In exchange for federally funded vaccines, enrolled providers partner with the VFA 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.
To reduce financial barriers for patients, VFA providers must not charge VFA-eligible patients or third-party payers for the cost of VFA vaccines or vaccine administration fee. Locations must prominently post a sign (PDF) clearly visible to patients which states that “FREE vaccines are available to adult patients who are uninsured or have insurance that doesn’t cover (certain) vaccines. We do not charge these patients for getting the vaccine or for the cost of the vaccine.”
Ordering Vaccines
Providers order vaccines in myCAvax during a two-week period at the beginning of each quarter. Providers must review VFA doses reported in the California Immunization Registry (CAIR or Healthy Futures/RIDE) before every VFA ordering period or at minimum every six months to ensure VFA doses administered have been documented accurately. Supplemental orders are not allowed. See Ordering Vaccines and VFA Ordering & Distribution Calendars for details.
Short-Dated Vaccines
At least six months prior to the expiration of VFA vaccines which a site may not be able to use:
Estimate populations served (VFA 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.
Vaccine Administration
Comply with schedules & recommendations, including doses, intervals, catch-up doses, medical indications, and contraindications.
Billing
Do not charge for vaccine or administration.
Report Doses Administered
Report administration data to the regional immunization registry. As a best practice, patient declination of immunization should be documented in the patient’s medical record.
Vaccine Management
Storage Equipment
Ensure vaccine storage units and digital data loggers meet VFA 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: quarterly
Inventory Reporting
Report nonviable doses, shipment incidents, and vaccine transfers in myCAvax; sites must contact their Senior Field Representative to request approval for vaccine transfers.
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 VFA findings.
Record Retention
Maintain all VFA-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.
