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FLU AND WORKSITE
WELLNESS PROGRAM
RN Training2018 OVERVIEW
1. Program overview
2. Registration Forms and Misc. Forms
3. 2018 Flu Vaccine Introduction
4. Vaccine Administration and Documentation
5. Wellness Staff Website Introduction
6. Scheduling
7. Reconciling Clinics
8. Payroll/Timesheets
9. Supply Pick-up
10. Vaccine Storage and Transport
11. Review Roles and Responsibilities
12. Conclusion
Flu/Worksite Wellness Program Overview
MVNA
Blue Folder and Policy Manual
• Bring to every clinic!
Office Team: Who Do you Contact During Office Hours?
• Danielle Rice, Program Assistant – Questions about scheduling• [email protected] or 612-617-4624
• Nan Lomen, Seasonal Staff Supervisor – Clinical questions• [email protected] or 612-916-2661
• Mary Watkins, Principle Office Specialist – Questions about payroll/mileage
• [email protected] or 612-617-4706
Other Team Members:
• Paula Abramson, Sales and Account Manager
• Glory Barduson, Account Coordinator
• Jeanne Portoghese, Account Coordinator
• Marni Radcliffe, Account Coordinator
Who do you call?
• Office Hours: Monday-Friday 8-4:30pm
• Flu Room Phone: 612-617-4620
• After Hours:
• If you do call the flu room number after hours, leave a message for the next business day.
• “What if I need to talk to someone BEFORE the next business day?”
• Call Nan’s cell at 612-916-2661 for after hours emergencies. Please only use this for an issue that needs attention before the start of the next business day.
• You are too sick to work your clinic the next morning• Real time clinical issue
• Needle stick/exposure
Key Chain
We are now Hennepin Healthcare!
Our Mission
We partner with our community, our patients and their families to ensure access to outstanding care for everyone, while improving health and wellness through teaching, patient and community education, and research.
Our Values
• Patient & Family Centered
• Excellence
• Teamwork
• Respect
• Integrity
• Compassion
2018 Dress Code
RNs: Lab coats provided
PSCs: Logo vests provided
Business casual attire at all clinics:
-Dress pants (no shorts or capris or denim)
-Closed toe shoes
-Solid color scrubs are allowed
Always wear your name badge at every clinic!
Computer Responsibilities
Check your email daily for Updates – check your
junk/spam mail.
Check your schedule board regularly
Save Clinic Confirmations and Account Sheets
Clinic Lead reconciles immunizations and staffing
daily
HCMC Email – Check weekly
Online Trainings
Online Training
• Your login info is on your new key chains.
Registration Forms
Registration FormThe form is 2 sided and needs to be fully completed
Indicate the Clinic Number in the top right
corner of form:
• Clinic Number is listed on the Account Sheet
• Some clinics may have this pre-filled in
Indicate the Employer/Name of Clinic Location
in the top right corner of form:
• Name of client is listed on the Account Sheet
• Some clinics may have this pre-filled in
• Example: General Mills, Oak Creek Elementary
School, Salem Covenant Church, etc
This info helps
us confirm their
ID!
Year must
be 4
digits; Ex.
1975
If they have a
home phone,
that is our
preference.
This section
changes
depending on
the clinic’s Billing
OptionImportant
Reminder!
Three Billing
Options:
1)Bill
Insurance/Bill
Employer
2)Bill
Insurance/Bill
Individual
3)Bill Employer
Only
Bill Insurance/Bill
Employer Registration
Form:
Three Billing
Options:
1)Bill
Insurance/Bill
Employer
2)Bill
Insurance/Bill
Individual
3)Bill Employer
Only
Bill Insurance/Bill Individual
Registration Form:
Three Billing
Options:
1)Bill
Insurance/Bill
Employer
2)Bill
Insurance/Bill
Individual
3)Bill Employer
Only
Bill Employer Only Registration
Form:
Grant Covered Flu Vaccinations
When does a patient qualify?
• Any child (18 or younger) who is uninsured
• Any child (18 or younger) who is covered by an MA
plan
• Uninsured adults may qualify at specific, pre-
arranged clinics. Check the clinic account sheet
for any notes.
“Does my insurance cover the flu shot?”“Is the flu shot free if I have insurance?”
“How do I know if you accept my insurance?”
• NEVER say the flu shot is free!
• Your response to questions about insurance coverage should always be: “Hennepin Healthcare can bill any insurance provider for your vaccination, but it is the individuals’ responsibility to know if the flu shot is a covered benefit.”
The client
MUST sign the
Registration
Form! Double
Check every
form.
PSC
Initials
after
reviewing
Medicare
• Medicare card numbers are usually the participant’s SS number with a letter at the end. There is always a letter at the end of the number.
• The card will identify if the participant has:
• Part A
• Part A and Part B
Part A provides coverage for hospitalization
Part B provides coverage for regular doctor visits, immunizations, etc.
• Important: If the participant does not have a card to present at the clinic and says he has part B coverage, we cannot collect for the vaccination. It is considered “fraud” if we collect payment from a person with Part B coverage. We don’t want to be charged with Medicare fraud!
Why a photo ID for Insurance?
• Ask to see a picture ID (Drivers’ License or Work ID Badge) and confirm it matches the Registration Form/Insurance Card
Red Flag Law: Enacted to prevent identification
fraud
Registration Form Policies & Procedures
During the Clinic:
• Each completed registration form must be placed out of sight, in a folder or envelope, before the next patient enters the area.
• At no time are the registration forms to be left unattended.
• If any of the nurses have to leave their shot station, they are to give their folder or envelope of registration forms to another nurse or the PSC for safe keeping while away.
After the Clinic:
• Lead returns the completed clinic packet, to include the completed registration forms, to MVNA as soon as possible. The same day is most desirable.
• During all transport of completed registration forms, they should be locked in the trunk of your vehicle, until you either return them to MVNA or go home, whichever should come first.
• If you are not going directly home but to another clinic site, you must bring them into the next location with you.
• At no time should the registration forms be left unattended in your vehicle.
• Once home, do not leave them in your vehicle but bring them inside your home to a secure and private area.
• Until they are returned to MVNA, they are to be kept in a safe and private area in your home.
• You should be returning registration forms/clinic packets to MVNA on a weekly basis, at the least, and returned as soon as possible.
For Clinics over 400 shots:
• The registration forms for these larger clinics must be returned to MVNA on the same day as the clinic.
• Arrangements may be made with internal flu staff for pick up.
OTHER FORMS & DOCUMENTS
Health Insurance Portability and Accountability Act (HIPAA) – copy in folder
HIPAA Compliance includes:
• Medical history discussed between nurse & client.
• Completed registration forms kept out of view and are returned to MVNA as soon as possible.
• An obligation to protect the health information of those we serve.
MVNA distributes a Notice of Privacy Practices Form at clinics.
Release of Medical Records
• Completed Registration Forms are protective health information covered under HIPAA.
• The individual has rights to that information BUT they must release the information before we can share with any third party
Vaccine Receipt
• Some patients may request verification that they received a vaccination from MVNA
• Complete a Vaccine Receipt
• Receipts are located in the money pouch that will be provided to you in the Gray Bin of supplies
Long-Term Care Facilities
• Facility will have received
this form ahead of clinic
• Participants may bring this
form to clinic, along with
their registration form
• Must be fully completed for
us to release information
• HCMC Medical Records will
send flu shot verification to
the party that the info was
released to
• Lead RN will turn in with the
Registration Form Packet
Vaccine Information Statement (VIS)-copy in folder
• Vaccine Information Statements are information sheets produced by the Centers for Disease Control and Prevention (CDC).
• Federal law requires that a VIS be offered whenever vaccinations are given (before each dose).
• A VIS explains both the benefits and risks of a vaccine to adults and parents or legal representatives of children and adolescents.
MVNA Reportable Occurrence (formerly Incident Report) –copy in folder
36
21000
2000 Summer Street NE, Suite 100 • Minneapolis, MN 55413 • Phone: 612-617-4600
Reportable Occurrence Form (Excludes OSHA Work Related Injury Occurrence/Exposure-Non-exposure)
TYPE OF OCCURRENCE
Medication Discrepancy Falls by client observed by MVNA staff
Physical injury sustained by client Unexpected death event Complaint about service delivery Malfunction of equipment Immunization Other
Vulnerable Child / Adult Reporting (tracking only)*
(*Use appropriate form to report occurrence to responsible agency)
Employee:
Title:
Receiving Supervisor:
Date of Occurrence: Time of Occurrence:
AM/PM
Location of event:
Person(s) Involved: (Indicate (E) Employee, (C) Client, (O) Other) Legal name: Last: __________________
MVNA Family Number (if applicable): _______
DOB: ___/___ /___ Age: Sex: M/F
Phone: ( ) -
Address/City/State/Zip :
Other persons involved:
Name: ____________________________
DOB: ___/___ /___ Age: Sex: M/F
Phone: ( ) -
Address/City/State/Zip :
First: ____________________ MI:______
DETAILS OF INCIDENT/COMPLAINT (to be completed by employee):
MVNA Wellness ProgramPolicy and Procedure Manual
Please keep the manual in your bin for use as a quick
reference guide when at a clinic.
Please review all materials before your first clinic
What’s in the forms folder?Blue Folder:
Notice of Privacy (HIPAA)
MVNA Reportable Occurrence
Temperature logs for cooler (hourly) and fridge (twice daily)
Injection instructions
Contact list/phone numbers
Timesheet/Miles log
Registration form sample
Copy of Powerpoint
Safety Checklist
• You should have this folder with you at all times when working.
• You are expected to be familiar with all the forms and what they mean.
Safety Checklist
Must be turned in today!
Don’t forget your name!
Safety Checklist
Fill in your name, date and People Soft Number
1. The word that will help you remember what to do in the event of a fire is: R.A.C.E
1. Rescue
2. Alert
3. Contain
4. Extinguish
2. The word that will help you remember hot to use a fire extinguisher is: P.A.S.S.
1. Pull
2. Aim
3. Squeeze
4. Sweep
3. Sign and date the on the back side
2018 FLU VACCINES
3 Types of Inactivated Injectable Vaccines:
FluZone: is Quadrivalent vaccine. Manufacturer is Sanofi Pasteur/Vaxserve. For ages 6 months and up BUT at MVNA is only used for ages 3 and up.
Flulaval: is Quadrivalent vaccine. Manufacturer is GSK. For ages 6 months and up.
FluZone High Dose: is Trivalent. Manufacturer is Sanofi. For ages 65 years & older.
Vaccines, Manufacturers & Age Groups
FluMist – It’s Back!
FluMist is a Quadrivalent vaccine. Manufacturer is MedImmune. For ages 2 – 49
FluMist is administered intranasal and is a live attenuated option for the flu vaccine.
ACIP (Advisory Committee on Immunization Practices) approved the following recommendations by majority vote at its February 2018 meeting:
“For the 2018-2019 influenza season, immunization providers are recommended to administer any licensed, age-appropriate influenza vaccine (IIV, RIV, or LAIV). LAIV4 is an option for influenza vaccination for persons for whom it is otherwise appropriate. No preference is expressed for any influenza vaccine product.”
Why is it back on the market?
Findings of vaccine efficacy identified that the low vaccine response due to H1N1 were remediated and a more robust strain has replaced the H1N1. Studies show better response.
Flu Vaccine Strains
The World Health Organization (WHO) recommends the following strains for the Quadrivalent vaccine flu season, based on its advisory group's in-depth analysis of the most recent circulating strains and patterns.
The 2018-2019 Quadrivalent Vaccine Strains:
• A/Michigan/45/2015(H1N1)pdm09-like virus;
• A/Singapore/INFIMH-16-0019/2016(H3N2)-like virus*
• B/Colorado/60/2017-like virus(B/Victoria/2/87 lineage)*
• B/Phuket/3073/2013-like virus (B/Yamagata/16/88 lineage)
*Indicates a strain change
High Dose Flu Vaccine ONLY65 years of age and older
Clients age 65 and over have the option to receive Fluzone High-Dose which contains 4 times the antigen of the standard dose vaccine which has been shown to elicit a better immune response.
High Dose is Trivalent vaccine and covers 3 of the same strains as the quadrivalent :
• A/Michigan/45/2015(H1N1)pdm09-like virus;
• A/Singapore/INFIMH-16-0019/2016(H3N2)-like virus
• B/Colorado/60/2017-like virus(B/Victoria/2/87 lineage)
It is Trivalent because A strains are almost always the cause of serious illness in older adults (pneumonia) etc.
Hennepin Employee Flu Vaccination
Every employee of Hennepin Healthcare Employee is required to either get a flu vaccination or fill out a declination form online with the reason they do not wish to receive one.
To get a flu vaccination:
As an employee, you can choose injectable, mist or HD if you qualify.
You can get a vaccination from an nurse at any clinic that you work.
Be sure to use the form in your folder for you vaccination. If you don’t it will not be recorded with Hennepin and you will be non compliant.
Vaccinations are no cost to you and we do not need your insurance
If you are going to decline a vaccination:
Later this fall information a link to the declination form will be sent out for you to complete.
VACCINE ADMINISTRATION & DOCUMENTATION
Child/Teen/Adult
Screening Questions on Registration Form for Injectable Flu Vaccine
48
For more complete explanations,
please see handout in the blue folder
Screening Questions on Registration Form for FluMist
49
For more complete explanations,
please see handout in the blue folder
Immunization and Pregnancy CDC Recommendations
FACT: The flu shot is safe for pregnant and breastfeeding women and their infants.
You can receive the flu shot at any time, during any trimester, while you are pregnant. Millions of flu shots have been given to pregnant women over many years. Flu shots have not been shown to cause harm to pregnant women or their infants.
Immunization and Pregnancy CDC Recommendations
FACT: Pregnant and Breastfeeding women have never had any testing done to determine the safety the of FluMist to unborn children.
At our clinics, we recommend they talk with their health care provider if they want to get FluMist.
Injectable Vaccine
• Two manufacturers: Sanofi and GSK
• Know which type you have been given when leaving the flu room!
• Vaccine comes in:
• Multidose vials
• 10 shots per vial
• Do not combine vials to get a full dose!
• High Dose comes in prefilled syringes that have to have a retractable needle attached.
Vaccine Handling
• Inspect vaccine for damage or contamination prior to use.
• Always check the label on the vial before removing the cap to make sure you have the correct vaccine type and check the expiration date.
• Initial and date any opened unused partially full vial(s) at the end of the clinic.
• NEVER put partial vial back in the box and return it! The Flu Room will not know that it is open!
• Opened vaccine vials are good until the manufacturer’s expiration date.
Contaminated Vaccine
• Before you withdraw vaccine, you’ll need to gently shake the vial and visually inspect for particulate*. If it cannot be shaken into a relatively even suspension (i.e. it won’t disperse), it should not be used.
• Return the vial to the flu room and be sure to hand it to someone explaining what is wrong with it.
*Almost always particulate in contaminated vaccine comes from incorrect temperature during storage
Dosing for Influenza by Injection
Pediatrics (Injectable):
• Age 6-35 months, administer 0.5 mL (GSK only) vaccine IM at MVNA clinics
• DO NOT USE SANOFI for children under 3. Sanofi has DIFFERENT DOSING!
• Age 3 years and older, administer 0.5 mL vaccine IM
Adults (Injectable):
• Adult dosage of injectable flu vaccine is 0.5 ml – Includes High Dose
FluMist: Dose is 0.2 ml for those who qualify between the ages of 2 and 49.
Recommended IM Site Selection:
• Infants and young children: anterolateral aspect of the thigh
• Older children and adults: the deltoid muscle
Injection Site
The injection should be given a minimum of three finger-lengths below the
Acromion process (the bony structure towards the top of the arm) at about the
level of the armpit.
Adult Injection Sites
• Placement is extremely important and if incorrectly done it can result in serious harm.
• Only use deltoid site – NEVER the buttocks at our clinics
• Adults who want a vaccination in a site other than the deltoid will have to go to their PCP
• Adults must be seated to vaccinate – NO standing!
Injectable Flu Vaccines for Children/Babies
• Injectable flu vaccines are only approved for infants 6 months and up
• At MVNA the dose for a child 6 months through 35 months is 0.5 mL GSK only.
• Dosage for children ages 3 and up is 0.5 mL They can receive GKK or Sanofi.
• The best site for children under about 1 year, is the anterolateral muscle of the thigh instead of the deltoid.
• Have parents assist with holding young children
• First time vaccinations: Children under 9 who are receiving their first vaccination will need a second dose 30 days later. Remind the caregiver to schedule a second appointment with their caregiver.
Quiz
Julie is a 4 year old girl who received her first ever flu vaccination 30 days ago by injection. Her mom is at your clinic and does not want her to get a “shot” again and wants you to give her FluMist. Can you give it to her if she passes the screening questions?
A. Julie is old enough that one vaccination is enough
B. No, if Julie received an injection the first time, she needs to receive an injection the second time.
C. Yes. You can intermix vaccination types for the flu as long as they are at least 30 days apart.
D. Ask the mom what the dosage was the first time and only giver her half of the FluMist Dose
Quiz
Julie is a 4 year old girl who received her first ever flu vaccination 30 days ago by injection. Her mom is at your clinic and does not want her to get a “shot” again and wants you to give her FluMist. Can you give it to her if she passes the screening questions?
A. Julie is old enough that one vaccination is enough
B. No, if Julie received an injection the first time, she needs to receive an injection the second time.
C. Yes. You can intermix vaccination types for the flu as long as they are at least 30 days apart for people receiving their first ever flu vaccinations. This is per the ACIP.
D. Ask the mom what the dosage was the first time and only giver her half of the FluMist Dose
Child/Baby Injection Site
Used for about
up to 1 year
depending on
muscle
development
Vaccinating Children
Because we are at very public sites, we DO not vaccinate children who are crying excessively, thrashing, running away or have to be “held down.” They will have to go to their clinic.
QUIZ
Proper placement of a vaccination on an adult patient is ____ fingers below the _________ _________ at the level of the __________.
QUIZ
Proper placement of a vaccination on an adult patient is 2 - 3 fingers below the acromion process at the level of the arm pit.
Hands on Activity and Worksheet
Retractable Needles
• All needles at our clinics are 1”
• Depress the plunger to activate automatic
needle retraction while needle is still in patient!
• Activating the safety feature while in the patient’s
arm is mandatory! We saw too many inactivated
syringes in the Sharps last year!
Giving an Injection
1. Landmark the injection site
2. Prep site with alcohol swab and let air dry
3. Clean the top of the vial with alcohol before first use. If you touch it before the vial is empty, re-clean.
4. Draw up vaccine – no need to inject air into the vial!
5. With your left hand*, landmark the site.
6. With your right hand*, insert the needle at a 90° angle to the skin with a quick thrust.
7. Push down on the plunger and inject the entire contents of the syringe using steady pressure. Needle will retract when still in the arm. There is no need to aspirate.
8. Remove the needle and simultaneously apply pressure to the injection site with a dry cotton ball or gauze. Hold in place for several seconds.
9. If there is any bleeding, cover the injection site with a bandage. (We recommend giving everyone who is willing a bandage as sometimes bleeding occurs after they leave the clinic)
10.Put the used syringe in a sharps container.
• Use the opposite hand if you are left-handed.
Syringe Malfunction
• If you unable to deploy vaccine after patient has been stuck, explain situation and offer to vaccinate with another syringe.
• Document on consent that syringe malfunctioned.
• Complete MVNA Reportable Occurrence.
• Return the Reportable Occurrence form and if possible syringe to the office and ensure there is no danger for needle stick when returning the syringe.
• We mainly need the lot number of the syringe so we can track if there is a “bad” lot of syringes.
QUIZ
1. Correct dosage for an adult influenza vaccination is _______ml.
2. Correct dosage for a child 6 months through 35 months is ______ml and is ONLY given with _________ at MVNA
3. High dose vaccine comes in single dose syringes. True or False
4. FluMist is only for patients who qualify between the ages of 2 and 49. True or False.
QUIZ ANSWERS
1. Correct dosage for an adult influenza vaccination is .5 ml.
2. Correct dosage for a child 6 months through 35 months is .5 ml and is ONLY given with GSK at MVNA.
3. High dose vaccine comes in single dose syringe that has to have a needle attached by the nurse before using. True or False
4. FluMist is only for patients who qualify between the ages of 2 and 49. True or False.
Practice with Retractable Needle
Practice using a retractable needle. Returning nurses please assist nurses new to the program!
Inject into ball.
Did the needle retract?
Administering FluMist
1. Check the expiration date on the sprayer.
2. Remind your patient they can just breathe normally during delivery. No need to sniff!
3. Remove rubber tip. DO NOT REMOVE DOSE DIVIDER!
4. With the patient in an upright position (sitting), place the tip of the sprayer just inside the nostril.
5. With a single motion, depress the plunger as rapidly as possible until the dose divider clip prevents you from going further
6. Pinch an remove the dose divider clip from the plunger
7. Place the tip just inside the other nostril and with a single motion, depress plunger as rapidly as possible
8. The sprayer should be pushed rapidly enough that a spray is created inside the nostril.
72
FluMist FAQ’sWhat if my patient sneezes or blows their nose immediately after I give FluMist? Should I revaccinate?
No, binding of the vaccine virus to epithelial cells in the nasopharynx occurs rapidly. Patients will receive a sufficient dose even if they sneeze or swallow, or if dripping occurs.
What side affects are common with FluMist?
1. Runny nose and nasal congestion
2. Sore throat
3. Low grade fever
How is FluMist Packaged?
FluMist comes in a package of 10 prefilled
sprayers. Sprayers should be kept in package
and protected from light.
73
FluMist
Practice with a demonstration sprayer.
1. Pretend to vaccinate your neighbor.
2. Practice deploying the plunger into the air
3. Have your neighbor sign you off on skill
4. Turn in competency sheet.
DO NOT SPRAY INTO YOUR NOSE OR ANYONE ELSE’S!
74
DEFINE
Trypanophobia
Fear of Shots – It’s Real!
Anaphylaxis vs Psychological Fright
ANAPHYLAXIS
• Can be sudden or gradual
• Generalized itching
• Erythema
• Uticaria (hives)
• Angiodema (swelling of lips, face or throat)
• Severe bronchospasm (wheezing)
PSYCHOLOGICAL FRIGHT
• Paleness
• Sweating
• Coldness of hands and feet
• Nausea
• Lightheadedness
• Dizziness
• Weakness
Anaphylaxis/Epinephrine Administration
• Assess patient to determine if cause is allergic reaction vs. psychological fright.
• Clinic Lead or delegate calls 911.
• Obtain a set of vital signs.
• Draw up epinephrine according to instructions in Epi kit. Epi is given IM or SQ, SQ being the preferred method of delivery for our product.
• Clinic Lead stays with patient until transfer of care to the paramedics or other health professional.
• If other MVNA employees present, maintain crowd control.
• Repeat Epi dose if no improvement or paramedics have not arrived.
• Once patient is safe, call the office to report the incident.
• Complete VAERS and Hennepin’s Event/Near Miss Reporting – we recommend you come to the office and fill out the information with Nan.
78
Epinephrine Dosing
Epinephrine
Epinephrine 1 mg / ml (1:1000) subq (preferred route) or intramuscularly; recommended dose
is 0.01 mg/kg body weight, up to 0.3 mg maximum single dose in children less than 11 years of
age, up to 0.5 mg maximum in children 11 years and older.
Age Group Range of weight Epinephrine Dose
1 mg/mL injectable
(1:1000 dilution)
intramuscular
Minimum dose: 0.05 mL
Epinephrine auto-injector
0.15 mg or 0.3 mg
Infants
and
Children
1–6 months 9–19 lb 0.05 mL (or mg) Do not use
7–36 months 20–32 lb 0.1 mL (or mg) Do not use
37–59 months 33–39 lb 0.15 mL (or mg) 0.15 mg
5–7 years 40–56 lb 0.2–0.25 mL (or mg) 0.15 mg
8–10 years 57–76 lb 0.25–0.3 mL (or mg)† 0.15 mg or 0.3 mg
Teens and Adults 11–12 years 77–99 lb 0.35–0.4 mL (or mg) 0.3 mg
13 years & older 100+ lb 0.5 mL (or mg)‡ 0.3 mg
• Dosing is found in each Epi kit and in your Policy Manual
• Approximate dosages are based on weight and ages of the patient. If you don’t know the weight of the patient, go by age.
• Before giving the Epinephrine, confirm that you are administering the correct dose for your patient
Epinephrine
• An epi kit is supplied in every gray bin
• Epi is supplied in a single dose vial.
• Epi vials needs to be protected from light.
• Be sure to keep in the brown bag within the Epi kit.
• Do not leave the epi in a hot car for any length of time.
• Do not store epinephrine in a cooler or fridge – it should be kept room temperature
• NEVER do a flu clinic without an Epi Kit!
Tips for Administering Epi
• 1 mL of Epinephrine in every vial.
• Administer proper dosage to patient SQ (SQ being the preferred route for product). Can be given IM if necessary.
• Best spot to give Epi is in the thigh
• Epi can be given through the clothes if needed
• Epi Standing Order is found in your Policy and Procedure manual
• Most of all, staying calm will help your patient stay calm!
QUIZ
The preferred route for giving epinephrine is ______________.
The preferred dosing amount of epinephrine is determined by______________.
Epinephrine should be stored at ______________________.
Quiz Answers
The preferred route for giving epinephrine is subcutaneously.
The preferred dosing amount of epinephrine is determined by weight of the patient.
Epinephrine should be stored at roomtemperature.
Right Documentation
After giving the immunization the nurse documents:
Dose
Site
Time
Vaccine lot number
Vaccine expiration date
That a VIS statement was offered to client
Full signature with credentials i.e. Nancy Nurse, RN
NOTE: We supply stickers that have most of this
information pre printed. Be sure to leave the Flu room with
the right stickers!
Tdap• Every year we give a small number of Tdap vaccinations at our flu clinics.
• Tdap will be indicated on your Account Sheet.
• Screening information is located in your blue folder. We recommend anyone who is pregnant or breast feeding see their PCP for vaccination.
• We only vaccinate clients 18 and up. Anyone younger should go to their clinic.
• It is best to give a flu shot in one arm and Tdap in the other.
• If you have to give two injections in the same arm, be sure they are at least 1” apart.
• Tdap may be provided to you in a prefilled syringe or vial. Dosage is 0.5 mL.
• Tdap has a separate registration form.
• Tdap is stored just like flu vaccine.
• Please ask the flu room staff if you have any
questions!
Sharps Containers
• Never put your hand inside the container
• Only place sharps in the container
• Alcohol, needle caps, gauze, etc. goes in regular garbage
• Empty vaccine vials may go in regular garbage
• Do not over-fill (3/4 is considered full)
• Don’t shut and lock it before it is full
• Put your sharps in the trunk during transport – this is a DOT rule!
• Full containers are returned to the flu room for disposal
QUIZ
Which of the following go in a sharps container?
• A faulty syringe
• A used syringe
• Needle cap
• Empty vaccine vial
88
Quiz Answers
Which of the following go in a sharps container?
• A faulty syringe – NO – fill out reportable incident form and return to MVNA
• A used syringe
• Needle cap – NO - Garbage
• Empty vaccine vial – NO - Garbage
Needlestick, Sharps Injury or Body Fluid Exposure
Every year we experience 1 – 2 needle sticks in our program. Don’t let it be you! Practice good technique with every vaccination!
If you do experience a needlestick or sharps injury or were exposed to the blood or other body fluid of a patient during the course of your work, immediately follow these steps:
• Wash needle sticks and cuts with soap and water
• Flush splashes to the nose, mouth, or skin with water
• Irrigate eyes with clean water, saline, or sterile irrigates
• Report the incident to your supervisor
• Immediately seek medical treatment (Occupational Health during business hours or Hennepin Healthcare Urgent Care after business hours)
• Fill out a reportable incident report and return to Nan
Infection Control Reminders
• Always wash hands thoroughly before starting a clinic
• Use hand sanitizer in between every client (provided in gray bin)
• No gloves required
• Wash hands with soap and water if they become heavily contaminated
• Change blue pad as needed
Things to remember!
• Do not pre open bandaids
• Do not pre-fill syringes
• Fill every syringe in front of the patient
• Do not pre-open syringes from package
• Open the syringe in front of the patient
• Do not pull vaccine from one vial and put it in another vial
• Do not inject air into the vial before drawing vaccine.
• No need to aspirate the syringe when giving the flu shot.
• Do no recap needles!
Thimerosal
Is there thimerosal in flu vaccines?
• Thimerosal is added to vials of vaccine that contain more than one dose (multi-dose vials) to prevent growth of germs, like bacteria and fungi. Introduction of bacteria and fungi has the potential to occur when a syringe needle enters a vial as a vaccine is being prepared for administration.
• Methylmercury is the type of mercury found in certain kinds of fish. At high exposure levels methylmercury can be toxic to people
• Thimerosal contains ethylmercury, which is cleared from the human body more quickly than methylmercury, and is therefore less likely to cause any harm.
• Research does not show any link between thimerosal in vaccines and autism(https://www.cdc.gov/vaccinesafety/concerns/autism.html), a neurodevelopmental disorder. Many well conducted studies have concluded that thimerosal in vaccines does not contribute to the development of autism. Even after thimerosal was removed from almost all childhood vaccines, autism rates continued to increase, which is the opposite of what would be expected if thimerosal caused autism.
Resource: CDC
Is there in vaccines?
It is actually true that some vaccines contain porcine gelatin. They include Fluzone (only the regular product, not high-dose).
Because of the concerns about this from the global Muslim community about this and other medical products that use gelatin (e.g., gel capsules), the WHO asked the Muslim scholar community to review this situation. They determined that the processing that occurs in the manufacturing transforms the pork, an impure or unclean product, into gelatin, a pure or clean product, so that it is acceptable for a practicing Muslim to use.
Tattoos
If possible vaccinate around a tattoo or find a spot where non tattooed skin shows. Sometimes vaccinating directly on a tattoo causes scarring. It is safe to vaccinate through a tattoo.
VAERS
• VAERS stands for Vaccine Adverse Event Reporting System
• Established in 1990, VAERS is a national early warning system to detect possible safety problems in U.S.-licensed vaccines.
• Anyone can report an incident. Healthcare Professionals are required to report anaphylaxis and shoulder issues only.
• Reporting is done online: https://vaers.hhs.gov/
• If you have an event that is reportable, we will work with you to get the documentation completed.
96
WELLNESS STAFF WEBSITE
Accessing the Wellness Staff Log-in Site
Go to https://mvnasched.hcmed.org/servman/Login.aspx
Danielle will also send the link in an email – Save this email!
Bookmark this link the first time!
We call this the Wellness Staff Site
Your username and password are on the Keychain
Accessing the Wellness Staff Log-in Site
Enter log-in page with your username and password.
Wellness Staff Log-in Site Overview
• One-Stop shop for:
• Access Training materials
• Timesheet/Expense Forms
• Schedule Supply Pickup
• Submit your Availability
• Check your Schedule
• Reconcile Clinics
SCHEDULING AND RECONCILING CLINICS
Overview of 2018 Scheduling Process
You will submit your availability from the MVNA staff log-in page. All availability must be updated at least three full weeks in advance.
You will complete a survey about which geographic areas (zones) you prefer to work.
You will be scheduled based on your availability & zones selected.
You can check your weekly schedule from the MVNA staff log-in page
Clinic Assignments
You will have all your clinic assignments at least two weeks in advance.
You will be contacted before being scheduled into a last minute clinic.
You will receive an email notification of each individual clinic you are scheduled at.
All scheduled clinics will also appear on your schedule board.
You will also receive an email with the Account Sheet attached 1 week before your clinic.
You are responsible for checking your schedule board frequently and closely as changes may occur. Contact Danielle Rice at 612-617-4624 immediately about conflicts/errors/questions.
No reminders will be sent from the office about clinics. The Clinic Lead will contact the client and all staff at least 2-4 days before the clinic. If you do not hear from your Clinic Lead at least 24 hours before the clinic please contact the office staff immediately.
Clinic Confirmations
Two Weeks Prior: You will receive an email notification of each individual clinic you are scheduled at. SAVE THESE EMAILS.
One Week Prior: You will also receive an email with the account sheet attached with all the clinic information, including: Who the Lead RN is
Staffs’ contact info
Clinic address and contact info
Special Instructions
Etc.
Go to site: https://mvnasched.hcmed.org/servman/Login.aspx
Entering Availability on Website
Highlight the timeframes that you are available each day.
Yellow=Available
Entering your Availability
You are required to enter your availability at least 3 full weeks in advance.
The schedule will be created based on your availability. If you make changes to your online availability less than 3 weeks out, the office staff may not see the change. You will be expected to work for each clinic assignment that appears on your schedule.
If you can not work a clinic that is on your schedule, you must contact Danielle Rice at [email protected] ASAP.
You are committing to your availability as indicated on the calendar, and you will be scheduled accordingly. For example, if you submit that you are available all week, expect to be scheduled heavily (20-30 hours). If you only want to work 15 hours a week, only submit about 20 hours of availability.
Once you submit your availability, you have committed to work those hours (cancelling must be limited to an emergency or illness).
Check schedule board
You are responsible for checking your schedule board frequently and closely as changes may occur.
Contact Danielle Rice at 612-617-4624 immediately about conflicts/errors/questions.
Reconciling Clinics
Purpose: Each clinic will need to be reconciled through the Wellness
Staff Login site by the lead nurse. By reconciling the clinic, the lead
nurse verifies the number of vaccinations or screenings performed. If
there were time and/or staffing changes, the lead should leave the
clinic incomplete and describe the change that needs to be made.
• Step 1: After logging into the Wellness Staff Login, click on the Reconcile Clinics tab.
Step 2: The following will appear with the list of clinics that you worked as Lead. To reconcile the clinic, double click on the line listing the clinic name.
Hint! Clinics show up on your Reconcile tab the day of the clinic and NOT before.
This nurse
has two
clinics to
reconcile
Step 3: The following clinic information appears.
Step 4: Verify that the clinic information in the upper left hand corner is correct, and it is the clinic you want to reconcile.
Step 5: Verify that the staff and clinic times listed are correct. You CANNOT make changes to the staff listed or the clinic times. The Start Time reflects the 15 minutes extra time that is paid for set up.
Wrong staff?
Leave the
clinic as
incomplete.
If the Start or End Time
listed is incorrect,
leave the clinic
incomplete.
Step 6: Documenting Vaccination Given
Enter the
actual
number of
each
vaccination
given in the
yellow boxes.
Step 7: Once you enter the vaccination numbers, and there are NO changes to the clinic start or end times or staffing: 1. Uncheck the Incomplete Box2. Click Submit Changes
Uncheck
Incomplete
Box here
Step 8: If there were changes to the start or end time or the staff is listed wrong: 1. Leave the Incomplete Box checked2. Click Submit Changes3. Write an explanation of the change in the text box provided. 4. By clicking Yes, an email will be sent to the office to notify them of the changes.
SUPPLIES & SUPPLY ROOM PICK-UPEverything you need for your clinic
Supply Room Pick Up
Lead nurses need to schedule an appointment to pick up supplies for their clinic(s) at least 2 full business days prior to the day you want to pick up. The system will NOT allow you to schedule an appointment less than 2 full days before. Plan Ahead!
Step 1: After receiving an email stating that you are confirmed as the lead nurse to a clinic, log onto the Wellness Employee site. On the home page is a link to “Supply Pickup.”
Step 2: After clicking on this link, you will be brought to a log in screen. The first time you access this site for 2018, you will have to “Create Account”. We suggest using the same password as your Wellness Staff login.
Step 3: You will be brought to a list of date options. Select the date you want to pick up supplies.
Step 4: After selecting the date, you will see the times available for pickup/drop off. Each appointment is 15 minutes long. Select the time you want.
Step 5: Use the drop down boxes to identify if you are Picking Up Supplies and/or Returning Supplies. In the large text box, list the Clinic Numbers and the Clinic Dates for each clinic you are picking up.
NOTE: Wrong/Incomplete information will delay your
appointment!
You can
schedule
when you
want to get
the reminder
email.
Click Create
Appointment
when done
You will see all
your upcoming
appointments at
the top of the
screen. You can
cancel, edit the
clinic information,
or change times.
Need to add a new
clinic to your pick up?
Click Edit, BUT
remember we start
packing two days out
– so new clinics may
not be seen. Call
the office if it is less
than two days
before your
appointment.
Step 9: After you click Submit, the clinic will disappear off your board.
Supply Room Hours
Monday: 9am-4:30pm
Tuesday: 8am-4pm
Wednesday: 8am-1pm
Thursday: 8am-4pm
Friday: 7:30am-3pm
Supply Room hours will fluctuate during the slower parts of the season.
Supply room procedure:Before leaving the flu room ALWAYS check to make sure you have:
Clinic account sheet and special instructions
Vaccines, syringes, high dose needles
Vaccine Stickers
Enough clinic supplies
It is your responsibility to let the MVNA Flu Room staff know when you need additional supplies!
Flu room appointments are not approximate times! We expect that you will arrive on time so we can keep the flow moving.
Vaccine Return
Always bring all UNUSED vaccine from your previous pickup BACK to the flu room.
We have vaccine from various suppliers and many different lots and we only one lot out at each clinic.
You do NOT have to bring supplies back each time but please KNOW what you need when you get to the flu room!
Quiz: Where do you find your username and password information for the Wellness Staff Website?
Your Keychain!The Wellness Staff Login information is on your keychain.
PAYROLL/TIMESHEETS
Timesheet & Mileage Log
Anatomy of a timesheet
1. Employee Name: Print
legibly
2. PeopleSoft #: 11 digit
number on your blue key chain
3. Date
4. Activity
5. Start time
6. End time
7. Miles
8. Notes
9. Mileage guidelines
Any part not completed will be
returned to you unless perhaps
there is no name on it and then
it goes into the
“No Name File”
Mileage and Drive TimeTime in-between work assignments (including clinics and supply pick-ups):
• You are paid drive-time in between assignments. Please refer to guidelines below:
• .1 – 15 miles between clients: 15 minutes of travel time allotted -
• 16.0 – 35 miles between clients: 30 minutes of travel time allotted
• 36.0 – 55 miles between clients: 45 minutes of travel time allotted
Use Google Maps or GPS to determine the miles and drive time from clinic to clinic
Add drive time and mileage as a separate line on your time sheet.
Mileage/time getting to your first clinic/getting home from your last clinic:
• No mileage or drive time is paid to get to your first assignment or to return home after your last assignment, unless the assignment is over 25 miles.
• Most of you stay within a couple of zones in proximity to your home which means you will be less than 25 miles from your first or last assignment.
Mileage reimbursement needs to be submitted within 60 days of occurrence. Anything submitted after 60 days will not be paid. Mileage will be paid separately from your paycheck and mailed to your address on file.
Clinic Set-up:
• All staff should arrive 15 minutes before the start of the clinic and help set up the clinic.
• The lead should report to MVNA if anyone does not arrive 15 minutes before the clinic start time on the reconcile tab of the Wellness Staff Website.
• All staff should include this 15 minutes on their timesheets.
• You will only be paid to arrive 15 minutes before the clinic. Any exception needs to be pre-approved by the office staff.
• Downtown Only: We will pay for 30 minutes before the clinic start time. Include this 30 minutes on your timesheet.
Sample Timesheet/Mileage Log
.1 – 15 miles between
clients: 15 minutes of travel
time allotted
16.0 – 35 miles between
clients: 30 minutes of travel
time allotted
36.0 – 55 miles between
clients: 45 minutes of travel
time allotted
Tracking Drive Time & Mileage
Actual Drive
Time/Mileage:
October 9, 2018
Canterbury Park 43952:
10:45 - arrival
11:00-12:30pm
Drive time/mileage:
15 minutes/3.0 miles
(12:30-12:45pm)
City of Shakopee 44050:
1:15 - arrival
1:30-2:30pm
Examples
#1: Stacy leaves her home to get to her first clinic that is 15 miles from her home. Does she get paid for that drive time?
#2: Nancy goes to her first clinic which is 10 miles away, then she stops at the office to pick up supplies which is 15 minutes from the first clinic, and then drives to her last clinic which is 30 minutes away. What does she get paid for? What is the corresponding drive time and mileage she should log on her timesheet?
#3: Albert has agreed to take a clinic in Mankato that starts at 1pm. He lives in the Twin Cities. What should he record on his timesheet?
#4: Mary has a clinic at 10-11:30am and then another clinic at 2pm. How should she record this on her timesheet?
#5: George is scheduled for a downtown clinic that starts at 10:30am. How should he record this on his timesheet?
Answers#1: Stacy leaves her home to get to her first clinic that is 15 miles from her home. Does she get paid for that drive time? No because it is less than 25 miles
#2: Nancy goes to her first clinic which is 10 miles away, stops at the office to pick up supplies which is 15 minutes from the last clinic and drives to her next clinic which is 30 minutes away. What does she get paid for? What is the corresponding drive time and mileage she should log on her timesheet? She does not get paid for the first clinic. She gets paid for 15 min supply pick up appt; 15 minutes of drive time and corresponding miles (.1 – 15 miles); 30 minutes of travel times and miles (16.0 – 35 miles)
#3: Albert has agreed to take a clinic in Mankato that starts at 1pm. He lives in the Twin Cities. What should he record on his timesheet? Mileage to and from Mankato OVER 25 miles
#4: Mary has a clinic at 10-11:30am and then another clinic at 2pm. How should she record the mileage and drive time on her timesheet? She needs to figure out the mileage from first clinic to second clinic (Ex: 32 miles) and log those miles and corresponding drive time (Ex: 30 minutes)
#5: George is scheduled for a downtown clinic that starts at 10:30am. What time should he arrive and how should he record this on his timesheet? No drive time if this is his first clinic of the day; but he should still arrive 15 minutes before scheduled clinic and record 30 minutes on his timesheet.
When are timesheets due?
The deadline for submitting timesheets to Mary is 4:30PM Friday
Pay Period
Begin Date
(Sunday)
Pay Period End
Date
(Saturday)
Timesheet Due (Friday) Check Date (Friday)
8/5/2018 8/18/2018 8/17/2018 8/24/2018
8/19/2018 9/1/2018 8/31/2018 9/7/2018
9/2/2018 9/15/2018 9/14/2018 9/21/2018
9/16/2018 9/29/2018 9/28/2017 10/5/20189/30/2018 10/13/2018 10/12/2018 10/19/2018
10/14/2018 10/27/2018 10/26/2018 11/2/201810/28/2018 11/10/2018 11/9/2018 11/16/201811/11/2018 11/24/2018 11/23/2018 11/30/201811/25/2018 12/8/2018 12/7/2018 12/14/2018
12/9/2018 12/22/2018 12/21/2018 12/28/2018
Submitting your timesheets:
• You are required to have your timesheets submitted to Mary by the due date. If your timesheet is late, your time will be paid on the next paycheck. No exceptions.
• Turn in one of the following ways:
• Email: [email protected]
• Fax: 612-617-4772
• Mail: Attn: Mary Watkins, 2000 Summer St. NE, Ste 100, Minneapolis MN 55413
• In person at the office
• HINT: Take a picture with your phone and email the picture to Mary!
• It is your responsibility to turn in your time. You will not be paid or reimbursed for time/miles/postage related to submitting your timesheets.
Reimbursement for Parking (or other expenses, such as postage)
• Complete and submit the reimbursement form (available on the Wellness Staff Site)
Anatomy of an
Expense Report:
Date
Last Name; First Name
Mailing Address
Business Purpose: Flu
Clinic Travel
Date(s) of service
Miles on personal car
Local parking fee
Sign and date
Don’t forget to submit
receipts along with this
form
Need help on timesheets?
• First, check the material posted on the Wellness Staff Website:
• Payroll Timeline
• Timesheets 101
• Timesheet & Mileage Log
• And Instructions on accessing your timesheets/paystubs online
• If you still need help, contact:
• Mary Watkins, Principal Office Specialist
• 612-617-4706
• We are expected to be accountable for adhering to federal laws and general regulations, and adhering to protocol.
• Every part of our program is subject to audits by the Hennepin Healthcare System to insure accuracy and integrity.
• Please be mindful of this when you are completing your timesheets and expense reports.
• Purposeful fraudulence is grounds for immediate dismissal.
Hand in your timesheet!! Pass it to the right!
• Don’t forget your name and PeopleSoft # *wink wink*
• Any questions will be answered after the presentation ends.
Thank you!
VACCINE STORAGE & TRANSPORT
Vaccine StorageAll vaccines must be transported in a hard-sided cooler, with walls 2” thick, with proper insulation. Vaccine will be stored in this same cooler at onsite clinics. This cooler should be dedicated to vaccine only.
*Medium sized cooler is usually sufficient.
Flu Vaccine is stored at 2-8⁰C. Aim of 6⁰ C
Packing VaccinesPacking the cooler:
• Place conditioned cold packs on the bottom of the cooler.
• Place a layer of cardboard directly over the ice packs
• Place a minimum of two inches of insulating barrier on top of the cardboard (e.g., bubble wrap is preferred)
• Don’t place vaccines directly on or next to cold packs!
• Place vaccines (in their original packaging) in a plastic bag on top of the insulating barrier.
• Place the probe of the data logger in the middle of the vaccine in the cooler.
• Add another two-inch layer of insulating barrier.
• Add another layer of cardboard
• Add another layer of conditioned cold packs.
• Place the display the data logger where it can be read.
• Secure lid; tape if necessary.
*A conditioned pack is a frozen pack that has been at room temperature for 1-2 hours until the edges have defrosted and the packs look like they have been sweating.
These are NOT a conditioned ice packs!
NO baggie with ice
NO Gel Packs
Acceptable “ice packs”
Frozen conditioned water
bottles
Frozen Packs
Vaccine Handling at Clinic Sites
While in transport:
• Do not leave vaccine unattended.
• Do not store vaccine in the trunk of a passenger car.
While at off-site clinics:
• If the vaccine must be kept in the transport container during an off-site clinic temperatures should be read and recorded at least hourly.
• Remove only the amount of vaccine that you expect to use right away from the cooler, or no more than 1 multi-dose vial or 10 doses, whichever is less.
• Containers should remain closed as much as possible.
• Always turn in a temperature log for each day you worked clinic(s)
What to do if the temp gets too high or low
• Temperature is too cold:
• Open the lid/cover of the cooler
• Remove frozen packs
• Temperature is too high:
• Start with the top and remove a bubble wrap layer if needed
• Add more frozen packs if possible making sure the ice/freezer pack doesn’t come in direct contact with the vaccine.
Keep in mind frozen vaccine is unusable. Small excursions outside of the 2° to 8°are normal. If an excursion has lasted more than 1 hour, whether too hot or too cold, bag the vaccine, refrigerate it and notify Nan Lomen during normal business hours. Do not use the vaccine. You will be given further instructions on what to do with the vaccine.
Documenting Temperatures At a Clinic
• Temperature should be documented every hour when at a clinic.
• Use one form per day and turn into flu room when you return your vaccine.
• When you sign into the flu room you will also need to check off that you have returned the appropriate number of temperature logs.
• Several copies of clinic temperature form are found in your blue folder.
QUIZ
Flu vaccine is stored between __________ Celsius and ________Celsius.
Flu vaccine temperature is checked and recorded every ______________ at a flu clinic.
Quiz Answers
Flu vaccine is stored between 2°Celsius and 8° Celsius.
Flu vaccine temperature is checked and recorded every one hour at a flu clinic.
Compact Refrigerator Set Up
• Should be 5” from back wall to allow air ventilation and away from heat producing appliances (ie: stove, heat vent)
• Let refrigerator sit in one spot upright for 4 hours before turning on –failure to do so could cause the cooling mechanism to malfunction.
• Should be wiped out with warm water and baking soda solution prior to first use
• Should be used INDOORS in a dry spot. It is NOT designed for your garage.
• Should be plugged in at least 1 week before storing vaccine in it
• Should NOT be used with an extension cord as it may negatively affect the performance of the refrigerator.
• Should be set to “Normal” when first using the unit.
• Should always be kept locked while in your home.
• You will need to pick up your refrigerator AT LEAST
one week before your first vaccine pick up
Compact Refrigerator Set Up and Use
Absolutely NO food or beverage or other personal items of any kind can be stored in the Hennepin Healthcare refrigerator. ONLY Hennepin Healthcare issued vaccine can be stored in the refrigerator.
Home Vaccine Storage Protocol
VACCINE should:
• Be removed from the cooler and transferred to the fridge as soon as you get home from a clinic or picking up supplies.
• Be stored on second shelf as much as possible.
• Never be stored in the door of the refrigerator
• Be stacked at least 1 -2” away from sides of refrigerator
• Temperature should be documented twice/day (AM & PM) and documented on monthly log form. (Found in the blue folder)
.
Compact Refrigerator Combination
2000
Compact Refrigerator Monitoring
• When any vaccine is in your compact refrigerator, temperature readings must be taken once in the AM and once in the PM
• Temperatures are recorded on a monthly temperature log (located in your blue folder). This log can be turned in whenever it is full into the flu room.
• Temperature logs may be reviewed by Hennepin Healthcare at any time.
• If your refrigerator won’t stabilize the temperature:
• Turn up or down the fridge temp
• Move the vaccine to a different area of the fridge
• Try putting water bottles against the back wall
• Minimize opening of refrigerator door
• Place glycol probe from data logger in small plastic container
– be sure glycol bottle stands upright as much as possible
• When in doubt, call the flu room/Nan
Data Logger
• Sensor is placed on second shelf of the refrigerator in the middle of the vaccine
• Logger is preset with Hi and Low
• You will receive two data loggers. One for your refrigerator and one for you cooler.
• DO NOT TAKE CLEAR PLASTIC WRAP OFF THE GLYCOL BOTTLE SENSOR
• Please keep and return the plastic carton the data loggers come in.
• Data loggers have been recalibrated to record the temperature every 20 minutes instead of every 5.
Data Logger
Practice Time!
• How to turn the data logger on when first using it.
• How to turn the data logger off/reset.
• What to do if you see a low battery
• Restarting data logger if the alarm goes off
161
Resetting the Logger
To reset the logger:
1. At the same time press both the STOP button and the START button and hold them in until a number from1 – 99 appears on the LCD screen.
2. Once you see this, release the buttons and plug the data logger back into the glycol bottle sensor.
3. Next, press and hold the START button until the current temperature appears on the LCD and the logger will resume recording data.
162
Downloading Data
To download data:
• You will need Adobe Reader on your computer (free app if you don’t have it)
• Complete instructions are included in your blue folder
You will need to download data:
1. When asked by MVNA staff
2. You believe the vaccine may have been out of range for more than 1 hour.
3. The week of October 1, 2018 download the information into a pdf and email to [email protected]. OR you can bring your data logger to MVNA and we will download it for you. You will receive an email reminder to complete this.
ROLES & RESPONSBILITIES
Clinic Lead RN responsibilities prior to clinic: The Account Sheet will be emailed to you 1 week before clinic. Read over the
account sheet for any special instructions and clinic schedule to review number of vaccines anticipated.
Calls the client to confirm clinic at least 4-5 days beforehand.
Schedule supply pick up at MVNA at least 2 full days in advance of pick-up date.
All supplies should be picked up 1-7 days before clinic.
Reviews the following with the client:
• Date and time of event.
• Clinic address/location within the building.
• Where to park (when applicable).
• Billing Option. Remind client that participants should bring their insurance card (if not billing to employer).
• Confirm registration forms and VIS documents were received and printed.
• If senior residence, asks client if they have any Power of Attorneys (POAs) ready that they need.
• Have client remind participants to wear casual/short sleeved shirt.
• Review vaccines to be included in clinic and the quantities.
Clinic Lead RN responsibilities prior to clinic Cont’d:
The Clinic Lead calls RN and PSC staff assigned 2-4 days prior confirming their participation, time, location and special instructions.
If Clinic Lead finds s/he will require assistance in securing additional staff (due to illness, cancellation or if staff is unreachable), call Danielle Rice 612-617-4624 M-F during business hours to obtain additional staff needed
Clinic Lead and staff arrive 15 minutes prior to start of clinic and introduces self to client contact, arranges room and supplies, finds location of land line phone, sets up and posts any information (HIPAA, VIS) and re-confirms number of participants to pass through clinic.
Clinic Lead reviews with staff the various vaccinations offered and allows for brief Q & A prior to the start of the clinic.
Ensures proper storage of vaccine & supplies.
Clinic Lead RN responsibilities during clinic:
Ensures PSCs and participant complete the registration form in its entirety. The participant may not receive his/her vaccine until the form is completed.
Monitor staff ensuring compliance to policy and procedures.
Take lead role in management of:
medical emergencies
Reportable Occurrence
on-site client relationship and
If the clinic is slow please discharge additional staff early. Also talk to the on-site coordinator and ask for their help to announce there is no waiting, etc.
Clinic Lead RN responsibilities after clinic:
Ensure all staff participate in the clean up, packing and proper disposal of materials used in the clinic.
Ensure all registration forms are signed and reconciled before departure and return them to the MVNA within 2-3 business days. If outside of metro, mail them back to MVNA (you will be reimbursed).
Communicate with on-site client contact those participants that did not show and obtain any missing information on forms.
Access MVNA website to enter number of immunizations provided at each clinic site.
Leave the clinic incomplete if there are any clinic time or staff changes. Type a short explanation. Return supplies and forms or pick up additional supplies at MVNA.
Ensure proper storage of vaccines and supplies.
Report any changes to clinic set-up, parking, etc noted so MVNA office staff can ensure the changes get added to clinic notes on account sheet.
Provide clinic and staff feedback to MVNA office staff.
Responsibilities of Patient Services Coordinators (PSCs)
The PSCs also report to Nan Lomen.
Responsibilities during clinic:Set up the registration table with pens, consent forms,
VIS and HIPAA sheets. Greet each participant and assist them with completion
of the registration form as needed.Help manage the flow of the line/participants, keeping
track of who is next in line and keeping the pace moving.
Have fun, be friendly and helpful. Help make it a great experience for each person.
Encourage participation
Responsibilities after clinic:• PSCs are not expected to stay and help clean up after the
clinic end time.
Expectations
170
Summary of Job Expectations
Nurses and PSC’s
I understand that this job requires me to:
1. Be available at least 15 hours a week, Monday through Friday during the
hours of 6:00 am and 8:00 pm in 5 hour blocks for the months of
September and October.
2. Be on time to every clinic. If I am late to a clinic more than one time I am
subject to discipline and/or termination.
3. Have a reliable car and current auto insurance
4. Adhere to the dress code as outlined in training when working at clinics and
coming to MVNA or Hennepin Healthcare for training or work
5. Complete all training on time
6. Keep current with all required licensing
7. Have computer access for providing availability and receiving work
assignments
8. Regularly monitor email for communications from Hennepin Healthcare
9. Have availability by phone & voicemail set up to receive messages
10. Not use my cell phone for personal calls/texting during clinics.
Nurses ONLY
1. Have an Hennepin Healthcare issued compact refrigerator in my home for
vaccine storage
2. Willing to work Lead at clinics.
3. Reconcile clinics online within 24 hours of clinic end.
I understand that having a Seasonal Causal position with Worksite Wellness does
not guarantee me a job at HCMC.
_________________________________ Date:_______________
Signature
_________________________________
Print Signature
Questions?
Do not leave today without turning in:
1. Timesheet2. Safety Checklist3. Competency Test4. Employee Expectation Sheet5. CPR card if needed (nurses only)
Feel free to spend as much time as you would like practicing vaccinations.
ALL nurses should be picking up their lab coat today before leaving (closet towards building entrance)
![Literature Reveiw Swine Flu Vaccine[1]](https://img.dokumen.tips/doc/110x75/54b2617c4a7959ed058b45b4/literature-reveiw-swine-flu-vaccine1.jpg)
