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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.
Immunization Quality Improvement for Providers (IQIP) Visits: Immunization Quality Improvement for Providers (IQIP) visits promote and support
implementation of provider-level strategies designed to help increase on-time vaccination of children and adolescents. The IQIP visit is a 12-month process where local, county, or state health department immunization staff and VFC-enrolled provider staff collaborate to identify quality improvement (QI) strategies to increase timely vaccine administration by improving and enhancing immunization workflow at the practice.
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.
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- Updated 02/14/2023
- MI IQIP At-A-Glance for Providers - Updated 02/28/2024
- MI IQIP At-A-Glance for Consultants - Updated 02/28/2024
- General VFC Compliance Site Visit Notice: Letter to inform all providers that they will be contacted to schedule a visit soon
- QI/VFC Combined Site Visit Confirmation Letter: Letter to send with confirmation of scheduled visit and expectation of visit
- MI IQIP Visit Confirmation Letter Updated 02/21/2024
- 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
- Michigan IQIP Preparation Checklist Updated 02/21/2024
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 Updated 05/16/2023
- MDHHS Storage & Handling Table: should be posted on unit 05/16/2024
- MDHHS Preparation & Administration Table: should be posted in vaccine prep area 05/24/2024
- "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 Updated 08/15/2023
VFC/PEAR-Specific Resources
- Virtual VFC Visits - Frequently Asked Questions (FAQs)
- PEAR Section 7: Michigan-Specific Follow-up Reference Guide -Updated 02/07/2023
- Tip Sheet for Documenting Private COVID-19 and RSV Inventory in PEAR NEW 03/26/2024
- 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- Updated 10/25/2023
- FILLABLE PDF Acknowledgment of Receipt - Storage & Handling Visit -Updated 10/25/2023
- PEAR User Manual
- PEAR Site Visit Questionnaire (Reviewer Guide paper version)
- Acknowledgment of Receipt
IQIP-Specific Resources
- CDC IQIP Operations Guide- Project Year 5 - Updated 02/02/2024
- MI IQIP Database User Guide - Updated 08/20/2024
- MI Summary of IQIP Requirements - Updated 02/08/2024
- MI IQIP Cycle Process - Updated 02/28/2024
- MI Effective Communication for IQIP Consultants - Updated 02/28/2024
- CDC Immunization Workflow Assessment - Updated 02/28/2024
- MI IQIP The Role of the Immunization Champion - Updated 02/29/2024
- MI IQIP Technical Assistance For Consultants - Updated 02/29/2024
- MI QI Site Visit Form + IQIP Coverage Goals Form - Updated 02/29/2024
- MI Tips for Conducting TeleIQIP Site Visits - Updated 02/29/2024
- MCIR QI Reports Descriptions
- MI IQIP - How to Generate & Retrieve MCIR QI Reports
IQIP New Consultant Training Resources
- Coming soon for Project Year 6 (2024-2025)
Quality Improvement Strategy Discussion Prompts
- Give a Strong Vaccine Recommendation
- Leveraging IIS Functionality
- Schedule the Next Immunization Visit
Post-Visit Resources
- VFC Post-Site Visit Letter New 7.18.2024
- Immunization Fixed Fees Quarterly Summary Worksheet for 2023-2024 (begins Oct 2023)- Updated 05/21/2024
- Fixed Fees Quarterly Worksheet Checklist -Updated 04/13/2023
- VFC Quarterly Worksheet Tip Sheet: assists with utilizing PEAR reports to verify FSR documentation