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Immunization Execution
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Execution... With Excellent Service

When clients schedule an immunization clinic with Summit Health, they can be confident that the event will not only be well planned and marketed, but also that their participants will receive excellent service.

Clinic Staffing
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Our program manager works with each site coordinator to determine the number of expected participants. We determine the number of Summit Health staff needed for each clinic based on the expected turnout. As a general rule, each nurse can administer 20 – 25 shots per hour. Our nurses provide skilled care to participants being vaccinated. Protocols have been established by Summit Health in compliance with policies, procedures, and regulations established by state licensing boards of nursing.

Staff Qualifications
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All clinic staff who administer injections must meet the following requirements:

Education – Graduate of an approved school of nursing Licensure – Currently licensed and in excellent standing with the applicable state board of nursing Experience – At least one year of experience administering injections

Training – Successfully completed a Summit Health orientation and training session (in person, online, or via telephone conference call)

Criminal Background Check – Passed a criminal background check

Reference Check – Passed a reference check

Clinic staff is expected to adhere to all policies, procedures, and guidelines in the Summit Health Vaccination Program Guide. This comprehensive manual provides instructions, policies, and procedures to facilitate immunization and vaccination clinics. Our staff also signs a confidentiality agreement and professional code of conduct. Click here to see our professional code of conduct.

Clinic Set Up
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Our program manager contacts the client’s site coordinator a week before and a day before each clinic to answer questions, review expected participation, and verify that the site is ready for the vaccination and immunization clinic.

On the day of the event, our staff arrives at least 60 minutes prior to the clinic start time to prepare for the event. They contact the site coordinator and proceed to the location of the event. They confirm the table configuration, and set up the immunization stations and administrative table so that the clinic will run efficiently. Summit Health staff is equipped with enough materials and supplies to handle 25 percent more participants than projected.

Clinic Process
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For clinics that require advance appointment scheduling, participants’ names are checked off the appointment list by the clerk as they arrive. Participants who arrive without appointments are accommodated immediately if an opening is available; otherwise, they are allowed to select from available times. Following check in, all participants receive a copy of Summit Health’s Notice of Privacy Practices and are required to read the Vaccine Information Statement (VIS) mandated by the CDC. They are then asked to complete informed consent forms, after which they are directed by the clerk to open immunization stations. The Summit Health nurse at each immunization station reviews informed consent forms to make sure they are completed correctly. The nurse screens participants for contraindications and reviews any possible side effects and adverse reactions prior to administering vaccines.

Nurses must make judgment calls regarding the potential for adverse reactions. If, after reviewing a participant’s consent form, the nurse has reason to believe an allergic or anaphylactic reaction may occur, the nurse MUST NOT administer the vaccine. Instead, the nurse will follow this procedure: 1. Inform the participant of the reason for the refusal to administer the vaccine and refer the participant to his or her personal physician. 2. Document on the consent form why the vaccine was not given, and draw a diagonal line across the consent form indicating that no vaccine was administered. 3. Provide unhappy participants with a Summit Health telephone number for follow up. After administering the injection, the nurse records on the consent form the vaccine lot number, dose, and route/site used for vaccination. The nurse then signs and dates the consent form. This documentation is important in case a vaccine is recalled or reaction occurs.

Quality Performance
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Summit Health is seriously committed to quality to insure that participants receive the best health care possible when receiving vaccinations or immunizations.

At each clinic, a Summit Health staff member is assigned the role of team leader. This individual monitors quality throughout the clinic and is available to handle any questions or issues that may arise.

If a complaint arises during a clinic, the team leader will address the situation immediately and take the necessary corrective action. If appropriate, the correction will be incorporated into procedures for future clinics as part of our Continuous Improvement Program (CIP).

Our program manager (PM) monitors all immunization and vaccination clinics. The PM contacts site coordinators during their clinics to verify the events are meeting client expectations. Summit Health PMs attends select clinics to monitor quality.

Each Summit Health local office has an office manager who is responsible for program quality and oversight for all clinics in the area. Each local office holds an orientation session for the medical staff prior to the immunization clinic.

Back Up Plan
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Summit Health requires each local office to have a backup plan for each clinic. Each office also has an on call service that can be notified after hours if an examiner cancels or a clinic changes. The on call coordinator is informed of the cancellation or change and schedules a substitute examiner for the clinic. This office also handles questions about individual examiners or procedures associated with clinics. If opportunities for improvement are identified, they are communicated to the examiners by the local office.

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