In exchange for federally funded vaccines, enrolled providers partner with the LHD 317 Program to ensure that federal and state requirements are met, help achieve program goals, and protect the integrity of the program that supplies no-cost vaccines for eligible adults.
Provider Agreements
Providers agree to comply with all VFA Program requirements.
Eligibility screening must be conducted prior to administration of 317-funded vaccines, including Vaccines for Adults (VFA) or Local Health Department (LHD) 317. Eligibility is self-reported, and verification may be obtained verbally from the patient. Refer to 317 Eligibility Screening & Documentation Requirements for guidance and job aids.
Billing
To reduce financial barriers for patients, providers must not charge uninsured or underinsured patients or third-party payers for the cost of 317-funded vaccines. An administration fee of up to $26.03 per vaccine dose may be charged. If the individual is unable to pay the administration fee, the vaccine dose must not be denied, and the administration fee must be waived.
Ordering
Providers order vaccines in myCAvax monthly. Providers must review their 317 doses reported in the California Immunization Registry (CAIR or CAIR/Healthy Futures) to ensure 317 doses administered have been documented accurately. Allow up to 2 weeks after order submission for review, processing, and shipment of the order. See Ordering Vaccines.
Summary
Requirement
Description
Provider profile
Estimate populations served (LHD 317 and private) and update annually
Immunization registry
Enroll in a regional California immunization registry (CAIR or Healthy Futures/RIDE) per AB 1797
Recertification
Reaffirm annually that program requirements will be met, key practice information is up to date, and patient estimates are provided
Patient Visit
Eligibility screening
Screen patients and document eligibility at every patient visit
VISs
Distribute current Vaccine Information Statements (or Immunization Information Statements) before administering vaccines
Do not charge for vaccine; waive administration fee if recipient can’t afford to pay (see below)
Report doses used
Report doses administered to the regional immunization registry
Vaccine Management
Storage equipment
Ensure vaccine storage units and digital data loggers meet LHD 317 requirements
Storage & handling
Always store vaccines at manufacturer-recommended temperatures from receiving through administration
Temperature monitoring
Monitor and record vaccine storage unit temperatures twice daily; respond immediately to and report temperature excursions
Inventory management
Order vaccines to serve provider patient populations; manage stock to minimize waste; prepare for emergencies impacting vaccines Order frequency: monthly
Inventory reporting
Report nonviable doses, shipment incidents, and vaccine transfers in myCAvax
Vaccine management plan
Comply with protocols for routine and emergency vaccine management to protect vaccine supply; prepare for emergencies
Provider Compliance
Site visits
Agree to an enrollment visit and compliance and storage & handling visits; make changes per LHD 317 findings
Record retention
Maintain all VFC-related documentation for three years
Fraud & abuse
Follow program requirements in a manner to avoid fraud & abuse
Accountability
Retain documentation for doses received through administration; replace non-viable vaccines due to negligence on a dose-for-dose basis
