Ordering Vaccines
Providers submit vaccine order requests by vaccine program in myCAvax for all available vaccines and following their assigned order frequency. Running out of vaccines impacts patient care and results in missed vaccination opportunities. Accurate forecasting based on usage trends and seasonal spikes in demand minimizes under-ordering (insufficient inventory to meet demand) and over-stocking (preventable loss if doses expire before use).
Vaccine Products
Product offering may be impacted by funding and national vaccine supply.
Product Offerings
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VFC Vaccines
VFC supplies all ACIP-recommended vaccines and other immunizing agents that protect against 18 diseases to providers who serve VFC-eligible children. Providers must maintain an adequate supply of all age-appropriate, recommended vaccines for patient populations served.
Seasonal vaccines. Providers pre-book flu and RSV products in myCAvax for the upcoming season. Watch for detailed instructions in the annual VFC program letters. See Flu Vaccine Order FAQs (PDF).
Supplemental orders. Additional requests can be minimized by careful vaccine management. If more doses are needed, submit a new order and write “Supplemental” in the comments. If previous order was more than 30 days ago (20 days for high-volume providers), report full vaccine usage and inventory to prevent accountability errors that delay order processing. If previous order was within the past 30 days (or 20 days for high-volume providers), only report usage and inventory for vaccines being requested.
VFA Vaccines
VFA supplies most vaccines routinely recommended for adults by ACIP. See Vaccine Eligibility Guidelines for CHCs (PDF) for currently available vaccines.
Seasonal flu. The VFA Program usually does not offer 317-funded flu vaccine to VFA providers. Providers should work with their local health department to request state-funded flu doses.
LHD 317 Vaccines
LHD 317 supplies most vaccines routinely recommended by ACIP for adults. See Eligibility Guidelines by Funding Source (PDF) for available products.
SGF Vaccines
SGF supplies primarily seasonal influenza vaccines, but funds might also cover other vaccines for outbreaks or specific needs. See Vaccine and Clinic Eligibility Guidelines by Funding Source (PDF) for available products.
Switching Brands
Providers have a choice of vaccine brands and presentations. However, only one brand within the same vaccine family may be ordered to prevent administration errors. To change vaccine brands, review Standard Guidelines When Switching Vaccine (PDF) and send the completed form to the appropriate program contact.
Key Terms
| Term | Meaning |
|---|---|
| Order frequency | Login to myCAvax to view by vaccine program. Order in sufficient quantities to last until the next ordering period. VFC: Monthly (Very high-volume providers: >10,000 doses/year); Monthly (High: 2,000 – 10,000); Every 2 months (Medium: 500 – 2,000); Quarterly (Low: < 500) VFA: quarterly LHD 317: monthly SGF: no restriction |
| Doses administered | Doses used since previous order are reported on vaccine orders; quantities should match doses reported to CAIR/RIDE to avoid discrepancies that delay order processing |
| Doses on hand | Doses stocked in storage units at time orders are submitted are reported on vaccine orders; quantities must factor in shipments and transfers, doses used, and nonviable vaccines removed from storage units |
| Doses requested | Providers may adjust doses to meet current or seasonal demand |
Tips
Before ordering, complete these preparatory steps to minimize ordering errors and processing delays.
- Schedule ordering to ensure sufficient inventory is on hand during order processing.
- Allow extra time for order processing during peak periods (“back-to-school”, flu season, new vaccine launch).
- Plan for the impact any requested brand changes (PDF) can have on ordering, storage, administration, and staff training.
| Step | Description |
|---|---|
| 1. | Determine if it’s time to place the next order. a. Create order request in myCAvax to confirm next order due date. |
| 2. | Report nonviable vaccines and transfers to minimize accountability errors. |
| 3. | Determine vaccine usage and inventory counts. a. Get administration data from the immunization registry or EHR summary reports to determine usage. b. Conduct a physical vaccine inventory to determine current stock. |
| 4. | Verify provider profile (including delivery days/times and Vaccine Coordinator contact info) is accurate and update before ordering. |
How to Order
Submit and track vaccine orders in myCAvax. Refer to myCAvax Knowledge Center for videos and job aids. For questions, contact the Provider Call Center (or VFC Call Center for VFC orders).
When to expect shipments. Providers can expect to receive deliveries within 14 days after receiving the order confirmation notification. During peak ordering periods (e.g., back-to-school, flu season, and new vaccine launches), order processing may take longer due to large volume. Contact the Provider Call Center (or VFC Call Center for VFC orders) if vaccines have not arrived within two weeks.