Notification of MDs/NPs of Immunizations Given by Clinical Services

Policy

Category:  Clinical Services
Subject:  Notification of MDs/NPs of Immunizations Given by Clinical Services
Division: Community Health and Wellness 
Policy Number:  CA.72.02.101
Effective Date:  October 26, 2017

POLICY STATEMENT

To improve communication between community health care providers and the health unit regarding a client’s immunization status, local community physicians and nurse practitioners will receive notification of vaccines administered in the clinic setting by Wellington-Dufferin-Guelph Public Health (WDGPH).

SCOPE

The policy applies to WDGPH staff working in Clinical Services and reception. 

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Procedure: CA.72.02.101 Notification of MDs/NPs of Immunizations Given by Clinical Services

CONTACT FOR INQUIRIES

Director, Community Health and Wellness

APPROVED BY

Director, Community Health and Wellness


Procedure

Category:  Clinical Services
Subject:  Notification of MDs/NPs of Immunizations Given by Clinical Services
Division:  Community Health and Wellness
Procedure Number:  CA.72.01.101
Effective Date:  October 26, 2017

PROCEDURE

  1. When a client arrives for their immunization appointment, reception staff will give them a blank release form (CHWCS(F)150-1½015) to complete prior to their appointment.
  2. For clients with physicians who reside in Wellington, Dufferin or Guelph, the nurse will check off all vaccine(s) administered and then place the form in a folder at reception.
  3. For clients whose primary care provider resides outside of Wellington, Dufferin or Guelph, the nurse will provide the client with the form to give directly to their primary care provider.
  4. On a monthly basis, reception staff/administration clerk will fax the forms to the appropriate physician/NP.
  5. Once faxed, the reception staff/administration clerk will stamp the form as faxed and then file in a centralized folder for one year.
  6. Following one year, reception/administration clerk will shred the filed forms.

RESPONSIBILITIES

Management will:

  • Ensure employees are aware of the policy and procedure and have the tools to complete the associated tasks; and
  • Ensure physician/nurse practitioner fax lists are up to date.

Employees will:

  • Understand their role in the notification process; and
  • Document and forward accurate client information to the community physicians and NP.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Policy CA.72.01.101 Notification of MDs/NPs of Immunizations Given by Clinical Services

CHWCS(F)150 Immunization Reporting Form

CONTACT FOR INQUIRIES

Director, Community Health and Wellness

APPROVED BY

Director, Community Health and Wellness