Local Health Departments
The following resources are intended to aid local health departments in submitting quarterly reports, accessing immunization goals, increasing vaccination rates and more.
Reports
Quarterly reports are due 5:00 p.m. E.T. on the 30th of the month following the end of each quarter. Please take note of your return code when submitting your quarterly evaluation report, as it will be needed when returning to update objectives/activities/outcomes. This code is unique to your individual survey response.
Reporting Resources
- Immunization Data
- Contact IDOH for help with Financial Resources or filling out Quarterly Report Forms.
- Grant Writing
Grant Writing Tips
- Review the Request for Proposal (RFP) to determine grant requirements.
- Identify your goals and outcomes.
- Identify your key personnel, financial needs and timeline.
- Tailor your responses to the organization providing the grant.
- Include SMART Goals:
- Specific: What will be accomplished? What actions will you take?
- Measurable: What data will measure the goal?
- Achievable: Is the goal practical? Do you have the necessary skills and resources?
- Relevant: How does the goal align with broader goals? Why is the result important?
- Time-Bound: What is the time frame for accomplishing the goal?
Additional Resources
- Grants.gov
- CDC Grant training
- Register to access government grant writing resources.
- Purdue University Writing a Successful Grant Proposal
- Outlines the step-by-step process of writing a grant.
The Indiana Department of Health has identified the following goals for this grant period, along with resources to accomplish these goals:
- Increase compliance with immunization recommendations in accordance with the Centers for Disease Control and Prevention’s Advisory Committee on Immunization Practices (ACIP), including COVID-19 vaccines
The Center for Disease Control and Prevention (CDC) Advisory Committee on Immunization Practices (ACIP) has developed best practice guidelines for routine vaccination to prevent vaccine preventable diseases that occur in infants, children, adolescents, or adults. Here are a few strategies to help increase vaccine rate.
Reminder Recall Systems: Use more than one method for reminder recalls — phone call, text message, email or post card. Be mindful of the age and demographic of the population you serve as some methods may not be as accessible to them.
Community-based Interventions: Vaccine clinics. Held before and after work and school hours. Utilize Health: Immunization: On-site Vaccination Clinics. Reduce out of pocket cost: Provide patients with information about VFC Program and locations.
- Increase health equity for individuals seeking vaccinations
Strategies for reaching populations with limited access: Coordinate with existing systems (case managers, faith-based organizations, residential facilities, etc.) to schedule and arrange transportation for vaccination appointments for under-vaccinated populations.
Address vaccine hesitancy by working with faith-based leaders, healthcare providers and trusted community members to discuss the importance, safety and efficacy of vaccinations.
Learn more at Centers for Disease Control and Prevention’s Strategies for Reaching People with Limited Access page. Strategies to reach people with limited access to vaccines
- Increase HPV vaccination
HPV vaccination works. Since HPV vaccines have been available, there has been a steady decline in HPV infections, cervical precancers and genital warts. HPV infections have dropped 88% among teen girls and 81% among young women. Among vaccinated women, the percentage of cervical precancers caused by the HPV types most often linked to cervical cancer have dropped by 40%.
HPV Vaccination Recommendations | CDC
Human Papillomavirus (HPV) Information for Parents | CDC
Ask the Experts about Human Papillomavirus (HPV) Vaccines - CDC experts answer Q&As (immunize.org)
- Increase seasonal influenza vaccination
Making a Strong Recommendation:
SHARE Share why an influenza vaccine is right for the patient given their age, health status, lifestyle, occupation or other risk factors. Highlight positive experiences with influenza vaccines (personal or in your practice), as appropriate, to reinforce the benefits and strengthen confidence in flu vaccination.
Address patients’ questions and any concerns about influenza vaccines such as side effects, safety and vaccine effectiveness in plain and understandable language.
Remind patients that influenza vaccines protect them and their loves ones from serious influenza illness and complications.
Explain the potential costs of getting influenza, including potential serious health effects for the patient and time lost (such as missing work or family obligations), financial costs, and potentially spreading flu to more vulnerable family and friends.
Flu Vaccines are Important for Children | CDC
Key Facts About Seasonal Flu Vaccine | CDC
Health: Infectious Disease Epidemiology & Prevention Division: Influenza/Flu
- Increase participation in the consumer access portal
Documenting patient vaccine information into access portal increases patient safety. Accurate patient vaccine data assures patients are recieving the most up to date vaccines.
Health: Immunization: Children & Hoosiers Immunization Registry Program (CHIRP) (in.gov)
- Reduce barriers to vaccination by increasing access to vaccine
To ensure that vaccines are available to all individuals who need them, it’s essential to identify under-vaccinated populations and eliminate the barriers, protect groups at high risk for vaccine preventable diseases, and advance health equity.
When an under-vaccinated population is identified, availability of vaccines, vaccine education, affordability and transportation needs should be assessed. Once these are identified, interventions can be placed to increase vaccination, including:
Help build vaccine confidence
Share clear and accurate information to educate about vaccine preventable diseases
Raise awareness about the benefits of vaccination and address common questions and concerns
Adapt key messages to the language, tone, and format that will resonate with communities * Understand community needs regarding vaccines
Health: Immunization: Data (in.gov)
Health: Immunization: About CHIRP (in.gov)
Strategies for Reaching People with Limited Access to COVID-19 Vaccines | CDC
- Reduce vaccine wastage of publicly funded doses
Vaccine loss or wastage is defined by IDOH as any incident or vaccine loss, which prevents a vaccine from being properly administered. This includes all spoiled, expired or wasted vaccines. Providers collaborating with the IDOH Immunization Division to vaccinate Hoosiers are required to document and report all incidents of vaccine loss and wastage. Providers must complete a Vaccine Return transaction in the Vaccine Ordering Management System (VOMS), when available, or submit a paper form (State Form 54052) within 30 days of the vaccine loss. If a provider’s office has vaccine wastage of 5% or greater, the Immunization Division can ask for restitution of the cost of the vaccine wastage.
Types of Vaccine Waste
Non-Preventable Loss: Provider is not responsible for cost of vaccine (area power outages, unavoidable refrigerator or freezer failure, transport company error, etc.).
Non-Compliance: Provider is responsible for cost of vaccine (failure to properly document in VOMS, administration of publicly-funded vaccines to patients who do not qualify, etc.).
Negligence: Provider is responsible for cost of vaccine (loss of vaccine due to improper storage, vaccines left out of refrigerator or freezer for longer time than allotted, storage unit unplugged or circuit breaker turned off, door of storage unit left ajar, etc.)
