August 14th, 2026

Dear Kids Health First (KHF) Providers and Practice Administrators,

We have some important updates about payor updates, new programs, and upcoming events. There's a lot of information, and we want to keep you informed. Please read through this email carefully and let us know if you have any questions.

Important Updates

New SophistiPrax Resource: Prepare Before Flu Vaccine Arrives

Flu vaccine season is approaching, and a little advance planning can help practices avoid last-minute challenges.

SophistiPrax’s new “Before Flu Vaccine Arrives” resource provides a quick readiness check covering vaccine supply and storage, staff preparation, patient demand, billing, patient communications and contingency planning. Practices can also use the fillable resource to document notes and confirm leadership review.

View more details download the checklist from SophistiPrax.

Get Ready for Flu Season With a Step-by-Step Checklist from SophistiPrax

SophistiPrax has developed a new Influenza Vaccine Season Operational Readiness Checklist to help practices prepare for a smooth and organized flu season.

The fillable checklist walks teams through eight areas of readiness:

Vaccine supply
Storage and equipment
Clinical readiness
Staff training
Scheduling and operations
Inventory and billing
Patient communication
Emergency planning

Practices can assign an owner and due date to each task, track completion and conduct a final readiness review before vaccinations begin.

Download the Operational Readiness Checklist from SophistiPrax.

Coding Clarification: PENMENVY Administration

A recent review of PENMENVY coding information prompted questions about whether both CPT codes 90460 and 90461 should be reported when the vaccine is administered.

According to KHF coding consultant Mary Suhr, PENMENVY is considered one vaccine component for administration coding purposes, even though it protects against meningococcal serogroups A, B, C, W and Y. When counseling requirements are met for a patient through age 18, report 90460 once. Do not report 90461 for PENMENVY.

The AAP Immunization Coding Table also lists PENMENVY, CPT code 90624, as having one component. Administration coding should always reflect the patient’s age, counseling provided and payer requirements.

Review PENMENVY coding information from GSK or consult the A AP Immunization Coding Table.

Security Cameras in Medical Offices: Key Risk Considerations

Security cameras can help medical practices deter theft, document accidents and respond to safety incidents. However, practices must carefully consider camera placement and the storage of recorded footage.

A new Client Brief from Brent Reece of Sterling Seacrest Pritchard recommends that practices:

Avoid placing cameras in areas where patients or employees have an expectation of privacy.
Treat recordings from the medical office as protected health information and secure them accordingly.
Establish policies addressing camera placement, access, retention and deletion.
Review vendor agreements and obtain an appropriate Business Associate Agreement from video-storage vendors.
Post signs notifying patients, employees and visitors that designated areas are under surveillance.

The brief is intended as a risk-management resource and does not constitute legal advice.

Read the full Client Brief from SSP.

HR Guidance: When a Job Candidate Discloses a Disability

What should an employer do when a job candidate discloses a disability during the hiring process?

According to guidance from OneDigital, employers should ask whether the candidate needs an accommodation during the application process. If an accommodation is requested, the employer should provide it when reasonable or work with the candidate to identify another effective option.

The interview should remain focused on whether the candidate can perform the responsibilities of the position, with or without an accommodation. If an accommodation is requested after an offer is made, the employer should engage in an interactive process with the candidate to determine what may be effective.

The Americans with Disabilities Act generally requires employers with 15 or more employees to provide reasonable accommodations unless doing so would cause an undue hardship. This information is general HR guidance and does not constitute legal advice.

View the article from OneDigital for more guidance.

AAP Responds to Executive Order on Childhood Vaccines

The American Academy of Pediatrics released a statement on August 10 in response to the federal executive order affecting childhood vaccine recommendations.

In its response, the AAP stated that there is no new scientific evidence supporting significant changes to childhood immunization guidance and reaffirmed that extensive research has found no connection between vaccines and autism. The organization continues to emphasize the importance of on-time immunization in protecting children and communities.

Pediatric practices may wish to review the complete statement to remain informed and prepare for questions from patients and families.

Read the AAP’s full statement.

What Your Practice’s Pay Structure Communicates to Employees

Every practice has a staff pay structure—whether it was intentionally designed or developed over time through individual hiring, retention and salary decisions.

A new MGMA resource explores how unplanned pay patterns can lead to wage compression, internal inequities and employee frustration. For example, responding to a difficult hiring market with a higher offer may unintentionally result in a new employee earning more than an experienced team member with additional responsibilities.

MGMA encourages practices to consider formal pay grades, salary ranges and market data when making compensation decisions. A defined structure can help leaders make more consistent decisions, explain how compensation is determined and identify potential issues before they affect morale or retention.

Read the MGMA article.

Georgia Department of Labor Updates Employer Requirements

The Georgia Department of Labor has announced updated rules affecting wage reporting, employee separation notices and workplace posters.

Key changes include:

Employers may use a department-approved placeholder number when filing a quarterly wage report if a new employee’s Social Security number is not yet available. Employers must document efforts to obtain the number and promptly correct the report once it is received.
Employers are encouraged to provide separation notices electronically, although signed paper notices remain acceptable. Employees should receive the notice on their last day of work or, if unavailable, within three days.
Traditional worksites should continue displaying required posters physically. Electronic delivery may be permitted for remote or hybrid employees.

Practices should review their HR and payroll procedures to ensure they reflect the updated rules.

Review the complete GDOL update.

Event Next Week: August Practice Administrators Meeting/ Leadership Development Session

The August Practice Administrators Meeting will be held as a special in-person leadership development session on August 20. Rather than a traditional PA meeting, this program will feature Leigh Smith, MBA, MSW, CPHQ, who will share practical strategies for leading multigenerational teams, improving employee engagement, strengthening workplace culture, and increasing retention.

The session is designed for practice administrators, office managers, physicians, and practice leaders seeking practical tools they can immediately apply within their organizations.

Date: August 20, 2026

Time: 10:00 a.m. – Noon

Location: Scottish Rite Hospital Auditorium