Vaccine Ordering

Infant receiving vaccine

This page serves as a resource for provider offices enrolled in Vermont’s Vaccines for Children (VFC) and Vaccine for Adults (VFA) programs. Providers share stewardship with the Vermont Department of Health Immunization Program of vaccine purchased through these programs. In order to protect against loss as well as fraud and abuse, proper vaccine inventory management is essential for all enrolled providers. Therefore, the ordering process requires a full accounting of state-provided doses. Concurrent with each order, provider office staff must:

1. Gain access, confirm vaccine contact, shipping hours and address

If access or changes need to be made contact the Immunization Program.

2. Document any Vaccine Transfers and Inventory Adjustments (Waste and Expiration)

Transfer:

  • The redistribution of viable vaccine to and from other provider offices. Regular transport of vaccines is discouraged. Proper management of vaccine plays a major role in preventing the need to transport vaccines. VFC/VFA enrolled providers needing to transfer vaccines must contact and receive approval from the Immunization program before attempting to transfer any vaccines. Vaccine transfer requests are approved on a case by case basis. Guidelines for transporting vaccine can be found in the Vermont Department of Health Vaccine Management Plan.
  • Transfers must be documented before submitting the next order.

Types of Inventory Adjustment:

  • Vaccine Return: expired or non-viable unopened vaccine to be sent back to the distributor
  • Sometimes providers order vaccine and are not able to use all of the doses before they expire. Providers must notify the Health Department if vaccine that will expire within 90 days (three months) cannot be used.
  • All expired vaccine should be removed from refrigeration units and marked “Do Not Use” to prevent inadvertent administration.
  • Wastage: an expired open multi-dose vial or non-viable vaccine with the cap removed. These cannot be returned to the distributor.
3. Report all Doses Administered, by NDC, in the preceding order period.

Tool available to assist with reporting are posted online.

4. Update physical Inventory on Hand, by lot number and NDC, to reflect the count of all viable state-provided vaccines on site.

Use NDC numbers printed on the box and not the vial.

5. Submit refrigerator and, if applicable, freezer Temperature Logs for preceding ordering period.

State provided paper temperature logs are completed by provider office staff and are submitted for the time period between vaccine orders.

6. Order Vaccines

Each provider must order vaccine based on the actual vaccine need, as determined by their eligible patient population(s). Stockpiling or buildup of excess vaccine inventory is not allowed. Each provider must be able to distinguish between state supplied and privately purchased vaccine stocks.

Vaccine inventory Mangement system (vims)

What is VIMS? The Vaccine Inventory Management System (VIMS) is the newly developed Vermont Department of Health web application that will link the Vermont Immunization Registry (IMR) and the federal VTrckS systems. The VIMS project moves Vermont closer to the national goal of using the Immunization Registry for all vaccine management processes, and paves the way for future enhancements.

Will we still order vaccines through VTrckS?  No, vaccine contacts and back-ups will no longer manage their vaccine inventories and orders in VTrckS.

Will the new system be easier to access and use than VTrckS? We’ve built VIMS to make the process of reconciling inventory on hand, submitting returns, waste and transfers and placing vaccine orders more efficient. Health care practice staff are busy, and we recognize that meeting all the requirements that come with publicly funded vaccines takes time. VIMS will be accessed from the Immunization Registry, using your Registry password. VIMS user support and access will be handled by the Health Department Immunization Program and Registry.

When will the transition happen? Beginning August 2017, every VFC and/or VFA enrolled practice will be assigned to an orientation period based on their routine ordering schedule. In that period, a practice’s existing inventory will be migrated from VTrckS into the new system and they will receive a 1:1 web training session during which they will place their first VIMS order. Information on how to access VIMS and training materials will be sent to practices well in advance of their scheduled orientation period. Ongoing support will be available.

User Guide