Immunizations Verification and Good Cause

Clients must verify that each child applying for or receiving TAFDC has been immunized.

Each child must be immunized unless they have a Good Cause reason for not complying with the immunization requirement.  Examples of Good Cause are:

• the client states in writing that the requirement conflicts with their religious beliefs
• a physician certifies in writing that the child should not be immunized due to medical reasons
• the client states in writing that they refused an immunization(s) for a child after consultation with a physician due to their belief that there was a potential health risk from the immunization

Important: If the client states they do not have a health care provider for their child you must offer to assist them in finding one. To search for a local Community Health Center based on the client’s address see Find a Health Center.

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Verifications

If the child is enrolled in school or a licensed child care provider, immunization is verified since immunizations are required for enrollment in school and with a licensed child care provider.

For children not enrolled in school or a licensed child care provider, verification that the immunizations are up to date, or verification of an exemption must be provided within 60 days or within 30 days of the appointment if applicable:

• at application,
• upon notification of the birth of a child who will be included in the case, and
• when the child turns age two, and
• within 30 days of the scheduled immunization appointment when the client has given written proof that one was scheduled

Verification of immunization may be satisfied by:

• a written statement on the health care provider’s letterhead that the child is up to date on their immunizations
• a copy of a MassHealth or other insurance bill for a well-child visit dated within a year
• verification of school enrollment
• verification of enrollment in a licensed Early Education and Care child care program
• verification of enrollment in a Head Start program
• a well child visit summary dated within a year
• a bill or receipt for a well child visit from the provider dated within a year
• any insurance record indicating a well child visit within a year
• a copy of the immunizations record book
• a screen shot of the provider’s online portal indicating the child has been seen for a well child visit within a year
• a school/camp form indicating the child was seen for a well child visit within a year and
• as a verification of last resort, completion of the Certification of Immunization Status (TAFDC-2) form by the health care provider

The following verifications satisfy the requirement for a child participating in Head Start or a licensed child care program:

• if the Department pays for the child’s participation in the Head Start or licensed child care program, no further verification is required or
• if the Department does not pay for the child’s participation in the Head Start or licensed child care program, a copy of the immunization form for Head Start or licensed child care program or
• written statement from the Head Start or licensed child care program that the child is enrolled

Clients can verify their child’s immunizations using any of the methods listed above. If the client is unable to provide any other form of verification, a Certification of Immunization Status (TAFDC-2) form can be sent to the client. You must explain to the client that this form can be used to verify that the child is up to date with their immunizations, however there are other ways to verify this information. If the client will be verifying the immunizations using the TAFDC-2 form, the form will need to be printed in the local office and mailed to the client.

If you are working remotely, you must send an email to your office management with the client’s name, APID, address, and the name of the child for whom the verification is needed and copy your supervisor. The management team will determine which in-office staff will be responsible completing the client and child information on the TAFDC-2 form and mailing it to the client. The health care provider must then complete and sign the form or provide the client with one of the other acceptable verifications. The client is responsible for returning the verification to you within 60 calendar days of receiving the form from you.

Note: Since the client has 60 days to fulfill the immunization requirement, they will remain eligible for TAFDC throughout the 60-day period, if the client is otherwise eligible.

Important: If the client does not submit acceptable verification of immunizations within 60 days, a sanction must not be entered prior to following the procedures outlined in Immunizations Follow-Up, Including Sanctions.

See Immunization Data Entry for instructions about how to enter immunization data for each child receiving TAFDC.

See Immunization Follow-up, Including Sanctions for instructions regarding what actions to take when a TAFDC-2 or other acceptable verification is not returned.