Section 1: School Based Coordinators

CFH has extensive experience in the coordination, planning, and provision of school-based clinics. The coordination, planning, and provision of school-based clinics will be managed by four positions who report to the Director of Community Health. Their roles and responsibilities are described below.

Section 1.1.1 Clinical School Coordinator (CSC)

The Clinical School Coordinator position is filled by a RN. Their role is to be the liaison between the School Workforce Grant HHSA Public Health Nurses (HHSA PHNs), the District Nurses, and the CFH staff. This role will work with the HHSA PHNs to learn the objectives of the County School Workforce Grant, and receive the County provided data on which schools are under-vaccinated and/or of high need. The HHSA PHNs can provide health presentations on various vaccines.

The CSC will be introduced to the district nurses and attend the school nurse work group meetings and district nurses' meetings to identify and respond to immunization needs. They will learn how the district nurses run their assessment reports to identify students' vaccination and health insurance status. The CSC will be able to set clinic expectations with school site administrators and verify assessment reports through our CAIR2 team to ensure vaccine eligibility.

The CSC will work with the School Events Coordinator to ensure that CFH has all the necessary site contacts, flyers, and vaccines. The CSC will work with the Vaccine for Children Coordinator to ensure that vaccine inventory is stocked, clinical staff and CHW staff are trained, and that CFH is compliant with VFC protocols.

Section 1.1.2: School Event Coordinator (SEC)

The SEC will be the lead on school event coordination and will be the school site's main point of contact. They will gather the following information: main point of contact, site needs in the areas of material needs and availability (tables, chairs, electricity, restrooms, canopies, Wi-Fi), vaccines to be provided, marketing and information needs (flyers, health presentations, canvassing, site visits), and will confirm event date/time frames. The SEC will conduct site visits, attend parent or administrator staff meetings when applicable, and check in with the school site at least one week before the scheduled event. The SEC will send out the event feedback form and make recommendations to improve CFH protocols as needed.

The SEC will attend partner meetings that are associated with education and school districts. Some examples include the Live Well San Diego K-12 Sector, and the Imperial Beach Family Resource Collaborative. The SEC will advocate regarding the need for and availability of childhood vaccines.

The SEC will work the HHSA PHNs to coordinate vaccine presentation requests. The SEC will capture presentation data to share with school sites. The SEC will also work with CFH’s CHWs to coordinate canvassing dates prior to the event. The CHWs can share population and site details with the SEC so that everyone is well prepared.

The SEC will work with the Vaccine for Children Coordinator to check vaccine inventory, receive up to date trainings on the various vaccines, and ensure that all partners involved are knowledgeable on CDPH’s Vaccine Eligibility guidelines. They will work with the CSC to note immunization needs and will work with the Clinical Operations Coordinator to ensure shift details are correct.

Section 1.1.3: Vaccine for Children Consultant (VFCC)

The Vaccine for Children Consultant (VFCC) will ensure that CFH is compliant with Vaccines for Children (VFC) protocols and help oversee VFC funded vaccines. The VFCC will support with the creation of VFC specific screening tools, request informational material from the State, monitor vaccine inventory, and help create School Based Clinic VFC Eligibility Verification protocols to ensure only VFC eligible youth receive the VFC funded vaccines.

A requirement of the VFC program is to have privately funded vaccines for youth who may have private insurance. The VFCC will support with ordering private vaccines and creating the screening tool protocols. The VFCC will support data collection and tracking to help complete the monthly reports.

The VFCC will work with the Clinic Manager, CSC, and the Clinical Training Coordinator to create training modules on VFC vaccines managements and preparation, administration techniques for pediatric patients, and VFC program reporting requirements. VFC management modules and education are available through the EZIZ website.

Section 1.1.4: Early Childhood Clinic Coordinator (ECCC)

The Early Childhood Clinic Coordinator (ECCC) will play a pivotal role in our school-based clinics, with a specific focus on Pre-K and early education partners. The ECCC will serve as the primary liaison between CFH and these educational institutions, ensuring that immunization programs run smoothly. Their responsibilities will include gathering essential information such as the main point of contact, site requirements (e.g., materials, vaccines), marketing and information needs, and event scheduling details.

In addition to coordination, the ECCC will conduct site visits, attend relevant meetings, and maintain regular communication with school sites to guarantee a seamless process. They will actively participate in partner meetings within the education sector, advocating for the importance of childhood vaccines and their availability.

Collaboration is key, and the ECCC will work closely with our Public Health Nurses (PHNs) to coordinate vaccine presentation requests and share important data with school sites. They will also partner with our Community Health Workers (CHWs) to organize canvassing activities, ensuring that both the population and site-specific details are well-prepared.

Furthermore, the ECCC will collaborate with the Vaccine for Children Coordinator to manage vaccine inventory, stay updated on various vaccines through training, and ensure that all partners adhere to the California Department of Public Health's Vaccine Eligibility guidelines. They will work in tandem with the Clinical School Nurse Coordinator to address immunization needs and with the Clinical Operations Coordinator to ensure accurate shift details.

With their dedication and expertise, the Early Childhood Clinic Coordinator will contribute to the success of our immunization programs, particularly in the early education sector.

Section 1.1.5: HPI Quartile 1 and 2 Outreach Coordinators

Our HPI 1 and 2 Outreach Coordinators focus on identifying potential partners and events within their respective HPI quartiles.

While their primary task is to locate partners for the specific clinics we report on, they also seek out strategic school-facing partners.

Once they establish a connection with potential partners, they pass on the referral to the School Events Coordinator to initiate the next steps.

Section 1.1.6: Vaccine for Children Vaccination Data Coordinator (VFCVDC)

The VFC Vaccination Data Coordinator will play a pivotal role in the efficient tracking and reporting of Vaccines for Children (VFC) clinics. This role is responsible for maintaining accurate records of VFC vaccine doses administered, wasted, and in inventory. The Coordinator will work closely with the Quality Assurance team to ensure compliance with VFC program guidelines and regulations.

Key Responsibilities:

Track and record all VFC vaccine doses administered, including detailed documentation of each vaccine type.

Monitor and report on vaccine wastage, identifying areas for improvement in vaccine handling and administration.

Maintain up-to-date inventory records of VFC vaccines, coordinating with the Vaccine for Children Coordinator to ensure adequate supply.

Generate reports and data analysis related to VFC clinics, supporting program evaluation and decision-making.

Collaborate with the Clinical School Nurse Coordinator and other team members to ensure accurate documentation of immunizations in school-based clinics.

Participate in VFC program training to stay current on vaccine eligibility guidelines and program requirements.

Assist in the preparation of VFC program audits and compliance reviews.

Serve as a point of contact for VFC-related inquiries and provide guidance to staff involved in VFC clinics.

Implement quality control measures to ensure data accuracy and integrity.

The VFC Vaccination Data Coordinator will contribute to the success of the VFC program by ensuring that accurate data is available for program evaluation, compliance, and efficient vaccine management. This role plays a crucial part in promoting immunization access for children and maintaining the highest standards of vaccine administration.

Section 1.1.7: Community Health Workers

Our dedicated Community Health Workers play a pivotal role in supporting our clinics.

They are not only responsible for fielding new location opportunities but also actively participate in clinics by engaging with the community.

They provide education, assist patients in completing registration forms, and serve as community mirrors, fostering a welcoming environment at our clinics.

Section 1.1.8: Data Analyst

Our Data Analyst is instrumental in our efforts to gather and analyze data from our monthly progress reports.

They provide valuable insights into our successes, helping us identify areas of focus and partners with whom we can collaborate more effectively.

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