    Download “VFC Dose Accountability Quick Tips” to learn more about how to document VFC doses in Florida SHOTS.