POSITION TITLE: Immunization Coordinator

DEPARTMENT: General Medicine

REPORTS TO: Chief Medical Officer (oversight by Operations Manager)

POSITION OVERVIEW: The Immunization Coordinator works closely with Chief Medical Officer and Operations Managers to manage all vaccines. The Immunization Coordinator is responsible for the oversight of all vaccines (e.g., Vaccine for Children (VFC), Vaccine for Adults (VFA), managed care, COVID-19, etc.) vaccine management activities, including but not limited to the monitoring and implementation of emergency vaccine management plans, training, mentoring, guidance to Medical Assistants (M.A.’s) and other clinical & non-clinical staff (as well as coverage, audits, vaccine orders, inventory stock, inventory data entry, maintains logs, expiration dates oversight and completes required reporting (including reminder/recall etc.).

DUTIES/RESPONSIBILITIES:

1. Orders vaccines by:

a. Conducting a physical inventory of all vaccines in stock. Accounts for doses of returned or transferred vaccines since the last order.

b. Completes and submits the VFC/VFA vaccine order at MyVFCVaccines.org.

c. Works with IT to utilize electronic inventory of vaccines through NextGen Electronic Health Record (E.H.R.).

2. Motivated and committed to the provision of high-quality healthcare for indigent and underserved communities.

3. Stores & Handles:

a. Vaccine shipments upon delivery at site and immediately enters and updates inventory of each vaccine into E.H.R. Vaccine management.

b. Ensures that acceptable temperature ranges have been maintained during vaccine shipping.

c. Reports and documents any discrepancies in refrigerator/freezer temperatures, power outages, vaccine inventory/stock, mismanagement, and immediately reports it to C.M.O., C.O.O. and Operations Manager.

d. Ensures that vaccines are not stored in the door or inside drawers of the refrigerator/freezers.

e. Trains all applicable staff and new hires annually on how to properly report and store vaccines received in the case of the Immunization Coordinators absence during the delivery of a vaccine shipment to avoid vaccine losses due to mismanagement.

f. Captures minimum and maximum temperatures once daily from data logger thermometers.

g. Ensures there are no expired vaccines in the refrigerator, freezer, or Accuvax.

h. Keeps VFC/VFA, Managed Care, COVID-19 & GSK Patient Assistance Program vaccines separate from other health plan vaccine stock.

i. Ensures that when Vaccine shipments arrive that the packing slip matches the contents and/or quantities ordered, and that the internal temperature of the shipping container is at the appropriate temperature range from the vaccines contained within. Also ensures received vaccines are immediately stored in a refrigerator/freezer as required.

4. Monitors vaccine temperatures:

a. Uses an approved certified calibrated thermometer to review & download refrigerator/freezer temperatures.

b. Records minimum, current and maximum temperatures on a VFC/VFA approved temperature log form twice daily. Takes immediate action if temperatures are outside acceptable ranges as per VFC/VFA guidelines & FHCCGLA’s P&P’s.

c. Implements the emergency vaccine management plan, as necessary.

d. Reviews vaccine temperature logs weekly.

e. Retains temperature logs for three years on-site and stores all others for up to 7 years.

f. Monitors and maintains CAIR immunization inventory systems and updates for all life cycles. Downloads data from Digital Dataloggers monthly.

5. Conducts Trainings and Education- Works with operations Managers to ensure all newly hired M.A.’s complete the EZ-IZ & CAIR training. Participates in trainings related to vaccine administration, including proper dilution, administration, storage & handling and proper COVID vaccine storage. Ensures M.A.’s are trained to bill appropriately in NextGen for all vaccines.

6. Participates in audit readiness activities as necessary related to vaccines including entrance/exit interviews during the audit process. Including pre-visits planning, onsite/virtual visits, and post-audit follow-up, obtaining pertinent training documentation (e.g., sign-in sheet, minutes, notes) for audit Corrective Action Plan (CAP) and/or compliance to ensure audit requirements are met.

7. Participates in FHCCGLA’s Quality Improvement Committee Meetings as needed.

8. Conducts applicable outreach to patients who are overdue on vaccines. Performs patient re-calling for all ages to increase immunization rates.

9. Ensures calibration of Digital data logger (DDLs) is performed annually and prior to expiration date.

10. Undertakes continuous self-improvement, attending applicable trainings, seminars, in-services, and educational classes .

11. Performs transfers or transportation of vaccines following all applicable program (VFC, VFA, etc.) guidelines pertaining to transfers, handling & storage. Etc.

12. Ensures Vaccine Information Statement (VIS) most up to date versions are in use and communicated to all staff.

13. Updates Vaccine Management plan for all sites annually.

14. Reports and/or returns vaccines within 30 days prior to expiration or spoilage. NOTE: If VFC/VFA is not notified timely as required, FHCCGLA will be held liable for the full cost of all vaccine losses.

15. Ensures that all staff utilize the “Waste Log Report” as instructed by VFC/VFA.

16. Reviews Vaccine Adverse event Reporting System (VAERS) and EHR documentation.

17. Submits weekly report of vaccine usage to Supervisor or designated person.

18. Participates in outreach activities within the surrounding communities (i.e., schools, health fairs, community organizations, etc.) in efforts to promote and increase immunizations, as needed.

19. Communicates in a timely and professional manner with patients and other members of the care team at all times.

20. Assists in the review of the patient’s immunization history, patient immunization contraindications and consents, ensuring that the patient/parent or guardian understands when obtaining signature(s).

21. Administers immunizations to both adults and children as directed by FHCCGLA providers.

22. Attends the following meetings/trainings:

a. Mandatory Quarterly Staff Meeting/Trainings- Quarterly (Jan., Apr., Jul. & Oct.)

b. Corporate Risk Management Meeting- As needed, Quarterly (Jan., Apr., Jul. & Oct.) (advanced notice will be provided when feasible)

c. Clinical & Operations (C&O) Meeting- As needed (advanced notice will be provided when feasible)

d. Meetings with FHCCGLA’s Executive Leadership, as needed (advanced notice will be provided when feasible).

23. Files/scans all forms, lab results, diagnostic reports, etc., following FHCCGLA Policies & Procedures.

24. Ensures HIPAA compliance by maintaining strict confidentiality of all patient data and E.H.R./Practice Management System (PMS) according to regulations and FHCCGLA’s P&P’s.

25. Checks work email and mailbox daily for all incoming messages and responds timely.

26. All other duties as assigned.

MINIMUM QUALIFICATIONS:

1. M.A. Certificate Required.

2. Knowledge of immunization practices & administration experience required.

3. High School Diploma or G.E.D, required.

4. Current CPR Certification required. Must be kept up to date.

5. FQHC experience, highly preferred.

6. Excellent analytical skills.

7. Motivated and takes initiative to ensure all tasks are completed thoroughly and accurately.

8. Excellent writing and verbal communication skills.

9. Computer knowledge a must (e.g., NextGen (E.H.R. & PMS), Microsoft Word Excel, PowerPoint, etc.).

10. E.H.R experience, preferred.

11. Strong communication, interpersonal skills, and problem-solving skills.

12. Able to carry/lift a minimum of ten pounds.

13. Ability to prioritize workload and work under pressure of deadlines.

14. A willingness to travel to & from FHCCGLA clinic sites on a regular basis (transportation and vehicle insurance is a must).

15. Access to automobile with valid California driver’s license and state mandated automobile insurance.

16. Work schedule may include evenings, overtime, and weekends as needed.

17. Commitment to the provision of high-quality health care services and the goals and mission of Family Health Care Centers of Greater Los Angeles, Inc.

18. Willingness and ability to adapt to change and perform tasks in a changing work environment with the agency’s growth and expansion.

19. Ability to communicate in Spanish and English, both Verbal and Written, required.

ADDITIONAL ELIGIBILITY QUALIFICATIONS:

1. Ability to work well with others in a professional and team-oriented environment.

2. Well-developed interpersonal skills, friendly personality and able to motivate staff by promoting teamwork.

3. Ability to relate to the public regardless of ethnicity, religion, and economic status.

4. Strong planning and organizational skills.

5. Problem analysis and critical thinking skills.

6. Excellent customer service skills.

7. Knowledge of the following (but not limited to), preferred:

• CHDP
• VFC / VFA
• HMO’s
• Medicare
• Medi-Cal
• Managed Care Plans