Search | Board & Staff | Admin
HOME|FOR PROVIDERS|FOR PAYERS|FAQS|FORMS & CHARTS|REFERENCE|ABOUT US|CONTACT US
NEED HELP?
MVB is administered by:

www.KidsVax.org
Call Us
1-855-KidsVax (543.7829)
Fax Us
1-855-KidsFax (543.7329)
Email Us
Forms
Calendar
Email Alerts Sign Up








Frequently Asked Questions


The MVB carefully considers questions posed by providers, payers and others interested in its work. It responds to items of general interest from time to time via these FAQs on this website. These FAQs also guide MVB’s service provider in administering its assessment and vaccine funding work.

Federal Vaccines for Children (VFC)
FAQs for Providers
FAQs for Payers
All Questions

Federally Funded Vaccines for Children

Hide details for G01.  Has anything changed for the federally funded Vaccines for Children (VFC)?G01. Has anything changed for the federally funded Vaccines for Children (VFC)?
Neither the federally funded Vaccines for Children entitlement, nor the state’s purchase of vaccines for children in state-sponsored medical plans, were affected by the new law. Vaccines for these groups represent around two-thirds of the state’s vaccine budget.
Hide details for G02.  Do providers need to screen for VFC eligibility?G02. Do providers need to screen for VFC eligibility?
Yes. VFC status screening is still a federal requirement for every visit and hasn’t changed. More information about VFC status screening, including frequently asked questions, is available at: Maine CDC Website
Hide details for G03.  Do providers need to put vaccines for privately insured children in a different refrigerator from federally funded vaccines?G03. Do providers need to put vaccines for privately insured children in a different refrigerator from federally funded vaccines?
No, you don’t need to separate your vaccines. This is one of the benefits of maintaining the universal purchase system.

FAQ for Providers
Hide details for P01.  What is the Universal Childhood Immunization Program?P01. What is the Universal Childhood Immunization Program?
The Universal Childhood Immunization Program was established by
2009 Public Law 595 to provide all children from birth until 19 years of age in the State with access to a uniform set of vaccines as determined and periodically updated by the Maine Vaccine Board. Vaccine purchase is funded by an assessment on health insurance carriers and 3rd-party administrators registered under Title 24-A of the Maine Revised Statutes.
Hide details for P02.  Are adults covered under this program?P02. Are adults covered under this program?
No, this program provides vaccines for children from birth until 19 years of age.
Hide details for P03.  When does this program start?P03. When does this program start?
Vaccine distribution began in January 2012.
Hide details for P04.  How does this law affect how Medical Providers currently receive vaccines from the Maine Immunization Program?P04. How does this law affect how Medical Providers currently receive vaccines from the Maine Immunization Program?
State supplied vaccines will be available for all children until 19 years of age. Physicians and other providers will continue working with the Maine Immunization Program as before, using the same processes for ordering and receiving vaccines and doing the same quality assurance activities. More vaccines, including some combination vaccines, will be available for ordering for all children from birth until 19 years of age.
Hide details for P05.  What will be the main changes to my office?P05. What will be the main changes to my office?
The Maine Immunization Program will operate much the same as it currently does. Availability of state supplied vaccines will be expanded to all children and more vaccine choices will be available. Vaccine ordering and accountability processes are expected to remain relatively the same. All providers who receive state supplied vaccine will be required to use the ImmPact2 Immunization Information System for ordering and vaccine accounting.
Hide details for P06.  What are the benefits to my office?P06. What are the benefits to my office?
Benefits include:
Receive state supplied vaccine at no cost for all children in your practice.
Maintain continuity of care: All of your patients receive immunizations in their medical home.
This promotes:
-Fewer missed opportunities: Children won’t miss immunizations due to being referred elsewhere.
-Knowing if a child is up-to-date for immunizations when treating them for other illnesses.
-No need for up-front purchase of childhood vaccines.
-No need to keep two separate inventories of vaccine for VFC Children and privately insured children.
-Access valuable public health resources for your practice:
  • Staff training.
  • Technical assistance on vaccine and immunization issues.
  • Best practices in vaccine storage and handling:
    • Inventory management, temperature monitoring, and vaccine ordering.
    • Information about new vaccines, schedules, and vaccine supply issues.
  • Help measuring, promoting and achieving high immunization coverage rates for your practice.
-More combination vaccines will be available through this program:
  • Fewer needle sticks will be needed to fully vaccinate a child.
  • Acceptance of more scheduled vaccines can be achieved.
  • Rates can be improved with the effective use of combination vaccines.
Hide details for P07.  How will this program affect patients?P07. How will this program affect patients?
Vaccines will be available for ALL CDC/ACIP recommended diseases. Vaccines that are approved by the Maine Vaccine Board will be available for all children from birth until age 19 through physicians and other healthcare providers. Patients will not be charged for the cost of the vaccine. Therefore, financial barriers, (e.g. high insurance deductibles and out-of-pocket expenses), will no longer be an obstacle for children to receive vaccine. This is one of the best ways to improve immunization rates and keep kids healthy.
Hide details for P08.  What will providers have to do differently?P08. What will providers have to do differently?
All providers will be required to use the Maine Immunization Information System (ImmPact2) to order vaccine and report doses administered either on a per patient basis or aggregate each month.
Hide details for P09.  How can I participate?P09. How can I participate?
If your practice is already enrolled as a Maine Immunization Program provider, you do not need to do anything to enroll in the Program right now. Medical providers who are not currently enrolled as Maine Immunization Program Providers can enroll now in order to prepare for the start of the Program. Contact the Maine Immunization Program for details about enrolling. Find information about the federal Vaccines for Children (VFC) Program at: http://www.cdc.gov/vaccines/programs/vfc/providers/questions

Office Procedure Questions
Hide details for P10.  Do I need to screen for VFC (Vaccines for Children) eligibility?P10. Do I need to screen for VFC (Vaccines for Children) eligibility?
Yes. VFC status screening is a federal requirement and will not change. Healthcare providers will still need to screen children for VFC eligibility at every visit. More information about VFC status screening, including frequently asked questions, is available at: http://www.maine.gov/dhhs/mecdc/infectious-disease/immunization/providers/forms-updates.shtml

Vaccine Purchasing Questions
Hide details for P13.  What vaccines are covered by the Universal Childhood Immunization Program?P13. What vaccines are covered by the Universal Childhood Immunization Program?
Routinely recommended and approved vaccines for children from birth until age 19 will be available at no cost to physicians and other providers. The Vaccine Board will determine the list of vaccines to be made available. For a list of vaccines and presentations that will initially be available, visit the Maine Vaccine Board website here.
Hide details for P14.  Should I buy seasonal childhood influenza vaccine for next year?P14. Should I buy seasonal childhood influenza vaccine for next year?
No – flu vaccine will be provided for all children under age 19.
Hide details for P15.  Does the state purchase the nasal spray flu vaccine, Flu mist?P15. Does the state purchase the nasal spray flu vaccine, Flu mist?
Yes. This vaccine is one of the types of flu vaccine that will be available through the Universal Childhood Vaccine Program.
Hide details for P16.  Will the state still be selecting the vaccines available, or will we have a choice?P16. Will the state still be selecting the vaccines available, or will we have a choice?
As directed by statute, the Maine Vaccine Board determines the list of vaccines to be made available by the Program and will review the selection annually. This vaccine selection is done through the APA rulemaking process and public input is welcome. You can submit questions or input to immunizeme@maine.gov. For the list of vaccines that will be offered initially, please visit the website here.
Hide details for P18.  Will vaccines be allocated?P18. Will vaccines be allocated?
Not typically. If there is a national shortage or a vaccine is received in multiple shipments (like seasonal childhood influenza vaccine), those vaccines will be allocated. Vaccine orders will continue to be monitored based on past usage and inventory to ensure that physicians and other healthcare providers have no more than 45 days of inventory at any given time. The goal is to make sure physicians and other healthcare providers have enough vaccine to vaccinate children when they are in the office.
Hide details for P19.  What if a vaccine is in shortage or not available through the universal program?P19. What if a vaccine is in shortage or not available through the universal program?
In a bona fide shortage situation, the US Centers for Disease Control and Prevention makes vaccine available to states through an allocation process. Shortages mean limited supplies may be available, but the Maine CDC will make as much vaccine available as possible. In addition, the Maine Vaccine Board has the authority to make temporary adjustments to the vaccine list to accommodate supply variations.

Reimbursement Questions
Hide details for P20.  What if my office no longer wants to participate in the state program but does want to privately purchase and bill for vacci...P20. What if my office no longer wants to participate in the state program but does want to privately purchase and bill for vacci...
This new legislation was designed to reach all children in Maine. It is the goal of the Maine Vaccine Board to implement this program in a way that allows all Maine healthcare providers who care for children to participate fully. The authorizing legislation for this program does not dictate whether health plans or other payers will continue to reimburse providers for any privately purchased vaccines. Each health plan or other payer will make its own policy. Please contact the health plan directly for further information.
Hide details for P21.  Can I still bill the insurers normally for the vaccine administration fee?P21. Can I still bill the insurers normally for the vaccine administration fee?
Yes. The vaccine administration fee is not affected by this legislation.
Hide details for P22.  What if a patient’s parents/guardian cannot pay the administration fee?P22. What if a patient’s parents/guardian cannot pay the administration fee?
You cannot deny administration of a state supplied vaccine to an established patient because the child’s parent/guardian/individual of record is unable to pay the administration fee.


FAQs for Payers
Hide details for A01.  Are carriers the only ones paying for Maine Vaccines?A01. Are carriers the only ones paying for Maine Vaccines?
No. Most self-insured employers, HMOs, TPAs and others subject to Title 24-A are subject to assessment. Substantial portions of the total cost are paid by the federal government. Additionally, by returning to universal childhood immunization, Maine receives the largest discount available from the pharmaceutical industry. No State of Maine general funds go to pay for childhood vaccinations for privately-covered children. Similarly no assessments are to be applied for vaccine purchases by Maine for children not covered by the assessments. A new Childhood Immunization Fund held in Trust by the Maine Treasurer of State assures that funds are properly used.
Hide details for A02.  How are an entity’s assessments determined?A02. How are an entity’s assessments determined?
Assessments are based upon the estimated vaccine costs, program expenses and the number of covered lives reported by the entity to the MVB. Payers are required to accurately report the number of covered lives of children each quarter. Children are covered until age 19. The assessment is intended to cover the costs of the program for the fiscal year and fund some modest reserves. Any excess funds will be applied to reduce next year’s assessments.
Hide details for A03.  Are there any other penalties?A03. Are there any other penalties?
Yes. Maine’s Superintendent of Insurance may apply sanctions and penalties and take other action under Title 24-A of Maine law.
Hide details for A05.  Where do I go to complete the online assessment?A05. Where do I go to complete the online assessment?
To access the online assessment, please click here. If you are a first time user you must register first here. Please note: due to security features of the system, it may take up to 30 minutes after a new account is created before it can be accessed for data entry. This delay occurs only at the initial creation of the account.
Hide details for A06.  Are there any tutorials on the use of this system?A06. Are there any tutorials on the use of this system?
Yes. Please click here to access web training. It is available on the web 24/7.
Hide details for A07.  How often do I have to report?A07. How often do I have to report?
Quarterly. Within 45 days of each July 1, October 1, January 1, and April 1, payers must pay the assessment for the preceding quarter. Accordingly, a quarterly report and payment is due on or before each August 15, November 15, February 15 and May 15 of each fiscal year. The new MVB fiscal year begins each July 1.
Hide details for A08.  If I am a TPA who has determined I have zero covered lives, am I still required to report every quarter?A08. If I am a TPA who has determined I have zero covered lives, am I still required to report every quarter?
No. If you are a TPA, special benefits plan, or any type of insurer that does not provide basic health care and therefore has zero child covered lives, you are only required to report once a year, in the first quarter of each year. MVB’s fiscal year starts July 1, so that means this zero covered lives report is due November 15 for the quarter ending September 30.
Hide details for A09.  If our company has no covered lives, but that changes in the future, what do I do?A09. If our company has no covered lives, but that changes in the future, what do I do?
Start reporting regularly beginning with the first quarter in which you have covered lives.
Hide details for A10.  What if I have already registered, but need to change some of the information?A10. What if I have already registered, but need to change some of the information?
You can simply log back into your account and make any changes needed; this will not create any problems for the system.
Hide details for A11.  If I make a mistake in my report, how do I correct it?A11. If I make a mistake in my report, how do I correct it?
Please email info@MEvaccine.org with an explanation of your mistake and the correct covered lives number. An MVB staff person will provide assistance so that you are able to print a corrected remittance form.
Hide details for A12.  If I reported too many covered lives, but have already sent the check, can I be reimbursed?A12. If I reported too many covered lives, but have already sent the check, can I be reimbursed?
Yes. Please email info@MEvaccine.org explaining the mistake and the amount needed for reimbursement. The MVB will then determine the best way to reimburse you whether by check or a deduction from your next quarterly assessment.
Hide details for A13.  Do I need to print and send my remittance form with the check?A13. Do I need to print and send my remittance form with the check?
Yes. That will help us make sure your check is properly credited to your account.
Hide details for A14.  What address do I send the check to?A14. What address do I send the check to?
Maine Vaccine Board
c/o KidsVax.org
PO Box 1885
Concord, NH 03301
Hide details for A15.  When is my remittance considered paid?A15. When is my remittance considered paid?
The date of the postmark on your envelope or the date on the check, whichever is dated later.
Hide details for A16.  If I send the check on the 15th must I overnight it?A16. If I send the check on the 15th must I overnight it?
No. Regular mail is fine. We will consider your remittance as paid on the date of the postmark.
Hide details for A17.  Can I wire transfer instead?A17. Can I wire transfer instead?
No. The Maine State Treasurer does not allow us to receive MVB assessments via wire transfer at this time.
Hide details for A18.  What if I am late?A18. What if I am late?
Please go ahead and prepare your report ASAP. Then include the interest in the remittance at a rate of 12% per annum for each day from the due date to the date your check is mailed.
Hide details for A19.  Whom do I contact if I have a question or a problem?A19. Whom do I contact if I have a question or a problem?
You can email info@MEvaccine.org, or call 1-855-543-7829. We welcome any opportunity to assist you.
Hide details for A20. Is more information available on how to correct any overpayment or underpayment by my company?A20. Is more information available on how to correct any overpayment or underpayment by my company?
Yes, please email us at info@MEvaccine.org. Please provide the number of covered lives filed and the number that should have been filed. We will make the necessary changes.









MVB Tax ID: 45-2819045


Copyright 2014 Maine Vaccine Board