LHD 317 Requirements
In exchange for federally funded vaccines, enrolled providers partner with the LHD 317 Program to ensure that federal and state requirements are met, help achieve program goals, and protect the integrity of the program that supplies no-cost vaccines for eligible adults.
Provider Agreements
Providers agree to comply with all VFA Program requirements.
Key Compliance Areas
317 Eligibility Screening
Eligibility screening must be conducted prior to administration of 317-funded vaccines, including Vaccines for Adults (VFA) or Local Health Department (LHD) 317. Eligibility is self-reported, and verification may be obtained verbally from the patient. Refer to 317 Eligibility Screening & Documentation Requirements for guidance and job aids.
Billing
To reduce financial barriers for patients, providers must not charge uninsured or underinsured patients or third-party payers for the cost of 317-funded vaccines. An administration fee of up to $26.03 per vaccine dose may be charged. If the individual is unable to pay the administration fee, the vaccine dose must not be denied, and the administration fee must be waived.
Ordering
Providers order vaccines in myCAvax monthly. Providers must review their 317 doses reported in the California Immunization Registry (CAIR or CAIR/Healthy Futures) to ensure 317 doses administered have been documented accurately. Allow up to 2 weeks after order submission for review, processing, and shipment of the order. See Ordering Vaccines.
Summary
| Participation | Requirements |
|---|---|
| Provider profile | Estimate populations served (LHD 317 and private) and update annually |
| Immunization registry | Enroll in a regional California immunization registry (CAIR or Healthy Futures/RIDE) per AB 1797 |
| Recertification | Reaffirm annually that program requirements will be met, key practice information is up to date, and patient estimates are provided |
| Patient Visit | Requirements |
|---|---|
| Eligibility screening | Screen patients and document eligibility at every patient visit |
| VISs | Distribute current Vaccine Information Statements (or Immunization Information Statements) before administering vaccines |
| Vaccine administration | Comply with schedules & recommendations, including doses, intervals, catch-up doses, medical indications, and contraindications |
| Billing | Do not charge for vaccine; waive administration fee if recipient can’t afford to pay (see below) |
| Report doses used | Report doses administered to the regional immunization registry |
| Vaccine Management | Requirements |
|---|---|
| Storage equipment | Ensure vaccine storage units and digital data loggers meet LHD 317 requirements |
| Storage & handling | Always store vaccines at manufacturer-recommended temperatures from receiving through administration |
| Temperature monitoring | Monitor and record vaccine storage unit temperatures twice daily; respond immediately to and report temperature excursions |
| Inventory management | Order vaccines to serve provider patient populations; manage stock to minimize waste; prepare for emergencies impacting vaccines Order frequency: monthly |
| Inventory reporting | Report nonviable doses, shipment incidents, and vaccine transfers in myCAvax |
| Vaccine management plan | Comply with protocols for routine and emergency vaccine management to protect vaccine supply; prepare for emergencies |
| Provider Compliance | Requirements |
|---|---|
| Site visits | Agree to an enrollment visit and compliance and storage & handling visits; make changes per LHD 317 findings |
| Record retention | Maintain all VFC-related documentation for three years |
| Fraud & abuse | Follow program requirements in a manner to avoid fraud & abuse |
| Accountability | Retain documentation for doses received through administration; replace non-viable vaccines due to negligence on a dose-for-dose basis |
