VFC SITE ENROLLMENT

California providers serving VFC-eligible children (Medi-Cal, American Indian/Alaska Native, uninsured, and underinsured) are invited to enroll in the California VFC Program.

Enrolling through the VFC Vaccine Replacement Model

Large healthcare systems, birthing hospitals, and pharmacies (by invite only) are encouraged to enroll through the Replacement Model to support replacement of private vaccine stock used to immunize VFC-eligible children. Enrollment must be approved by CDC. Contact the VFC Program at (877) 243-8832 or see Requirements at a Glance for Replacement Model (PDF) for more details.

Before You Enroll

1. Make sure your vaccine storage equipment meets VFC Program requirements.

• Storage Units
• Digital Data Loggers

2. Enroll in CAIR (California Immunization Registry) to receive a registry ID (one per administration site) required to enroll. 

• AB 1797 requires providers to enter doses administered and the patient’s race and ethnicity into CAIR or CAIR/Healthy Futures. See Join CAIR (PDF).

3. Designate key practice staff who will act in these four required VFC roles:

• Provider of Record (POR): Responsible for the practice’s overall compliance with VFC Program requirements and typically licensed as a Medical Doctor, Doctor of Osteopathy, Nurse Practitioner, Physician assistant, Pharmacist, or a Certified Nurse Midwife with prescription-writing privileges in the state of California.
• Vaccine Coordinator: On-site and fully trained staff member responsible for all vaccine management activities within the practice.
• Backup Vaccine Coordinator: On-site staff who is fully trained in and fulfills the responsibilities of the Vaccine Coordinator in their absence.
• Provider of Record Designee: On-site staff designated by the POR with authority to assume responsibility for VFC-related matters in their absence.

4. Provider of Record, Provider of Record Designee and all Vaccine Coordinators must complete all required training before enrolling.

First-time Users:  Create an account then sign in to start the training. 

For key staff with multiple locations: Staff only need to take EZIZ lessons once to satisfy training requirements for enrollment and recertification.

5. Review these job aids to implement the VFC Program in your practice:

• Does Your Child Qualify? (PDF) (IMM-1221) | Spanish
• Preparing Vaccine Storage Units (PDF) (IMM-962)
• Setting Up Vaccine Storage Units (PDF) (IMM-963)
• Data Logger Setup & Use (PDF) (IMM-1206)
• Vaccine Management Plan (Word) (IMM-1122)
• Program Participation Requirements at a Glance (PDF) (IMM-1240)
• VFC Provider Operations Manual (PDF) (IMM-1248)

6. Configure storage equipment to receive vaccines.

• Prepare (PDF) and set up storage units (PDF) that will store VFC-supplied vaccines.
• Set up their data loggers (PDF); ensure staff know how to operate your data loggers. 
• Record storage unit temperatures (PDF) on universal temperature log (PDF) for 3-5 days. 
• Display “Do Not Unplug” signage (PDF) signage.

7. Gather the following documents needed to complete enrollment. (Accepted file formats: JPEG, ​JPEG, PNG, PDF, Excel, or MS Word. Maximum file size: 4MB.)

• Completed temperature logs (PDF) and data logger temperature data files
• Documentation of storage equipment setup
  • Picture(s) showing interior (must clearly show placement of vaccines, data logger probe, and water bottles)
  • Picture(s) showing exterior (must clearly show entire vaccine storage unit)
  • Picture(s) of data logger digital display and setup
  • Pictures of “Do Not Unplug” signage placement
• Copies of certificates of calibration for primary and backup data loggers
• Completed Vaccine Management Plan (Word).
• Federally Qualified Health Centers/Rural Health Centers (FQHC/RHC) must upload a copy of their license/certification or fax a copy to 877-329-9832.

How to Enroll

1. Gather information needed to enroll. 

• names and contact information for key practice staff
• medical license numbers and National Provider IDs (NPI)
• number of VFC and non-VFC children immunized
• shipping address, delivery days, and times
• brands/models of each refrigerator and freezer storing VFC vaccines
• type, serial number, and calibration expiration date of primary and backup data loggers used to monitor storage unit temperatures
• Provider of Record’s signatures on VFC agreements after careful review of current VFC Program requirements

2. Review the federal VFC Provider Agreement and the California Provider Agreement Addendum.

3. Transfer the information from your completed worksheet to the myCAvax enrollment application.

• If you have an active myCAvax account, start here (myCAvax login required).
• If you don’t have an active account, start here.

4. Review your enrollment application for accuracy then submit.

What’s Next 

The VFC Program will review your enrollment form for completeness and satisfaction of all requirements. Once verified, your regional Field Representative will contact you within 5 business days to schedule an enrollment visit. Upon approval, you will receive a Provider Identification Number (PIN), which you will need to order vaccines and for all future interactions with the VFC Program. Once your provider PIN is assigned, VFC will process your first vaccine order.

Additional Resources

• Frequently Asked Questions