Vaccine Coordinator

Ocean Health Initiatives•Lakewood Township, NJ

14d

About The Position

Reporting directly to the Senior Director of Clinical operations, the Vaccine Coordinator is responsible for completing and submitting New Site Enrollment Packets to NJIIS and to VFC/VFA. The Vaccine Coordinator will complete and submit Yearly Renewal Packet for all sites and act as the interface between NJIIS and Athena for all sites. Assists the Senior Director of Clinical Operations, RN and Education Coordinator with New Employee Orientation as well as ongoing staff education/competencies.

Requirements

High School or equivalent required.
Associate Degree preferred.
Three to five years nursing experience in ambulatory care or medical center setting.
Active Certified Medical Assistant in State of New Jersey (CCMA) or Active State of NJ LPN is preferred.
Experience managing administrative responsibilities.
Proficiency in Microsoft Office 365 is required.

Responsibilities

Serves as the lead vaccine coordinator across all sites/programs and works collaboratively with all members of the vaccine team to ensure allrequirements, rules, and regulations are metwith regard toVFC, VFA 317, private, andother vaccine programsasidentified.
Complete and Submit New Site Enrollment Packet to NJIIS and to VFC/VFA
Add VFA and VFC to all future sites as applicable
Complete and Submit Yearly Renewal Packet for all Active Sites
Establish VFC Interface between Athena and NJIIS for all new sites
Collaborate withRN,Vaccine Team,Athenaand NJIIS toestablishinterface between VFA and NJIIS for ALL sites
Maintain/updateSharePointFiles and Monday.com project management software platform forcommunicating, tracking, and data collection purposes
Identifyand enroll allMD’sto sites where they provide services
Includes entering NPI Numbers, Insurance Numbers,DOBetc.
Identifyand Enroll Coordinator and back-up coordinator for each siteandmaintainVaccine Coordinator Workflow/Plan for each site
Complete and email completed forms
Ensure initial and yearly trainings are completed and certificates submitted
Obtain andsubmitData reportsregardingpopulation served and immunizations given at each site on an ongoing basis.
Collect and Submit all New Employee Forms to NJIIS and schedule Employees for Offsite Training
Establish and Monitor Acceptable Delivery hours for all sites
Oversee themaintenanceandsubmissionofThermometer Calibration Information
Enrollment, Implementation and Tracking of Dataloggers by 2018 as mandated by VFC/VFA
Prepare and distribute VIS books to all sites with frequent updates from ACIP Guidelines
Prepare and Distribute VFC/VFA packets and ensure proper display on front of all Refrigerators and Freezers
willattendAnnualConference/Workshop, andassistwith education and implementation of all recommended changes.
assistswith ongoing staff education regarding:
proper documentation of administered vaccines
cross-checking to ensureaccuratetransfer into NJIIS
appropriate vaccine orders by providers inEMR (Electronic Medical Record)
Utilizationof CDC guidelines for proper vaccination schedules
Ensuring age-appropriate vaccines are used-VFCunder 19, VFA- 19 and older
Process of checking eligibility of each patient prior to administration
Obtaining “Consent to Participate” for all patients born before 1998
Utilize NJIIS site tomonitoradvisories, recalls, updates or changes on ongoing bases and educate Staff of such
meet with providers and Athena to revise outdatedordersets to reflect all current ACIPguidelines
AdvisesTeam member, DONandSr. Director of Clinical Operationsof all discrepancies, incidents,and errors,andassistswith preparations of reports to VFC/VFA as mandated
Collaborates with key representatives from the Department of Health and NJIIS to ensure compliance of all aspects of the programs
Maintains Master file per VFC/VFA Mandates- Copies of all Enrollment forms, Certificates of Training for all site Coordinators and back-up coordinators, Refrigerator information, Thermometer Certificates with expiration dates, and record of all discrepancies, incidents or errors submitted to VFC/VFA
Oversees and maintains all Vaccine Management Plans for all sites including Daily Data Loggers and certificates and ongoing communication with NJIIS for updates.
Maintainsthreeyears of all records as mandated
Maintains allvaccineinventory(quantity and lot#)for each facility and theorganization as a whole.
Facilitates transfersof vaccineinventorybetween facilities to ensure adequate supply is available.
Responsible forassigningvaccinesupply forOutreach Events.
Reviews staff documentation ofallvaccine administrationdailyandworks with staff to correct errors.
Reports all necessary datapertainingtovaccinesaccording to State and Federal Guidelines.
Assistswith staff training and education.
Is highly accountable for one's ownproductivity.In order tomaintaintransparency, all projects must be represented clearly on a project boardinMonday.com. Youare responsible forensuring the board is always updated andaccurateand that information is accessible to those that need it.
Adheres to Corporate Compliance policies.
Maintains a passing monthly scorecard threshold at 80%.
Works cooperatively with all providers and staff to carry out the goals andobjectivesof OHI, meets productivity according to established policies and procedures.
Other duties as assigned.
Assist RN with preparation of NJIIS Reports and submits to CMO for review
In Collaborationwith DON, Site Managers, and Sr. Director of Clinical Operationsprepares all sites forinitialinspection and any further site visits
Conducts frequent site visits/audits to ensure staff education and program compliance and reports findings tomanagement
Participates in Environment of Care rounds to review vaccine compliance portions of rounding
Conducts Daily Audits ofinventory toensureaccuratedocumentation and interface
Assist staff with locating and reconciling discrepancies
Assist staff with validating outside vaccine records and creating NJIIS’s records for new patients to the practice
Ensures Temperature logs are accuratelymaintainedandentered intoNJIIS on a regular basisby all vaccine team members as assigned
Ensures weekly data logger temperatures are uploaded to theappropriateSharePointanddocumentsanydiscrepancies.
Reports all temperature excursions & remediation to VFC/VFA Program
Make appropriate calls to Manufacturers of vaccines affected by temperature excursions to ensure they are safe to use
Ensure all vaccine storage data logger and alarm system batteries are monitored, kept up to date, and replaced on a four-month schedule to maintain continuous temperature monitoring and compliance.
Monitor and Document waste and transfer of Vaccines
Manage Ordering of all Vaccines at all sites to streamline process and ensure all sites using same Manufacturer, Same Combo Drugs and administering proper vaccine per ACIP Guidelines
Manage, distribute and document all Vaccines used for MMU events