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What is the purpose of the SC VFC Vaccine Borrowing Report (DHEC 1167 form)?

The SC VFC Vaccine Borrowing Report, also known as the DHEC 1167 form, is designed to document instances where vaccines have been borrowed from either private stock or the Vaccines for Children (VFC) stock. This documentation is crucial for tracking and ensuring that borrowed vaccines are replaced promptly, thus maintaining an adequate stock for both VFC and non-VFC eligible patients. It helps prevent any disruption in the availability of vaccines and ensures that VFC-eligible children can receive their vaccinations on schedule without being adversely affected by borrowing activities.

When should a provider complete and submit the DHEC 1167 form?

A provider should complete and submit the DHEC 1167 form whenever a vaccine is borrowed from their supply due to unexpected circumstances such as a delay in the vaccine shipment, receiving a spoiled vaccine, or an error in order calculation by new staff. It's essential to report each instance of borrowing, detailing the vaccine borrowed, the patient's name and date of birth, the date borrowed, and the reason for borrowing. After replacing the borrowed vaccine in the stock, the provider must also record the date of return. This form serves as a formal record to ensure transparency and accountability in the management and distribution of vaccines.

How long must a provider keep the completed DHEC 1167 form?

After completing the DHEC 1167 form, a provider is required to retain it as part of their VFC program records for three years. This retention period allows for adequate time in case the SC VFC Program requests a copy for review or auditing purposes. Keeping these records helps in maintaining accountability and verifying that the borrowing and replacement of vaccines are conducted according to VFC provisions and guidelines.

What should a provider do if they need to borrow vaccines?

If a provider finds themselves in a situation where they need to borrow vaccines, they must first ensure that doing so will not prevent a VFC-eligible child from receiving their needed vaccination. Once a vaccine is borrowed, the provider must promptly complete the DHC 1167 form, detailing the specifics of the borrowing event. After returning the borrowed vaccine to their stock, it's also crucial for the provider to update the form with the return date. Additionally, the provider must inform the SC VFC Program by calling (803) 898-0460 for each borrowing event. This communication ensures that the VFC Program is aware of the borrowing situation and can provide any necessary support or guidance.

Filling out the DHEC 1167 form, which is pivotal for documenting vaccine borrowing in the context of South Carolina's Vaccines for Children (VFC) Program, involves meticulous attention to detail. Errors in this process can lead to compliance issues or even mismanagement of vaccine inventory. Let's explore some common pitfalls that providers often encounter when completing this form:

1. Not including the Provider Identification Number at the outset, which is crucial for ensuring that the form is properly logged and associated with the right healthcare provider.
2. Omitting contact information such as the provider's phone and fax numbers. This oversight can delay crucial communications between the provider and the SC VFC Program.
3. Failure to list each vaccine borrowed on a separate row. Consolidating vaccines onto a single row muddles record-keeping and can obscure the details of each transaction.
4. Leaving the "Reason No Appropriate Stock Was Available" column incomplete, which is essential for justifying the need to borrow vaccines.
5. Forgetting to enter the date in the "Date Vaccine Returned to Appropriate Stock" column, which is necessary for tracking the resolution of the borrowing incident.
6. Not printing, signing, and dating the form, a mandatory step for affirming the accuracy and authenticity of the report.
7. Neglecting to contact the SC VFC Program upon each borrowing event, which is a requirement for maintaining clear and timely communication.
8. Incorrectly marking the checkboxes or reason for vaccine borrowing, which could misrepresent the circumstances of the borrowing.
9. Failing to maintain copies of the completed form for at least three years, as mandated for compliance with VFC program records retention policies.
10. Oversights in certifying the form subject to penalty under the False Claims Act and other applicable laws, which underscores the legal responsibility in reporting vaccine borrowing.

When healthcare providers focus on avoiding these common mistakes, they contribute to the effective functioning of the VFC program. This ensures that vaccines are accurately tracked, ultimately supporting public health efforts within the community.

Here are some final tips to ensure smooth paperwork:

• Double-check all sections for completeness and accuracy before submission.
• Use the latest version of the DHEC 1167 form to stay compliant with current guidelines.
• Maintain open communication with the SC VFC Program for any clarifications or updates.

Thoughtful attention to these details enhances the efficiency and accuracy of vaccine management, fostering a healthful state-wide environment for all.

When managing vaccine inventories, especially under the Vaccines for Children (VFC) program, providers must not only accurately fill out the DHEC 1167 form but also understand and sometimes complete additional forms and documents. These ensure a smooth operation and compliance with guidelines. Understanding these additional documents can significantly aid in maintaining the integrity of the vaccine supply chain and ensuring timely and appropriate vaccination for all eligible individuals.

• VFC Vaccine Order Form: Used by providers to order vaccines under the VFC program. It specifies the types and quantities of vaccines needed. Completing this form accurately helps prevent situations that might lead to borrowing from VFC or private stocks due to shortages.
• Vaccine Temperature Log: A critical document for recording the storage temperatures of vaccines, ensuring they are kept within the required range. This log is vital to prevent vaccine spoilage and non-viability, a common reason for borrowing vaccines.
• Vaccine Inventory Record: This record keeps track of all vaccines on hand, including those received, administered, wasted, or borrowed. It is essential for managing stocks efficiently and avoiding unnecessary borrowing.
• Vaccine Transfer Form: Used when vaccines are being transferred between providers or to a secondary storage facility. This form helps in maintaining accountability and ensuring the traceability of vaccine movements.
• Vaccine Adverse Event Reporting System (VAERS) Form: Although not directly related to borrowing, this form is used to report any adverse events following vaccination. Understanding the VAERS process is crucial for all providers.
• Annual VFC Enrollment Form: Providers must complete this form to enroll or re-enroll in the VFC program, ensuring they have access to VFC vaccines. It is an essential part of ensuring vaccine availability and avoiding the need to borrow.

Leveraging these forms and documents in conjunction with the DHEC 1167 form enhances a provider's ability to manage vaccine inventories effectively and maintain compliance with VFC program requirements. Keeping accurate and timely records not only supports the logistical aspects of vaccine management but also upholds the program's integrity, ensuring vaccines are available to those who need them most.

The DHEC 1167 form, utilized for reporting vaccine borrowing events under the SC VFC Program, shares similarities with other documentation required in the healthcare and vaccine distribution spheres. One such document is the Vaccine Inventory Management Form, which is used by healthcare providers to track the inflow and outflow of vaccines within their inventory. Similar to the DHEC 1167, this form ensures that vaccines are adequately stocked, accounted for, and, importantly, that any discrepancies or anomalies in vaccine management - such as borrowing due to shortages - are meticulously documented.

Another document akin to the DHEC 1167 is the Vaccine Adverse Event Reporting System (VAERS) Form. This form allows healthcare providers to report any adverse reactions following vaccinations. Although the focus is on post-vaccination effects rather than inventory management, both forms share the goal of enhancing vaccine safety and efficacy through meticulous record-keeping and reporting of significant incidents, thereby ensuring the welfare of the patient population.

The Vaccine Order and Return Form, often used by healthcare facilities to procure or return vaccine stock, also resembles the DHEC 1167 in its operational role. Both documents play crucial parts in the supply chain management of vaccines, ensuring that vaccine availability aligns with public health needs while minimizing waste and effectively managing resources.

The Vaccine Administration Record (VAR) is another document related to the DHEC 1167. The VAR is used by healthcare providers to log each vaccine administered to patients, including details about the vaccine type, lot number, and administration date, mirroring the DHEC 1167's intent to track the movement of vaccines, albeit from a different perspective. Both documents are essential for maintaining accurate vaccination records and ensuring compliance with public health guidelines.

An Incident Report Form in healthcare settings also shares similarities with the DHEC 1167. While incident reports typically document unexpected events or deviations from standard care practices, including vaccine mishandling or storage failures, the DHEC 1167 specifically captures incidents related to the necessity of borrowing vaccines. Each form contributes to the improvement of healthcare practices by identifying areas for operational improvement and enhancing patient care quality.

The Cold Chain Incident Report Form is closely related to the DHEC 1167, particularly in the context of vaccine management. This form is used to document any incidents that may compromise the cold chain - the temperature-controlled environment necessary to maintain vaccine potency. Like the DHEC 1167, which might report borrowing due to vaccine spoilage in transit, the Cold Chain Incident Report helps in identifying and mitigating risks to vaccine integrity, ensuring the vaccines' effectiveness is preserved until administration.

Lastly, the Immunization Information System (IIS) Inventory Module often requires the submission of reports similar to the DHEC 1167. The IIS is a digital system used nationwide to maintain vaccination records. Healthcare providers report vaccine usage, losses, and restock events, akin to the detailed documentation of borrowed vaccines on the DHEC 1167 form. Both instruments are integral to the national effort in monitoring and optimizing vaccine utilization and ensuring that immunization programs meet public health objectives.

When filling out the DHEC 1167 form, it's important to follow these guidelines to ensure the process is completed properly and in compliance with regulations:

• Ensure accuracy: Provide accurate and honest information for every entry to avoid penalties under the False Claims Act and other applicable laws.
• Complete all fields: Fill out each section of the form thoroughly, including Provider Identification Number, contact information, and details of each vaccine borrowed.
• Report each vaccine separately: List each vaccine a child receives on a separate row to maintain clear and organized records.
• Update timely: Once a borrowed vaccine is replaced, promptly enter the date in the "Date Vaccine Returned to Appropriate Stock" column.

• Use VFC vaccines as replacements: Avoid using VFC vaccines to refill your private stock. Borrowing should only occur under unexpected circumstances.
• Delay reporting: Do not postpone contacting the SC VFC Program after each borrowing event. Timely communication is critical.
• Forget to sign and date: Neglecting to print, sign, and date the form before submission can lead to form rejection or delays.
• Ignore record-keeping: Failing to maintain completed SC VFC Vaccine Borrowing Reports for the required three years as part of the VFC program records could result in non-compliance issues.

When discussing the DHEC 1167 form, used for documenting the borrowing of vaccines between Vaccines for Children (VFC) and private stock, there are several common misunderstandings that need to be clarified. These misconceptions can affect both compliance and operational efficiency in managing vaccine inventories for healthcare providers enrolled in the VFC program.

• Misconception 1: The DHEC 1167 form is only for reporting improper vaccine usage. In truth, this form is primarily used for documenting occasions when vaccines are borrowed due to unexpected circumstances such as delays in shipments or spoiled stock, ensuring that all children receive necessary vaccinations without interruption.

• Misconception 2: Filling out the DHEC 1167 is optional. However, completing and submitting this form is mandatory for VFC-enrolled providers whenever they borrow vaccines, to maintain accurate and up-to-date records as part of program compliance.

• Misconception 3: Any staff member can complete and submit the DHEC 1167 form. Accuracy and accountability are crucial; therefore, it is recommended that a designated staff member familiar with the VFC program and inventory practices completes and submits this form to minimize errors.

• Misconception 4: Borrowed vaccines do not need to be replaced. On the contrary, the form requires information on when and how the borrowed vaccines are returned to stock, underscoring the importance of maintaining vaccine inventory balance.

• Misconception 5: The form is only for VFC vaccines borrowed for non-VFC eligible patients. The form actually tracks all borrowing events, whether VFC vaccines are used for non-VFC eligible patients or private stock vaccines are used for VFC patients, ensuring all children continue to receive vaccinations as needed.

• Misconception 6: The form is complex and time-consuming to fill out. Although it requires detailed information, the form's design is straightforward. By accurately tracking vaccine usage, it helps providers manage their inventory efficiently and ensures compliance with VFC program guidelines.

• Misconception 7: There are no consequences for not completing the DHEC 1167 form. Failing to properly document vaccine borrowing can lead to issues with vaccine inventory, potential shortages for VFC-eligible patients, and non-compliance with federal and state laws.

• Misconception 8: Once submitted, the DHEC 1167 form does not need to be retained. Providers must keep records of all submitted DHEC 1167 forms for three years, as these documents may be requested by the SC VFC Program for compliance review and auditing purposes.

Understanding and correcting these misconceptions is vital for VFC-enrolled providers to ensure they remain in compliance with program requirements, manage vaccine inventories effectively, and ultimately protect public health by ensuring all children have access to vaccinations.

The DHEC 1167 form is integral for tracking and documenting vaccine borrowing between Vaccine for Children (VFC)-enrolled providers and their private stock. Here are the key takeaways for effectively filling out and using this form:

• Unique Identifiers: Providers must start by entering their specific Provider Identification Number along with their comprehensive contact information. This crucial step ensures that the form is accurately associated with the correct provider.
• Documentation of Each Vaccine Borrowed: The form requires detailed documentation for each instance of vaccine borrowing. This includes identifying the vaccine, the patient's name, date of birth, the date the vaccine was borrowed, and the reason for borrowing. Each entry must detail a separate incident to ensure precise tracking.
• Reasons for Borrowing: Providers are expected to state the reason why they had to borrow vaccines, choosing from options such as delayed private stock orders, non-viable stock upon arrival, among others. This aims to identify supply chain issues or unexpected circumstances prompting the need to borrow.
• Replacement Documentation: Once the borrowed vaccine is replaced, the provider is to record the date on which this occurred. This ensures accountability and that the vaccine stocks are adequately replenished.
• Signature and Certification: The completion of the form necessitates the provider's printed name, signature, and date, certifying the accuracy of the reported information and compliance with VFC provisions under penalty of law.
• Contact with SC VFC Program: Providers are required to contact the SC VFC Program for each borrowing event. This communication is critical for transparency and allows the program to offer any necessary support or address issues.
• Record Retention: Completed forms must be kept by the provider as part typically health records for three years. This retention policy ensures that information is available for auditing or review by the SC VFC Program when requested.

Understanding and adhering to these guidelines when completing the DHEC 1167 form is essential for providers. It helps maintain the integrity of vaccine supplies for VFC-eligible children and ensures compliance with health program requirements.