Provider Notice issued 09/24/04

Procedures for the Administration of Influenza Vaccine Pneumococcal Vaccine

In recognition that residents in long term care facilities are considered to be high risk because of their age, health problems and living arrangements, the Department will again provide LTC facilities with influenza vaccine (2004-2005 formula, current strain). The Department of Public Health requires that long term care facilities secure physician = s orders for the administration of the vaccine. In reviewing the health care needs of a long term care resident, the attending physician may decide that pneumococcal vaccine is indicated in addition to the influenza vaccine. The pneumococcal vaccine is available from and should be billed by the supplying pharmacy.

For convenience in administering the influenza vaccine, disposable syringes and needles will be included in the vaccine shipment. Based on the number of Medical Assistance clients in your facility, necessary quantities of the vaccine will be shipped, via United Parcel Service, beginning in October, to each participating long term care facility for administration by facility staff. Upon receipt of the shipment of the vaccine, refrigeration is necessary to insure its stability.

A monitoring process is necessary to ensure compliance with federal rules that require the Department to claim federal funding for only vaccine administered to Medicaid residents. Specific procedures to document who receives the vaccine, along with your facility resident administration log, will be included with the vaccine shipment. Attached is an example of the resident administration log. The log you will receive with your vaccine will reflect your facility name, provider number and each Medicaid resident’s name and recipient identification number (RIN) within your facility. Providers must ensure that the procedures are followed and can be verified by Bureau of Long Term Care field staff performing a post administration review.

Should there be any vaccine remaining after being administered to all current Medicaid residents on the log and those recently transitioned to Medicaid but not on the log, it may be administered to other residents needing it as the Department encourages immunization of all residents. For any residents who receive the vaccine whose names must be added to the log, the facility must make it clear in the RIN field that the resident is enrolled in Medicaid (insert RIN in RIN field), Medicaid pending or not enrolled in Medicaid.

Your cooperation in making this cost-effective, preventive care available to long term care residents is appreciated.

Questions should be directed to the Bureau of Long Term Care at 217-782-0545.

Anne Marie Murphy, Ph.D.

Administrator

Division of Medical Programs

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