VFC Requirements
In exchange for federally funded vaccines, enrolled providers partner with the VFC 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 vulnerable children.
Provider Agreements
Providers agree to comply with all VFC Program requirements, which are summarized in Requirements at a Glance (PDF).
Key Compliance Areas
| Requirement | Description |
|---|---|
| Provider profile | Estimate populations served (VFC and private) and update annually. |
| Immunization Registry | Enroll in a regional immunization registry (CAIR or Healthy Futures/RIDE) per AB 1797 (see below). |
| 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 categories at every patient visit. |
| VISs | Distribute current Vaccine (or Immunization) Information Statements before administering vaccines or other immunizing agents. |
| Vaccine Administration | Comply with schedules & recommendations, including doses, intervals, catch-up doses, medical indications, and contraindications. |
| Billing for Administration | Never bill for vaccines; follow requirements for administration fee caps or reimbursement rates; don’t deny vaccines due to inability to pay. |
| Report Doses Administered | Report administration data to the regional immunization registry. |
| Vaccine Management |
| Storage Equipment | Ensure vaccine storage units and digital data loggers meet VFC 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 in myCAvax. |
| Inventory Management | Order vaccines to serve provider patient populations; manage stock to minimize waste; prepare for emergencies impacting vaccines: Order frequency: assigned in myCAvax by vaccine program Very high: Monthly (>10,000 doses/year) High: Monthly (2,000 – 10,000) Medium: Every 2 months (500 – 2,000) Low: Quarterly (< 500) |
| 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 as well as compliance and storage & handling visits; make changes per VFC 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. |
