KEYWORDS:
vaccine accountability, vaccine eligibility/encounter record, doses administered

BACKGROUND:
Immunization projects are responsible for a vaccine accountability system. Along with the annual provider profile and site visits, New Jersey Vaccines for Children (VFC) program uses a Eligibility/Vaccine Encounter Record (IMM 28) to collect expanded doses administered data and VFC eligibility information. Since program inception for private providers, over 1.5 million forms have been mailed in conjunction with provider vaccine orders and over 1 million (68%) have been completed when a VFC-eligible child received their immunizations. Total doses distributed were 3,290,624 with 62% percent reported as administered and 2.4% reported as wasted/expired, leaving 1,156,853 doses (an average of 1,067 doses per site) in provider inventories.

OBJECTIVE:
Target site study at randomly selected sites examines the whether the data reasonably estimates provider inventory or if there are unaccounted VFC doses among provider sites. Using an estimated provider inventory, a physical inventory will be obtained from each site. Individual provider data is compared to state averages.

METHOD:
While several accountability approaches are used by NJ VFC, the IMM 28s submitted by providers and entered into a Lotus Notes database captures additional patient data, including the eligibility categories: Medicaid, Medicaid Managed Care, and NJ KidCare Plan A; NJ KidCare Plans B, C, & D; no health insurance; American Indian or Alaskan Native; underinsured as served by FQHC/RHCs; and 317 funds. This data is summarized annually by category for each vaccine type for budget preparation and reconciliation. The doses administered data is imported into VACMAN for reporting and evaluation.

RESULT:
The additional reporting of physical inventories by target provider is underway. One third
of vaccine distributed has not been reported as administered. Possible reasons may be: vaccine is still in provider inventory, not reporting expiration/waste, not administering VFC vaccine to VFC-eligible children, not completing IMM 28 records, not mailing completed IMM 28s or other unanticipated factors

CONCLUSION:
To see if the computer generated inventory matches physical inventories and where needed, adjust providers' vaccine orders in the future.

LEARNING OBJECTIVES:
To learn about accountability measures used by NJ VFC and providers' compliance in reporting doses administered data and waste/expiration.