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Cover, Foreword, and At-A-Glance

Immunization Program Operations Manual (IPOM)

For January 1, 2013 to December 31, 2017 Immunization Project Period


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On the Cover

image of IPOM cover

 

The 2013-2017 IPOM is intended to be used as a core companion document to the 2013 program announcement that covers the five-year immunization project period from January 1, 2013 through December 31, 2017.

The layout and format of the 2013-2017 IPOM differ from the 2008-2012 IPOM as summarized in the following table:

 

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Foreword

2008-2012 IPOM 2013-2017 IPOM

Chapter Titles are based on the program components from the 2008 program announcement:

  1. Program Planning and Evaluation
  2. Vaccine Accountability and Management
  3. Immunization Information Systems
  4. Provider Quality Assurance
  5. Perinatal Hepatitis B Prevention
  6. Adolescent Immunization
  7. Adult Immunization
  8. Education, Training and Partnerships
  9. Epidemiology and Surveillance
  10. Population Assessment

Supplemental documentation is located within the body of text for activities and objectives.

The IPOM is divided into three sections:

Within each chapter, objectives are categorized as "required" and "recommended."

Performance measures for each objective are pre-determined and required.

All objectives are required.

Activities, performance measures, and reporting elements may be labeled as either "required" or "suggested." For those items that are required, the headings are in bold type.

Awardees must perform the required activities and address any required performance measures or reporting requirements.

Suggested activities, performance measures, and reporting elements are optional. The awardee may choose to adopt the suggestions or develop original activities, performance measures, and reporting elements. However, any awardee-defined activities must relate appropriately and ultimately lead to accomplishing the required objective.

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At-A-Glance

Title Content
Introduction
  • Title Page
  • Foreword
  • 2013-2017 IPOM At-A-Glance
Section I - The Basics
  • Acronyms
  • Awardee Vaccine Purchase Policies
  • Funding Categories and Redirection Guidance
  • Allowable Expenses by Funding Category
  • Allowable Uses for 317 and VFC FA Operations Funds
  • Non-allowable Expenses with Federal Immunization Funds
  • Allocation Process for Section 317 Immunization Cooperative Agreement Funds
  • Role of the Project Officer in the Program Operations Branch
  • Vaccine Advisors
  • CDC/NCIRD Expectations and Responsibilities for Field Assignees and Host Agencies
  • Immunization Services Division Organizational Chart
  • Immunization Program Calendar
  • Key Immunization Websites

Section II

Required Awardee Objectives

Unit A: Program Stewardship and Accountability

A.1 Assure the affordability of the vaccine finance policy and update when budget, target populations, or vaccine recommendations change.

A.2 Maintain up-to-date vaccine spend plan.

A.3 Accomplish replenishment of federal vaccine inventory by the end of each federal fiscal year (September 30); this applies only to awardees who distribute vaccines purchased with state and/or local funds.

A.4 For those awardees that purchase vaccines on behalf of a separate Child Health Insurance Program (CHIP), accomplish replenishment of S-CHIP (where applicable) vaccine inventory quarterly.

A.5 Support the integrity and visibility of the federal inventory by complying with NCIRD's "Policy Regarding Awardee-supported Vaccine Depots" (published September 2009, available in the "Centralized Vaccine Distribution Guide").

A.6 Participate in the Federal Excise Tax Credit Program by ensuring that all FET-eligible vaccines are submitted for credit within six months of vaccine spoilage or expiry, with all returns entered into VTrckS for awardees that have rolled onto VTrckS.

A.7 Assure that VFC-enrolled providers comply with VFC program requirements through annual compliance site visits to at least 50% of active VFC-enrolled providers and other means as defined in the current VFC Operations Guide.

A.8 Assure proper storage and handling of federally purchased vaccine by program providers as defined in the VFC Operations Guide, Module 6.

A.9 Implement a plan to assure that Section 317 vaccine is not provided on a routine basis to fully privately insured individuals, including children covered by S-CHIP.

Section II

Required Awardee Objectives

Unit B: Assessing Program Performance

B.1 Annually create, understand, and assess awardee-specific tables of CDC-acquired coverage data from NIS, NIS-Teen, NIS-Influenza, BRFSS, as well as IIS and other program-acquired local and state level data for the purpose of identifying and addressing areas of low or lagging vaccination coverage in children, adolescents, and adults.

  1. Develop annual plan for steps to be taken for improvement.
  2. Improve and sustain immunization coverage levels.
  3. Reduce or eliminate coverage disparities by race, ethnicity, and socioeconomic status.
  4. Promote evidence-based strategies.
  5. Promote vaccination through key partnerships.
  6. Support communications to enhance informed vaccine decision-making for consumers, health care providers, and policy makers.

B.2 Report school-enterer coverage annually to CDC using CDC-approved reporting methods or by consulting with CDC staff to identify acceptable alternatives.

B.3 Work with VFC providers on quality improvement processes to increase coverage levels and decrease missed opportunities using AFIX components, as appropriate, and move toward use of IIS as primary source of data for provider coverage level assessment by the end of the project period.

B.4 Assure adherence to CDC’s Manual for the Surveillance of Vaccine-preventable Diseases, including Vaccine Adverse Events Reporting.

  1. Conduct vaccine-preventable disease surveillance and case investigation.
  2. Submit case and/or death notifications to CDC.
  3. Assess timeliness and completeness of case/death investigation, reporting and notification.
  4. Designate staff to coordinate VAERS and Vaccine Safety activities.

B.5 Engage in ongoing evaluation of program activities based on CDC’s guidance.

Section II

Required Awardee Objectives

Unit C: Assuring Access to Vaccines

C.1 Document the process used by the awardee to meaningfully engage American Indian tribal governments, tribal organizations representing those governments, tribal epidemiology centers, or Alaska Native Villages and Corporations located within its boundaries in immunization activities.

C.2 Enroll and sustain a network of VFC and other providers to administer federally funded vaccines to program-eligible populations according to CDC/ACIP and NVAC standards.

C.3 Assure compliance with all VFC statutory requirements described in the VFC Operations Guide.

C.4 Assure compliance with HHS Deputization Guidance.

C.5 Work with partners, as appropriate, to assure coordination of the following activities in order to prevent perinatal hepatitis B transmission.

  1. Identification of HBsAg-positive pregnant women
  2. Newborn prophylaxis with hepatitis B vaccine and HBIG.
  3. Timely completion of doses two and three.
  4. Post-vaccination serology.

Section II

Required Awardee Objectives

Unit D: IT Infrastructure

D.1 Assure EHR-IIS interoperability readiness using NVAC functional standards and facilitate Meaningful Use of EHR-IIS data.

D.2 Promote provider site participation and assure immunization record completeness, timeliness, accuracy, efficiency, and data use to support immunization program goals and objectives.

D.3 Incorporate dose-level accountability into IIS functionality so that information can be received and stored. (Dose-level accountability includes assigning a provider-determined program eligibility category for a patient to each administered dose of vaccine.)

D.4 Assure provider participation in vaccine ordering and inventory management using either VTrckS Direct or an ExIS (which could be an IIS or other external system) that communicates with VTrckS using the CDC-compliant interface.

D.5 Assure that annual IIS planning documents are developed or updated.

Section II

Required Awardee Objectives

Unit E: Improve and Maintain Preparedness

E.1 In conjunction with public health preparedness programs, develop plans for vaccine-preventable disease outbreaks that are managed with vaccination.

E.2 Work with preparedness programs to assure preparedness for influenza pandemics and other events requiring a vaccination response, including developing or updating, exercising, and ensuring maintenance plans for: a. Large-scale, mass vaccination. b. Identification and vaccination of critical infrastructure personnel and other priority groups.

E.3 Work with new and existing partners to increase demand for seasonal influenza vaccine to improve preparedness for an influenza pandemic, including school-located vaccination.

Section III

Appendices

A. Vaccine Information Statements

B. Immunization Websites

C. "Community Guide"

D. Immunization Practice Standards

E. The Four Components of AFIX

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