Providers participating in any of California’s vaccination programs agree to manage vaccine inventory in compliance with California VFC Program requirements.
Vaccine inventory management is an essential practice that can prevent inadvertent vaccine loss due to temperature excursions. Use these storage & handling job aids to prepare staff to protect the vaccines that protect your patients.
Success is dependent on five key factors:
A complete and up-to-date vaccine management plan
Vaccine Coordinators are responsible for implementing a vaccine management plan, and the Provider of Record is ultimately accountable for the practice’s compliance. This plan details routines tasks providers and staff must complete to protect vaccines and minimize loss. It also provides a blueprint for responding to emergencies such as wildfires or Public Safety Power Shut-Offs.
Properly trained key practice staff
To assist providers, the California VFC Program offers convenient online EZIZ training and job aids, regional Field Representatives who train and support enrolled providers, the VFC Call Center, and Provider Call Center (technical support for myCAvax) to ensure your success.
Reliable vaccine storage units with sufficient capacity
Vaccine storage units act as an insurance policy to protect patients from inadvertent administration of spoiled vaccines and protect practices from costly vaccine replacement due to negligent loss. Because providers may maintain an average vaccine inventory ranging from tens of thousands to more than $500,000, investing in VFC-compliant vaccine storage units might cost less than replacing spoiled vaccines.
VFC-compliant data loggers that are properly calibrated
Device reliability is a critical factor that helps to ensure vaccine viability. Because monitoring devices experience a “drift” over time that affects their accuracy, providers must use VFC-compliant data loggers that are routinely tested and calibrated.
Careful adherence to routine tasks that protect vaccine viability
Take steps to prevent vaccine loss:
- Store vaccine shipments upon receipt and never reject vaccine shipments; report shipment incidents and contact manufacturers as directed to verify vaccine stability before administration.
- Store vaccines under manufacturer-recommended temperatures at all times; label cartons with beyond-use dates as recommended by vaccine manufacturers.
- Monitor storage units temperatures twice daily to prevent vaccine loss and patient revaccination by identifying out-of-range temperatures quickly.
- Rotate stock at least monthly (and when new shipments arrive) to ensure short-dated vaccines are used first.
- Remove expired vaccine IMMEDIATELY to prevent administration errors.
- Report nonviable doses at myCAvax and dispose of following practice protocols.
- Transport refrigerated and frozen vaccines only when necessary and by following CDC and manufacturer guidance.
Ordering
Vaccines for VFC, VFA, LHD 317, and SGF Flu are ordered at myCAvax. Available products vary by vaccination program.
Providers are accountable for all publicly supplied vaccines upon receipt and must be able to provide documentation to support their numbers.
- Conduct vaccine inventories (see inventory forms) before ordering vaccines to prevent over-ordering (doses might expire before use) or under-ordering (might result in missed vaccination opportunities).
- Report vaccine transfers and nonviable vaccine before each order to keep accurate inventory quantities.
- Report doses administered* (since the previous order) on each vaccine order using quantities reported to the regional immunization registry.
- Report inventory on hand on each vaccine order.
- Update myCAvax with receiving hours/days, shipping address, and Vaccine Coordinator phone/email to prevent order delays or delivery mishaps.
- Locations must offer full-day receiving hours to facilitate delivery, or minimally a four-hour window on a weekday other than Monday.
* Reporting Doses Administered: Providers are required to document vaccine administration in their medical record systems within 24 hours of administration and report doses administered to CAIR or RIDE/Healthy Futures within 72 hours.
Program Guidance
Additional Resources