Flu Shot Season Is Here – What Is Needed for Audit?

COVID-19 has forced a significant increase in the number of vaccinations pharmacies do daily. With this increase also comes additional audits. PAAS National® frequently sees PBMs audit for all vaccinations, including influenza. Now is the time to check that you have all documentation in place for this year’s flu shot season.

What you will need for an audit:

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  1. Order
    • A signed order from an authorized prescriber or
    • A signed protocol that is up to date and includes specific vaccination(s) to be administered
      • When using a protocol, create a placeholder prescription with all prescription elements
  1. Vaccination Information Statement (VIS)
    • Required to be given to patient prior to each administration
    • Be sure you have the most current VIS forms
  2. Vaccination Administration Record (VAR)
    • Name 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
    • Form can be used as proof of receipt on audit

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 vaccines 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 days’ supply of “1”
  • All vaccines administered with protocol should be submitted with origin code of “5” (pharmacy created)
  • Be sure correct quantity is billed, typically 0.5 mL, may need to consult with software vendor for guidance
  • Keep vaccine documents stored in a system that makes access easy in case of an audit
Dana Westberg, CPhT