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NCIP Borrowing & NCIP Borrowing & Replacing Policy Replacing Policy
and theand the
November 9, 2011November 9, 2011
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Documentation of two-Documentation of two-directional borrowing of directional borrowing of VFC and private stock VFC and private stock vaccine requirement vaccine requirement began January 1, 2010began January 1, 2010
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NCIP Vaccine Borrowing NCIP Vaccine Borrowing ReportReport
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Sample of Completed Sample of Completed FormForm
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www.immunize.nc.govwww.immunize.nc.gov
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Pop-upPop-up
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Important!Important! Make a note of the vaccine lot Make a note of the vaccine lot
number number
and expiration date that will be and expiration date that will be movedmoved
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Scenario #1Scenario #1
A private dose is given to a A private dose is given to a client that should have received client that should have received state supplied vaccinestate supplied vaccine
Need to replace a private dose Need to replace a private dose that was used in error with a that was used in error with a state supplied dosestate supplied dose
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Replacing Private Dose Replacing Private Dose with Statewith State
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Select the State-Supplied Select the State-Supplied Vaccine to SubtractVaccine to Subtract
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Select SubtractSelect Subtract Enter AmountEnter Amount Under Category select “Transfer to Provider”Under Category select “Transfer to Provider” Click SaveClick Save
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You will be returned to theYou will be returned to the Show Inventory Screen Show Inventory Screen
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Enter details of the vaccine Enter details of the vaccine you removed from Stateyou removed from State
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Scenario #2Scenario #2
State vaccine was given to a State vaccine was given to a client that should have received client that should have received private vaccineprivate vaccine
Need to replace a state supplied Need to replace a state supplied dose that used in error with a dose that used in error with a private doseprivate dose
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Replacing State Dose with Replacing State Dose with PrivatePrivate
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Select SubtractSelect SubtractEnter AmountEnter AmountUnder Category select “Transfer to Under Category select “Transfer to Provider”Provider”
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Return to Show Inventory Return to Show Inventory ScreenScreen
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Contact the NCIR Help DeskContact the NCIR Help Desk 1-877-873-62471-877-873-6247
Please have the lot number and Please have the lot number and expiration date of the private vaccine expiration date of the private vaccine you subtracted you subtracted
The Help Desk will add this dose to The Help Desk will add this dose to your state-supplied inventoryyour state-supplied inventory
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If you have private and state If you have private and state supplied vaccine with the supplied vaccine with the samesame
lot #lot #
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Select the Private Lot Select the Private Lot
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SubtractSubtract Enter AmountEnter Amount Under Category select “Transfer to Provider” Under Category select “Transfer to Provider” Click SaveClick Save
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Return to the Show Inventory Return to the Show Inventory ScreenScreen
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AddAdd Enter AmountEnter Amount Under Category select “Receipt from Under Category select “Receipt from
Provider” Provider” Click SaveClick Save
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What if the eligibility of the What if the eligibility of the patient is in question at the patient is in question at the
time of administration?time of administration?
Providers should use private vaccine Providers should use private vaccine when the eligibility of a patient is in when the eligibility of a patient is in question at the time of question at the time of administration.administration.
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Recent Change with Recent Change with NCHCNCHC
Effective October 1, 2011, Medicaid began handling the Effective October 1, 2011, Medicaid began handling the claims for NC Health Choice (NCHC), which Blue claims for NC Health Choice (NCHC), which Blue Cross/Blue Shield had been handling previously.Cross/Blue Shield had been handling previously.
Although most NCHC children will still be Although most NCHC children will still be considered insured for immunization purposes, considered insured for immunization purposes, there is one exception. Because American there is one exception. Because American Indian/Alaska Native (AI/AN) children are VFC Indian/Alaska Native (AI/AN) children are VFC eligible, NCHC is instructing providers to eligible, NCHC is instructing providers to administer VFC vaccine to AI/AN children and bill administer VFC vaccine to AI/AN children and bill only the administration fee to NCHC for those only the administration fee to NCHC for those children. All other NCHC children (that is, non-children. All other NCHC children (that is, non-AI/AN children) should be administered purchased AI/AN children) should be administered purchased vaccine. In that case, both the vaccine and the vaccine. In that case, both the vaccine and the administration fee may be billed to NCHC.administration fee may be billed to NCHC.
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What do I do with the What do I do with the report?report?
The report does The report does notnot need to be need to be submitted to NCIPsubmitted to NCIP
Providers are required to keep Providers are required to keep completed reports on file for completed reports on file for threethree years years
CDC requires the reports to be CDC requires the reports to be reviewed by NC IB during a site reviewed by NC IB during a site visit with a providervisit with a provider
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Screen for Eligibility Screen for Eligibility 100%100%
Providers are required by CDC and Providers are required by CDC and NCIP vaccine agreement to screen NCIP vaccine agreement to screen 100% of patients for eligibility 100% of patients for eligibility according to the most recent NCIP according to the most recent NCIP Coverage CriteriaCoverage Criteria
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EligibiliEligibility Flow ty Flow ChartChart
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Careful DocumentationCareful Documentation
Be sure to select the correct lot Be sure to select the correct lot number when documenting new number when documenting new immunizationsimmunizations
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Better Estimate Vaccine Better Estimate Vaccine UsageUsage
Reports to HelpReports to Help Vaccine Usage ReportVaccine Usage Report
Tells you how many doses of each vaccine Tells you how many doses of each vaccine have been given by age within specified have been given by age within specified date rangedate range
Vaccines For Children (VFC) ReportVaccines For Children (VFC) Report Provides the number of clients vaccinated Provides the number of clients vaccinated
by your organization for each eligibility type by your organization for each eligibility type (i.e. Medicaid)(i.e. Medicaid)
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Questions?Questions?