Home Forums Discussions General Discussion VIS statements for Vaccines

Just had our Vaccine for children (VFC) audit and got dinged big time for not documenting the VIS name and version date along with the vaccine lot#, etc. Docs are saying it adds about 15" time to do all the data entry each time. Is there a ways to enter the VIS info 1x and have it available from w/in AC each time? The statement dates do change through out the year, so need to be able to update as needed. Somewhere there must be a table to enter this info into. If not, what are other clinics who participate in the VFC program doing?

When the shots are ordered for the patients( under the orders section) the nurse gets an order for the vaccines. When the order is opened by the nurse and it is for a vaccine, the HM/shots is selected and the vaccine is chosen. The vaccine lot number and expiration date is only put in once and will appear everytime that vaccine is selected. If a new bottle/box is opened the nurse must remember to change the lotnumber and expiration date for the next few times that vaccine is selected. The VIS is directly printed from the CDC website that AC is linked to when you select "get VIS sheet". The computer of course needs to be connected to the internet. So the only thing that has to be entered everytime is the date of the VIS. The date that the VIS was given is automatically populated with todays date.(my nurse has all the VIS sheet dates on a clipboard also). I do not believe that it takes that more time to always enter the VIS date in the computer(did you mean 15 minutes?)

You do need to check to see if you are still using the same vaccine lot number. But if you are, you just really need to input the injection site. The vaccine will auto populate based on the last time that vaccine was input. You just need to insure that the data is current for the package that you just opened.

I also was just audited by VFC in my county and was dinged because the system was not allowing me to enter into the chart to show them the VIS info as well as the VFC status of the peds patients. Now I need to send them records for 10 children with that info included, can someone tell me how to print that off? When I print the vaccine records or demographics it doesn't show up.

When trying to find a solution to the problem mentioned above, I ran into a problem. When clicking on vaccines given previously(in the summary tab of the patient's chart) we get a message "invalid VIS information". It appears that the VIS name was wrong. "HEPATITIS A" instead of "Hepatitis A", but the VIS date is correct. You have to reenter the VIS date for the new name before you can exit the error box. It only happened with PCV, Polio and Hepatitis A so far. Apparently the VIS name was changed from previous versions which generates this error when you try to look at a vaccine given. (version is 8.02 right now). This means that all those vaccines given previously have to be corrected now. I can imagine the problems when we try to submit to Florida Shots.

Still do not have a solution for the problem from this topic(how to print this information to give to VFC). Still looking.

Hope the above makes sense. trying to type between patients.

This may not be important to those that do NOT give vaccines, but it is extremely important to us pediatrician and those that give vaccines. If we CANNOT document appropiately about the vaccines given we will be cited(see above). Please note that VIS statements are available for multiple vaccines but they are NOT in the selection box to choose from when combination vaccines are given. These VIS sheets have a different date then those of the individual vaccines, so you cannot select the sheet for Hep B when giving COMVAX(Hep B and Hib), you have to give the VIS for combination vaccines. I am using version 8.02 and do not know if this is fixed.

Dear Raj

Do you automatically bill for administration of vaccines.

I have difficulty using the autoadd to superbill on vaccines and also other orders, the billing lingers on in the next visit and have to be manually deleted.

Thanks

In the administration section there is an option to automatically place vaccine and administration codes in the superbill. When you finalize the chart the codes that comeup are not always the right vaccine codes. It will pull up 90623 for Hep A when the correct code is 90633. When we give the HIB vaccine the code that comes up is 90647 instead or 90648. As mentioned before the vaccine administration codes that come up are the codes "without patient counseling(which are 90471, etc.). The correct codes are 90460, 90461.
The only way the vaccine codes will be automatically placed in the superbill is by setting that option in the administrative section(cntrl+A). So we have a choice to make. Make AC place the codes into the superbill automatically(enable in Administrative section) but delete the bad vaccine administration codes afterwards or enter the vaccine and administration codes every time you close the chart. Both choices have EXTRA clicks and time added after closing the chart.
I do not use practice management and pointed that out previously to alert anyone of this problem if they will use PM, because there will be correction necessary because of the bad vaccine administration codes.

VFC requires you to use the most recent VIS's
Several have been updated last month (copied from http://www.cdc.gov/vaccines/hcp/vis/current-vis.html):
DTaP (5/17/07)
Hepatitis A (10/25/11) [Interim]
Hepatitis B (2/2/12) [Interim]
Hib (Haemophilus Influenzae type b) (4/2/15) UPDATED
HPV - Cervarix (5/3/11) [Interim]
HPV - Gardasil-9 (4/15/15) [Interim] NEW
HPV - Gardasil (5/17/13) [Interim]
Influenza - Live, Intranasal (8/19/14) [Interim]
Influenza - Inactivated (8/19/14) [Interim]
Measles/Mumps/Rubella (MMR) (4/20/12) [Interim]
Measles/Mumps/Rubella & Varicella (MMRV) (5/21/10) [Interim]
Meningococcal (10/14/2011) [Interim]
Pneumococcal Conjugate (PCV13) (2/27/13) [Interim]
Pneumococcal Polysaccharide (PPSV23) (4/24/15) UPDATED
Polio (11/08/11) [Interim]
Rotavirus (4/15/15) UPDATED
Shingles (Herpes Zoster) (10/06/09)
Tdap (Tetanus, Diphtheria, Pertussis) (2/24/15) UPDATED
Td (Tetanus, Diphtheria) (2/24/15) UPDATED
Varicella (Chickenpox) (3/13/08) [Interim]

The link to the VIS forms in AC is correct. The problem is the that the program recognises some VIS given during previous versions of AC as incorrect eventhough they were (correctly) pulled from this link. The problem is with the NAME of the VIS. As mentioned previously the way the name of the VIS appeared in the previous versions has been changed (as mentioned previously in the before mentioned examples)and is now indicating that those were not the appropiate VIS that was given. EACH one of those vaccine in the schedule of given vaccines need to be changed before submitting to VFC because version 8.02 will not let you continue untill you manually change the name of the VIS. This happens when you are reviewing vaccine given to a patient in the vaccines given schedule. Any VFC audit will go bad if they are requesting this information.

I'm sorry, I was not giving you a different site but simply pointing out that VIS's had changed.

The issue you raised is valid, and I was going slightly off topic in my response.

Thanks for clarifying.

Dear Raj and Wendall,

How do you enter VIS for Pentacel, Kinrix and other combo vaccines as AC has no place for multiVIS

AC should automatically pull up VIS date for other single vaccines or the last entered date as it can do so for lot nos
Thanks

Also noted that staff can put in future dates of admin
AC needs to fix this to prevent data entry issues

Hopefully soon they will retain the last VIS date (they are working on this)

We do combo vaccines as one of primary components (DTaP for example)