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Site Visit Guidance for LHD Staff Conducting Visits
Visit Types & Prioritization
Vaccines for Children (VFC) Site Visits: VFC Compliance Site Visits including Storage and Handling Site 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: VFC Compliance Site Visits must be performed between 11 to 24 months from the date of the previous visit. Any VFC Compliance Site Visit exceeding 24 months is considered overdue. Alternatively, VFC Storage and Handling Site Visits can be used to spot check a provider location’s compliance with vaccine storage and handling practices between Compliance Site Visits. Note that VFC Storage and Handling visits do not replace Compliance Site Visits. Consideration for site visits should be given to provider locations with recent vaccine losses, sites with recent staff turnover, or those close to or overdue for a VFC Compliance Site Visit.
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 and IQIP Site Visit Confirmation Letter (Word Document download)
- VFC Compliance Site Visit Notice (Word Document download)
Preparation Checklists
- VFC-PEAR Preparation Checklist - Checklist for Pre, During, and Post-Visit
- VFC Enrollment Site Visit Checklist (Word Document download)
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
- MDHHS Storage & Handling Table: should be posted on unit
- MDHHS Preparation & Administration Table: should be posted in vaccine prep area
- "Do Not Unplug" Signs: options for required postage on circuit breaker and outlet
- Borrowing Log: borrows must be assessed since last site visit
PEAR-Specific Resources
- Michigan Awardee Specific Follow-up Reference Guide
- Documenting Annual Training in PEAR
- Site Visit Acknowledgment of Receipt (AOR)
- Fillable PDF AOR - Compliance Visit
- Fillable PDF AOR - Storage & Handling Visit
- PEAR Compliance or S&H Reviewer Guide (Available only in PEAR)
IQIP-Specific Resources
Have moved to the Immunization Quality Improvement for Providers (IQIP) Visits page.Post-Visit Resources
- Immunization Fixed Fees Quarterly Summary Worksheet for 2025-2026 (Excel Sheet download)
- Fixed Fees Quarterly Worksheet Checklist