Health Sciences Immunization Program (HSIP) for Health Science Students

When you are accepted as a student into a University of Washington (UW) Health Sciences school/program, you are beginning your career as a health professional. During your coursework, training, and future health care career, you may be in close contact with ill clients and patients. You may be at high risk for certain infections, and if you become ill, you may pose a high risk to vulnerable client and patient populations with whom you work.

For your safety and the safety of your clients and patients, the UW affiliation agreements with clinical and practicum training sites require that you complete and document immunizations, as well as initial and annual testing for tuberculosis, as recommended by the Centers for Disease Control and Prevention (CDC) for Health Care Personnel (HCP).  

This page has information about how to meet these requirements. Click any of the following links to get more information about that topic:
 
Table of Contents:
 
For new students (just entering a health sciences program):
 
For new students and students continuing in a health sciences program:
       Health Fee
       Reimbursements
 
 



New Students: HSIP Requirements and Forms

If you are entering a health sciences program, complete the following steps to meet the immunization and TB screening requirements:
 
1.   Download and carefully read the two-page HSIP Immunization Form. Read the form completely. It has details about all of the required immunizations for health sciences students and acceptable documentation.
 
2.     Download and carefully read the two-page HSIP TB Screening Form, which includes details about the initial and annual TB screening requirements. Please note: a) You will need to choose the correct form for your Health Sciences school/program from among the four options, and b) Each program has a different timeline for completing the form. Follow the timeline you were given by your program. 
 
3.   Gather your immunization records. These records may be from multiple sources, e.g., childhood records and employee health summaries. If your immunization records are at a facility, such as Hall Health, UWMC, or another hospital employee health clinic, obtain a copy of those records.
 
4.     Make an appointment with a health care provider. This could be your primary care provider, an employee health nurse at your place of employment, or another health care provider. You will need a provider to review and verify your records, and sign the required form(s). Make a scanned copy of the documents you receive from the provider.  If you do not currently have a health care provider, the Health Care Resources section  of this website may be of assistance. (If you are a currently enrolled student, you can check with your student health service to find out if one of their health care providers can help you fulfill the HSIP immunization documentation requirements.)
 
5.      Scan and send via email the completed form(s) and required documentation to myshots@uw.edu. Include in the body of your email: your name, your UW Student ID#, and which Health Sciences program you’re in. Email is preferred, but you may also fax the form(s)/documents to 206-616-8434. After faxing, please email myshots@uw.edu to confirm that records were received and legible. Always keep a copy of the documentation for your personal records. When your email was received, you will receive an automated reply from myshots@uw.edu. In addition, HSIP staff will send an email reply after faxed or scanned documents are reviewed to advise whether they are complete or whether we need further information. If you do not receive the automated reply or an email from HSIP staff, your documents may not have been received; in that case, please resend them.
     
Please note: HSIP is not part of a campus student health service, and we do not have access to students’ HIPAA-protected medical records. If you have immunization records at a student health service or community clinic, obtain your records and send them to HSIP at myshots@uw.edu.
            
6.     Make sure HSIP receives all required documentation at least two months prior to the first day of classes, or sooner if your school/program gave you a specific deadline. If you are entering clinical or practicum sites in summer quarter, or will have patient contact at the start of your program, submit the information as soon as possible (preferably one month prior to the start of classes).
 
7.     If your Hepatitis B series or titer is “in process,” go ahead and submit your documentation, and send additional information as you progress in the series. HSIP will track your progress in completing this requirement. Your course registration will be held each quarter if you fail to stay on track. Email scanned copies of documentation for each dose of vaccine and the quantitative titer lab report to myshots@uw.edu. Include in the text of your email: your name, your UW Student ID#, and which Health Sciences program you’re in. Keep a copy of each item for your personal records. NOTE: You’ll need a minimum of three doses of Hepatitis B vaccine, plus a quantitative titer. The CDC recommends that students complete their three-dose series prior to contact with patients or body fluids.  This means you should start meeting the requirement as soon as possible after admission to your program.
See the explanation on the forms or the Frequently Asked Questions (FAQs) section of this website. Or contact the HSIP staff:
HSIP voicemail: 206-616-9074
E-mail: myshots@uw.edu (Please include the question topic in the subject line.)
 

New and Continuing Students: Annual Screening Requirements

 
Annual Tuberculosis Screening
 
Students must provide initial TB screening documentation before they may enter any clinical/practicum settings or begin patient/client contact. After the initial requirement is met, documentation of annual TB screening is needed to continue registering for classes each year. The annual requirement can be met with yearly TB skin tests, IGRA (interferon gamma release assay) blood tests, or symptom reviews (for those who have already sent documentation of a positive TB test).
 
Some of the Health Sciences schools/programs asked HSIP to provide on-site clinics for their students to receive annual TB skin testing at arranged dates and times. The cost of this service is included in those students’ annual health fee. These students may visit their own provider (rather than attend an arranged on-site clinic), but they will not be reimbursed for services from community providers unless they have a pre-approved, valid reason for not attending the on-site clinic. The health fee does not cover the cost of IGRA blood tests. If you wish to have the IGRA, it will be at your own expense.
 
For students in schools/programs that are not using the HSIP on-site clinics, and/or who receive TB screening at outside providers, submit your documentation to myshots@uw.edu. Please include in the email text: your name, your UW student ID#, and which Health Sciences program you’re in. In the email subject line, please write “Annual TB test results.”  Note: students in programs that have opted out of the on-site services may not participate in the HSIP-arranged clinics.
 
If you already sent documentation of a previously positive TB skin test or IGRA to HSIP, please click on this link to send HSIP your answers to the annual TB Symptoms Survey questions. Students with a documented previously positive TB screening test do not need to have another screening test; they need only to complete the annual TB symptom survey.
 
Annual Influenza Vaccine
 
Students are required to receive annual influenza vaccine between August and November each year, or they will not be able to register for winter quarter. Again, some of the Health Sciences schools/programs requested HSIP provide annual on-site flu shot clinics for their students at arranged dates and times. Students in these programs have pre-paid for their flu shot as part of their health fee; they may visit their own provider (rather than attend the arranged clinic), but they will not be reimbursed for services from community providers unless they have a pre-approved, valid reason for not attending the on-site clinic.
 
For students in schools/programs that are not using the HSIP on-site clinics, and/or who receive seasonal flu vaccine at outside providers, submit your documentation to myshots@uw.edu. Please include in the text of the email: your name, your UW student ID#, and which Health Sciences school/program you’re in. In the email subject line, please write “Annual flu vaccine.” Note: students in programs that have opted out of the on-site services may not participate in the HSIP-arranged clinics.
 
WAIVERS:  If you have a MEDICAL contraindication to receiving flu vaccine, submit an explanatory statement from a provider and an annual waiver request between August and November each year.  There is a required form for this purpose, 2015 Influenza Letter for Providers. The same form can also be used to document influenza vaccine received from an outside provider (for those students that are not using the HSIP on-campus clinics). Email immunization documentation and flu waiver request forms to myshots@uw.edu. Please include in the email text: your name, your UW student ID#, and which Health Sciences school/program you’re in. In the email subject line, please write “Flu Vaccine” or “Flu Waiver”.
 
Questions?
For answers to questions about the annual requirements, check the Frequently Asked Questions (FAQs) section of this website. Or contact the HSIP staff:
HSIP voicemail: 206-616-9074
E-mail:
myshots@uw.edu (Please include the question topic in the subject line.)
 

Health Fee

Once you enter a participating Health Sciences school/program, you will pay an annual health fee to cover the costs of administering HSIP. The health fee is subject to change yearly and is attached to your tuition account each year for as long as you remain in your UW Health Sciences school/program. See the table below for this year’s fee* for your program.
 
HSIP Annual Health Fee*
2015-16
School of Dentistry (DDS and Post-Doc)
$220
School of Medicine (MD)
$205
MEDEX
$135
Med Lab Science  
               $185
Pharmacy (PharmD)
  $185
Rehab Medicine (PT, OT, and P&O)
$185
Public/Global Health (except Executive MPH)
           $185
Public Health-Distance Learning (Executive MPH)
$125
All other Schools/Programs-
Nursing, SW-SEA, SW-TAC, and SP&HRG
$125
                    
                        *proposed fees, pending administrative approval
 
These fees vary based on several factors. For example, if you are in a field of study or clinical or practicum service with high risk to blood-borne pathogens, you will pay a higher fee than students who are at low risk. Also, students in the MEDEX, Nursing, Executive MPH, Social Work, and Speech & Hearing programs do not attend the HSIP-arranged, on-site TB screening and flu immunization clinics, because their schools/programs determined it’s more convenient for them to receive services at a community provider. These students pay a lower fee than students whose health fee includes participation in the on-site clinics. It is not possible for students in these programs to participate in HSIP-arranged clinics. Likewise, it is not possible for students in programs that do participate in the on-site clinics to opt out of the on-site clinics and get reimbursed for services received in the community (unless they are currently at a clinical site that is outside the participating area, and on-site clinics are not available to them).
 
Please click HERE for more specific details about how the health fee was calculated for the prior and current school years , including the different components that make up the total fee for each school or program.
 
If you entered a Seattle campus Health Sciences program in 2010 or earlier, you paid a health fee to cover the first four years of your program. However, if the length of your program extended beyond June 2014, the annual health fee was then applied. All Health Sciences students began paying an annual health fee after June 2014.
 
Please note that students who submit incomplete documentation or late documentation (past the end of the entry quarter) may be subject to additional fees.
 
Depending upon your Health Science program’s curriculum, practicum/clinical training involving clients and patients can begin as early as your first quarter. If you sustain a blood-borne exposure during a clinical rotation, and if your personal insurance won’t cover the full cost of the expenses related to treating the exposure, HSIP can reimburse you for uncovered expenses. This service is funded through the annual health fee. However, the health fee is not health insurance. The federal Affordable Care Act requires everyone to purchase health insurance. Becoming ill during your academic career can be expensive. Health Science students may be able to receive limited first aid for blood borne pathogen exposures at some practicum or clinical sites, but students are not considered employees while they are engaging in education-related activities, and worker’s compensation can’t be expected to cover injuries that occur during student training.
 
Should you experience injury or exposure to illness during clinical training you should seek first aid, and then bill your personal insurance, such as the UW International Student Health Insurance Plan (ISHIP) or the Graduate Appointee Insurance Program (GAIP), or a Marketplace health plan.

We recommend that UW students learn what health services they can obtain from the student health center on their “home” campus. Further information about the Affordable Care Act and obtaining insurance is available on  Hall Health’s website. The Health Care Resources section of this website may also be of assistance for students who need initial or ongoing services, such as TB screening and flu shots, in the WWAMI (Washington, Wyoming, Alaska, Montana, and Idaho) region.
 
To summarize, the health fee covers only the costs of administering HSIP. For all students who paid the health fee, HSIP:
 
  •   Reviews all submitted documentation for completeness
  •   Communicates with students regarding missing information and additional
      information needed
  •  Enters the information into a secure occupational web-based, password-
      protected database
 
  •    Reports each student’s compliance status to their school/program
  •    Places holds on the registration of students who have not met the 
      requirements 
  •  Reimburses the costs of counseling, testing, and treatment for blood-borne
      pathogen (BBP) exposure after a student's insurance is billed and the amount
      of insurance coverage is determined

The health fee also covers access to limited clinical services for students in the Dentistry, MD, Med Lab Science, Pharmacy (PharmD), Rehab Medicine (PT, OT, P&O), and Public Health (except eMPH) programs. For these students, HSIP provides:
 
  •  annual PPD skin tests for tuberculosis
  •  annual influenza vaccine
 

Questions?
For questions about the Health Fee, check the Frequently Asked Questions (FAQs) section of this website. Or contact the HSIP staff:
HSIP voicemail: 206-616-9074
E-mail:
myshots@uw.edu(Please include the question topic in the subject line.)

Reimbursements

If your program’s fee covers limited clinical services (see above), you are eligible to be reimbursed for annual flu shots and TB skin  tests you paid for, if you meet certain conditions, such as being in a clinical assignment outside of the Seattle area (e.g., at a WWAMI site) at the time on-site services are offered. If you could have received services on-site during the required time frame but received services elsewhere for your own convenience, those expenses are not reimbursable. Reimbursement is NOT available for services received in Seattle at locations other than those scheduled and operated by HSIP, such as the on-site clinics at South Campus Center.
 

For the 2015-16 school year, the reimbursement schedule is:
  •   TB skin test (PPD-Mantoux)           $25.00 (max)
  •   Seasonal Influenza Immunization   $25.00 (max)
 

To apply for reimbursement of a TB test or influenza immunization:
Email documentation of the TB test or influenza immunization to HSIP for inclusion in your record. Then complete and email the HSIP Student Request for Reimbursement form (with receipts/proof of payment) to myshots@uw.edu. Please include in the text of your email: your name, your UW student ID#, and which Health Sciences school/program you’re in. In the email subject line, please write “Reimbursement Request.” Your reimbursement can be processed only after your immunization has been documented.
 
Students in ALL programs that are charged health fees are eligible to apply for blood-borne pathogen (BBP) exposure reimbursement:
 
Print and have available a copy of the current BBP post-exposure protocol
entitled Approved Laboratory Testing Schedule for Reimbursement. The services listed on this form are the only services that can be reimbursed. Share the UW protocol with any provider you visit outside of Seattle. For more information about what to do after a BBP exposure, see the BBP Exposure page of this website. 
 
Make sure that HSIP receives the reimbursement request within 60 days of the BBP exposure incident, or the expense will not be reimbursed. If billing information or receipts are not available within this timeframe, then notify HSIP of the incident and your intent to request reimbursement within 60 days of the BBP exposure. HSIP needs to receive an itemized bill of the charges for accounting purposes. An Explanation of Benefits after personal insurance has paid, along with the bill showing amount owed, is also usually adequate.
 
Questions?
See the explanation on the forms or the Frequently Asked Questions (FAQs) section of this website. Or contact the HSIP staff:
HSIP voicemail: 206-616-9074
E-mail:
myshots@u.washington.edu (Please include the question topic in the subject line.)

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