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TISWG Vaccine Choice Update May 20, 2010. Agenda. Choice Legislation Current Ordering/Reporting Process Choice Strategies Timeline. Choice Legislation. HB448 requires vaccine choice in Texas Vaccines for Children and Adult safety net programs Recommended through ACIP

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Tiswg vaccine choice update may 20 2010


Vaccine Choice Update

May 20, 2010



Choice Legislation

Current Ordering/Reporting Process

Choice Strategies


Choice legislation
Choice Legislation

HB448 requires vaccine choice in Texas Vaccines for Children and Adult safety net programs

Recommended through ACIP

Available through CDC

Adult safety net vaccine available from DSHS

Includes 115% cost containment clause

Choice not applicable in emergencies

August 31, 2010 implementation

Dshs guiding principles
DSHS Guiding Principles

  • Offer Choice by September 1, 2010

  • Minimize impact on providers

  • Manage Choice with existing public health personnel

  • Maintain existing vaccine delivery timeframes

Vaccine ordering reporting current process

Vaccine Ordering/Reporting Current Process

Texas Infrastructure

Choice in a Paper System


Austin Office


Health Service


Local Health












Current Ordering/Reporting


Choice in a paper system
Choice in a Paper System

  • Approximately 70 products

  • Providers

    • Increase in paperwork (C-33 example)

    • Additional time to complete

    • Likely increase in reporting errors

Choice in a paper system1
Choice in a Paper System

  • LHD/HSR and Austin Office

    • Additional staff to maintain existing workload and timeframes

    • Likely increase in order entry errors (AO)

    • Impact on other business needs

      • Customer support

      • Training

      • Promotions

      • Quality

Choice in a paper system vaccine delivery
Choice in a Paper System : Vaccine Delivery

Dshs choice strategies
DSHS Choice Strategies

  • Electronic Vaccine Inventory

  • Operating Procedures

  • Communication Plan

  • Resources and Training

Electronic vaccine inventory evi
Electronic Vaccine Inventory (EVI)


  • Providers/LHD/HSR/AO

    • Reduce paperwork

    • Reduce processing time

    • Potentially decrease delivery time

  • Simplify Ordering/Reporting and Improve Quality

    • Create “recommended order”

    • Automated reminders and exceptions

    • Auto mathematical calculation features

    • Pre-population of previously entered inventory information (lot number, NDC, expiration dates)

  • Allow to Texas to Interface with CDC System

Ordering reporting possibilities
Ordering/Reporting Possibilities

Current Situation

  • Existing Paper System with 70 choices added (necessary for providers without internet access)

    Long Term Goal

  • Fully Electronic System – (could take through 2011 to fully develop)

    Reality for the Next year

  • Interim System that includes some electronic and some paper (using current IT resources)

Interim Ordering/Reporting Process







Health Service


Local Health


Austin Office

EVI Database









Choice operating procedures
Choice Operating Procedures

TVFC/Provider Manuals

Stand Alone Documents

  • Outline legislative requirements

  • Day-to-day operations under electronic system

    • How to order and report

    • How to report vaccine losses

    • How to receive vaccines

  • Provide answers to the implementation questions

Choice operating procedures implementation question tools
Choice Operating ProceduresImplementation Question Tools

  • FAQ

    • New Vaccines

    • Unavailable Vaccines (shortages)

    • How to handle existing vaccine inventory (Can it be returned?)

    • Provider fails to choose

    • Initial Vaccine Choice Duration

  • Provider Vaccine Information Sheet

  • Storage Calculator

  • Survey, Tips, and Instructions

Communication plan
Communication Plan

  • Providers and other Internal (HSR, AO)

    • Memos on updates

    • Training – group and individual

    • Conference Calls

    • Tools such as FAQ and Storage Calculator

  • External Stakeholder

    • Input from Choice subcommittee of TISWG

    • Presentations on Choice to TISWG, Texas Association of Local Health Officials (TALHO), and other agencies

  • Choice Website Development

  • Call Center

Resources and training roles
Resources and Training Roles

  • AO Roles

    • Develop messaging, tools and other communications as necessary

    • Kick-off Training for LHD/HSR to introduce training materials

    • Develop Online or web-based trainings

    • Manage the helpdesk after Sept 1

Resources and training roles1
Resources and Training Roles

  • LHD/HSR Roles

    • Conduct group presentations and/or individualized training for providers in jurisdiction

    • Negotiate storage space and Tiered Ordering Frequency

    • Primary resource for general questions on choice processes

  • Manufacturer Roles

    • Education on vaccines

    • Communicate with Providers

Provider responsibilities
Provider Responsibilities

  • Survey of Choices

  • Internet/Email Access

  • Provider Agreement

Provider choice agreement
Provider Choice Agreement

  • Ensure that enrolled provider has been notified of choice options

  • Inform provider about their right to choose brand and presentation

  • Limitations

    • 115% cost containment, and

    • not applicable in public health emergency

  • Choice fundamentals

    • use all brands prior to expiration date

    • duration of choices

  • Sign Form and fax to 512-458-7346 prior to the July 31, 2010

Current status

Vaccine Choice

Texas Vaccines For Children

Current Status

  • Survey up getting responses

  • Next week HSR/LHD Meeting

  • Website www.immunizetexas.com

    Select “Providers”

    Click on

    • Communications

    • Provider information

    • Training

    • EVI

    • Other Resources

Provider next steps
Provider next steps

  • Go online to the survey at http://tvfcchoice.questionpro.com/and select preferred vaccines.

  • Review email confirmation when received (same week)

  • Look for the Provider Agreement, sign and fax back to 512-458-7346

  • Await an email notifying you of your User name and password (August)

  • Look for memo announcing online training and ensure all appropriate staff take prior to September 1.

  • Beginning September 1, go online to enter information from Biological Report and Order (C-33, C-68).

  • Fax temperature log to HSR or LHD as usual.