2018 Guild Corporate Vaccination Program - Pharmacy Guild of ...
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2018 Guild Corporate Vaccination Program Implementation Guide Queensland Branch 132 Leichhardt Street Spring Hill Q 4000 PO Box 457 Spring Hill Q 4004 Telephone: + 61 7 3831 3788 • Facsimile: + 61 7 3831 9246 Email: guild.qld@qldguild.org.au • Internet: www.guild.org.au
Contents 1. Important Contacts and Links .................................................................................................... 3 2. Timeline ...................................................................................................................................... 4 2.1. Prior to program commencement .......................................................................................... 4 2.2. During the Program Checklist ................................................................................................. 7 2.3. End of program ....................................................................................................................... 7 3. Employee Influenza Vaccination Program Checklist ..................................................................... 9 3.1. Staff communication and training .......................................................................................... 9 3.2. Vaccinating pharmacists and interns ...................................................................................... 9 3.3. Procedures .............................................................................................................................. 9 3.4. Secure sufficient stock of influenza vaccination ..................................................................... 9 3.5. Pharmacy Premise Requirements ......................................................................................... 10 3.6. Pharmacy equipment requirements ..................................................................................... 10 3.7. Pharmacy workflow .............................................................................................................. 10 3.8. Vaccination............................................................................................................................ 11 3.9. Payments for services ........................................................................................................... 11 3.10. Record Keeping ................................................................................................................. 11 V1_Corporate Vaccination Implementation Guide
1. Important Contacts and Links
Pharmacy Guild Business Support Team
Email address: business.support@qldguild.org.au
Phone number: 07 3831 3788
GuildCareNG Technical Support
Monday – Friday 8.30am – 6pm AEST
Phone: 1300 647 492
Email: support@guildcare.com.au
Queensland Pharmacist Vaccination Standard
Drug Therapy Protocol – Pharmacist Vaccination Program
Australian Immunisation Handbook
National Vaccine Storage Guidelines Strive for 5
QCPP Knowledge Hub
General Terms and Conditions
2018 Guild Corporate Vaccination Program Rules
V1_Corporate Vaccination Implementation Guide2. Government Department Participation
The 2018 Guild Corporate Vaccination Program will commence from March 2018 and conclude by
June 2018. The program facilitates influenza vaccination services to eligible Government Department
employees which have signed up to the Guild program.
Please note pharmacies will only be remunerated for influenza vaccination services provided to
participating Government Departments. Vaccinations provided to other Government Department
employees (outside of the program) will not be remunerated and it will be the responsibility of the
pharmacy to ensure the employee receiving the vaccination is part of the 2018 Guild Corporate
Vaccination Program.
To view participating Government Departments please click here.
2.1. Prior to program commencement
Step 1:
Print, read and sign documents:
General Terms and Conditions and,
2018 Guild Corporate Vaccination Program Rules
Step 2:
Upload your signed documents to the Registration Form to register for the program.
Step 3:
Ensure you have a GuildCare NG account.
If you are not currently a GuildCare subscriber, the Guild will be in contact to discuss.
Step 4:
Update your Calendar Availability in GuildCare NG for your pharmacy to perform vaccinations. (E.g.
Mon – Fri 8am-3pm Sat: 9am-1pm; Sun – not available).
Note: Your Calendar is linked to the booking portal and be sure to exclude times that vaccinating
pharmacist may be the sole employee on duty i.e. assistant lunchtimes etc.
Step 5:
Prior to Program start date:
1. Ensure all vaccinating pharmacists and/or interns who will be providing the service have
been trained in accordance with the Standard*
2. Complete the Guild Corporate Vaccination Program Checklist
3. Ensure the pharmacy has adequate vaccines and equipment needed to perform vaccination
* In pharmacies where only one pharmacist is on duty, their support staff are required to have first
Aid, CPR and Anaphylaxis training.
Step 6:
Pharmacists, interns and pharmacy staff should prioritise the pharmacy’s workflow and load to
ensure that everyone involved is ready for the vaccination. This will help ensure that the
V1_Corporate Vaccination Implementation Guideappointment can be done on-time, in an efficient manner.
Register for the 2018 Guild
Corporate Vaccination
Program
Sign and return the Terms
and Conditions and
Program Rules
Ensure you have GuildCare
NG account & update the
GuildCare NG Calendar
Prior to commencement of
program: Ensure
GuildCareNG availalbility is
changed
Review and complete the
Employee Influenza
Vaccination Program
checklist and staff training
Figure 1: Prior to program commencement flow diagram.
V1_Corporate Vaccination Implementation GuidePrepare for the
Employee
appointment Pharmacy Pharmacy staff Complete all
Pharmacy arrives at the
(contact patient follows regular Vaccination or vaccinating recording of the
receives email pharmacy and
if circumstances vaccination pharmacist / pharmacist / vaccination in
booking pharmacy staff 'Complete' the
change e.g. procedures to intern intern observes the GuildCare
confirmation confirm case
can't deliver the ensure patient is administers patient for 15 NG Corporate
from 'Pharmacy Department
vaccination at suitable for vaccination minutes after Vaccination
Bookings' Employee and
the scheduled vaccination vaccination Module
booking
time)
Figure 2: Complete workflow from patient booking to claiming of payment.
Queensland Branch
132 Leichhardt Street Spring Hill Q 4000
PO Box 457 Spring Hill Q 4004
Telephone: + 61 7 3831 3788 • Facsimile: + 61 7 3831 9246
Email: guild.qld@qldguild.org.au • Internet: www.guild.org.au2.2. During the Program Checklist
2.2.1. Daily checklist
Check for vaccination bookings in the GuildCare NG calendar (these are highlighted in
orange) and email notifications via Pharmacy Bookings
Ensure you remain up to date with Department start and end date for their vaccinations.
Note: you will only be reimbursed for influenza vaccinations provided to employees from
participating Government Departments.
Ensure all completed vaccination services are recorded in GuildCare NG Corporate
Vaccination module and cases are marked complete.
Ensure all staff have read and understood the Guild Corporate Vaccination Program
Implementation Guide
NOTE: this year you do not need to create invoices for the Guild for payment. Payment will be
processed via the GuildCare NG Corporate Vaccination Module. Therefore, it is important that each
vaccination case is recorded and completed using this software.
2.3. End of program
Ensure all cases in GuildCare NG are COMPLETED. You will not be reimbursed for services
not recorded and completed correctly in GuildCare NG.
Program end dates will vary for each participating Government Department. Please review
the QLD Guild webpage for start and end dates, or contact the Business Support team via
phone 3831 3788 or email business. support@qldguild.org.au
Queensland Branch
132 Leichhardt Street Spring Hill Q 4000
PO Box 457 Spring Hill Q 4004
Telephone: + 61 7 3831 3788 • Facsimile: + 61 7 3831 9246
Email: guild.qld@qldguild.org.au • Internet: www.guild.org.au Complete end-of-program evaluation survey (link will be emailed to your pharmacy directly)
Program End Date
Ensure all GuildCare NG Complete survey
cases are COMPLETED Note: This will vary for
each participating about your
[Hint: if they are not
completed the pharmacy
Department - check experience with
QLD Guild webpage for
WILL NOT be paid]
start and end dates.
the Program
Figure 3: End of Program process and checks.
V1_Corporate Vaccination Implementation Guide3. Employee Influenza Vaccination Program Checklist
3.1. Staff communication and training
Nominate a “Program Champion”: The role of the Program Champion is to ensure all stock
and legislative requirements are met, and also to promote and educate other staff. This
Program Champion can be a member of staff other than the pharmacist (e.g. intern,
pharmacy assistant) however, the pharmacist should be consulted at all times on all matters
concerning the Employee Influenza Vaccination Program.
Hold a staff meeting and discuss the following:
o Introduce the Program Champion and describe their role
o The details of the Program
o The workflow and where staff members can find/access more information
o How the GuildCare NG booking portal works (pharmacybookings.com.au)
o How to ensure all bookings made through the portal are actioned in a timely manner
o The process for when a department employee enters the store for their vaccination
without previously booking via the online booking portal.
o Ensure all staff have read and understood the 2018 Guild Corporate Vaccination
Implementation Guide
3.2. Vaccinating pharmacists and interns
Ensure all vaccinating pharmacists and/or interns who will be providing the service have
been trained in accordance with the Standard.
Ensure necessary staffing is available to support the Program and that the vaccination
availability of the pharmacy is updated and reflected in the GuildCare NG calendar regularly
[Hint: this prevents employees booking on days that you don’t have a pharmacist available
to vaccinate]
3.3. Procedures
Ensure all vaccination procedures and processes have been recently updated (e.g. QCPP). If
you need assistance with this, please contact the Pharmacy Business Support team on 07
3831 3788 or business.support@qldguild.org.au
3.4. Secure sufficient stock of influenza vaccination
Ensure your pharmacy has sufficient stock of influenza vaccine available. The quadrivalent influenza
vaccine is to be used for this Program, which contains the following strains:
A (H1N1): an A/Michigan/45/2015 (H1N1)pdm09-like virus
A (H3N2): an A/Singapore/INFIMH-16-0019/2016 (H3N2)-like virus
B: a B/Phuket/3073/2013-like virus.
B: a B/Brisbane/60/2008-like virus.
V1_Corporate Vaccination Implementation Guide3.5. Pharmacy Premise Requirements
As per the Queensland Pharmacist Vaccination Standard, vaccinations must take place in:
A screened or private consulting room that ensures privacy and confidentiality
Sufficient space to allow the presence of the patient/s, a carer if necessary, pharmacist
vaccinator, consumables, equipment and documentation
Seating for the patients and their carer during the vaccination
Sufficient space and appropriate surfaces for the patient to lie down in the event of an
adverse reaction and for staff to safely perform resuscitation procedures
An area that provides for direct visual observation with sufficient seating where patients can
wait for at least 15 minutes following the vaccination
Hand washing facilities/hand sanitising products available to allow for the performance of
appropriate hand hygiene before and after vaccine administration.
Current QCPP accreditation required to participate in the Program
3.6. Pharmacy equipment requirements
Ensure your pharmacy has the following equipment requirements:
Approved sharps container
Garbage bin for disposal of clinical waste (e.g. gloves)
Needles (if required) – 25 gauge x 1 inch
Disposables: alcohol sanitiser, hand wipes, gloves, band aids, cotton balls and paper tape
Anaphylaxis resource kit
Access to GuildCare NG for reporting and management
Access to the most current editions of the Australian Immunisation Handbook and National
Vaccine Storage Guidelines Strive for 5.
Ensure the pharmacy has a Vaccine Management Protocol in line with the National Vaccine
Storage Guidelines Strive for 5 requirements.
Relevant anaphylaxis and emergency response posters
Display qualifications of vaccinating pharmacists and/or interns in the consultation area.
Approved Vaccination fridge with temperature monitoring records
Vaccine Fridge contingency plan
3.7. Pharmacy workflow
Regularly check for vaccination bookings (email or GuildCare NG Calendar) made through
Pharmacy Bookings website (pharmacybookings.com.au).
Ensure that if you are using another booking portal (e.g. via your banner groups) that all are
maintained
Ensure sufficient influenza vaccines are available instore
Ensure that staffing is sufficient, so that the dispensary workflow is not interrupted while
vaccinating (especially during after-hours and weekend appointments). [Hint: if you know
you won’t be able to vaccinate at certain times, then update your availability in the
GuildCare NG booking system so employees can’t book].
V1_Corporate Vaccination Implementation Guide3.8. Vaccination
A staff member should greet the department employee as soon as possible
Follow your instore procedures for vaccination
Check for any contraindications
Ensure customer has given consent
Take the quadrivalent flu vaccine out of the fridge
Double-check the vaccine against what you are vaccinating
Record Vaccination in the Corporate Vaccination program in GuildCare NG and ensure all
mandatory fields are completed.
After the department employee has been vaccinated, and they must wait in the designated
area for 15 minutes. [HINT: This time is a great opportunity to discuss other professional
services your pharmacy offers, assistance with over the counter products or ask how they
found out about the vaccination program and service.]
Save and Complete the Corporate Vaccination case in GuildCare NG
3.9. Payments for services
For invoicing and payment purposes, you will be required to record all influenza vaccinations in
GuildCareNG Corporate Vaccination Module, including the patient’s employee number (if relevant)
and all other mandatory fields in the GuildCare NG Corporate Vaccination Module.
This is regardless of whether the patient has booked the service via Pharmacy Bookings, by
telephone or walk-in appointment.
The Guild will not responsible for payment of services recorded outside of the specified GuildCareNG
Corporate Vaccination Module.
The Guild will issue a recipient created tax invoice (RCTI) for invoicing and payment purposes. The
Guild will issue an RCTI on a weekly basis, after it receives payments. The following terms constitute
an RCTI agreement for the purposes of the GST Law (as defined in clause 11.1 of the GTCs):
1. The Guild will issue RCTIs or recipient created adjustment notes (RCANs) in accordance with
the GST Law for taxable supplies made by you to the Guild under the GST Law.
2. You will not issue tax invoices or adjustment notes in respect of the same supplies.
3. You are registered for GST and will notify the Guild if you cease to be registered.
4. The Guild is registered for GST and will notify you if it ceases to be registered.
5. The Guild may issue RCTIs in electronic form.
6. This RCTI agreement will continue for the term of the Contract in respect of the Program.
3.10. Record Keeping
The pharmacist is to make a record of every occasion on which a vaccine is administered to a
patient. The record must be kept for seven (7) years from the date on which the vaccine was
administered. These records may be kept manually or electronically provided the software meets
industry standards for security and privacy. The record must include the following information:
Brand, batch number and expiry date of the vaccine(s) provided
Name, address, date of birth, contact details and gender of the patient
V1_Corporate Vaccination Implementation Guide Date on which the vaccine was given
Pharmacist name and signature (if records are kept manually)
Patient consent obtained and recorded
Fire and Emergency Services employees may want their International Certificate of
Vaccination or Prophylaxis signed in case of deployment -
The pharmacist is to make all reasonable efforts to notify any General Practitioner or primary health
care provider nominated by the patient (or carer) of:
Government employee’s name and address (note: some employee might need an
International Certificate of Vaccination or Prophylaxis -
http://www.who.int/ihr/IVC200_06_26.pdf?ua=1)
Type of vaccine administered with vaccine details
Date of vaccination
Any adverse event observed
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