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Resident immunization tracking for nursing homes
Every resident's flu, pneumococcal, COVID-19 and RSV record in one place: the education, the offer, and what happened. See who's due, enter a clinic day on one screen, check your chart for gaps, and download your weekly NHSN upload file.
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$2 per certified bed a month
- Added to staff tracking ($10 per staff member)
- BAA signed before the first resident
- No setup fee
- Month to month
vaccines per resident: flu, pneumococcal, COVID-19 and RSV
residents a surveyor reviews under F883, printed in one click
a certified bed a month, whatever the census
What the rules ask for, per resident
Under 42 CFR 483.80(d), a nursing home must teach each resident (or their representative) about the benefits and side effects of flu and pneumococcal vaccines, offer them, let the resident refuse, and record all of it in the medical record. Flu is offered every year from October 1 through March 31. COVID-19 follows the same steps under 483.80(d)(3).
Surveyors check this under tag F883. CMS's guidance tells them to pick five residents and read their records for the education and for the shot given, refused or medically contraindicated (State Operations Manual, Appendix PP). Each week the home also reports resident vaccination counts for COVID-19, flu and RSV to CDC's NHSN (483.80(g)).
Tennessee is stricter on timing: flu shots for accepting residents by November 30, or within ten days of the vaccine arriving, and pneumococcal vaccine for residents 65 and older (Tenn. Comp. R. & Regs. 0720-18-.06).
Most homes keep this in the chart plus a spreadsheet to work out who's due and to count for NHSN. Pact replaces the spreadsheet, not the chart.
What Pact keeps for each resident
Education and offer
The date each resident or representative got the vaccine education, and the date the shot was offered, for flu, pneumococcal, COVID-19 and RSV.
The outcome
Given, refused (with the signed declination on file) or medically contraindicated. A resident with no outcome shows as missing.
The due list
Who's due for which vaccine and why: CMS's October 1 to March 31 flu season, Tennessee's November 30 date, pneumococcal at 65 and older, RSV at 75 and older or 50 to 74 at higher risk, and a re-offer after readmission. It's a reminder. Your nurses and medical director decide.
Clinic day, one screen
Enter a whole hall's flu shots at once instead of one resident at a time.
Check against your chart
Export the vaccine report from your EHR (for example PointClickCare) and upload the file. Pact shows what doesn't match, so the two records agree before survey.
Survey printout
Print the vaccine record for any resident, or the five a surveyor picks, in one click.
See the portal in 2 minutes: a click-through of a sample nursing home, no login.
NHSN upload files, ready each week
Pact fills in the week's resident counts from your records: residents in the building, and how many are up to date on COVID-19, have this season's flu vaccine and have had an RSV vaccine. You type the week's positive tests and hospitalizations. Pact checks NHSN's rules and makes the CSV in CDC's template for the weekly resident summary (form 57.218), with no names in it. You upload it in NHSN.
The same portal makes the yearly staff flu summary (form 57.214) from your staff flu records and declinations, and the staff COVID-19 weekly summary (57.219) for homes that still send it. Pact never submits to NHSN for you. Weekly resident reporting, step by step · The staff flu summary and its May deadline.
Private by design
- Pact signs a business associate agreement (BAA) with your home before the first resident is added.
- Only name, date of birth, admission and discharge dates, unit and room, and your EHR's resident ID if you import from it, plus the vaccine records. No diagnoses, no Medicare numbers.
- Resident records are encrypted and kept in their own locked section. Every view is logged.
- Resident records are never sent to AI, and Pact's emails never name a resident.
Read the one-page security summary.
What it costs
- $2 per certified bed a month, one rate for the whole home, whatever the census. 50 beds: $100. 70 beds: $140. 100 beds: $200.
- Added to staff tracking: $10 per active staff member a month, $250 minimum. A 70-bed home with 90 active staff pays $900 + $140 = $1,040 a month.
- Month to month, with 30 days' written notice to leave. No setup fee. Your records export free.
What Pact doesn't do
- Pact doesn't give, order or recommend vaccines, and doesn't decide who gets one.
- It doesn't replace your EHR or connect to it directly. Reports move as files you upload.
- It doesn't submit to NHSN for you. You upload the file.
- It can't promise a survey result. Pact is a private company, not part of CMS, CDC or any state.
Staff files, in the same place
Resident tracking sits on top of Pact's staff files for nursing homes: aide registry checks, 12 hours of in-service a year, yearly reviews, licenses, TB and CPR, flu shots and declinations, and monthly OIG and state exclusion checks with saved proof. Pact Compliance Review checks every document workers upload from their phone, usually within minutes, 24/7. See staff files for nursing homes. Need training hours? Pact's free in-service courses are open to anyone.
Your bill
A nursing home with 80 staff and 60 certified beds
| 80 active staff × $10 | $800 |
|---|---|
| Resident tracking: 60 beds × $2 | $120 |
| Monthly total | $920 |
First month free · no setup fee · month to month
First month free applies to the paid plan. The sample portal is a separate 30-day demo with made-up data.
Kept private
- EncryptedHosted in the United States on Amazon Web Services. Encrypted at rest and in transit, with dates of birth and license numbers encrypted again inside the database.
- Two-step sign-inFor every client login and every Pact user. Every view of a person's records is logged.
- BAA for residentsFor resident immunization records, Pact is your business associate and signs a BAA with your home before the first resident is added.
Common questions
What does resident immunization tracking cost?
$2 per certified bed a month, one rate for the whole home whatever the census, added to staff tracking ($10 per active staff member a month, $250 minimum). A 50-bed home adds $100, a 70-bed home $140, a 100-bed home $200. Month to month, no setup fee.
Will you sign a BAA?
Yes. Resident vaccine records are protected health information, so Pact signs a business associate agreement with your home before the first resident is added. Staff records stay employment records.
Does it replace PointClickCare or our EHR?
No. Keep your chart. Pact shows who's due and why, keeps the education, offers and signed refusals, and compares your records with your EHR's vaccine report. There's no direct connection: you export the report from your EHR and upload the file.
Do you send our numbers to NHSN?
No. Pact makes the weekly resident summary file (form 57.218) in CDC's CSV template. You type the week's positive tests and hospitalizations, download the file and upload it in NHSN with your own login. How weekly NHSN reporting works.
Do you give or order the vaccines?
No. Pact doesn't give, order or recommend shots. The due list is a reminder. Your nurses, your pharmacy and your medical director decide who gets a vaccine and when.
What resident information do you need?
Name, date of birth, admission and discharge dates, unit and room, and your EHR's resident ID if you import from it, then the vaccine records you enter. No diagnoses and no Medicare numbers.
Is resident tracking for home health or hospice too?
No. Resident tracking is for nursing homes only. Home health and hospice agencies use Pact for their staff files.
Will this make us pass survey?
No tool can promise a survey result. Pact keeps the records F883 asks for in one place and prints them for any five residents, so you can see what's missing before a surveyor does. F883 checklist.
Read more
- F883 flu and pneumococcal immunizations checklist
- NHSN weekly resident vaccination reporting
- NHSN staff flu vaccination summary (57.214)
- Flu vaccine declinations for healthcare workers
- Pact for nursing homes, on one page
Josh Smith, owner. Pact is run by its owner.
Pact Compliance LLC · Cordova, TN · 901-666-6970