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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
- VFC and IQIP Site Visit Confirmation Letter (Word Document download) Confirmation letter to providers regarding upcoming VFC and IQIP site visit- Updated 11/27/2024
- VFC Compliance Site Visit Notice (Word Document download) Notification to providers regarding scheduling of VFC site visit Updated 11/27/2024
- MI IQIP Visit Confirmation Letter (Word Document download) 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 5/16/2023
- MDHHS Storage & Handling Table: should be posted on unit 5/16/2024
- 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 Updated 8/15/2023
VFC/PEAR-Specific Resources
- Virtual VFC Visits - Frequently Asked Questions (FAQs)
- PEAR Section 7: Michigan-Specific Follow-up Reference Guide -Updated 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- Updated 10/29/2024
- FILLABLE PDF Acknowledgment of Receipt - Storage & Handling Visit -Updated 10/29/2024
- 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 2/2/2024
- MI IQIP Database User Guide - Updated 8/20/2024
- MI Summary of IQIP Requirements - Updated 2/8/2024
- MI IQIP Cycle Process - Updated 2/28/2024
- MI Effective Communication for IQIP Consultants - Updated 2/28/2024
- CDC Immunization Workflow Assessment - Updated 2/28/2024
- MI IQIP The Role of the Immunization Champion - Updated 2/29/2024
- MI IQIP Technical Assistance For Consultants - Updated 2/29/2024
- MI QI Site Visit Form + IQIP Coverage Goals Form (Word Document download)- Updated 2/29/2024
- MI Tips for Conducting TeleIQIP Site Visits - Updated 2/29/2024
- 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 (Word Document download) 7/18/2024
- Immunization Fixed Fees Quarterly Summary Worksheet for 2024-2025 (Excel Sheet download)– New 10/2/24
- Immunization Fixed Fees Quarterly Summary Worksheet for 2023-2024 Begins Oct 2023 (Excel Sheet download) - Updated 5/21/2024
- Fixed Fees Quarterly Worksheet Checklist -Updated 4/13/2023
- VFC Quarterly Worksheet Tip Sheet: assists with utilizing PEAR reports to verify FSR documentation