Introduction
Efforts to raise immunization levels in provider populations fall short if vaccine inventory is not managed to ensure viability. Vaccine inventory management is an essential practice that can prevent inadvertent vaccine loss due to temperature excursions. Success is dependent on five key factors:
A complete and up-to-date vaccine management plan
Providers agree to complete and maintain a vaccine management plan (VMP Word version) that covers routine and emergency situations. The plan details proactive steps providers and staff must take to protect vaccines and minimize vaccine loss due to negligence. Vaccine Coordinators (and Backups) are responsible for implementing the plan, and the Provider of Record is ultimately accountable for practice or clinic compliance.
Properly trained key practice staff
Reliable vaccine storage units with sufficient capacity
Vaccine storage units act as an insurance policy to protect patients from inadvertent administration of compromised vaccines and 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
Continuous temperature monitoring is an essential component of each provider’s vaccine management plan, but device reliability is the critical factor that helps to ensure vaccine viability. Investing in reliable, VFC-compliant data loggers might cost less than replacing vaccines spoiled due to inaccurate temperature readings.
Careful adherence to routine tasks that protect vaccine viability
Temperature monitoring. Twice daily temperature monitoring helps to prevent loss of expensive vaccines and the potential need for revaccination of patients by identifying out-of-range temperatures quickly and allowing immediate corrective action.
Receiving. Vaccines must be stored properly from the time they are manufactured until they are administered. Once delivered, practices and clinics assume responsibility for ensuring that vaccines are stored in temperature-controlled environments that help ensure patients will get the full benefits of administered vaccines. The VFC Vaccine Receiving Log and Checklist walks practices step by step through the process.
- The Do Not Enter COVID Sign can be posted on entrances that have been closed off due to the COVID-19 pandemic. Add information to redirect vaccine deliveries to a new location.
Vaccine inventories. An accurate understanding of doses on hand helps to prevent over-ordering (doses might expire before use) or under-ordering (might result in missed vaccination opportunities). A variety of resources are here to help:
Transporting vaccines. CDC discourages routine vaccine transport because manufacturers do not generally recommend it or provide any guidance. Use the Transporting Refrigerated and Frozen Vaccine job aids and Refrigerated and Frozen Vaccine Transport Logs for guidance in an emergency situation. Call the vaccine manufacturer if you have concerns.
Ordering vaccines. Providers must report vaccine accountability numbers with each vaccine order in order to receive new vaccines. Providers submit routine vaccine orders on MyVFCvaccines for all age-appropriate ACIP-recommended vaccines—excluding influenza, which is allocated separately. Order quantities are calculated according to doses administered and doses on hand.
Ordering
Routine Vaccines:
The California VFC Program offers a choice of routine vaccine brands and presentations (for example, single-dose vials or manufacturer-filled, single-dose syringes). Selection is at the discretion of providers.
VFC providers are expected to maintain an adequate inventory of all ACIP-recommended vaccines based on their patient population. Orders should be carefully timed to ensure sufficient inventory is on hand to allow time for order processing.
Flu Vaccines:
Unlike routine pediatric vaccines, VFC books a set number of flu doses in advance of the flu season. In order to ensure demand and full utilization of vaccines, each provider is allocated doses. Doses must be confirmed by the announced deadline or vaccines are released into the general supply. Detailed instructions will be provided to all enrolled providers in the annual VFC Program influenza letter.
Vaccine Usage and Reporting
All doses administered and on hand must be reported to the VFC Program as part of the submission process for routine and supplemental vaccine ordering. Providers may use an electronic immunization registry or health record system, or VFC (or equivalent) paper forms.
Doses Administered Forms:
Doses On Hand Form:
Vaccine Transfers and Returns