Are You Ready for Flu Shot Season? Auditors Are!

1. Authority to administer

• A signed order from an authorized prescriber
• A signed protocol that is up to date and includes specific vaccination(s) to be administered or a Collaborative Practice Agreement (CPA)
• When using a protocol or CPA, create a placeholder prescription with all prescription elements
• In states where pharmacists have independent authority to vaccinate, create a placeholder prescription with all prescription elements

2. Vaccination Information Statement (VIS)

• Required to be given to patient prior to each administration
• Be sure you have the most current VIS forms

3. Screening Checklist

• Not requested by PBMs, however should be retained for your records

4. Vaccination Administration Record (VAR)

• Date of Administration
• Name of vaccine administered and manufacturer
• 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

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 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 correct metric quantity is billed
• Keep vaccine documents stored in a system that makes access easy in case of an audit
• 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
• PAAS has seen pharmacies flagged for billing claims outside regular pharmacy hours – consider billing for vaccine clinics during regular business hours