H1N1 Vaccine Management Basics

H1N1 Vaccine Management BasicsH1N1 Vaccine Management Basics

Allocations

Inventory

Ordering

Doses Administered

H1N1 Guidance

Distribution

Enrollment

Support for H1N1 Vaccine Support for H1N1 Vaccine ManagementManagement

Guidelines

Reporting

Quality AssuranceSupport

Tools

Allocations

0

5

10

15

20

25

30

May June July Aug Sept Oct Nov Dec Jan Feb

Pentacel Doses ActHib Doses Total Hib Containing

Ordering and Distribution

H1N1 Vaccine GuidelinesH1N1 Vaccine Guidelines

Washington State H1N1 Vaccine Washington State H1N1 Vaccine Management GuidelinesManagement Guidelines

H1N1 Vaccine Ordering and Distribution H1N1 Vaccine Ordering and Distribution BasicsBasics

H1N1 Vaccine Guidelines AvailableH1N1 Vaccine Guidelines Available

This Guidance is in draft form. As This Guidance is in draft form. As information about H1N1 vaccine information about H1N1 vaccine management evolves the management evolves the Guidelines will evolve. Though in Guidelines will evolve. Though in draft format, they will be useful draft format, they will be useful for planning.for planning.

H1N1 Vaccine Management GuidelinesH1N1 Vaccine Management Guidelines

H1N1 Vaccine Allocation StrategyH1N1 Vaccine Allocation StrategyPopulation Based Allocation

County Shipment 1

Total H1N1 Vaccine

Adams 120

Asotin 210

Benton - Franklin 920

Chelan - Douglas 380

Clallam 190

Clark 440

AllocationStrategy

Benton-Franklin

H1N1 Vaccine Order Tracking Shipment 1

   H1N1 Vaccine

Total Shipment Allocation 920

Balance (MUST BE ≥ 0) 730

PIN Provider Name Approved

152002 Richland Family Medicine 50

152004 Chou, H.D. 40

H52001 Ham Pharmacy LLC 50

H52002 Wright OB/GYN Practice 20

H1N1 Vaccine DistributionH1N1 Vaccine Distribution

Georgia

McKesson Specialty

Tennessee OhioCalifornia

Washington Experience with Washington Experience with McKessonMcKesson

2 ½ years distribution of childhood 2 ½ years distribution of childhood vaccinesvaccines

8 million doses distributed8 million doses distributed<.01% error rate with shipments<.01% error rate with shipmentsAll shipments monitored for cold-chainAll shipments monitored for cold-chainVaccine packed for 48 hour guaranteeVaccine packed for 48 hour guaranteeTracking numbers with every shipmentTracking numbers with every shipment

H1N1 Vaccine DistributionH1N1 Vaccine Distribution

Private Providers

McKesson Specialty

LHJ P.O.D. or

Depot

Combination

Private Providers

LHJ Depot or Pod DistributionLHJ Depot or Pod DistributionH1N1 H1N1

ProvidersProvidersLocal Health Local Health Jurisdiction Jurisdiction

(LHJ)(LHJ)

WA State WA State Department Department

of Healthof Health

CDCCDC DistributorDistributor

McKesson McKesson SpecialtySpecialty

Provider Submits vaccine

order or Requests

Allocation from LHJ

DOH Approves Processes Pod Orders

CDC Receives

Order and sends to

Distributor

LHJ Places bulk Pod

order with DOH

Provider Clinic

Inventory

LHJ Clinic Inventory

Depot / Pod Inventory

Distributor Fills LHJ Pod Orders

Same day order processing.

Shipment data sent to LHJs at minimum 1x per week.

Information Exchange: Vaccine Product Flow: Vaccine Inventory:

1-2 day order submission timeline.

Electronic shipping file, with ground carrier tracking numbers sent to DOH when shipment leaves warehouse – typically 3 – 5 business days after receipt.

LHJ must send DOH data on vaccine redistribution

to each provider

H1N1 Vaccine Ordering and Distribution

Direct DistributionDirect DistributionH1N1 H1N1

ProvidersProvidersLocal Health Local Health Jurisdiction Jurisdiction

(LHJ)(LHJ)

WA State WA State Department Department

of Healthof Health

CDCCDC DistributorDistributor

McKesson McKesson SpecialtySpecialty

Provider Submits vaccine

order or Requests

Allocation from LHJ

DOH Approves Processes All Orders

CDC sends orders to

Distributor

LHJ Approves Provider

Orders and Submits to

DOH

Provider Clinic

Inventory

Information Exchange: Vaccine Product Flow: Vaccine Inventory:

LHJ Clinic Inventory

Distributor Fills Provider OrderDirect Ships to

Provider

Electronic shipping file, with ground carrier tracking numbers sent to DOH when shipment leaves warehouse – typically 3 – 5 business days after receipt.

Same day order processing.

Shipment data sent to LHJs at minimum 1x per week.

1-2 day order submission timeline.

Existing providers – LHJ processes orders via VOMS

New providers – LHJ processes orders via paper form

H1N1 Vaccine Ordering and Distribution

H1N1 Vaccine Ordering

H1N1 EnrollmentH1N1 Enrollment

Enrollment is a 2 step process:Enrollment is a 2 step process:Pre-registrationPre-registrationH1N1 Provider AgreementH1N1 Provider Agreement

LHJ manages:LHJ manages:vaccine ordering vaccine ordering reporting requirementsreporting requirementsQuality assuranceQuality assurance

H1N1 Provider Pre-registrationH1N1 Provider Pre-registration

On-line pre-registration applicationOn-line pre-registration applicationActivated 8/21/09Activated 8/21/09Web-site:Web-site:

Spreadsheet with pre-registration requestsSpreadsheet with pre-registration requestsCaptured by DOHCaptured by DOHSent to LHJs daily during height of pre-Sent to LHJs daily during height of pre-

registrationregistration Initially: All childhood vaccine participants Initially: All childhood vaccine participants

enrolled (1194)enrolled (1194)

H1N1 Provider AgreementsH1N1 Provider Agreements

Still waiting finalization by CDCStill waiting finalization by CDCOnce available: Once available:

DOH fax out directly to providersDOH fax out directly to providersRequesting fax returnRequesting fax return

Providers with agreements matched with Providers with agreements matched with list of pre-registeredlist of pre-registered

LHJs will receive list of providers with both LHJs will receive list of providers with both (pre-registration and provider agreement)(pre-registration and provider agreement)

At the time of each order:At the time of each order:Simple refrigerator count Simple refrigerator count

Captured on order form or in CHILD Profile Captured on order form or in CHILD Profile Vaccine Ordering and Management SystemVaccine Ordering and Management System

At a minimum weekly report of provider At a minimum weekly report of provider vaccine usage (inventory section only)vaccine usage (inventory section only)Paper formPaper formPossibilities for electronic reportingPossibilities for electronic reporting

Inventory Management for H1N1 Vaccine

Monthly H1N1 Vaccine Usage ReportMonthly H1N1 Vaccine Usage Report

Inventory Management for H1N1 Vaccine

CDC requires CDC requires weeklyweekly reporting of each reporting of each dose administered dose administered

By age range By age range 6-23 months6-23 months 24-59 months24-59 months 5-18 years5-18 years 19-24 years19-24 years 25-49 years25-49 years 50-64 years50-64 years > Or = 65 years> Or = 65 years

Dose NumberDose Number 11stst or 2 or 2ndnd dose administered dose administered

Inventory Management for H1N1 VaccineAggregate Doses Administered Reporting Requirements

Range of Options:Range of Options: CHILD Profile CHILD Profile

Regular CHILD Profile Immunization registry useRegular CHILD Profile Immunization registry use Mass Immunization ModuleMass Immunization Module Mass Immunization Stand AloneMass Immunization Stand Alone

On-line via DOH web-linkOn-line via DOH web-link Paper-basedPaper-based LHJs may use multiple avenues for reporting LHJs may use multiple avenues for reporting

doses administered doses administered Methods should be selected that fit with Methods should be selected that fit with

LHJs/Provider business practicesLHJs/Provider business practices

Inventory Management for H1N1 VaccineAggregate Doses Administered

Reporting

Demonstration showing how Mass Demonstration showing how Mass Immunization can be used to track by Immunization can be used to track by priority tier if desired by LHJpriority tier if desired by LHJ

Inventory Management for H1N1 VaccineUse of Mass Immunization

Paper Report Form:Paper Report Form:Aggregate doses administeredAggregate doses administeredBy ageBy ageBy priority groupBy priority groupNo patient specific data availableNo patient specific data available

Submitted to DOH for aggregatingSubmitted to DOH for aggregatingLHJ level data reports made availableLHJ level data reports made available

By age, priority groupBy age, priority groupFor the jurisdictionFor the jurisdiction

Inventory Management for H1N1 VaccineAggregate Doses Administered Reporting

Inventory Management for H1N1 VaccineDoses Administered Reporting