Vaccine Coordinator

PRIMARY PURPOSE:

To support FoundCare’s immunization program by coordinating vaccine management, storage and handling, inventory, and compliance with Vaccines for Children (VFC) and Vaccines for Adults (VFA) programs, while also providing medical assisting support to providers and clinical teams, including patient rooming, vaccine and medication administration, accurate documentation, and promoting the delivery of safe, efficient, and high-quality patient care.

ESSENTIAL JOB FUNCTIONS:

Vaccine Coordination

• Serve as the site’s primary vaccine coordinator in accordance with Vaccines for Children (VFC) and Vaccines for Adults (VFA) program requirements.
• Monitor and document vaccine storage unit temperatures using digital data loggers, and review and maintain temperature logs in accordance with VFC and VFA program requirements.
• Respond to temperature excursions by following FoundCare’s emergency vaccine storage and handling plan, including isolating affected vaccine and contacting the manufacturer and the Florida VFC and VFA programs as required.
• Order vaccines and maintain vaccine inventory, including receiving and inspecting shipments, rotating stock, monitoring expiration dates, and reconciling inventory in Florida SHOTS.
• Document and report expired, spoiled, and wasted vaccine in accordance with program requirements.
• Maintain vaccine storage and handling equipment, including storage units and digital data loggers, and coordinate repairs and calibration certificate renewals.
• Develop, maintain, and update the routine vaccine management plan and emergency vaccine storage and handling plan.
• Ensure accurate documentation of administered vaccines in the electronic health record and Florida SHOTS.
• Train and support clinical staff on vaccine storage and handling, administration, and documentation procedures.
• Prepare for and participate in VFC and VFA compliance site visits and implement corrective actions as needed.
• Serve as liaison with the Florida Department of Health VFC and VFA programs, vaccine manufacturers, and distributors.
• Support immunization outreach by identifying patients due or overdue for vaccines and coordinating with care teams to close care gaps.
• Complete required annual VFC and VFA training and maintain current knowledge of CDC and ACIP immunization schedules and program requirements.

Medical Assisting

• Promote the mission, vision, and values of FoundCare.
• Perform patient rooming, including but not limited to, obtaining and recording vital signs, height, weight, chief complaint, brief relevant history including pain status, allergies, current medication, current pharmacy, required screenings and any other pertinent information for specific age groups. Review care gaps during rooming process and coordinate with provider to close care gaps.
• Prepare patient for examination/procedure, as appropriate.
• Prepare exam rooms for clinical examinations and assist provider with medical procedures including those requiring aseptic technique.
• Demonstrate knowledge of medications and their correct administration based on age of the patient and patient’s clinical condition within scope of practice.
• Demonstrate knowledge of vaccines and immunization schedule for age-appropriate patients.
• Administer medications and immunizations orally, intramuscularly, subcutaneously, and intradermal or by inhalation as ordered by the provider, asking for assistance from RN or provider if unfamiliar with medication or procedure.
• Collect and prepare lab specimen in accordance with the policy and procedures for the Clinical Laboratory Manual.
• Maintain standard precautions at all times.
• Perform pre-visit planning with provider and care team to review medical records, close care gaps and promote patient-centered care.
• Participate in patient education by providing standardized, structured electronic, written, and verbal information to patients regarding procedures, preparation for diagnostic tests, and chronic disease conditions as instructed by RN/provider. Refer patients who require further teaching interventions to an RN or provider.
• Meet current documentation standards and policies within electronic medical record.
• Provide emergency care to patients when necessary, using basic life support and automated defibrillator equipment, maintaining basic CPR certification.
• Ensure compliance with all health care regulations, including HIPAA and OSHA.
• Provide compassionate support and comfort to patients and families during clinic visits and procedures as needed.
• Interact with respect in situations where patient and/or family display anger or distress. Collaborate with RN, Supervisor and/or provider when necessary.
• Perform other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of vaccine storage and handling requirements, CDC and ACIP immunization schedules, and Vaccines for Children (VFC) and Vaccines for Adults (VFA) program requirements.
• Solid foundational knowledge of clinical and administrative medical assisting, including patient rooming, specimen collection, medication administration, and EMR documentation.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, and Word, and ability to navigate electronic health record systems and Florida SHOTS.
• Strong attention to detail and recordkeeping skills.
• Strong organizational and interpersonal skills.
• Excellent customer service skills.
• Ability to manage multiple and simultaneous responsibilities and to prioritize as it relates to patient care and acuity.
• Ability to complete work assignments accurately and in a timely manner.
• Ability to communicate effectively verbally with others, with or without the use of an interpreter, and in writing using the English language, with or without the use of auxiliary aids or services.
• Ability to review, understand, and apply concepts presented in training programs, conferences, and/or professional literature.
• Ability to interact and work with diverse populations.
• Ability to maintain confidentiality of all patient and organizational information in accordance with HIPAA regulations.
• Ability to handle difficult situations involving patients, providers, or others, professionally.
• Clear understanding that FoundCare provides information on educating individuals on safer sex practices which would include but not be limited to, exposure to explicit language, explicit printed material, and descriptions of explicit sexual activities as part of the agency’s mission in the prevention and transmission of HIV disease.

PHYSICAL REQUIREMENTS

• Ability to endure short, intermittent, and/or long periods of sitting and/or standing in performance of job duties.
• Full range of body motion: Position requires reaching, bending, stooping, and handling objects with hands and/or fingers, talking and/or hearing, and seeing.
• Ability to lift and carry objects weighing up to 25 pounds.
• Use standard office equipment and technology, including computers, telephones, and clinical equipment and systems, in the course of daily duties.
• Exposure to blood and body fluids, communicable diseases and utilizing standard precautions to prevent transmission of diseases acquired by contact with blood, body fluids, non-intact skin, and mucous membranes.
• Ability to travel to other FoundCare locations and perform job duties.
• Ability to travel to other locations to attend meetings, workshops, and seminars, plus travel to other FoundCare departments and FoundCare conference rooms.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent.
• Completion of an accredited Medical Assistant program.
• Basic Life Support certification.
• Preferred: Two (2) years of experience as a Medical Assistant, including vaccine administration.
• Preferred: Experience with vaccine inventory management, storage and handling, or VFC and VFA program requirements.
• This role is not eligible for visa sponsorship.