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Site Visit Guidance for LHD Staff Conducting Visits
Visit Types & Prioritization
Vaccines for Children (VFC) Compliance Visits: VFC Compliance Visits are conducted to assess compliance with VFC program requirements. This includes identifying potential issues with accountability and determining whether public vaccines are being handled, stored, and administered under the guidelines and policies governing the VFC program. Site visits are also excellent opportunities to engage provider staff and develop and strengthen ongoing relationships.
Visit prioritization and site selection: Site visits must be performed no later than 24 months from the date of the previous VFC Compliance Visit. Consideration should be given to: tribal health centers, sites with a large patient population, sites with recent vaccine losses, and sites with recent staff turnover.
For IQIP information visit the new Immunization Quality Improvement for Providers (IQIP) Visits page.
Resources to Support Site Visits
The documents below are for Local Health Department (LHD) and Michigan Department of Health & Human Services (MDHHS) consultants only. Please utilize these to support implementation of VFC and IQIP site visits.
Pre-Visit Documents
- VFC "Site Visit Guidance" Document- 02/14/2023
- VFC and IQIP Site Visit Confirmation Letter (Word Document download) Confirmation letter to providers regarding upcoming VFC and IQIP site visit- 11/27/2024
- VFC Compliance Site Visit Notice (Word Document download) Notification to providers regarding scheduling of VFC site visit - 11/27/2024
- Safety Guidance for VFC & QI Site Visits
Preparation Checklists
- VFC-PEAR Preparation Checklist - Checklist for Pre, During, and Post-Visit
- VFC Enrollment Visit Support
- VFC Enrollment Visit - Checklist for Site Reviewers
- VFC Enrollment Visit - PEAR Documentation Guidance
VFC Frequently Used Reviewer Tools
- VFC Documentation Companion: assists with assessment of storage unit, chart pull, etc.
- VFC Documentation Companion - extra storage unit pages only
- VIS Master List: document with all VIS dates of publication 3/12/2025
- MDHHS Storage & Handling Table: should be posted on unit 2/12/2025
- MDHHS Preparation & Administration Table: should be posted in vaccine prep area 5/24/2024
- "Do Not Unplug" Signs: options for required postage on circuit breaker and outlet 10/30/2023
- Borrowing Log: borrows must be assessed since last site visit 8/15/2023
VFC/PEAR-Specific Resources
- Virtual VFC Visits - Frequently Asked Questions (FAQs)
- PEAR Section 7: Michigan-Specific Follow-up Reference Guide 2/07/2023
- Tip Sheet for Documenting Private COVID-19 and RSV Inventory in PEAR 3/26/2024
- Documenting Annual Training in PEAR
- Obtain the following directly from PEAR to ensure the latest version utilized
- Acknowledgment of Receipt
- FILLABLE PDF Acknowledgment of Receipt - Compliance Visit 10/29/2024
- FILLABLE PDF Acknowledgment of Receipt - Storage & Handling Visit 10/29/2024
- PEAR User Manual
- PEAR Site Visit Questionnaire (Reviewer Guide paper version)
- Acknowledgment of Receipt
IQIP-Specific Resources
Have moved to the Immunization Quality Improvement for Providers (IQIP) Visits page.Post-Visit Resources
- VFC Post-Site Visit Letter (Word Document download) 7/18/2024
- Immunization Fixed Fees Quarterly Summary Worksheet for 2024-2025 (Excel Sheet download) 10/2/24
- Immunization Fixed Fees Quarterly Summary Worksheet for 2023-2024 Begins Oct 2023 (Excel Sheet download) 5/21/2024
- Fixed Fees Quarterly Worksheet Checklist 4/13/2023
- VFC Quarterly Worksheet Tip Sheet: assists with utilizing PEAR reports to verify FSR documentation