Vaccination Updates and Test Kit Resources for a Variety of Member Types

(Sept. 24, 2024) On Sept. 18^th, the Department of Health (DOH) posted this Dear Administrator Letter (DAL) for nursing homes, adult care facilities (ACFs), and home and community-based services (HCBS) providers, highlighting that the 2024-25 COVID-19 vaccine is available. The Centers for Disease Control and Prevention (CDC) has recommended the vaccine for everyone six months and older who has not received a COVID-19 vaccine in the past two months to protect against potentially serious illness from COVID-19. Any members who are having difficulty accessing the vaccine or treatments should let us know.

In the DAL, DOH encourages long-term care facilities to provide flu and respiratory syncytial virus (RSV) vaccines to residents in addition to the 2024-25 COVID-19 vaccine. These are three separate vaccinations. As confirmed by CDC guidance, it is safe to get all three vaccines at the same time.

Uninsured individuals may be able to find 2024-25 COVID-19 vaccines available through their state or local health department immunization programs. This U.S. Department of Health and Human Services (HHS) website provides information about vaccination, testing, and treatment for people without insurance.

ACFs and Nursing Homes Reminded of Regulatory Requirement Regarding Access to Vaccination

With the availability of the new vaccine, ACF and nursing home members are reminded of their responsibility to ensure that their residents and staff are aware of the opportunity and facilitate access to vaccination for all who consent to be vaccinated. Because this new formulation is a new opportunity for a recommended COVID-19 vaccine, regulations require ACF and nursing home providers to revisit this with all residents and staff. DOH issued a DAL last year for nursing homes reminding them of this responsibility. The DAL reiterates nursing homes’ regulatory requirements, including the responsibility to:

ensure the opportunity for vaccination for all new admissions, readmissions, and new hires within 14 days;
post conspicuous signage regarding the availability; and
obtain documentation from those who decline to be vaccinated: “...a written affirmation for their signature, which indicates that they were offered the opportunity for a COVID-19 vaccination but declined. Such affirmation must state that the signatory is aware that, if they later decide to be vaccinated for COVID-19, it is their responsibility to request vaccination from the facility. The facility shall maintain signed affirmations on file at the facility and make such forms available at the request of the Department.”

ACF regulatory requirements are slightly different, but with the same overarching responsibility to facilitate access. ACFs must make diligent efforts to arrange for all consenting personnel and residents to obtain the vaccine and document efforts. For new hires, new admissions, and readmissions, the ACF must arrange for those who consent to access the vaccine within seven days. This should be discussed during the admission or hiring process and should be documented. Lastly, the ACF must obtain documentation from those who decline to be vaccinated: “...a written affirmation for their signature, which indicates that they were offered the opportunity for the facility to arrange for a COVID-19 vaccination, but declined. Such affirmation must state that the signatory is aware that, if they later decide to be vaccinated for COVID-19, it is their responsibility to request the facility arrange for their vaccination. The facility shall maintain signed affirmations on file at the facility and make such forms available at the request of the Department.”

Both ACFs and nursing homes are subject to penalties if they fail to comply. The penalties are outlined here.

Accessing COVID Test Kits: Programs for Housing, Home Care, Assisted Living, and Nursing Homes

LeadingAge National has continually advocated for our members to have access to free test kits and has confirmed that the following national programs remain available.

Nursing home, assisted living, home health, and hospice providers can email HHS to request COVID-19 test kits. LeadingAge National has received confirmation that, in addition to nursing homes and assisted living facilities, home health and hospice agencies are eligible for the program, which will continue into 2025.

Providers can request to be added to weekly distributions by emailing TDX@hhs.gov. This email can also be used to increase, decrease, pause, or re-initiate shipping. HHS states that requests are usually processed within a couple of weeks of being received.

It is recommended that you send a request via email to tdx@hhs.gov with the following information:

A copy of the current Clinical Laboratory Improvement Amendment (CLIA) waiver
Name and address of the provider requesting the tests
Provider type
Name, email, and phone number of the facility point of contact
Number of employees
Number of tests per week required by the requesting organization

COVID-19 Test Kits from HUD

LeadingAge National has worked with the U.S. Department of Housing and Urban Development (HUD) and HHS to continue the provision of free COVID-19 test kits to all HUD multifamily properties. Owners and property-based staff can register to order test kits to be delivered directly to their properties on a weekly basis using the Health Partner Ordering Portal (HPOP).

This HUD webpage provides detailed information and instructions for multifamily housing property staff on how to register in HPOP and place orders. Each property should order enough test kits that will be used by residents on a weekly basis. HUD says that properties should not stockpile or advance order test kits, orders for which should be placed on Mondays before 11:59 p.m. ET for same-week processing. Packages are shipped out every Wednesday, and properties can expect deliveries within 7 to 10 calendar days after the shipping date. HUD highly encourages property staff to review the instructional materials before beginning the registration process.

Households Ordering Test Kits

It has been reported that the federal government will also resume the program for households to order free COVID-19 test kits soon. That information should be available on this HHS site.

Contact: Diane Darbyshire, ddarbyshire@leadingageny.org, 518-867-8828