New Hampshire Immunization Program Data Logger Questions & Answers May 2014

Transcription

1 New Hampshire Immunization Program Data Logger Questions & Answers May Why do we need to switch from our state-supplied thermometers to data loggers? Research shows that we need to improve our current system of temperature monitoring. In June 2012, the federal Office of the Inspector General (OIG) reported that 76% of VFC vaccines stored at selected provider sites were exposed to inappropriate temperatures. Other major findings from the report include: a) Every provider office that was visited recorded temperatures that differed from the OIG independently measured temperatures, and b) 35 percent of the providers had expired VFC vaccines. The OIG reported that if the providers freezer and refrigerator temperatures followed this same pattern for a year, the storage units could expose vaccines to inappropriate temperatures for at least 130 hours, which could result in an estimated wastage of 9,173 VFC vaccine doses, worth approximately $368,820. The OIG report was a call to action to improve our vaccine monitoring capability. 2. What kind of data logger will I receive? The NH Immunization Program (NHIP) has purchased and will make available the Fridge-tag 2 data logger. The Fridge-tag 2 is made in Switzerland by Berlinger & Company and is endorsed by the World Health Organization. The Fridge-tab 2 is used by numerous countries around the world to monitor vaccine temperatures. The NHIP tested the Fridge-tag 2 and found it easy to use and simple to operate. In addition, the Fridgetag 2 doesn t require software. 3. Why are these data loggers better than regular thermometers? Data loggers provide three primary advantages: a) Most thermometers measure the air temperature inside the storage unit. A data logger has a glycol probe that measures the temperature of the glycol inside the storage unit. Measuring the glycol instead of the air temperature is a more accurate way to determine if the vaccine is too cold or too warm. b) A data logger operates 24-hours a day, seven days a week, and allows you to download and save the temperature data to a file on your computer. c) This file can be ed to the NHIP or the vaccine manufacturer in the event of a temperature excursion. Data Logger Q&A Page 1 of 5 Revised

2 4. What about our old state-supplied thermometer in a bottle? Are we supposed to send it back to the state? No. Your state-supplied thermometer (thermometer in a bottle of glycol) should be used as a backup thermometer. Your old thermometer can be stored in refrigerator or freezer or left in a cupboard to be used in an emergency. You should only need one backup thermometer. 5. When will I get my data loggers? The NHIP will distribute the data loggers beginning in April, Our plan is to distribute the data loggers to 50 vaccine providers a month through December, How many data loggers will my practice receive? Depending on the need, each immunization provider will receive between one and four data loggers. These devices should only be placed in storage units that contain statesupplied vaccines. 7. Do I have to pay for these data loggers? Thanks to one-time CDC funding, the initial data loggers are provided at no cost to you. You will need to replace the data loggers at the end of their two-year calibration period. You can purchase a Fridge-tag 2 or another data logger model as long as it meets CDC specifications (see question #9 below). 8. My practice has more than four vaccine storage units. Do I have to purchase additional data loggers? It depends on your current vaccine temperature monitoring system. Immunization providers will be expected to purchase new data loggers at the end of the two-year calibration period. In addition, beginning in January 2015, every vaccine storage unit that stores state-supplied vaccines must meet the CDC specifications for vaccine temperature monitoring (see question #9). Providers must ensure that vaccine storage units that don t meet these specifications have data loggers in place by January Where can I get additional information about purchasing data loggers? The NHIP is working with the vendor to allow NH providers to purchase Fridge-tag 2 data loggers at a reduced price. Also, there are many data loggers on the market if you elect not to purchase the Fridge-tag 2. Speak with your medical supply company or ask other practices what they recommend. Remember that your data loggers must meet the CDC specifications (see question #9). Data Logger Q&A Page 2 of 5 Revised

3 10. What if I don t like the data loggers supplied by the NHIP? Your practice may purchase another brand of data logger so long as it meets the CDC s specifications below. Data logger specifications: a) Detachable Biosafe glycol-probe that remains in the refrigerator or freezer b) A digital display on the outside of the unit that shows the inside temperatures c) A minimum/maximum temperature display d) A Hi/Lo alarm (audible or visual) for out-of-range temperatures e) The ability to record and save temperature information 24 hours a day f) The ability to download and transmit temperature information by g) A current certificate of calibration traceable to the National Institute of the Standards and Technology (NIST) h) Accuracy of +/- 1 F (0.5 C) 11. What type of training will I receive? The trainings will be similar to the VTrckS webinars that many of you have received. Trainings will consist of live, interactive webinars, online videos, and website tutorials. Please see the enclosed document entitled Spring 2014 Data Logger Webinar Trainings. 12. Can I skip the training webinars and set up the data loggers myself? Yes. The Fridge-tag 2 is simple enough that many providers will be able to set up and operate their data loggers with minimal assistance. Contact the NHIP at for additional information. 13. Do I need to document the current temperatures twice daily if I have a continuous data logger and/or alarm system? The CDC and the NHIP require that you document the current temperatures on your paper temperature log twice daily. Twice daily checks provide a better indication of any problems with your storage unit. This safety check also ensures that temperature excursions recorded by the data logger are addressed promptly. Data Logger Q&A Page 3 of 5 Revised

4 14. The NHIP recently sent us new paper temperature logs and told us to document the minimum and maximum (min/max) temperatures. Is this part of the data logger project? Yes. In addition to continuous temperature monitoring, data loggers also provide min/max temperature reading. This important function lets you know if the temperature has gotten too warm or too cold since your last temperature check. 15. When should I record the min/max temperature? The CDC and the NHIP recommends recording the min/max temperature at the beginning of the workday. Remember to log your min/max temperature on your New Hampshire Immunization Program Celsius Temperature Log every morning. 16. What other functions should the data logger be used for? In addition to checking the minimum/maximum temperatures, the data logger should be used for: a) identifying and responding to temperature excursions; and b) documenting twice daily temperature checks. 17. How often do I need to download the report from the data logger? a) Immediately download the data logger after a temperature excursion; b) At least every 30 days. For example, download the data logger on the last working day of each month; and c) Download reports when you want to check the stability of the refrigerator or freezer. 18. What should I do with the report after it has been downloaded? Save the report in a specially named folder on the share drive of your computer. Always name and date the report. For example: Dr. Smith downloads a report and decides to name it, Smith Refrigerator This tells everyone that it s Dr. Smith s refrigerator report and it was downloaded on February 15, For the freezer, you can name the report Smith Freezer How do I create and name a folder on my computer? And what s a share drive? Ask your supervisor or your IT staff. Data Logger Q&A Page 4 of 5 Revised

5 20. How often do I need to send the report to the NHIP? The NHIP asks that you initially download and transmit the data logger report twice during a seven day period. The first report should be sent to the NHIP on the next business day after you install the data logger. For example, if you install the data logger on Tuesday, you should download, save and the report to the NHIP on Wednesday. The second report should be downloaded, saved, and ed seven days after your first report. This will get you accustomed to using the data logger and allow NHIP to identify any problems in your refrigerator or freezer. Please address your to: On the Subject Line write: Immunization@dhhs.state.nh.us Data Logger Report After we receive your first two reports, you will only reports when: a) You have a temperature excursion, or b) The NHIP asks for the report, or c) You have concerns about the stability of your storage unit. 21. The data logger box has a document inside called Certificate of Calibration. What does this mean and what should I do with the document? Each data logger box has a calibration report. After you activate the data logger(s), please write your practice name and PIN # on the calibration report(s) and fax the report(s) to the NHIP at Then place the calibration report(s) in your immunization binder or other secure location in your office. Data Logger Q&A Page 5 of 5 Revised