HomeMy WebLinkAboutPR 19459: APPROVING FY CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND THE DEPARTMENT OF STATE AND HEALTH SERVICES, IMMUNIZATION BRANCH-LOCALS Cit of . . )
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DATE: July 19, 2016
To: Brian McDougal, City Manager
From: Judith A. Smith, RN, BSN, Director of Health Services /1
RE: Contract Approval between the City of Port Arthur and the Department of State Health
Services Immunization Branch.
Nature of the Request: This contract approval renewal will allow the Health Department to
continue its immunization program for children, adolescents and adults to eliminate barriers,
expand immunization delivery, and establish uniform policies. The award is the same as FY
2016 and covers the period between September 1, 2016 and August 31, 2017.
Staff Analysis, Considerations: This grant funds 3 full-time employees.
Recommendations: It is recommended that the City Council approve P.R. No. 19459, approving
the contract between the City of Port Arthur and the Department of State Health Services,
Immunization Branch-locals, to continue the immunization program for children, adolescents,
and adults.
Budget Considerations: The total grant award is $162,630 and it covers personnel and fringe
benefits for the Immunization program.
"REMEMBER WE ARE HERE TO SERVE THE CITIZENS OF PORT ARTHUR"
P.O.BOX 1089•PORT ARTHUR, TX 77641-1089.409/983-8101•FAX 409/982-6743
P. R. NO. 19459
07/19/2017-js
RESOLUTION NO.
A RESOLUTION APPROVING THE FY 2017 CONTRACT BETWEEN
THE CITY OF PORT ARTHUR AND THE DEPARTMENT OF STATE
HEALTH SERVICES, IMMUNIZATION BRANCH-LOCALS IN THE
AMOUNT OF $162,630.00
WHEREAS, the contract between the City of Port Arthur and the Department of State
Health Services provides financial assistance to the Port Arthur City Health Department to
supplement the delivery of public health services; and,
WHEREAS, this contract renewal will allow the City's Health Department to continue
an immunization program for children, adolescents, and adults to eliminate barriers, expand
immunization delivery, and establish uniform policies.
NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR:
Section 1. That,the facts and opinions in the preamble are true and correct.
Section 2. That, the City Council of the City of Port Arthur hereby approves the
contract renewal between the City of Port Arthur and the Department of State Health Services.
Section 3. That, the City Council deems it is in the best interest of the City to
approve and authorize the City Manager and the Director of the City's Health Department to
execute the contract between the Department of State Health Services and the City of Port
Arthur, Texas,to continue the immunization program as delineated in Exhibit"A".
Section 4. That, a copy of the caption of this Resolution be spread upon the Minutes
of the City Council.
P. R. NO. 19459
07/19/2016-js
READ, ADOPTED, AND APPROVED, this day of July 2016, A.D., at a Regular
Meeting of the City Council of the City of Port Arthur, Texas by the following Vote: AYES:
Mayor:
Councilmembers: ,
NOES: .
Mayor
ATTEST:
Sherri Bellard, City Secretary
AP '
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Val Tizeno, -ty At Y ey
APPROVED FOR ADMINISTRATION:
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Brian McDougal, City Manager dith Smith, RN, Director of Health
DCPS FY17 IMMUNIZATION LOCALS RENEWAL
Organization: Port Arthur Health Department DCPS-2017-IMM/LOCALS-00041
Proposal Overview
Procurement ID: GST-2012-Solicitation-00022
Procurement Name: DCPS"GOLIVE"
IMMUNIZATION LOCALS
PROPOSAL
Business Entity
Organization Name: Port Arthur Health Department
Department: IMMUNIZATION
Address: 449 Austin Avenue
Port Arthur,TX 77640
Payee
Vendor ID/Mail Code: 17460018850 011
Mail Code: 011
Payee Name: Port Arthur City Health Dept
Address: 449 Austin Ave
City: Port Arthur State: TX Zip Code: 77640-0000
DUNS Number: 137134909
Type of Entity: Governmental
Entity Sub-Type:
Contract Information
Contract Period Start Date: 9/1/2016
Contract Period End Date: 8/31/2017
Counties to be served:
Jefferson County
Amount Requested: $162,630.00
07/19/2016 Page 1 of 1
DCPS FY17 IMMUNIZATION LOCALS RENEWAL
Organization: Port Arthur Health Department DCPS-2017-IMM/LOCALS-00041
Service Area Selection
State
If the entire State of Texas is eligible, select the box below. No further action is required and the rest of the form
will be hidden.
Statewide
Health Service Regions/Counties
Select all counties to be served for the contract within the Region(s) below.lf serving an entire Region, select
the 'ALL' option. You may de-select individual counties if needed.
For more information on the State of Texas Health Service Regions, click here.
Region#1
Region#2
Region#3
Region#4
Region#5
Jefferson
Region#6
Region#7
Region#8
07/19/2016 Page 1 of 2
DCPS FY17 IMMUNIZATION LOCALS RENEWAL
Organization: Port Arthur Health Department DCPS-2017-IMM/LOCALS-00041
Service Area Selection
Region#9
Region#10
Region#11
07/19/2016 Page 2 of 2
DCPS FY17 IMMUNIZATION LOCALS RENEWAL
Organization: Port Arthur Health Department DCPS-2017-IMM/LOCALS-00041
Budget Summary
Organization Name: Port Arthur Health Department Program ID: IMM/LOCALS
Contract Number: 2016-001079-01 Procurement ID: GST-2012-Solicitation-0
0022
Proposal ID: DCPS-2017-IMM/LOCALS-00041 Procurement Name: DCPS"GOLIVE"
IMMUNIZATION
LOCALS PROPOSAL
Budget Categories
DSHS Funds
Budget Categories Requested Cash Match In Kind Match Category Total
Personnel $118,572 $0 $118,572
Fringe Benefits $44,058 $0 $44,058
Travel $0 $0 $0
Equipment $0 $0 $0
Supplies $0 $0 $0
Contractual $0 $0 $0
Other $0 $0 $0
Total Direct Costs $162,630 $0 $0 $162,630
Indirect Costs $0 $0 $0
Totals: $162,630 $0 $0 $162,630
Subcontracting
Subcontracting Percentage: 0.00%
Match Contributions
Applicable Match Amount: $0
Required Match Percentage: 0.00%
Required Match Amount: $0 Calculated Match Amount: $0
Source of Cash Match Funds
Source of In Kind Match Funds
Program Income
Projected Earnings: $0
Source of Earnings
07/19/2016 Page 1 of 2
DCPS FY17 IMMUNIZATION LOCALS RENEWAL
Organization: Port Arthur Health Department DCPS-2017-IMM/LOCALS-00041
Budget Summary
Non DSHS Funding
Direct Federal Funds: $0
Other State Agency Funds: $0
Local Funding Sources: $0
Other Funds: $0
Total Projected Non DSHS Funding: $0
07/19/2016 Page 2 of 2
DCPS FY17 IMMUNIZATION LOCALS RENEWAL
DCPS-2017-IMM/LOCALS-00041
Personnel Category Detail
Organization Name: Port Arthur Health Department Program ID: IMM/LOCALS
Contract Number: 2016-001079-01 Procurement ID: GST-2012-Solicitation-00022
Proposal ID: DCPS-2017-IMM/LOCALS-00041 Procurement Name: DCPS"GOLIVE"IMMUNIZATION LOCALS
PROPOSAL
Personnel
Position I Justification I FTEs I Cost
Functional Title:LVN II Resposible for vaccine adminsitration, Existing:1.0000 Funding Source:Cash
License/Cert.Type:License reports,school and day care site visits,etc Proposed: 0.0000 Avg Monthly Salary:$4,277.00
License/Cert:LVN Vacant:0.0000 Number of Months:12
Job Description: Total FTEs 1 Salary Requested:$51,324
Functional Title:IPOS Responsible for IMMTRAC activities,provider Existing:1.0000 Funding Source:Cash
License/Cert.Type:N/A recruits and site visits. Proposed: 0.0000 Avg Monthly Salary:$2,934.00
License/Cert: Vacant: 0.0000 Number of Months:12
Job Description: Total FTEs 1 Salary Requested:$35,208
Functional Title:Administrative Clerk II Responible for client intake,reports,and provides Existing:1.0000 Funding Source:Cash
License/Cert.Type:N/A clerical and administrative support for Proposed: 0.0000 Avg Monthly Salary:$2,670.00
License/Cert: immunization programs. Vacant: 0.0000 Number of Months:12
Job Description: Total FTEs 1 Salary Requested:$32,040
Functional Title: Existing: Funding Source:
License/Cert.Type: Proposed: Avg Monthly Salary:
License/Cert: Vacant: Number of Months:
Job Description: Total FTEs 0 Salary Requested:$0
Cash Total: $118,572
In Kind Match Total: .
Salary Wage Total: $118,572
07/19/2016 Page 1 of 2
DCPS FY17 IMMUNIZATION LOCALS RENEWAL
DCPS-2017-IMM/LOCALS-00041
Personnel Category Detail
Frinae Benefits
List the types of costs that comprise your organizations fringe benefits:
FICA-6.5%;TMRS-11.1575%;INSURANCE-18.5%;TERMINATING PAY-0.5%;WORKMAN'S COMP-0.5%
Total Fringe Benefit Rate(%): 37.16%
Fringe Benefit Amounts
Cash: $44,058
In Kind Match:
Fringe Benefits Total: $44,058
07/19/2016 Page 2 of 2
DCPS FY17 IMMUNIZATION LOCALS RENEWAL
Organization: Port Arthur Health Department DCPS-2017-IMM/LOCALS-00041
Signature Page
DEPARTMENT OF STATE HEALTH SERVICES
Amendment#06
The Department of State Health Services (DSHS) and Port Arthur Health Department (Contractor) agree to
amend Contract No. 2013-041472-003 (Contract), which was effective on September 1, 2012. This Contract
has been amended 5 times prior to this Amendment. The Contract as amended is denominated Contract No.
2016-001079-01.
I. The Parties agree to amend Section 2 of this Contract to increase the total amount of Contract to EIGHT
HUNDRED THIRTEEN THOUSAND ONE HUNDRED FIFTY DOLLARS ($813,150.00). The total payment to
Contractor for the period from September 1, 2016 through August 31, 2017, will not exceed ONE HUNDRED
SIXTY-TWO THOUSAND SIX HUNDRED THIRTY DOLLARS ($162,630.00).
II. The Parties agree to amend Section 4 of this Contract to extend the end of the Contract term to August 31,
2017.
III. The Parties agree to amend Section 7 of this Contract to add the following:
Contractor shall inform and educate the public about vaccines and vaccine-preventable diseases, as
described in the DSHS Immunization Contractors Guide for Local Health Departments (located at
http://www.dshs.state.tx.us/immunize/docs/contractor/E11-13985_FY2017_ContractorsGuide.pdf).
For Contracts of$100,000 or more, Contractors should monitor expenditures to ensure that cumulative budget
transfers among direct cost categories, with the exception of the Equipment category, do not exceed 25% of
the Contract total budget. Transfers to or from the Equipment category require prior approval from DSHS
unless the transfers are done in accordance with the guidelines in the CFPM. Costs that result in cumulative
budget transfers among direct cost categories that exceed 25% of the total Contract budget are subject to
being disallowed unless prior approval is obtained from DSHS.
Contractors are not required to obtain approval from DSHS for cumulative budget transfers that exceed 25%
among direct cost categories, other than the equipment category, for Program Attachments of less than
$100,000, provided that the total budget amount is unchanged.
Contractor shall send at least one representative to Immunization Branch mandatory
meetings held in Austin, including the 1) Immunization Branch local health department held
in the fall of every year and the 2)TVFC Annual Training held in January/February of every
year. Additional mandatory meetings may be required during the contract term.
Contractor shall submit out of state travel requests to the Immunization Branch for approval
when utilizing contract funds or program income.
IV. The Parties agree to amend Section 7 of this Contract to revise the following:
Contractor shall be responsible for conducting outreach regarding vaccinations for children (19 through 35
months of age in the Contractor's jurisdiction) included on the list distributed to Contractor by the ImmTrac
Group at DSHS. Lists are distributed through ImmTrac at the start of each quarterly reporting period.
Contractor shall be responsible for conducting outreach to 17-year-olds included on the lists distributed to the
Contractor by the ImmTrac Group at DSHS to explain the lifetime registry and obtain their consent to remain in
ImmTrac as an adult. Lists are distributed on October 1st; December 1st; February 1st; April 1st; June 1st; and
August 1st.
Contractor shall be responsible for conducting outreach to existing ImmTrac providers that have not logged in
into ImmTrac in the last 90 days. Lists are distributed on September 1st; November 1st; January 1st; March 1st;
May 1st; and July 1st.
Contractor shall review monthly contract funding expenditures and salary savings from any contract-paid staff
vacancies and revise spending plan to ensure that all funds will be properly expended under this contract
07/19/2016 Page 1 of 3
DCPS FY17 IMMUNIZATION LOCALS RENEWAL
Organization: Port Arthur Health Department DCPS-2017-IMM/LOCALS-00041
Signature Page
before the end of the contract term.
Contractor shall perform activities in support of the Immunization Cooperative Agreement, HCR Immunization
and Vaccines for Children Program, from the Centers for Disease Control and Prevention. CFDA#93.268
V. The Parties agree to amend Section 15 of this Contract to add the following:
Report Name Frequency Period Begin Period End Due Date
LHD ILA Quarterly Report Quarterly 09/01/2016 11/30/2016 12/31/2016
LHD ILA Quarterly Report Quarterly 12/01/2016 02/28/2017 03/31/2017
LHD ILA Quarterly Report Quarterly 03/01/2017 05/31/2017 06/30/2017
LHD ILA Quarterly Report Quarterly 06/01/2017 08/31/2017 09/30/2017
Financial Status Report Quarterly 09/01/2016 11/30/2016 12/31/2016
Financial Status Report Quarterly 12/01/2016 02/28/2017 03/31/2017
Financial Status Report Quarterly 03/01/2017 05/31/2017 06/30/2017
Financial Status Report Quarterly 06/01/2017 08/31/2017 10/15/2017
VI. The parties agree to amend Section 16 of this Contract to add the following:
General Provisions, ARTICLE II. Compliance and Reporting, Section 2.06, Applicable Laws and Regulations
Regarding Funding Sources, is amended by deleting Section 2.06 in its entirety and replacing it with the
following:
When applicable, federal statutes, regulations and/or federal grant requirements applicable to funding sources
and any updates to such will apply to this Contract. Contractor agrees to comply with applicable laws, executive
orders, regulations and policies, as well as Office of Management and Budget (OMB) Circulars (as codified in
Title 2, 200 of the Code of Federal Regulations (CFR) and 45 CFR 75) the Uniform Grant and Contract
Management Act of 1981 (UGMA), Tex. Gov. Code Chapter 783, and Uniform Grant Management Standards
(UGMS), as revised by federal circulars and incorporated in UGMS by the Comptroller of Public Accounts,
Texas Procurement and Support Services Division. UGMA and UGMS can be located through web links on the
DSHS website at http://www.dshs.state.tx,us/contracts/links.shtm. Contractor also shall comply with all
applicable federal and state assurances contained in UGMS, Part III, State Uniform Administrative
Requirements for Grants and Cooperative Agreements §_.14. If applicable, Contractor shall comply with the
Federal awarding agency's Common Rule, and the U.S. Health and Human Services Grants Policy Statement,
both of which may be located through web links on the DSHS website at
http://www.dshs.state.tx.us/contracts/links.shtm. For contracts funded by block grants, Contractor shall comply
with Tex. Gov. Code Chapter 2105.
VII. Exhibit A, Work Plan of the Contract is replaced for the period beginning on September 1, 2016, with the
attached Exhibit A-1, Work Plan.
VIII. Except as provided in this Amendment, all other terms and conditions in the Contract will remain and be in
full effect.
IX. This Amendment is effective on September 1, 2016.
By signing this Amendment, the undersigned certify that they have the authority to bind their respective party to
this Amendment's terms and conditions.
Contractor Signature
By signing this Amendment, the undersigned certify that they have the authority to bind their
respective party to this Amendment's terms and conditions.
Signed By: Date:
07/19/2016 Page 2 of 3
DCPS FY17 IMMUNIZATION LOCALS RENEWAL
Organization: Port Arthur Health Department DCPS-2017-IMM/LOCALS-00041
Signature Page
DSHS Signature
By signing this Amendment, the undersigned certify that they have the authority to bind their
respective party to this Amendment's terms and conditions.
Signed by: Date:
07/19/2016 Page 3 of 3
DCPS FY17 IMMUNIZATION LOCALS RENEWAL
Organization: Port Arthur Health Department DCPS-2017-IMM/LOCALS-00041
Exhibit: Exhibit A
Organization Name: Port Arthur Health Department
Contract Number: 2016-001079-01 Program ID: IMM/LOCALS
Contract Term: 9/1/2016-8/31/2017 Program Name: Immunization Branch-Locals
Exhibit Title: Exhibit A
Program Stewardship and Accountability
Contractor General Requirement Unit A-1:
Implement a comprehensive immunization program.Activities under this requirement shall be conducted in accordance with the
Department of State Health Services(DSHS)Immunization Contractors Guide for Local Health Departments.
Activities:
•Adhere to Standards for Child and Adolescent Immunization Practices and Standards for Adult Immunization Practices found at
http://www.cdc.gov/vaccines/recs/vac-admin/rev-immz-stds.htm
•Maintain current policies in compliance with the DSHS Immunization Contractors Guide for Local Health Departments and have
them available to Contractor's staff.
•Lapse no more than 5%of total funded amount of the contract.
o Maintain and adjust spending plan throughout the contract term to avoid lapsing funds.
o Account for and use Program Income appropriately throughout the contract term.
o Maintain staffing levels to meet required activities of the contract and to ensure that all funds in the personnel category are
expended.
o The funded amount of the contract may be reduced if more than 5 percent of the funded amount of contract is lapsed in the
previous fiscal year.
•Submit required Quarterly Local Health Department(LHD) Inter-Local Agreement(ILA)Reports to DSHS Immunization Contracts
at dshsimmunizationcontracts@dshs.state.tx.us by Close of Business(COB)Central Standard Time(C.S.T.)on December 31,
2016;on March 31,2017;June 30,2017;and September 30,2017 or the next business day if the date falls on a weekend or state
approved holiday.
•Submit Corrective Action Plan(CAP)letter to DSHS Contract Management Unit(CMU)within fifteen (15)business days after
On-Site Evaluation if findings are not resolved at time of site visit to the satisfaction of the DSHS Health Service Region (HSR)
Immunization Program Manager and DSHS Immunization Branch Contracts staff.
Contractor General Requirement Unit A-2:
Complete Texas Vaccines for Children(TVFC)site visits,TVFC unannounced visits, and follow-up visits assigned by DSHS
Immunization Branch or DSHS HSR Immunization Program staff within prescribed timeframes outlined in the TVFC Operations
Manual.Activities under this requirement shall be conducted in accordance with the DSHS Immunization Contractors Guide for
Local Health Departments.
Activities:
•Conduct TVFC site visit follow-up and submit results following the process described and within deadlines established in the TVFC
Operations Manual.
•Conduct TVFC site visits in 100%of subcontracted entities as listed in the ILA and non-LHD immunization clinics, if applicable.
•Conduct TVFC unannounced storage and handling visits at TVFC enrolled provider offices within the jurisdiction following the
process described and within deadlines established in the TVFC Operations Manual.
Contractor General Requirement Unit A-3:
Ensure that expired,wasted,and unaccounted-for vaccines do not exceed 5%in Contractor's clinics.Activities under this
requirement shall be conducted in accordance with the DSHS Immunization Contractors Guide for Local Health Departments and
TVFC Operations Manual.
Activities:
•Ensure that expired,wasted,and unaccounted-for vaccines do not exceed 5%in Contractor's clinics.
•Ensure that all expired,spoiled/wasted vaccines is appropriately identified and entered into the Electronic Vaccine Inventory(EVI)
system.
•Maintain storage and handling policies and procedures according to the TVFC Operations Manual.
(http://www.dshs.state.tx.us/immunize/tvfc/tvfc.manual.shtm)
• Ensure that appropriate routine and emergency vaccine storage and handling plans are in place at each clinic location.
•Ship overstocked vaccines and vaccines approaching expiration to alternate providers for immediate use when instructed to do so
07/19/2016 Page 1 of 8
DCPS FY17 IMMUNIZATION LOCALS RENEWAL
Organization: Port Arthur Health Department DCPS-2017-IMM/LOCALS-00041
Exhibit: Exhibit A
by the DSHS HSR Immunization Program Manager to avoid vaccine waste.Contractor is responsible for covering the cost to ship
overstocked vaccines and vaccines approaching expiration.
Contractor General Requirement A-4:
Implement a plan to assure that vaccines provided through the TVFC program are not provided inadvertently to fully privately insured
individuals,including children covered by the State Children's Health Insurance Program (CHIP).
Establish and maintain protocols for screening individuals for eligibility and insurance coverage before administering vaccines
provided through the TVFC program. Contractors may use the TVFC Program Patient Eligibility Screening Record (C-10)and the
Adult Safety Net(ASN)Program Adult Eligibility Screening Record (EF11-12842)or electronically store this information.
Any child who, upon screening, meets one of the eligibility criteria listed below and is 18 years of age or younger qualifies for state
or federal vaccine through the TVFC program:
a. Eligible for Vaccine For Children (VFC)Vaccine:
•Medicaid Enrolled,
•No Health Insurance,
•American Indian or Alaskan Native,or
• Underinsured*served by a Federally Qualified Health Center(FQHC), Rural Health Clinic(RHC),or a deputized provider.
b. Eligible for State/Federal Vaccine:
•Enrolled in CHIP**,or
•Other Underinsured***.
*Underinsured includes children with health insurance that does not include vaccines or only covers specific vaccine types. Children
are only eligible for vaccines that are not covered by insurance. In addition,to receive VFC vaccine, underinsured children must be
vaccinated through a FQHC or RHC or under an approved deputized provider.The deputized provider must have a written agreement
with an FQHC/RHC and the state/local/territorial immunization program in order to vaccinate underinsured children.
**Children enrolled in separate state CHIP.These children are considered insured and are eligible for vaccines through the TVFC
Program as long as the provider bills CHIP for the administration of the vaccine.
***Other underinsured are children that are underinsured but are not eligible to receive federal vaccine through the VFC Program
because the provider or facility is not a FQHC/RHC or a deputized provider. However,these children may be served if vaccines are
provided by the state program to cover these non-VFC eligible children.
Assessing Program Performance
Contractor General Requirement Unit B-1:
Conduct educational, promotional,and outreach activities for the general public to enhance immunization awareness, including
distribution of DSHS-provided materials.Activities under this requirement shall be conducted in accordance with the DSHS
Immunization Contractors Guide for Local Health Departments.
Activities:
•Contractor will provide vaccine and immunization education to target audiences and to the general public on the benefits of
vaccination,the risk of vaccine-preventable diseases,staying on the Advisory Committee on Immunization Practices(ACIP)
Recommended Immunization Schedule(s),and the importance of not missing any vaccines.
• Inform and educate parents of infants,children, adolescents,adults(men and women),grandparents,seniors, health-care
providers,and the general public about vaccines for all age groups and vaccine-preventable diseases. Information should include the
importance and benefits of being fully vaccinated,vaccine recommendations,and the location of community vaccination clinics.
•Conduct at least one monthly immunization education activity specifically directed to one of the target groups as directed by the
DSHS Immunization Branch.
•Conduct at least twelve(12)outreach and educational activities during the contract period in accordance with Texas Health and
Safety Code Chapter 161,Subsection A,Section 161.0095,to each of the following audiences: health-care providers, health-care
clinics, hospitals,and any other health-care facility providing health care to adolescents 14 to 18 years of age and report results on
the Quarterly Report. Outreach and education activities must focus on the immunization registry and the option for an individual who
is 18 years of age or older to consent to having their immunization records stored within the immunization registry.Additional
outreach and educational activities may focus on high schools,colleges,and universities.
•Document the activity with the number and type of participants and evaluate activity by obtaining feedback from participants.
•Use national immunization observances as opportunities to conduct specific education and promotional activities to give emphasis
to the importance and benefits of vaccines: National Infant Immunization Week(NIIW), National Immunization Awareness Month
(NIAM), National Adult Immunization Week(NAIW),and National Influenza Vaccination Week(NIVW).
• Develop and implement a written communications and customer service plan to assure customers receive consistent,correct
immunization information and services in a courteous and friendly manner on a timely basis.
•Participate in special initiatives as directed by the DSHS Immunization Branch,such as the Dairy Queen Coupon project,the
07/19/2016 Page 2 of 8
DCPS FY17 IMMUNIZATION LOCALS RENEWAL
Organization: Port Arthur Health Department DCPS-2017-IMM/LOCALS-00041
Exhibit: Exhibit A
Hallmark Card Governor's Program,and others.
•Participate in statewide media campaigns by distributing DSHS-developed and produced public service announcements and
materials to local television and radio stations, newspapers, parent publications, university newspapers, high school newspapers,
and neighborhood newspapers.
•Promote www.ImmunizeTexas.com,the Immunization Branch's website;The Upshot,an electronic newsletter;and the Vaccine
Advisory,a vaccine newsletter,to providers in the Contractor's jurisdiction.
•Promote and distribute immunization literature for the public to TVFC providers and Contractor's clinics.
•Provide information to clients,families,health-care providers,and the general public on the purpose of the Texas immunization
registry, (ImmTrac);the benefits of ImmTrac participation;and the importance of maintaining a complete immunization history in
ImmTrac.
• Inform the general public about the TVFC and ASN Programs and the eligibility criteria for participating in the programs.
• Distribute NFC information and educational materials at venues where parents of TVFC-eligible children might frequent.
•Distribute ASN information and educational materials at venues and clinics that serve eligible adults.
•Inform and highly recommend to the medical community and local providers within the Contractor's'jurisdiction the most current
Centers for Disease Control and Prevention(CDC)Epidemiology and Prevention of Vaccine-Preventable Disease(EPI-VAC)training.
The most current pink book,titled Epidemiology and Prevention of Vaccine-Preventable Disease can be found on the CDC website
at: (http://www.cdc.gov/vaccines/pubs/pinkbook/index.html)
Establish collaborative efforts with appropriate community entities regarding promoting immunizations and the reduction of
vaccine-preventable diseases.Activities under this requirement shall be conducted in accordance with the DSHS Immunization
Contractors Guide for Local Health Departments.
Activities:
• Identify providers, hospitals,schools,child-care facilities,social service agencies,and community groups involved in promoting
immunizations and reducing vaccine-preventable diseases.
•List and maintain contact information of group members and collaborations and identify the best practices they are promoting.
•Maintain written agreements and updates of group members and collaborations.
•Document communications,group meetings,and planning of activities that promote the Best Practices identified in contract
agreement. Documents are to be accessible during site visits.
•Report new group members on the Quarterly Report.
Contractor General Requirement Unit B-2:
As directed by the DSHS Immunization Branch,complete 100 percent of assigned child-care facility and Head Start center
assessments and child-care audits.Activities under this requirement shall be conducted in accordance with the DSHS
Immunization Contractors Guide for Local Health Departments and Population Assessment Manual.
As directed by the DSHS Immunization Branch,complete 100 percent of assigned public and private school assessments,
retrospective surveys,and validation surveys.Activities under this requirement shall be conducted in accordance with the DSHS
Immunization Contractors Guide for Local Health Departments and Population Assessment Manual.
Activities:
•Complete and report 100 percent of required audits/assessments as assigned by the DSHS Immunization Branch.These will
include:
o Texas Child-Care Immunization Assessment
o Child-Care Audit
o Annual Report of Immunization Status(school self-assessments)
o School Audit
o Texas School Immunization Validation Survey
o Texas County Retrospective Immunization School Survey(TCRISS)
•Assigned surveys/assessments must be completed utilizing the instructions in DSHS Immunization Contractors Guide for Local
Health Departments and the Population Assessment Manual.
•Monitor vaccination and exemptions per respective areas for completed audits/assessments.
•Analyze, provide feedback,and monitor vaccination trends for public school districts, private schools, licensed child-care facilities,
and registered family homes to increase vaccination coverage using audit/assessment data.
• Identify trends and areas of need for LHD jurisdictions and coordinate interventions.
•Collaborate with schools, licensed child-care centers,and registered child-care homes to identify needed improvements. Report
these results/findings to the DSHS Immunization Branch.
Contractor General Requirement Unit B-3:
Work with TVFC providers to develop quality improvement processes to increase coverage levels and decrease missed opportunities
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DCPS FY17 IMMUNIZATION LOCALS RENEWAL
Organization: Port Arthur Health Department DCPS-2017-IMM/LOCALS-00041
Exhibit: Exhibit A
using Assessment, Feedback, Incentives,and eXchange(AFIX)components,as appropriate, and move toward use of Immunization
Information System(IIS)as primary source of data for provider coverage level assessment.Activities under this requirement shall be
conducted in accordance with the DSHS Immunization Contractors Guide for Local Health Departments and the Texas Vaccine for
Children (TVFC)Program Provider Manual.
Activities:
•Conduct immunization coverage level assessments utilizing the AFIX online tool and (CoCASA)in 100%of subcontracted entities
as listed in the ILA and non-LHD immunization clinics, if applicable.
•Conduct follow-up activities for all TVFC compliance site-visits for private providers in their jurisdiction, utilizing the CDC Provider
Education,Assessment,and Reporting (PEAR)system and directly enter data into PEAR to document follow-up activities for TVFC
compliance site visits for all sub-contracted entities and non-local health department clinics.The contractor shall submit the final
assessment results in the PEAR system within twenty-four(24)hours of conducting the visit.
•Conduct TVFC unannounced storage and handling visits at TVFC provider offices utilizing the CDC PEAR system and directly
enter data into PEAR to document TVFC Unannounced storage and handling visit results at provider offices.The contractor shall
submit the final unannounced storage and handling visit results in the PEAR system within twenty-four(24)hours of conducting the
visit.
Contractor General Requirement Unit B-4:
Investigate and document at least 90%of reportable confirmed or probable vaccine-preventable disease(VPD)cases within thirty
(30)days of initial report to public health in accordance with DSHS Emerging and Acute Infectious Disease Guidelines at:
http:www.dshs.state.tx.us/IDCU/investigation/Investigation-Guidance/.Activities under this requirement shall be conducted in
accordance with the DSHS Immunization Contractors Guide for Local Health Departments.
Activities:
•Adhere to the DSHS Emerging and Acute Infectious Disease Guidelines found at:
http://www.dshs.state.tx.us/IDCU/investigation/Investigation-Guidance,NBS Data Entry Guidelines,and current Epi-Case Criteria
Guide(both found at: (https://txnedss.dshs.state.tx.us:8009/PHINDox/UserResources/)in conducting this General Requirement and
the associated activities.
•Complete all data entry into NEDSS Base System (NBS)following the NBS data Entry Guidelines at:
(https://txnedss.dshs.state.tx.us:8009/PH INDox/UserResources/).
•Verify and enter complete vaccination history in NBS on all VPD investigations with case status of confirmed or probable.
Complete vaccination history should be assessed through ImmTrac,provider offices,school records,or patient records.
•Routinely review and follow up on all VPD laboratory reports received, including electronic lab reports(ELRs)sent from DSHS
through NBS and Health Alert Network(HAN).
•Provide feedback on any unmet performance measures during each Quarterly Report review.
•All new VPD surveillance staff will attend Introduction to NBS training and complete the certification process in order to gain
access to the NBS system.
Contractor General Requirement Unit B-5:
Educate, inform,and train the medical community and local providers within Contractor's jurisdiction on immunization activities
listed below.Activities under this requirement shall be conducted in accordance with the DSHS Immunization Contractors Guide for
Local Health Departments.
Activities:
• Provide training on TVFC requirements and updates(as described in the TVFC Operations Manual)to TVFC providers annually at
a minimum.
•Document annual training in PEAR for each Provider Identification Number(PIN)in jurisdiction.
•Ensure that the TVFC providers have the most up-to-date, DSHS-produced immunization information in their offices.
•Provide training, information,and technical assistance to promote the effective use of ImmTrac by private providers(which includes
education regarding the benefits of ImmTrac participation).
•Educate private providers about the ImmTrac enrollment process and the statutory requirement to report immunizations.
•As directed by the DSHS Immunization Branch identify first responders and their immediate family in the community and inform
them of the opportunity to be included in ImmTrac.
•Conduct educational training for hospital and health-care providers within the Contractor's jurisdiction,to increase mandatory
screening and reporting of hepatitis B surface antigen(HBsAg)-positive women.
•Provide training on the prevention of Perinatal Hepatitis B to providers within the Contractor's jurisdiction.
•Educate physicians, laboratories, hospitals,schools,child-care staff,and other health providers on VPD reporting requirements.
•Educate and update providers on the most current ACIP recommendations for all age groups, as well as on applicable regulatory
vaccination requirements.
07/19/2016 Page 4 of 8
DCPS FY17 IMMUNIZATION LOCALS RENEWAL
Organization: Port Arthur Health Department DCPS-2017-IMM/LOCALS-00041
Exhibit: Exhibit A
•Provide training relating to Standards for Child and Adolescent Immunization Practices and Standards for Adult Immunization
Practices(http://www.cdc.gov/vaccines/recs/vac-admin/rev-immz-stds.htm)to all immunization providers within Contractor's
jurisdiction.
• Inform all private providers on the federal requirement that the most current Vaccine Information Statements(VIS)must be
distributed to patients at: (http://www.cdc.gov/vaccines/hcp/vis/index.html)
•Promote a healthcare workforce that is knowledgeable about vaccines,vaccine recommendations,vaccine safety,VPDs,and the
delivery of immunization services.
•Educate healthcare workers on the need to be vaccinated themselves.
•Provide information to community health-care employers(hospitals,clinics,doctor's offices, long-term care facilities)about the
importance of vaccination of health-care workers.
•Educate private providers to send National Immunization Surveys(NIS)to the Contractor for research prior to returning the survey
to CDC, if applicable.
•Coordinate educational and other activities with local Women Infant and Children (WIC)programs to assure that children
participating in WIC are screened and referred to their"medical home"for vaccination using a documented immunization history in
accordance with the Standards for Child and Adolescent Immunization Practices at:
http://www.cdc.gov/vaccines/recs/vac-admin/rev-immz-stds.htm.
•Offer educational opportunities to all WIC programs in the service area, including information about on-line and satellite-broadcast
continuing education opportunities from the CDC Continuing Education web site at http://www.cdc.gov/vaccines/ed/default.htm.
•Report on education,training,outreach activities or collaborative efforts conducted to the medical community and local providers
in the Contractor's jurisdiction and the outcomes on each Quarterly Report.
Assuring Access to Vaccines
Contractor General Requirement Unit C-1:
Engage American Indian tribal governments,tribal organizations representing those governments, and tribal epidemiology centers of
Alaskan Native Villages and Corporations located within contracted LHD boundaries in immunization activities.Activities under this
requirement shall be conducted in accordance with the DSHS Immunization Contractors Guide for Local Health Departments.
Activities:
•Perform education,training,outreach activities and provide technical assistance for American Indian tribal governments,tribal
organizations representing those governments,and tribal epidemiology centers of Alaskan Native Villages and Corporations.
•Report on education,training,outreach activities,or collaborative efforts conducted to American Indian tribal governments,tribal
organizations representing those governments,and tribal epidemiology centers of Alaskan Native Villages and Corporations and the
outcomes on each Quarterly Report.
Contractor General Requirement Unit C-2:
Provide immunization services and ACIP-recommended vaccines in Contractor's clinics to children, adolescents, and adults to
maximize vaccine coverage levels within Contractor's jurisdiction.Activities under this requirement shall be conducted in accordance
with the DSHS Immunization Contractors Guide for Local Health Departments.
Activities:
•Ensure that all ACIP recommended vaccines are routinely available to TVFC patients.
• Ensure that all vaccines listed on the ASN vaccine formulary are available to eligible adult patients.
•Ensure that every adult uninsured client identified as at-risk for any VPD be offered vaccinations on-site and on-demand or be
provided contact information and be referred to the nearest ASN provider.A list of ASN providers can be found at
https://www.dshs.state.tx.us/asn/.
• Recommend the simultaneous administration of all needed vaccines for the patient.
•Follow only medically supportable contraindications to vaccination.
•Verbally educate patients and parents/guardians about the benefits and risks of vaccination and distribute DSHS educational
materials,as applicable,as part of this conversation.
• Discuss,and attempt to schedule,the next immunization visit at each client encounter.
•Explain the benefits of a"medical home"and assist the parent/guardian in obtaining or identifying the child's medical home.
•Use a Reminder/Recall manual system,Texas Wide Immunization Client Encounter System , ImmTrac,or other system).
•Establish"standing orders"for vaccination in Contractor's clinics,consistent with legal requirements for standing orders(including,
but not limited to,those found in the Texas Medical Practice Act).
•Implement an employee immunization policy according to CDC recommendations in Contractor's clinics.
Enroll and sustain a network of TVFC providers to administer federally funded vaccines to program-eligible populations according to
CDC/ACIP and National Vaccine Advisory Committee(NVAC)standards.
Conduct recruitment to increase the number of ImmTrac providers,TVFC providers, and Perinatal Hepatitis B providers.Activities
07/19/2016 Page 5 of 8
DCPS FY17 IMMUNIZATION LOCALS RENEWAL
Organization: Port Arthur Health Department DCPS-2017-IMM/LOCALS-00041
Exhibit: Exhibit A
under this requirement shall be conducted in accordance with the DSHS Immunization Contractors Guide for Local Health
Departments.
Activities:
•Conduct recruitment activities as defined in the TVFC Operations Manual with providers on the DSHS-supplied provider recruitment
list.
•Target adolescent health-care providers for recruitment and emphasize adolescent vaccine requirements and recommendations
Contractor General Requirement Unit C-3:
Assure compliance with Health and Human Services(HHS)Deputization Guidance.Activities under this requirement shall be
conducted in accordance with the DSHS Immunization Contractors Guide for Local Health Departments.
Activities:
•Annually sign Deputization Addendum,and provide immunization services to underinsured children.
•Report monthly the number of vaccine doses administered to underinsured clients by age categories 0-6 years and 7-18 years of
age as directed by the DSHS Immunization Branch.
•Report monthly the number of unduplicated underinsured clients served by age categories 0-6 years and 7-18 years of age as
directed by the DSHS Immunization Branch.
Contractor General Requirement Unit C-4:
Work with partners,as appropriate,to assure coordination of the following activities in order to prevent perinatal hepatitis B
transmission.
a. Identification of HBsAg-positive pregnant women.
b.Timely newborn post-exposure prophylaxis(PEP)with hepatitis B vaccine and hepatitis B immune globulin (HBIG).
c.Timely completion of doses two and three of hepatitis B vaccine.
d.Timely completion of post-vaccination serology testing.
Ensure all pregnant women are screened for HBsAg and that all HBsAg-positive pregnant women are reported to the DSHS
Immunization Branch.Activities under this requirement shall be conducted in accordance with the DSHS Immunization Contractors
Guide for Local Health Departments and Perinatal Hepatitis B Prevention Manual.
Activities:
•Develop a surveillance system that includes prenatal care providers,obstetrical and gynecological care providers,family
practitioners,and labor and delivery facilities to assure all HBsAg-positive pregnant women are reported to the DSHS Immunization
Branch within one week of diagnosis.
• Educate prenatal care providers to ensure they are screening pregnant women for HBsAg status during each pregnancy;
implement procedures for documenting HBsAg screening results in prenatal care records,and forward original laboratory results to
the delivery facility.
•Educate delivery hospitals to ensure they verify prenatal HBsAg test results of pregnant women on admission for delivery and test
for HBsAg at delivery, regardless of prenatal test results as required by law.
•Provide DSHS produced educational materials on how to prevent perinatal hepatitis B transmission for distribution to appropriate
clients in agencies that include WIC, religious organizations, refugee/immigration assistance programs,and other community-based
organizations.
• Provide trainings,as directed by the DSHS Immunization Branch,to delivery hospitals on reporting HBsAg positive test results for
women who have delivered at their facilities.
•Submit all Perinatal Hepatitis B educational training conducted each quarter on the Education,Training, Information,and
Collaborations(EITC)tab of the quarterly report
Ensure that all infants born to HBsAg-positive women and women whose HBsAg status is unknown will receive the first dose of the
hepatitis B vaccine and HBIG within 12 hours of birth.Activities under this requirement shall be conducted in accordance with the
DSHS Immunization Contractors Guide for Local Health Departments and Perinatal Hepatitis B Prevention Manual.
Activities:
•Ensure all labor and delivery facilities develop standing orders and policies to administer the first dose of the hepatitis B vaccine
and HBIG to at-risk infants within 12 hours of birth.
• Identify labor and delivery facilities that do not have standing orders and/or policies and educate providers to establish standing
orders and policies to administer to at-risk infants the first dose of the hepatitis B vaccine and HBIG within 12 hours of birth.
•Determine the number of newborns that do not receive the first dose of the hepatitis B vaccine and/or HBIG and work with those
facilities to ensure all at-risk infants receive the hepatitis B vaccine series and HBIG within 12 hours of birth.
•Report to the DSHS Immunization Branch all infants born to HBsAg-positive women within fifteen (15)calendar days of the event.
Ensure that 100%of the number of identified infants born to HBsAg-positive women will complete the hepatitis B vaccine series and
post-vaccination serology testing.Activities under this requirement shall be conducted in accordance with the DSHS Immunization
07/19/2016 Page 6 of 8
DCPS FY17 IMMUNIZATION LOCALS RENEWAL
Organization: Port Arthur Health Department DCPS-2017-IMM/LOCALS-00041
Exhibit: Exhibit A
Contractors Guide for Local Health Departments and Perinatal Hepatitis B Prevention Manual.
Activities:
•Administer or obtain from the provider or ImmTrac the complete hepatitis B vaccine series. Infants shall complete the hepatitis B
vaccine series by 6to 8 months of age if the infant receives a single antigen or Pediarix®vaccine.
•Perform post-vaccination serologic testing or obtain from the provider the post-vaccination serologic testing results to determine
immunity against hepatitis B. Post vaccination serologic testing shall be done by 9 months of age if the infant received a single
antigen or Pediarix®vaccine.
•For all cases documented as a lost to follow-up on the Perinatal Hepatitis B case management form, report the number and types
of attempted activities performed in locating the mother or guardian of the infant to the DSHS Immunization Branch on the Perinatal
Hepatitis B case management form.
Contractor General Requirement Unit C-5:
All household contacts over 24 months of age and sexual partners of reported HBsAg-positive women shall be referred for serologic
testing to determine susceptibility status in accordance with the DSHS Immunization Contractors Guide for Local Health
Departments and Perinatal Hepatitis B Prevention Manual.
Household contacts over the age of 24 months and sexual contacts are not eligible for the program.They should be referred to
health care providers for screening and vaccination if susceptible.The number of contacts over age 24 months identified and referred
to a health care provider is to be documented on the woman's case management form.
Ensure all household contacts below or equal to 24 months of age are case managed as appropriate to ensure the infant completes
the hepatitis B vaccine series and receives post-vaccination serologic testing as needed.A contact case management form should
be completed for all contacts under or equal to 24 months of age and case management activities performed.
Immunization Information Technology Infrastructure-Assure that the immunization information technology infrastructure supports
program goals and objectives.
Contractor General Requirement Unit D-1:
Promote provider site participation and assure immunization record completeness,timeliness, accuracy,efficiency,and data use to
support immunization program goals and objectives.
Effectively utilize ImmTrac,the statewide immunization registry, in Contractors'clinics.
Work in good faith,and as specified herein,to increase overall enrollment into ImmTrac for all age groups including adults.
Work in good faith and as specified herein,to ensure ImmTrac registered private providers use ImmTrac effectively as defined in the
DSHS Immunization Contractors Guide for Local Health Departments.
Activities under the requirements above shall be conducted in accordance with the DSHS Immunization Contractors Guide for Local
Health Departments
Activities:
•Recruit new private provider sites for ImmTrac.
•Search for the client's immunization history at every client encounter.
•Review the client's record for vaccines due and overdue according to the CDC Recommended Schedules at:
http://www.cdc.gov/vaccines/schedules/index.html.
•Report to ImmTrac all immunizations administered to children (younger than 18 years of age)and consented adults in
Contractor's clinics,either directly into ImmTrac or through TWICES.
•Follow and explain recommended guidelines for obtaining and submitting ImmTrac consent forms according to the instructions
found at http://www.dshs.state.tx.us/immunize/docs/consent_guidelines.pdf.
•Offer updated Immunization History Report to the client or client's parent or guardian at every client encounter.
•At every client encounter,compare all immunization histories(ImmTrac,TWICES,validated patient-held records, clinic medical
record)and enter into ImmTrac any historical immunizations not in ImmTrac.
•Verbally and with DSHS produced literature, inform parents presenting at Contractor's clinics about ImmTrac and the benefits of
inclusion in ImmTrac.
• Provide orientation to all ImmTrac providers at least once a year and maintain documentation of all technical assistance provided
(e.g.,telephone logs).
• Explain and demonstrate the effective use of ImmTrac according to the instructions located in the DSHS Immunization Contractors
Guide for Local Health Departments.
•Conduct follow-up with registered ImmTrac providers who are inactive or not using ImmTrac effectively.
•Train ImmTrac providers'staff on ImmTrac data entry and quality standards.
•Update all demographic information, including address and telephone number,at every client encounter.
•Conduct outreach(including, but not limited to,the specific outreach described in the DSHS Immunization Contractors Guide for
Local Health Departments)to families of children 19 to 35 months of age who are not up-to-date on their immunizations according to
07/19/2016 Page 7 of 8
DCPS FY17 IMMUNIZATION LOCALS RENEWAL
Organization: Port Arthur Health Department DCPS-2017-IMM/LOCALS-00041
Exhibit: Exhibit A
ImmTrac; locate additional immunization histories;and enter history data into ImmTrac.
•Collaborate with prenatal health-care providers, birth registrars, hospital staff, pediatricians,and other entities to educate parents,
expectant parents,and providers about ImmTrac and the benefits of participation. Includes the dissemination of DSHS educational
materials as appropriate.
•Identify and contact families of children for whom ImmTrac consent has been granted but who do not have complete immunization
records in ImmTrac.
•Identify all providers who administer vaccine in awardee's jurisdiction, including both pediatric and adult immunization providers.
•Collaborate with partners and develop a provider recruitment strategy to include complementary vaccinators,such as pharmacists
and school-located vaccination clinics.
• Encourage ImmTrac participation among providers.
•Use and train providers on the use of the new IIS as the system becomes available.
Contractors General Requirement Unit D-2:
Assure provider participation in vaccine ordering and inventory management using the Electronic Vaccine Inventory(EVI)system.
• Educate providers regarding vaccine ordering policies.
•Train providers to use the EVI system for inventory and order entry.
•Train providers on the use of the new IIS system as the system becomes available.
Assist all other TVFC providers in local jurisdiction with maintenance of appropriate vaccine stock levels.Activities under this
requirement shall be conducted in accordance with the DSHS Immunization Contractors Guide for Local Health Departments and
the current TVFC Operations Manual.
Activities:
•Evaluate maximum vaccine stock levels twice a year in all TVFC provider clinics under Contractor's jurisdiction and assess
providers'inventories when visiting clinics.
•Review 100%of monthly biological reports,vaccine orders(when applicable),and temperature recording forms for accuracy and to
ensure that the vaccine supply is appropriately maintained and within established maximum stock levels. Review and approval for
vaccine orders(when applicable)must be documented in EVI.
•Ship overstocked vaccines and vaccines approaching expiration to alternate providers for immediate use when instructed to do so
by the DSHS HSR Immunization Program Manager to avoid vaccine waste.Contractor is responsible for covering the cost to ship
overstocked vaccines and vaccines approaching expiration.
• If vaccine is available locally,submit Vaccine Transfer Authorization Form(EC-67)to DSHS HSR Immunization Program Managers
for approval prior to conducting transfers and/or deliveries to support the TVFC providers requesting assistance.
•Educate and assist all TVFC providers with TVFC Provider Choice,as directed by the DSHS Immunization Branch.
•Offer provider updates,training,and information as changes to vaccine management occur.
07/19/2016 Page 8 of 8
Texas Department of State Health Services Immunization Branch 2017
Inter-Local Agreement Work Plan - Exhibit A
❖ UNIT A
Program Stewardship and Accountability
Contractor General Requirement Unit A-1:
Implement a comprehensive immunization program. Activities under this requirement
shall be conducted in accordance with the Department of State Health Services (DSHS)
Immunization Contractors Guide for Local Health Departments.
Activities:
• Adhere to Standards for Child and Adolescent Immunization Practices and
Standards for Adult Immunization Practices found at
http://www.cdc.gov/vaccines/recs/vac-admin/rev-immz-stds.htm
• Maintain current policies in compliance with the DSHS Immunization Contractors
Guide for Local Health Departments and have them available to Contractor's
staff.
• Lapse no more than 5% of total funded amount of the contract.
o Maintain and adjust spending plan throughout the contract term to avoid
lapsing funds.
o Account for and use Program Income appropriately throughout the
contract term.
o Maintain staffing levels to meet required activities of the contract and to
ensure that all funds in the personnel category are expended.
o The funded amount of the contract may be reduced if more than 5 percent
of the funded amount of contract is lapsed in the previous fiscal year.
• Submit required Quarterly Local Health Department(LHD) Inter-Local
Agreement(ILA) Reports to DSHS Immunization Contracts at
dshsimmunizationcontracts@dshs.state.tx.us by Close of Business (COB) Central
Standard Time (C.S.T.) on December 31, 2016; on March 31, 2017; June 30,
2017; and September 30, 2017 or the next business day if the date falls on a
weekend or state approved holiday.
• Submit Corrective Action Plan(CAP) letter to DSHS Contract Management Unit
(CMU) within fifteen(15)business days after On-Site Evaluation if findings are
not resolved at time of site visit to the satisfaction of the DSHS Health Service
Region(HSR) Immunization Program Manager and DSHS Immunization Branch
Contracts staff.
Contractor General Requirement Unit A-2:
Complete Texas Vaccines for Children(TVFC) site visits, TVFC unannounced visits,
and follow-up visits assigned by DSHS Immunization Branch or DSHS HSR
Immunization Program staff within prescribed timeframes outlined in the TVFC
1age
DSHS Stock Number: E11-13986 ■r� iii TEXAS
Rev.04/2016 '►1'�N Kes
Texas Department of State Health Services Immunization Branch 2 017
Inter-Local Agreement Work Plan - Exhibit A
Operations Manual. Activities under this requirement shall be conducted in accordance
with the DSHS Immunization Contractors Guide for Local Health Departments.
Activities:
• Conduct TVFC site visit follow-up and submit results following the process
described and within deadlines established in the TVFC Operations Manual.
• Conduct TVFC site visits in 100%of subcontracted entities as listed in the ILA
and non-LHD immunization clinics, if applicable.
• Conduct TVFC unannounced storage and handling visits at TVFC enrolled
provider offices within the jurisdiction following the process described and within
deadlines established in the TVFC Operations Manual.
Contractor General Requirement Unit A-3:
Ensure that expired, wasted, and unaccounted-for vaccines do not exceed 5% in
Contractor's clinics. Activities under this requirement shall be conducted in accordance
with the DSHS Immunization Contractors Guide for Local Health Departments and
TVFC Operations Manual.
Activities:
• Ensure that expired, wasted, and unaccounted-for vaccines do not exceed 5% in
Contractor's clinics.
• Ensure that all expired, spoiled/wasted vaccines is appropriately identified and
entered into the Electronic Vaccine Inventory (EVI) system.
• Maintain storage and handling policies and procedures according to the TVFC
Operations Manual.
(http://www.dshs.state.tx.us/immunize/tvfc/tvfc.manual.shtm)
• Ensure that appropriate routine and emergency vaccine storage and handling plans
are in place at each clinic location.
• Ship overstocked vaccines and vaccines approaching expiration to alternate
providers for immediate use when instructed to do so by the DSHS HSR
Immunization Program Manager to avoid vaccine waste. Contractor is
responsible for covering the cost to ship overstocked vaccines and vaccines
approaching expiration.
Contractor General Requirement A-4:
Implement a plan to assure that vaccines provided through the TVFC program are not
provided inadvertently to fully privately insured individuals, including children covered
by the State Children's Health Insurance Program (CHIP).
Establish and maintain protocols for screening individuals for eligibility and insurance
coverage before administering vaccines provided through the TVFC program.
Contractors may use the TVFC Program Patient Eligibility Screening Record(C-10) and
2IPa2e
DSHS Stock Number:E11-13986 ,
'TEXAS
Rev.04/2016 r1
Texas Department of State Health Services Immunization Branch 2017
Inter-Local Agreement Work Plan - Exhibit A
the Adult Safety Net (ASN) Program Adult Eligibility Screening Record (EF11-12842)
or electronically store this information.
Any child who,upon screening, meets one of the eligibility criteria listed below and is 18
years of age or younger qualifies for state or federal vaccine through the TVFC program:
a. Eligible for Vaccine For Children(VFC) Vaccine:
• Medicaid Enrolled,
• No Health Insurance,
• American Indian or Alaskan Native, or
• Underinsured* served by a Federally Qualified Health Center (FQHC),
Rural Health Clinic (RHC), or a deputized provider.
b. Eligible for State/Federal Vaccine:
• Enrolled in CHIP**, or
• Other Underinsured***.
* Underinsured includes children with health insurance that does not include
vaccines or only covers specific vaccine types. Children are only eligible for
vaccines that are not covered by insurance. In addition, to receive VFC vaccine,
underinsured children must be vaccinated through a FQHC or RHC or under an
approved deputized provider. The deputized provider must have a written
agreement with an FQHC/RHC and the state/local/territorial immunization
program in order to vaccinate underinsured children.
** Children enrolled in separate state CHIP. These children are considered insured
and are eligible for vaccines through the TVFC Program as long as the provider
bills CHIP for the administration of the vaccine.
*** Other underinsured are children that are underinsured but are not eligible to
receive federal vaccine through the VFC Program because the provider or facility
is not a FQHC/RHC or a deputized provider. However, these children may be
served if vaccines are provided by the state program to cover these non-VFC
eligible children.
❖ Unit B
Assessing Program Performance
Contractor General Requirement Unit B-1:
Conduct educational,promotional, and outreach activities for the general public to
enhance immunization awareness, including distribution of DSHS-provided materials.
Activities under this requirement shall be conducted in accordance with the DSHS
Immunization Contractors Guide for Local Health Departments.
3jPage
DSHS Stock Number: El 1-13986 1*', TEXAS
Rev.04/2016 her 5'=`
Texas Department of State Health Services Immunization Branch 2017
Inter-Local Agreement Work Plan - Exhibit A
Activities:
• Contractor will provide vaccine and immunization education to target audiences
and to the general public on the benefits of vaccination,the risk of vaccine-
preventable diseases, staying on the Advisory Committee on Immunization
Practices (ACIP)Recommended Immunization Schedule(s), and the importance
of not missing any vaccines.
• Inform and educate parents of infants, children, adolescents, adults (men and
women), grandparents, seniors, health-care providers, and the general public
about vaccines for all age groups and vaccine-preventable diseases. Information
should include the importance and benefits of being fully vaccinated, vaccine
recommendations, and the location of community vaccination clinics.
• Conduct at least one monthly immunization education activity specifically
directed to one of the target groups as directed by the DSHS Immunization
Branch.
• Conduct at least twelve (12) outreach and educational activities during the
contract period in accordance with Texas Health and Safety Code Chapter 161,
Subsection A, Section 161.0095, to each of the following audiences: health-care
providers,health-care clinics, hospitals, and any other health-care facility
providing health care to adolescents 14 to 18 years of age and report results on the
Quarterly Report. Outreach and education activities must focus on the
immunization registry and the option for an individual who is 18 years of age or
older to consent to having their immunization records stored within the
immunization registry. Additional outreach and educational activities may focus
on high schools, colleges, and universities.
• Document the activity with the number and type of participants and evaluate
activity by obtaining feedback from participants.
• Use national immunization observances as opportunities to conduct specific
education and promotional activities to give emphasis to the importance and
benefits of vaccines: National Infant Immunization Week(NIIW),National
Immunization Awareness Month(NIAM),National Adult Immunization Week
(NAIW), and National Influenza Vaccination Week(NIVW).
• Develop and implement a written communications and customer service plan to
assure customers receive consistent, correct immunization information and
services in a courteous and friendly manner on a timely basis.
• Participate in special initiatives as directed by the DSHS Immunization Branch,
such as the Dairy Queen Coupon project, the Hallmark Card Governor's Program,
and others.
• Participate in statewide media campaigns by distributing DSHS-developed and
produced public service announcements and materials to local television and radio
stations, newspapers,parent publications,university newspapers,high school
newspapers, and neighborhood newspapers.
• Promote www.ImmunizeTexas.com,the Immunization Branch's website; The
Upshot, an electronic newsletter; and the Vaccine Advisory, a vaccine newsletter,
to providers in the Contractor's jurisdiction.
*,. 4IPage
DSHS Stock Number:E11-13986 �1* TEXAS
Rev.04/2016 ■�'�1'�` '�H �
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Texas Department of State Health Services Immunization Branch 2017
Inter-Local Agreement Work Plan - Exhibit A
• Promote and distribute immunization literature for the public to TVFC providers
and Contractor's clinics.
• Provide information to clients, families, health-care providers, and the general
public on the purpose of the Texas immunization registry, (ImmTrac); the benefits
of ImmTrac participation; and the importance of maintaining a complete
immunization history in ImmTrac.
• Inform the general public about the TVFC and ASN Programs and the eligibility
criteria for participating in the programs.
• Distribute TVFC information and educational materials at venues where parents
of TVFC-eligible children might frequent.
• Distribute ASN information and educational materials at venues and clinics that
serve eligible adults.
• Inform and highly recommend to the medical community and local providers
within the Contractor's'jurisdiction the most current Centers for Disease Control
and Prevention(CDC)Epidemiology and Prevention of Vaccine-Preventable
Disease (EPI-VAC) training. The most current pink book,titled Epidemiology
and Prevention of Vaccine-Preventable Disease can be found on the CDC website
at: (http://www.cdc.gov/vaccines/pubs/pinkbook/index.html)
Establish collaborative efforts with appropriate community entities regarding promoting
immunizations and the reduction of vaccine-preventable diseases. Activities under this
requirement shall be conducted in accordance with the DSHS Immunization Contractors
Guide for Local Health Departments.
Activities:
• Identify providers, hospitals, schools, child-care facilities, social service agencies,
and community groups involved in promoting immunizations and reducing
vaccine-preventable diseases.
• List and maintain contact information of group members and collaborations and
identify the best practices they are promoting.
• Maintain written agreements and updates of group members and collaborations.
• Document communications, group meetings, and planning of activities that
promote the Best Practices identified in contract agreement. Documents are to be
accessible during site visits.
• Report new group members on the Quarterly Report.
Contractor General Requirement Unit B-2:
As directed by the DSHS Immunization Branch, complete 100 percent of assigned child-
care facility and Head Start center assessments and child-care audits. Activities under
this requirement shall be conducted in accordance with the DSHS Immunization
Contractors Guide for Local Health Departments and Population Assessment Manual.
5IPaue
DSHS Stock Number:El 1-13986 ,I*V TEXAS
Rev.04/2016 �'�1'`5,,,, n,hk.M1,..y
Texas Department of State Health Services Immunization Branch 2017
Inter-Local Agreement Work Plan - Exhibit A
As directed by the DSHS Immunization Branch, complete 100 percent of assigned public
and private school assessments,retrospective surveys, and validation surveys. Activities
under this requirement shall be conducted in accordance with the DSHS Immunization
Contractors Guide for Local Health Departments and Population Assessment Manual.
Activities:
• Complete and report 100 percent of required audits/assessments as assigned by
the DSHS Immunization Branch. These will include:
o Texas Child-Care Immunization Assessment
o Child-Care Audit
o Annual Report of Immunization Status (school self-assessments)
o School Audit
o Texas School Immunization Validation Survey
o Texas County Retrospective Immunization School Survey (TCRISS)
• Assigned surveys/assessments must be completed utilizing the instructions in
DSHS Immunization Contractors Guide for Local Health Departments and the
Population Assessment Manual.
• Monitor vaccination and exemptions per respective areas for completed
audits/assessments.
• Analyze,provide feedback, and monitor vaccination trends for public school
districts,private schools, licensed child-care facilities, and registered family
homes to increase vaccination coverage using audit/assessment data.
• Identify trends and areas of need for LHD jurisdictions and coordinate
interventions.
• Collaborate with schools, licensed child-care centers, and registered child-care
homes to identify needed improvements. Report these results/findings to the
DSHS Immunization Branch.
Contractor General Requirement Unit B-3:
Work with TVFC providers to develop quality improvement processes to increase
coverage levels and decrease missed opportunities using Assessment, Feedback,
Incentives, and eXchange (AFIX) components, as appropriate, and move toward use of
Immunization Information System (IIS) as primary source of data for provider coverage
level assessment. Activities under this requirement shall be conducted in accordance
with the DSHS Immunization Contractors Guide for Local Health Departments and the
Texas Vaccine for Children (TVFC) Program Provider Manual.
Activities:
• Conduct immunization coverage level assessments utilizing the AFIX online tool
and(CoCASA) in 100% of subcontracted entities as listed in the ILA and non-
LHD immunization clinics, if applicable.
• Conduct follow-up activities for all TVFC compliance site-visits for private
providers in their jurisdiction, utilizing the CDC Provider Education, Assessment,
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DSHS Stock Number: E11-13986 �I* TEXgS
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Texas Department of State Health Services Immunization Branch 2017
Inter-Local Agreement Work Plan - Exhibit A
and Reporting (PEAR) system and directly enter data into PEAR to document
follow-up activities for TVFC compliance site visits for all sub-contracted entities
and non-local health department clinics. The contractor shall submit the final
assessment results in the PEAR system within twenty-four(24)hours of
conducting the visit.
• Conduct TVFC unannounced storage and handling visits at TVFC provider
offices utilizing the CDC PEAR system and directly enter data into PEAR to
document TVFC Unannounced storage and handling visit results at provider
offices. The contractor shall submit the final unannounced storage and handling
visit results in the PEAR system within twenty-four(24)hours of conducting the
visit.
Contractor General Requirement Unit B-4:
Investigate and document at least 90% of reportable confirmed or probable vaccine-
preventable disease (VPD)cases within thirty(30) days of initial report to public health
in accordance with DSHS Emerging and Acute Infectious Disease Guidelines at:
http:www.dshs.state.tx.us/IDCU/investigation/Investigation-Guidance/. Activities under
this requirement shall be conducted in accordance with the DSHS Immunization
Contractors Guide for Local Health Departments.
Activities:
• Adhere to the DSHS Emerging and Acute Infectious Disease Guidelines found at:
http://www.dshs.state.tx.us/IDCU/investigation/Investigation-Guidance,NBS
Data Entry Guidelines, and current Epi-Case Criteria Guide (both found at:
(https://txnedss.dshs.state.tx.us:8009/PHINDox/UserResources/) in conducting
this General Requirement and the associated activities.
• Complete all data entry into NEDSS Base System (NBS) following the NBS data
Entry Guidelines at:
(https://txnedss.dshs.state.tx.us:8009/PHINDox/UserResources/).
• Verify and enter complete vaccination history in NBS on all VPD investigations
with case status of confirmed or probable. Complete vaccination history should
be assessed through ImmTrac, provider offices, school records, or patient records.
• Routinely review and follow up on all VPD laboratory reports received, including
electronic lab reports (ELRs) sent from DSHS through NBS and Health Alert
Network(HAN).
• Provide feedback on any unmet performance measures during each Quarterly
Report review.
• All new VPD surveillance staff will attend Introduction to NBS training and
complete the certification process in order to gain access to the NBS system.
71PaLIe
DSHS Stock Number:E11-13986 1* TEXAS
Rev.04/2016
Texas Department of State Health Services Immunization Branch 12017
Inter-Local Agreement Work Plan - Exhibit A
Contractor General Requirement Unit B-5:
Educate, inform, and train the medical community and local providers within
Contractor's jurisdiction on immunization activities listed below. Activities under this
requirement shall be conducted in accordance with the DSHS Immunization Contractors
Guide for Local Health Departments.
Activities:
• Provide training on TVFC requirements and updates (as described in the TVFC
Operations Manual)to TVFC providers annually at a minimum.
• Document annual training in PEAR for each Provider Identification Number
(PIN) in jurisdiction.
• Ensure that the TVFC providers have the most up-to-date, DSHS-produced
immunization information in their offices.
• Provide training, information, and technical assistance to promote the effective
use of ImmTrac by private providers (which includes education regarding the
benefits of ImmTrac participation).
• Educate private providers about the ImmTrac enrollment process and the statutory
requirement to report immunizations.
• As directed by the DSHS Immunization Branch identify first responders and their
immediate family in the community and inform them of the opportunity to be
included in ImmTrac.
• Conduct educational training for hospital and health-care providers within the
Contractor's jurisdiction,to increase mandatory screening and reporting of
hepatitis B surface antigen (HBsAg)-positive women.
• Provide training on the prevention of Perinatal Hepatitis B to providers within the
Contractor's jurisdiction.
• Educate physicians, laboratories, hospitals, schools, child-care staff, and other
health providers on VPD reporting requirements.
• Educate and update providers on the most current ACIP recommendations for all
age groups, as well as on applicable regulatory vaccination requirements.
• Provide training relating to Standards for Child and Adolescent Immunization
Practices and Standards for Adult Immunization Practices
(http://www.cdc.gov/vaccines/recs/vac-admin/rev-immz-stds.htm)to all
immunization providers within Contractor's jurisdiction.
• Inform all private providers on the federal requirement that the most current
Vaccine Information Statements(VIS)must be distributed to patients at:
(http://www.cdc.gov/vaccines/hcp/vis/index.html)
• Promote a healthcare workforce that is knowledgeable about vaccines, vaccine
recommendations, vaccine safety, VPDs, and the delivery of immunization
services.
• Educate healthcare workers on the need to be vaccinated themselves.
• Provide information to community health-care employers (hospitals, clinics,
doctor's offices, long-term care facilities) about the importance of vaccination of
8IPagc
DSHS Stock Number: E11-13986 �1* TEXAS
Rev.04/2016 ■�'l1'��°'��"a
Lale Health Srnica
Texas Department of State Health Services Immunization Branch 2017
Inter-Local Agreement Work Plan - Exhibit A
health-care workers.
• Educate private providers to send National Immunization Surveys (NIS)to the
Contractor for research prior to returning the survey to CDC, if applicable.
• Coordinate educational and other activities with local Women Infant and Children
(WIC) programs to assure that children participating in WIC are screened and
referred to their"medical home" for vaccination using a documented
immunization history in accordance with the Standards for Child and Adolescent
Immunization Practices at: http://www.cdc.gov/vaccines/recs/vac-admin/rev-
immz-stds.htm.
• Offer educational opportunities to all WIC programs in the service area, including
information about on-line and satellite-broadcast continuing education
opportunities from the CDC Continuing Education web site at
http://wvvw.cdc.gov/vaccines/ed/default.htm.
• Report on education,training, outreach activities or collaborative efforts
conducted to the medical community and local providers in the Contractor's
jurisdiction and the outcomes on each Quarterly Report.
❖ Unit C
Assuring Access to Vaccines
Contractor General Requirement Unit C-1:
Engage American Indian tribal governments,tribal organizations representing those
governments, and tribal epidemiology centers of Alaskan Native Villages and
Corporations located within contracted LHD boundaries in immunization activities.
Activities under this requirement shall be conducted in accordance with the DSHS
Immunization Contractors Guide for Local Health Departments.
Activities:
• Perform education,training, outreach activities and provide technical assistance
for American Indian tribal governments, tribal organizations representing those
governments, and tribal epidemiology centers of Alaskan Native Villages and
Corporations.
• Report on education,training, outreach activities, or collaborative efforts
conducted to American Indian tribal governments, tribal organizations
representing those governments, and tribal epidemiology centers of Alaskan
Native Villages and Corporations and the outcomes on each Quarterly Report.
Contractor General Requirement Unit C-2:
Provide immunization services and ACIP-recommended vaccines in Contractor's clinics
to children, adolescents, and adults to maximize vaccine coverage levels within
9IPage
DSHS Stock Number: El 1-13986 Dit‘TEXAS
Rev.04/2016 Slate ,
Texas Department of State Health Services Immunization Branch 2017
Inter-Local Agreement Work Plan - Exhibit A
Contractor's jurisdiction. Activities under this requirement shall be conducted in
accordance with the DSHS Immunization Contractors Guide for Local Health
Departments.
Activities:
• Ensure that all ACIP recommended vaccines are routinely available to TVFC
patients.
• Ensure that all vaccines listed on the ASN vaccine formulary are available to
eligible adult patients.
• Ensure that every adult uninsured client identified as at-risk for any VPD be
offered vaccinations on-site and on-demand or be provided contact information
and be referred to the nearest ASN provider. A list of ASN providers can be found
at https://www.dshs.state.tx.us/asn/.
• Recommend the simultaneous administration of all needed vaccines for the
patient.
• Follow only medically supportable contraindications to vaccination.
• Verbally educate patients and parents/guardians about the benefits and risks of
vaccination and distribute DSHS educational materials, as applicable, as part of
this conversation.
• Discuss, and attempt to schedule, the next immunization visit at each client
encounter.
• Explain the benefits of a"medical home" and assist the parent/guardian in
obtaining or identifying the child's medical home.
• Use a Reminder/Recall manual system, Texas Wide Immunization Client
Encounter System {TWICES}, ImmTrac, or other system).
• Establish"standing orders"for vaccination in Contractor's clinics, consistent with
legal requirements for standing orders (including, but not limited to,those found
in the Texas Medical Practice Act).
• Implement an employee immunization policy according to CDC
recommendations in Contractor's clinics.
Enroll and sustain a network of TVFC providers to administer federally funded vaccines
to program-eligible populations according to CDC/ACIP and National Vaccine Advisory
Committee (NVAC) standards.
Conduct recruitment to increase the number of ImmTrac providers, TVFC providers, and
Perinatal Hepatitis B providers. Activities under this requirement shall be conducted in
accordance with the DSHS Immunization Contractors Guide for Local Health
Departments.
Activities:
• Conduct recruitment activities as defined in the TVFC Operations Manual with
providers on the DSHS-supplied provider recruitment list.
*,� 10II' age
DSHS Stock Number:E11-13986 11* TEXAS
Rev.04/2016 '° .,
Texas Department of State Health Services Immunization Branch 2017
Inter-Local Agreement Work Plan - Exhibit A
• Target adolescent health-care providers for recruitment and emphasize adolescent
vaccine requirements and recommendations
Contractor General Requirement Unit C-3:
Assure compliance with Health and Human Services (HHS) Deputization Guidance.
Activities under this requirement shall be conducted in accordance with the DSHS
Immunization Contractors Guide for Local Health Departments.
Activities:
• Annually sign Deputization Addendum, and provide immunization services to
underinsured children.
• Report monthly the number of vaccine doses administered to underinsured clients
by age categories 0-6 years and 7-18 years of age as directed by the DSHS
Immunization Branch.
• Report monthly the number of unduplicated underinsured clients served by age
categories 0-6 years and 7-18 years of age as directed by the DSHS Immunization
Branch.
Contractor General Requirement Unit C-4:
Work with partners, as appropriate,to assure coordination of the following activities in
order to prevent perinatal hepatitis B transmission.
a. Identification of HBsAg-positive pregnant women.
b. Timely newborn post-exposure prophylaxis (PEP)with hepatitis B vaccine
and hepatitis B immune globulin(HBIG).
c. Timely completion of doses two and three of hepatitis B vaccine.
d. Timely completion of post-vaccination serology testing.
Ensure all pregnant women are screened for HBsAg and that all HBsAg-positive
pregnant women are reported to the DSHS Immunization Branch. Activities under this
requirement shall be conducted in accordance with the DSHS Immunization Contractors
Guide for Local Health Departments and Perinatal Hepatitis B Prevention Manual.
Activities:
• Develop a surveillance system that includes prenatal care providers, obstetrical
and gynecological care providers, family practitioners, and labor and delivery
facilities to assure all HBsAg-positive pregnant women are reported to the DSHS
Immunization Branch within one week of diagnosis.
• Educate prenatal care providers to ensure they are screening pregnant women for
HBsAg status during each pregnancy; implement procedures for documenting
HBsAg screening results in prenatal care records, and forward original laboratory
results to the delivery facility.
4TExAs
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DSHS Stock Number: E11-13986
Rev.04/2016 °'=.K.,
Texas Department of State Health Services Immunization Branch 2017
Inter-Local Agreement Work Plan - Exhibit A
• Educate delivery hospitals to ensure they verify prenatal HBsAg test results of
pregnant women on admission for delivery and test for HBsAg at delivery,
regardless of prenatal test results as required by law.
• Provide DSHS produced educational materials on how to prevent perinatal
hepatitis B transmission for distribution to appropriate clients in agencies that
include WIC,religious organizations, refugee/immigration assistance programs,
and other community-based organizations.
• Provide trainings, as directed by the DSHS Immunization Branch,to delivery
hospitals on reporting HBsAg positive test results for women who have delivered
at their facilities.
• Submit all Perinatal Hepatitis B educational training conducted each quarter on
the Education, Training, Information, and Collaborations (EITC)tab of the
quarterly report
Ensure that all infants born to HBsAg-positive women and women whose HBsAg status
is unknown will receive the first dose of the hepatitis B vaccine and HBIG within 12
hours of birth. Activities under this requirement shall be conducted in accordance with
the DSHS Immunization Contractors Guide for Local Health Departments and Perinatal
Hepatitis B Prevention Manual.
Activities:
• Ensure all labor and delivery facilities develop standing orders and policies to
administer the first dose of the hepatitis B vaccine and HBIG to at-risk infants
within 12 hours of birth.
• Identify labor and delivery facilities that do not have standing orders and/or
policies and educate providers to establish standing orders and policies to
administer to at-risk infants the first dose of the hepatitis B vaccine and HBIG
within 12 hours of birth.
• Determine the number of newborns that do not receive the first dose of the
hepatitis B vaccine and/or HBIG and work with those facilities to ensure all at-
risk infants receive the hepatitis B vaccine series and HBIG within 12 hours of
birth.
• Report to the DSHS Immunization Branch all infants born to HBsAg-positive
women within fifteen(15) calendar days of the event.
Ensure that 100%of the number of identified infants born to HBsAg-positive women will
complete the hepatitis B vaccine series and post-vaccination serology testing. Activities
under this requirement shall be conducted in accordance with the DSHS Immunization
Contractors Guide for Local Health Departments and Perinatal Hepatitis B Prevention
Manual.
Activities:
• Administer or obtain from the provider or ImmTrac the complete hepatitis B
vaccine series. Infants shall complete the hepatitis B vaccine series by 6to 8
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Inter-Local Agreement Work Plan - Exhibit A
months of age if the infant receives a single antigen or Pediarix®vaccine.
• Perform post-vaccination serologic testing or obtain from the provider the post-
vaccination serologic testing results to determine immunity against hepatitis B.
Post vaccination serologic testing shall be done by 9 months of age if the infant
received a single antigen or Pediarix®vaccine.
• For all cases documented as a lost to follow-up on the Perinatal Hepatitis B case
management form,report the number and types of attempted activities performed
in locating the mother or guardian of the infant to the DSHS Immunization
Branch on the Perinatal Hepatitis B case management form.
Contractor General Requirement Unit C-5:
All household contacts over 24 months of age and sexual partners of reported HBsAg-
positive women shall be referred for serologic testing to determine susceptibility status in
accordance with the DSHS Immunization Contractors Guide for Local Health
Departments and Perinatal Hepatitis B Prevention Manual.
Household contacts over the age of 24 months and sexual contacts are not eligible for the
program. They should be referred to health care providers for screening and vaccination
if susceptible. The number of contacts over age 24 months identified and referred to a
health care provider is to be documented on the woman's case management form.
Ensure all household contacts below or equal to 24 months of age are case managed as
appropriate to ensure the infant completes the hepatitis B vaccine series and receives
post-vaccination serologic testing as needed. A contact case management form should be
completed for all contacts under or equal to 24 months of age and case management
activities performed.
❖ Unit D
Immunization Information Technology Infrastructure - Assure that the
immunization information technology infrastructure supports program
goals and objectives.
Contractor General Requirement Unit D-1:
Promote provider site participation and assure immunization record completeness,
timeliness, accuracy, efficiency, and data use to support immunization program goals and
objectives.
Effectively utilize ImmTrac, the statewide immunization registry, in Contractors' clinics.
*��
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DSHS Stock Number: E11-13986 � �yEXAS
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Am'Hcahh k.vKes
Texas Department of State Health Services Immunization Branch 2017
Inter-Local Agreement Work Plan - Exhibit A
Work in good faith, and as specified herein, to increase overall enrollment into ImmTrac
for all age groups including adults.
Work in good faith and as specified herein, to ensure ImmTrac registered private
providers use ImmTrac effectively as defined in the DSHS Immunization Contractors
Guide for Local Health Departments.
Activities under the requirements above shall be conducted in accordance with the DSHS
Immunization Contractors Guide for Local Health Departments
Activities:
• Recruit new private provider sites for ImmTrac.
• Search for the client's immunization history at every client encounter.
• Review the client's record for vaccines due and overdue according to the CDC
Recommended Schedules at: http://www.cdc.gov/vaccines/schedules/index.html.
• Report to ImmTrac all immunizations administered to children(younger than 18
years of age) and consented adults in Contractor's clinics, either directly into
ImmTrac or through TWICES.
• Follow and explain recommended guidelines for obtaining and submitting
ImmTrac consent forms according to the instructions found at
http://www.dshs.state.tx.us/immunize/docs/consent guidelines.pdf.
• Offer updated Immunization History Report to the client or client's parent or
guardian at every client encounter.
• At every client encounter, compare all immunization histories (ImmTrac,
TWICES,validated patient-held records, clinic medical record) and enter into
ImmTrac any historical immunizations not in ImmTrac.
• Verbally and with DSHS produced literature, inform parents presenting at
Contractor's clinics about ImmTrac and the benefits of inclusion in ImmTrac.
• Provide orientation to all ImmTrac providers at least once a year and maintain
documentation of all technical assistance provided(e.g.,telephone logs).
• Explain and demonstrate the effective use of ImmTrac according to the
instructions located in the DSHS Immunization Contractors Guide for Local
Health Departments.
• Conduct follow-up with registered ImmTrac providers who are inactive or not
using ImmTrac effectively.
• Train ImmTrac providers' staff on ImmTrac data entry and quality standards.
• Update all demographic information, including address and telephone number, at
every client encounter.
• Conduct outreach(including,but not limited to,the specific outreach described in
the DSHS Immunization Contractors Guide for Local Health Departments)to
families of children 19 to 35 months of age who are not up-to-date on their
immunizations according to ImmTrac; locate additional immunization histories;
and enter history data into ImmTrac.
• Collaborate with prenatal health-care providers, birth registrars,hospital staff,
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Inter-Local Agreement Work Plan - Exhibit A
pediatricians, and other entities to educate parents, expectant parents, and
providers about ImmTrac and the benefits of participation. Includes the
dissemination of DSHS educational materials as appropriate.
• Identify and contact families of children for whom ImmTrac consent has been
granted but who do not have complete immunization records in ImmTrac.
• Identify all providers who administer vaccine in awardee's jurisdiction, including
both pediatric and adult immunization providers.
• Collaborate with partners and develop a provider recruitment strategy to include
complementary vaccinators, such as pharmacists and school-located vaccination
clinics.
• Encourage ImmTrac participation among providers.
• Use and train providers on the use of the new IIS as the system becomes
available.
Contractors General Requirement Unit D-2:
Assure provider participation in vaccine ordering and inventory management using the
Electronic Vaccine Inventory (EVI) system.
• Educate providers regarding vaccine ordering policies.
• Train providers to use the EVI system for inventory and order entry.
• Train providers on the use of the new IIS system as the system becomes available.
Assist all other TVFC providers in local jurisdiction with maintenance of appropriate
vaccine stock levels. Activities under this requirement shall be conducted in accordance
with the DSHS Immunization Contractors Guide for Local Health Departments and the
current TVFC Operations Manual.
Activities:
• Evaluate maximum vaccine stock levels twice a year in all TVFC provider clinics
under Contractor's jurisdiction and assess providers' inventories when visiting
clinics.
• Review 100%of monthly biological reports, vaccine orders (when applicable),
and temperature recording forms for accuracy and to ensure that the vaccine
supply is appropriately maintained and within established maximum stock levels.
Review and approval for vaccine orders (when applicable)must be documented in
EVI.
• Ship overstocked vaccines and vaccines approaching expiration to alternate
providers for immediate use when instructed to do so by the DSHS HSR
Immunization Program Manager to avoid vaccine waste. Contractor is responsible
for covering the cost to ship overstocked vaccines and vaccines approaching
expiration.
• If vaccine is available locally, submit Vaccine Transfer Authorization Form (EC-
67)to DSHS HSR Immunization Program Managers for approval prior to
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Texas Department of State Health Services Immunization Branch 2017
Inter-Local Agreement Work Plan - Exhibit A
conducting transfers and/or deliveries to support the TVFC providers requesting
assistance.
• Educate and assist all TVFC providers with TVFC Provider Choice, as directed
by the DSHS Immunization Branch.
• Offer provider updates, training, and information as changes to vaccine
management occur.
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