Compliance

The purpose of the Texas Vaccine for Children (TVFC) Programs Compliance visit is to assess, support, and educate staff on TVFC policies. The assessment is based on the TVFC Program Manual. If concerns are found, the Providers Regional Responsible Entity (RE) will assist with education and corrective actions with the intention to facilitate improvement rather than criticism.

For more information about Quality Assurance or additional technical assistance, please refer to the sections below or contact your RE.

Compliance ensures that providers within the TVFC Program adhere to policies and procedures. All providers must undergo an annual compliance visit after enrollment to ensure adherence to quality and standards.

Vaccine storage and handling issues that are identified must be addressed immediately during site visits.

Upon completion of the site visit, the reviewer will engage in discussions with the vaccine coordinator to share the outcomes of the visit. The aim of these follow-up activities is to ensure that the site's staff understands the areas for improvement highlighted by the RE or DSHS contractor and that appropriate corrective actions have been identified and implemented.

The discussion will include:

• A review of the findings from the site visit.
• A formal follow-up plan with a timeline to address non-compliance issues or areas with potential for improvement.
• The signing clinician, primary vaccine coordinator, or backup vaccine coordinator are required to attend the site visit.

At the end of the site visit, the staff present must sign their names, as listed in the Provider Education and Assessment Reporting (PEAR) System, on an Acknowledgement of Receipt (AR) form. This form confirms the completion of the visit, receipt of visit results, and ensures that the reviewer and vaccine coordinator are aware of all non-compliance issues and the required actions to address them.

Follow-up activities can include but are not limited to the following:

• Visiting the clinic to observe corrective actions
• Calling the vaccine coordinator at the clinic
• Sending a letter to address the deficient items identified during the site visit
• Determining the staff’s compliance with the corrective action plans, if applicable

If a site consistently fails to comply and does not follow corrective actions after receiving education, their vaccine ordering privileges may be suspended. Continued non-compliance could result in termination from the TVFC Program.