Greetings!

In case you missed it yesterday, I wanted to be sure you saw the information we shared about the simple form we set up that allows facilities to enter a daily update of your ongoing vaccine needs for new admissions and staff. VDH is already using information members have submitted using the Vaccine Status Reporting System (VSRS) to arrange for vaccines to get to buildings later this week. 
 
Please forward the information about the VSRS to the appropriate person in your facility to complete the reporting as soon as possible. You can enter updates in VSRS as you have new admissions and new hires who need vaccines.
 
This message also includes:
  • VSRS FAQs; and
  • information on the VDH LTCF Vaccine Bridge Program and how you can access vaccines as part of your relationship with your contracted LTC pharmacy going forward.
 
Sincerely,

April Payne, MBA, LNHA
Vice President of Quality Improvement | Director of VCAL
Virginia Health Care Association | Virginia Center for Assisted Living 
VHCA-VCAL Vaccine Status Reporting System
 
VHCA-VCAL has developed a Vaccine Status Reporting System (VSRS) form nursing facilities and assisted living facilities can use to provide a daily update on their needs for COVID-19 vaccines for residents/patients and staff. This form is intended to capture real-time needs for both first and second vaccine doses and will be shared with VDH.


Instructions for using the VSRS
  1. Select your facility name from the alphabetized list of nursing facilities and assisted living facilities. (ALFs are listed first, followed by NFs.)
  2. For your passphrase, enter the zip code for the facility selected. Use the zip code used by your licensing agency (OLC or DSS).
  3. Click Next.
  4. On the Daily Vaccine Request form, complete the required field in the three sections (Contact Information, First Vaccine Dose Needs, and Second Vaccine Dose Needs). All fields must be completed, if zero doses are needed for the first and/or second vaccinations, please enter a “0” in the corresponding field.
  5. Click Submit.
 
Notes
  • If you have an additional update for that day, when you log back into VSRS, the system will automatically display the information you submitted for that day. You are able to change the data and select Submit to update your daily report. You are not able to modify previous days submitted.
  • This reporting process is interim and is subject to change as greater COVID-19 vaccine availability allows for the vaccine to be incorporated into the existing LTC pharmacy infrastructure.
VSRS FAQ
 
Q. What do I do if my passphrase is not working?
A. Contact April Payne for assistance with selecting your facility or entering your passphrase. Remember, the zip code that VDH OLC or DSS has on file for your facility license was used to set the passphrase. If your organization uses a corporate mailing address with the state agency, please be sure to use the correct zip code.
 
Q. I entered my facility’s vaccine needs in VSRS previously but have since had new admissions, new hires, or individuals due for second doses within 7 days of the current date. What do I enter now?
A. Each time you login to VSRS, enter the total number of vaccines you need for your residents/patients and staff. For example, yesterday you reported 10 residents and 10 staff need first doses, 0 second doses of Moderna and 5 second doses of Pfizer needed within the next 7 days. Tomorrow you have 1 new admission, 5 new hires, and 2 individuals who will now be due 7 days from current day, 0 additional individuals due within the next 7 days, so your report today would be as follows: 11 residents and 15 staff need first doses, 2 second doses of Moderna, and 5 second dose Pfizer needed within the next 7 days.
 
Q. Should I still use the VDH REDCap form?
A. The REDCap form is still available to LTCFs since the VSRS is only set up for nursing facilities and assisted living facilities. You may use either form. 
VDH LTCF Vaccine Bridge Program and
Accessing Vaccines
 
VDH expects the COVID-19 vaccine will be more readily available to facilities as part of the normal LTC pharmacy infrastructure by early April. Part 2 of the agency’s LTCF Bridge Program outlines the steps pharmacies and LTCFs should be taking to incorporate the vaccine into their contracted pharmacy relationship.
 
It is important to note that any entity wishing to administer the COVID-19 vaccine must be enrolled with Virginia’s COVID-19 vaccination program to meet the controls for receiving, storing, handling, and use of the vaccine. More details can be found here.
 
Not every LTCF needs to enroll as a vaccine provider. Additional details about how LTCFs and LTC pharmacies can administer the COVID-19 vaccine are found in the COVID-19 Vaccine Management Plan for Long Term Care Facilities document.
 
AHCA/NCAL has also prepared a helpful document that outlines recommended steps you should take to ensure your ongoing access to the COVID-19 vaccine: Accessing COVID-19 Vaccine in Long Term Care.
Upcoming Events

April 13, 15, & 20, 2021

May 9-15, 2021

May 11, 13, 18 & 20, 2021

Introduction to Activity Management in Long Term Care
June 2-3, 9-10, & 23-24 *Save the dates (subject to change)
Quick Links
www.vhca.org | (804) 353-9101 | Calendar of Events