Flu Shot Season – Are You Prepared?

1. Authority to administer
   • A signed order from an authorized prescriber (may include pharmacists, based on state regulations) or,
   • A signed protocol or Collaborative Practice Agreement (CPA) that is up to date and includes specific vaccination(s) to be administered
     • The amended Public Readiness and Emergency Preparedness (PREP Act) authorizes pharmacists to continue to administer COVID-19 and seasonal influenza vaccines to individuals aged 3 and above and order and administer COVID-19 tests in accordance with an FDA license, approval, or authorization through December 31, 2024
2. Signed prescription or placeholder prescription (when using a protocol or CPA) that contains all prescription elements required by state and federal regulation (a VAR may suffice)
3. Vaccine Information Statement (VIS)
   • Required to be given to patient prior to each administration
   • Be sure you have the most current VIS forms
     • Multiple languages of VIS are available at immunize.org
4. Screening Checklist
   • Not requested by PBMs; however, should be retained for your records
5. Vaccination Administration Record (VAR)
   • Date of administration
   • Name and manufacturer of vaccine administered
   • Lot and Expiration Date of vaccine given
   • Site of administration (i.e., right arm)
   • Signature or initials and title of person administering
   • What VIS form was given
     • Date printed on the VIS
     • Date the VIS was given to the patient or parent/guardian
   • For pharmacists with independent prescriptive authority, a VAR that contains all the elements of a prescription

VAR and VIS forms, and information regarding what the CDC requires for health care providers to record, can be found on the CDC website.

PAAS Tips:

• Check dates and vaccine types on your protocols to ensure they are up to date
• Have current VIS forms printed for each vaccine you administer
• Have VAR forms printed and educate all staff on how to complete the forms
• All vaccines should be submitted using a days’ supply of “1” per NCPDP recommendations
• All vaccines administered via protocol should be submitted with origin code of “5” (pharmacy created) per NCPDP recommendations
• Be sure the correct metric quantity is billed
• Keep vaccine documentation stored in a system that makes access easy in case of an audit
• PAAS has seen pharmacies flagged for billing claims outside regular pharmacy hours – consider billing for vaccine claims during regular business hours only
• When billing for vaccine clinics, DO NOT bill prior to the vaccine being administered
  • You may submit claims after the date of service, but the date of administration must be correct on the claim