Vaccine Accountability
Vaccine accountability is a critical component of California’s vaccine programs. Providers must manage their vaccine inventory effectively to prevent negligent vaccine loss. All providers are accountable for all publicly supplied vaccines upon receipt and must be able to provide documentation to support their numbers.
Reporting Requirements
Providers participating in any of California’s vaccination programs agree to follow VFC Program requirements for inventory reporting. Locations are required to report movement of vaccines in or out of inventory, particularly incidents that adversely impact viability of publicly supplied vaccines.
Reporting Doses Administered
Locations must report doses administered to CAIR or RIDE/Healthy Futures within 72 hours—for both private and publicly supplied vaccines. Vaccines are pulled for administration from private or public stock based on patient eligibility. Providers screen patients using vaccine eligibility guidelines defined by California’s vaccine programs, and any written orders must indicate whether vaccinators should pull from private or public stock. Read more.
Reporting Shipment Incidents
Locations must report shipment incidents in myCAvax for all publicly supplied vaccines. Report for resolution as soon as possible and within the same day. Use the Vaccine Receiving Checklist to identify and report these shipment incidents: Previously opened; Broken, torn, or tampered with; Not ordered or incorrect recipient; Package never arrived; Out-of-range temperatures during transit; Shortage/overage of vaccines received.
Reporting Temperature Excursions
Locations must report all temperature excursions in myCAvax for all publicly supplied vaccines. Ensure all temperature excursions are documented on the CDPH temperature log. Manufacturers use your excursion details to determine whether vaccines may be administered to patients. Timely and accurate reporting of temperature excursions is essential to determine if vaccines are okay to use. Read more.
Reporting Nonviable Vaccines
Locations must report spoiled, expired or wasted doses in myCAvax for all publicly supplied vaccines. Report on the Waste report form and select the “Return Shipping Method” to receive a return label by mail or email for all eligible returns. Return vaccines within 30 days to prevent expiration of return label. Read more.
Reporting Vaccine Transfers
Locations must report vaccine transfers in myCAvax for all publicly supplied vaccines. Vaccine transfer can be minimized by consistent inventory management, but providers might need to transfer vaccines to another active provider if vaccines will expire within six months and are likely expire before administration.
Additional Resources