Immunisation and Co-Administration Fees

From 1 August 2023, the administration service fee is no longer part of the subsidy calculation of the vaccine's dispensing in the claim (see Planning Guide: funded vaccines in community pharmacy and Immunisation Advisory Centre).

Further changes were made in the 2024 ICPSA Variation 6 contract. An Immunisation Administration Fee Other for administrating all immunisations (excluding influenza, COVID-19, and shingles + influenza vaccines) was introduced and current immunisation administration fees were also updated.

• Note: See the December 2024 Immunisation Claiming Changes PDF for the Health NZ Te Whatu Ora communication at the end of this article about these changes.

Process

1. Dispense the vaccine(s) administered to the eligible health consumer.
2. Dispense one immunisation administration fee to claim the service fee for administering funded vaccine(s).
   • For influenza vaccinations, dispense an IMMUNISATION ADMIN FLU Fee (pharmacode 2660733).
   • When influenza and shingles vaccinations are given in the same visit, dispense an IMMUN CO-ADMIN FLU & SHINGLES Fee (pharmacode 2664453).
   • When Influenza and Boostrix (Tdap) are co-administered to pregnant patients, dispense an IMMUNISATION ADMIN FLU Fee (pharmacode 2660733) until 31 December 2024, and from 1 January 2025 dispense an IMMUN ADMIN ALL OTHER VACCINES Fee (pharmacode 2692813). 
   • For all other vaccinations (excluding COVID-19 vaccinations) dispense an IMMUN ADMIN ALL OTHER VACCINES Fee (pharmacode 2692813). 

Do NOT tick the Fee tick-box on the Immunisation Administration Fees -
this will prevent them from going into claims.

Note: Only one immunisation administration fee should be dispensed per patient per day.

Other Steps

Update pricing

For the vaccinations to price correctly in Toniq, pricing needs to be updated to the latest contract. Follow the steps in Updating Pricing to Latest ICPSA Contract to do so.

Troubleshooting

If there are concerns about whether appropriate administration fees have been dispensed or claimed, see the Troubleshooting section of Vaccination and Administration Fee Claiming.

Collection Status

Remove the collection status of vaccines and fees (optional):

• From the main menu, go to 2. Stock Control, 4 Maintain medicine, then find the vaccine or fee you wish to change.
• Press F11 Next page twice.
• Untick Track collection status.
• Press F11 Next page again, then F12 Accept Details to save.

Stock management

• To keep stock-on-hand (SOH) correct for vaccinations ordered through the CIR
  •  EITHER:
    • Create a manual order in Dispensary (see Blank orders in Dispensary) with the items ordered via the CIR,
    • Confirm the order,
    • Receive the order as usual when the stock arrives.
  • OR do not track SOH in Dispensary at all by setting the vaccinations to Non Diminishing. 
• Consider setting Don't order so the vaccinations do not appear in orders to your usual supplier.
• Make the Immunisation Administration stock card Non Diminishing, so that an owes prompt does not appear during dispensing and SOH does not go into negative values:

Reviewed: 06/12/2024