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The DHEC 1209 form, officially known as the South Carolina Vaccine Wastage and Return Form, plays a crucial role in managing vaccine wastage and returns within the state. This form ensures that any wastage or return of vaccines is properly documented and authorized by the South Carolina Department of Health and Environmental Control (DHEC) Division of Immunizations. Before any vaccine can be wasted or returned, providers must seek pre-authorization from DHEC, either by calling their designated hotline or sending an email. The form requires essential information from the provider, including contact details and specifics about the vaccines involved, such as the reason for wastage, manufacturer, lot number, and expiration date. Additionally, providers must indicate whether they need shipping labels for returning vaccines to McKesson, the central distributor for the Centers for Disease Control and Prevention. Detailed instructions guide providers through the completion process, emphasizing the importance of accurate reporting and retention of the form for compliance with federal regulations. Ultimately, the DHEC 1209 form is a vital tool for ensuring the safe and responsible management of vaccines, thereby supporting public health initiatives across South Carolina.
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Key takeaways
When dealing with the DHEC 1209 form for vaccine wastage and return, it’s important to keep a few key points in mind. Here are some takeaways to help you navigate the process smoothly:
- Pre-authorization is essential. Always contact the DHEC Division of Immunizations before initiating any wastage or return of vaccines. You can reach them at 800-277-4687 or via email at immunize@dhec.sc.gov.
- Complete all required fields. When filling out the form, ensure you provide all necessary information, including your provider details and specifics about the vaccine being returned.
- Use the correct reason codes. Familiarize yourself with the reason codes for wastage. Accurate coding helps ensure your form is processed correctly.
- Shipping labels may be needed. Indicate if you require a shipping label for returning vaccines to McKesson and specify how many you need.
- Document the wastage explanation. Provide a clear written explanation for the wastage in the designated space on the form.
- Fax the completed form. After filling out the form, fax it to the DHEC Immunization Division at 803-898-0318 for processing.
- Retain records appropriately. Keep the original form for three years if you are a VFC or State vaccine provider. If you have a DHEC Memorandum of Agreement for adult vaccines, retain the records for six years.
By following these guidelines, you can ensure that the process is handled efficiently and in compliance with DHEC requirements.
Dhec 1209: Usage Guidelines
Filling out the DHEC 1209 form is an important process that ensures proper documentation of vaccine wastage and returns. Once the form is completed, it needs to be submitted to the appropriate health department to comply with state regulations. Follow these steps to ensure that you fill out the form correctly.
- Enter the Date at the top of the form.
- Indicate whether you need a Shipping Label by checking "Yes" or "No."
- Provide your PIN Number in the designated space.
- Specify the Number of Labels Requested.
- Fill in your Provider Name, Address, City/State/Zip, Phone, and Fax number.
- Identify the Contact Person for this submission.
- For each vaccine being wasted or returned, enter the following information:
- Returned to (check the appropriate box).
- Reason (select from the provided reason codes).
- Program (indicate the program type, e.g., VFC or State).
- NDC (National Drug Code).
- Vaccine (name of the vaccine).
- Doses (number of doses).
- Manufacturer (Mfg).
- Lot # (lot number).
- Expiration Date.
- If instructed to return the vaccine to McKesson, check the Returned to McKesson column.
- Indicate if a Shipping Label is needed for the return and specify the number of labels requested.
- Provide a written explanation for wastage in the space provided.
- Fax the completed form to the DHEC Immunization Division at 803-898-0318.
- Retain the original form for your records as required:
- For VFC & STATE Vaccine providers: keep for 3 years.
- For contracting parties under a DHEC MOA for Adult Vaccines: retain for 6 years.
- If returning vaccine to McKesson, send a copy of the completed form along with the vaccine.
Documents used along the form
When dealing with vaccine wastage and returns, it is important to have the correct documentation in place. Along with the DHEC 1209 form, several other forms and documents are often required. Each of these plays a crucial role in ensuring compliance and proper tracking of vaccine management.
- Vaccine Return Authorization Form: This form is necessary to obtain permission from DHEC before returning any vaccines. It outlines the details of the vaccines being returned and the reasons for their return.
- Hold Harmless Agreement Form: To safeguard parties involved in activities with inherent risks, consider filling out the vital Hold Harmless Agreement documentation for comprehensive legal protection.
- Vaccine Inventory Log: This log helps providers keep track of the vaccines they have on hand. It includes information such as the number of doses received, used, and wasted, providing a clear overview of vaccine management.
- Shipping Label Request Form: If a provider needs to return vaccines to McKesson, this form is used to request shipping labels. It ensures that the return process is documented and that the vaccines are sent back correctly.
- Incident Report: In cases where vaccines are wasted due to unforeseen circumstances, an incident report may be required. This document details the situation that led to the wastage, helping to identify areas for improvement.
- Provider Agreement Form: This form outlines the responsibilities of the vaccine provider in relation to the DHEC immunization program. It ensures that all parties understand their roles and obligations regarding vaccine management.
Having these documents ready can streamline the process of managing vaccine wastage and returns. It is essential to maintain accurate records and follow the required procedures to ensure compliance and protect public health.
Misconceptions
Misconceptions about the DHEC 1209 form can lead to confusion regarding vaccine wastage and return procedures. Here are five common misconceptions:
- Pre-authorization is not necessary. Some providers believe they can return vaccines without prior approval. In reality, all wastage and returns require pre-authorization from the DHEC Division of Immunizations.
- Only expired vaccines can be returned. Many think that only vaccines past their expiration date are eligible for return. However, vaccines can also be returned due to spoilage, contamination, or other issues as specified by the reason codes.
- The form can be submitted after the vaccine is returned. It is a common belief that the form can be completed after returning the vaccine. In fact, the form must be filled out and submitted prior to the return to ensure proper tracking and authorization.
- All information on the form is optional. Some providers may think that certain fields on the DHEC 1209 form are optional. In truth, all information requested is necessary for accurate processing and compliance with regulations.
- There are no consequences for failing to follow the procedures. Some may assume that not adhering to the guidelines will not result in repercussions. However, improper handling of vaccine returns can lead to penalties and affect future vaccine supply.
Understanding these misconceptions can help ensure compliance with the DHEC guidelines and promote effective vaccine management.