Immunization Program Update: COVID-19 Edition

By now you are likely hearing that COVID-19 vaccine could be available as early as the end of 2020 and you may be wondering what the Philadelphia Immunization Program is doing to prepare. You may also be wondering when your site is likely to get vaccine. This update will address these questions.

The Philadelphia Immunization Program is working hard to be ready to distribute COVID-19 vaccine as soon as it is available. Initially, vaccine availability will be extremely limited. We are planning a 3 phase approach to COVID-19 vaccine rollout.

• Phase 1 will concentrate on high-risk populations in controlled settings. PDPH anticipates distributing vaccine primarily through Health System and Hospital Occupational Health Departments, community-based clinics serving vulnerable populations and critical workforce, and registration-based mass vaccination events.
• Phase 2, COVID-19 vaccine will remain somewhat limited. PDPH will prioritize vaccinating persons who were identified as prioritized in Phase 1 but were unable to receive vaccine. Additional Phase 2 groups may include moderate-risk essential workers and additional persons at high risk of severe morbidity and mortality, including people with chronic health conditions. Vaccine will be distributed in Phase 2 through pharmacies, medical clinics, occupational health offices, community-based clinics, and registration-based mass vaccination events.
• Phase 3, COVID-19 vaccine supply will be sufficient for the entire population. PDPH will create a broad vaccine administration network to achieve sustainable and equitable vaccine access across the city, including pharmacies, clinics, hospitals, and mass vaccination events. Recruitment of private healthcare providers to administer COVID-19 vaccine will be key to integrating immunization into routine medical practice.

How can my site enroll to be a COVID-19 vaccine provider?

1. Attend a Town Hall hosted by PDPH. Learn about the vaccine, important dates, eligibility details, roll out plans, etc. See schedule here!
2. Complete and submit an enrollment form. Provide PDPH with your provider information so that your eligibility can be assessed. Missing information will delay your application review.
3. Await confirmation of approval. PDPH will review all applicants and select COVID providers based on the information you provide. Providers will be selected to administer vaccine during a certain phase (see Phase detail above).

To learn more, and see updates, visit our COVID-19 page here.

The Pentacel formula has changed.

The formulation of Pentacel® (Diphtheria and Tetanus Toxoids and Acellular Pertussis Adsorbed, Inactivated Poliovirus and Haemophilus b Conjugate [Tetanus Toxoid Conjugate] Vaccine) has been updated. Sanofi changed the source of Inactivated Polio Virus (IPV) antigen from MRC-5-derived IPV (mIPV) to IPV that is derived from Vero cells (vIPV). This formulation of Pentacel retains the same dosing schedule, indication, safety, and immunogenicity data as the Pentacel formulation customers may use currently. Both formulations of Pentacel can be used to complete the series.

Pentacel formulated with Vero cell-derived IPV will include a different National Drug Code (NDC) number than the formulation you may use currently. It’s important to note the correct NDC number when receiving and administering the vaccine. The NDC number is listed on the outer carton, the vials, in the Prescribing Information, and on the shipment details you receive with your shipment.

Please work with your EHR/EMR to insure the that the new NDC is added to your system.

Visit https://www.pentacel.com/ or contact Sanofi Pasteur at 1-800-VACCINE (1-800-822-2463) if you have additional questions about the prescribing information and formula changes.

If you have questions about ordering doses for your VFC patients, email our ordering specialists, Christine Wilson and Charma Miller.

How to order VFC/VFAAR flu vaccine for the 2020-21 season!

Please note, all flu vaccine from the 2019-2020 season must be accounted for before you can order flu for the 2020-2021 season. Guidance on accounting for remaining doses can be found here.

To place your first flu order…

1. Complete a reconciliation. (If its been less then 2 weeks since your last reconciliation, email Christine and Charma to skip this step)
2. Submit your temperature data since your last order.
   • Upload the CSV file into PhilaVax and email the LTD file to TempCheck@Phila.gov
3. On the Vaccine Order page check the “Will this be an influenza order?” box.
4. Order what your site needs for a 4 to 6-week period. Be sure that you have room in your fridge to store all of the flu and other vaccine you order.
5. Check the status of your order 2 business days later in the PhilaVax IIS:
   • APPROVED: Your flu vaccine is on its way.
   • REJECTED: Click on view next to your order to review the notes from the VFC staff. Once all issues have been resolved, resubmit your order.

For additional flu orders, start with step 2. Additional flu orders do not require a completed reconciliation as long as a reconciliation has been completed in the last 60 days. Flu vaccine can be ordered as often as needed. There is no minimum time period between orders.

The Immunization Program will make every effort to fulfill your flu vaccine request. If flu product is available in limited quantity, your order may be reduced. If your order is reduced, a note will be added to the PhilaVax IIS comment box on the order page.

Flu vaccine may arrive separately from other vaccines even when ordered at the same time. The day you receive your flu order, log into PhilaVax IIS and electronically add the doses to your inventory. Contact us immediately if the temperature monitor indicates an out-of-range temperature when vaccines are delivered:

• • Christine Wilson: christine.wilson@phila.gov / 215-685-6728
  • Charma Miller: charma.miller@phila.gov / 215-685-6667

Updates

• 8/17/2020 – Pediatric Flu Vaccine is Available to Order! A supply of FluLaval pre-filled syringes is now available to order for your VFC patients. In order to allow as many sites as possible to access flu vaccine at this time, initial orders will be limited to a max of 500 doses. Orders may be reduced based on usage in past years.
• 8/20/2020 – A supply of FluMist intranasal sprayers is now available to order for your VFC patients.
• 9/14/2020 – Adult Flu Vaccine is Available to Order! A supply of Fluarix and Flucelvax pre-filled syringes and Flumist intranasal sprayers is now available to order for your VFAAR patients.
• 9/21/2020 – FluZone, prefilled syringes and multi-dose vials (MDVs), is now available to order for your VFC patients.

Have Questions?

Contact Christine Wilson at 215.685.6728 or christine.wilson@phila.gov, or Charma Miller at 215.685.6667 or charma.miller@phila.gov for assistance.

Thank you for keeping Philadelphia healthy by fighting flu! For more information about influenza in Philadelphia, visit our flu hub.

Return all unopened seasonal 2019/20 VFC/VFAAR influenza vaccine.

All VFC/VFAAR influenza vaccine supplied by the Philadelphia Immunization Program during this past flu season has expired.Please account for unused VFC/VFAAR flu vaccine at your site using PhilaVax:

• Process a return for the unopened vials online in the Vaccines Returns module
• Complete an adjustment to account for open vials in the Inventory on-hand page

More information about reporting expired VFC/VFAAR vaccines is on the Immunization Program website.

Return your vaccine before July 24th

Please complete these steps by July 24, 2020 to avoid delays in processing your site’s 2020-21 flu season orders. If you have questions, contact DPHProviderHelp@phila.gov or call Mohan Najaraja (215-685-6872).

Vaccine available for the 2020-21 flu season

VFC

VFAAR

1 A limited supply of FluMist, the nasal spray, is available to order for your VFC eligible patients. Continue to order injectable flu products for most of your patients, and FluMist for your patients who refuse a shot.
2 A limited supply of Flucelvax is available to order for your VFAAR eligible patients who have egg allergies or requests an egg-free flu vaccine.

Don’t delay, return your expired vaccine now

It is difficult to anticipate exactly when flu vaccine will be available. However, the health department is committed to getting flu vaccine to our providers as soon as it arrives. To prevent delays, please complete your flu return today.

All communication about the availability of flu vaccine will be made via email and posted on our website. Keep you eyes open for upcoming messages! If you need to add more people to our mailing list, please contact us at vaccines@phila.gov.

Thank you for helping to protect Philadelphians this past flu season! We look forward to working together to keep people safe from the flu next season.

Thank you to all the providers who joined our conference calls last month. Please review this summary of the strategies and resources we discussed to address the decrease in vaccination that has been caused by the COVID-19 pandemic.

Vaccinating during the pandemic

A number of practices shared what they are doing to safely offer vaccines during this time that we thought would be helpful for other practices. These measures include:

• Communicating cleaning and other preventative measures with parents and guardians when scheduling visits.
• Having all family members wear a mask to the visit.
• Limiting the number of persons who accompany a patient for the visit.
• Bringing patients straight to the exam room, avoiding any time in the waiting room. Some practices asked families to wait outside the office and called parents and guardians when they were ready to see the patient.
• Scheduling vaccine appointments in blocks in the morning, separate from sick and other visits.
• Using separate entrances for well and sick visits.
• Offering vaccines in spaces that better lend themselves to social distancing. Examples of measures that practices implemented include offering vaccination curbside in the parent’s vehicle and using other rooms in the clinic such as conference rooms for vaccination that are separate from the exam rooms.

New resources

Several new resources have been developed in response to the feedback that we got from providers.

• Take a few minutes to review the new Safer at Home website, a hub of re-opening guidelines and resources for Philadelphia. It includes the Guidelines for Outpatient Health Care Facilities guide, a plain language summary of rules for reopening in the Yellow Phase.
• Offering PhilaVax Reminder Recall webinars to train vaccine coordinators and office managers on how to use this tool to identify patients who are due for a vaccination. The reminder recall has the functionality to aid with mailings and automatic dialing programs. The first training is scheduled for Wednesday, June 17 at 10 am. Register for the training here.

Coming resources

Based on the feedback that we received during our conference calls, we are working on several resources to support immunization services in your clinics. These include:

• Resources for reaching out to parents, guardians, and patients to encourage them to come in for well visits and vaccination.
• Guidance on implementing vaccination clinics that also allows for COVID social distancing measures. If your practice is considering a vaccination clinic, it is important to start thinking about the logistics and space now.

Keep an eye out for emails with these resources and they will also be posted on our website, vax.phila.gov. The Immunization Program looks forward to our continued partnership during this challenging time. See below for some steps you can take to keep your vaccine inventory stocked.

Ordering VFC vaccine

Please stay in communication with our program as changes that impact vaccination are implemented. Continue to do the following:

• Let us know your plan for visits over the coming weeks when you place your order so that we can better match your current vaccine supply with projected usage.
• Work with your staff who access vaccines to ensure that the vaccine coordinator is notified when you are running low on any vaccines in between orders.
• Reach out to our program about vaccine needs as they arise. We can help ensure that you get the vaccines you need in a timely manner.

Our response to requests for vaccine is situation dependent. We consider many factors whenever a site requests vaccines. Do not hesitate to reach out because a previous request was denied.

Philadelphia COVID resources

Pediatric patients (0 – 18 yo) can be referred to CHOP for testing if you cannot offer testing at your practice. To refer a patient, your office should call Joani Schmeling at 215-685-6490 Monday through Friday between 8:30 am and 5:00 pm.

• Have the following info available when you call: Patient name, Date of birth, Address, Parent / Guardian Contact information, Symptom and exposure information.

The city has several resources available to help providers during the pandemic.

• The Health Information Portal: Guidance, signage, statistics, PPE request form.
• The City Website: COVID guidance and signage in several languages, testing sites finder, outpatient health care facilities guide
• PhilaVax: Vaccination guidance

Thank you for all you do to keep your patients safe and healthy!

Help us help you! Take our immunization service survey!

Dear VFC and VFAAR Providers

Thank you for your continuing service to your patients, especially during this COVID-19 pandemic. Our team continues to provide core immunization services as we respond to the pandemic.

In order to better support you during this time, please complete this survey so that we can better understand your immunization needs at this time.

TAKE THE SURVEY NOW

We’re here to help!

If you have any questions regarding the following, we are here to help:

• Placing vaccine orders: Christine.Wilson@phila.gov or Charma.Miller@phila.gov
• Reconciliations or Training: dphproviderhelp@phila.gov
• Digital Data Logger and Storage & Handling: TempCheck@phila.gov
• Reporting to the IIS: john.robison@phila.gov
• Accessing PhilaVax: PhilaVax@phila.gov
• Enrollment information or general immunization questions: jillian.brown@phila.gov

And, if there are changes at your office that will affect your ability to properly store and monitor your vaccines or your office will be closed in response to COVID-19, email TempCheck@phila.gov for guidance.

Sincerely,

The Philadelphia Immunization Program

2020 Enrollment Opens Today!

The Philadelphia Immunization Program’s Vaccines for Child (VFC) & Vaccines for Adults at Risk (VFAAR) enrollment opens today! Log into PhilaVax and begin your enrollment right now!

Annual enrollment is required to receive federally funded vaccines regardless of if it’s your first year or hundredth! Enrollment will be open until February 28th. Don’t wait – enroll today!

To help you through enrollment, we’ve created the following materials…

Clinic Information Changes Cheat Sheet

Your sites contact information (ie staff, delivery hours and address) populates to the enrollment form. Get a head start on enrollment by updating your clinic information now. Our Clinic Information Changes cheat sheet breaks these changes down into simple steps. You can download our Clinic Information Changes Cheat Sheet here.

Enrollment Cheat Sheet

You can download our Enrollment Cheat Sheet PDF here. Our enrollment cheat sheet breaks down the enrollment process step by step. It also provides useful tips that will make your 2020 enrollment much easier. The Enrollment Form will be available in PhilaVax starting on Monday, February 3. Review the instructions today so that you know what to expect next week.

Contact us!

Have questions about enrollment? Having difficulties accessing the cheat sheets? Contact our Immunization Education Coordinators! You can email them at dphproviderhelp@phila.gov or call 215.685.6872 or 215.685.6490.

Being enrolled in VFC/VFAAR helps keep vaccines available to all Philadelphians. We strongly encourage you to log into PhilaVax and re​-enroll today! Don’t wait until the 28th!

2020 Enrollment begins February 3rd

Happy new year! The Philadelphia Immunization Program annual Vaccines for Children (VFC) and Vaccines for Adults at Risk (VFAAR) enrollment opens on Monday, February 3rd.

Start the new year off on the right foot. Complete your VFC/VFAAR enrollment on time.

This year’s enrollment period runs from February 3rd to February 28th. During this time all VFC/VFAAR sites must log in and complete the online enrollment. Annual enrollment is required to receive federally funded vaccines regardless of if it’s your first year or hundredth! Don’t wait until the end of February. Login and get started on Monday, February 3rd!

Please Submit Vaccine Orders by Monday, December 9

Don’t let delays in vaccine shipments during the holiday season leave you with no vaccine!

To ensure your office has sufficient vaccine in stock, please submit orders by 3:00 PM on Monday, December 9. Complete orders received by December 9th at 3pm will be processed and shipped as usual, without delay. Do not wait until the last minute to submit your order! Please check the status of your order no more than 2 days after submission.

Orders submitted between Tuesday, December 10 and Thursday, January 2 may not be delivered until the week of January 6. The distribution center will return to normal operations on January 2.
Contact the VFC/VFAAR Program if you Need Assistance

Provider Education Coordinator

Mohan Nagaraja, 215-685-6872, DPHProviderhelp@phila.gov
Joani Schmeling, 215-685-6490 DPHProviderhelp@phila.gov

Vaccine Order Specialists

Christine Wilson, 215-685-6728, Christine.Wilson@phila.gov
Charma Miller, 215-685-6667, [Charma.Miller@phila.gov]Charma.Miller@phila.gov

VFC & VFAAR Coordinator

Jillian Brown, 215-685-6424, [Jillian.Brown@phila.gov]Jillian.Brown@phila.gov

The Philadelphia Immunization Program wants to thank you for all your hard work this year and for doing your part to keep Philadelphia healthy. We wish you good health and wellness during this holiday season!

Download our 2019-2020 paper influenza flu reporting form here: Influenza Immunization Reporting Form

Update your Digital Data Logger (DDL) software today

 Please update to the latest version of the LogTag software, which makes small but important changes to how the digital data loggers (DDL) work and prevent future compatibility issues.

This update will not affect downloading processes or your daily responsibilities and will take about 1 minute to do. Please do this update by Friday, 1/25.

How to update your software

To update your software:

• Visit https://logtagrecorders.com/software/lta2/download/
• Download Installer: Itanalyzer_2.9r8.exe
• Run the program you downloaded
• Complete this electronic form, https://goo.gl/forms/oGG29vvXweWvenxx2, to let us know when you have successfully downloaded the software or to let us know about issues you experienced.

If you need administrative or IT permission to download software, please contact your IT department as soon as possible.

If you have any questions about this update please contact:

Alexis Bridges and Adam Howsare

Storage & Handling Coordinators

TempCheck@phila.gov

Phone: 215-685-6777

Digital Data Logger Download Reminder During the Holiday Season

To make sure that your vaccines stay properly monitored over the busy holiday season, please be aware of the date indicator on your digital data loggers (DDLs). To prevent any gaps in temperature monitoring, please download your DDL files if the date indicator is approaching the 30 day capacity. With many offices having adjusted holiday hours or staff members taking time off, the 30 day capacity on your DDL could be reached.

To prevent this, we suggest that you download your DDL files before they reach their 30 day memory capacity. This may mean downloading your DDL earlier than you normally would. This will ensure that they continue to record temperature readings for your storage units over the holidays.

After you download your DDL files, remember to:

1) Email both your LTD (yellow and blue) and CSV (green) files to TempCheck@phila.gov

2) Upload your CSV files into the Clinic Tools module in PhilaVax

Contact the VFC or VFAAR program if you need assistance or have additional questions:

Storage and Handling Coordinators

Alexis Bridges       phone: 215-685-6777

Adam Howsare     phone: 215-685-6777

TempCheck@phila.gov

VFC & VFAAR Coordinator

Jillian Brown          phone: 215-685-6424

Jillian.Brown@phila.gov

Vaccine Shipment Delays During the Holiday Season

Submit orders by December 7^th

To make sure that you receive vaccines when you need them, submit orders by 3:00 PM on Friday, December 7. These will be processed and shipped out as usual. Be sure to check the status of your order 2 business days after submitting.

Orders submitted between Monday, December 10 and Friday, December 28 may not be delivered until the week of January 8th. The distribution center will return to normal operations on January 2.

During the holiday season – from mid-December to early January – the distribution center that ships vaccine provided through the Vaccines for Children (VFC) and Vaccines for Adults At Risk (VFAAR) programs will have reduced shipping capacity. Orders submitted during this time may take longer than usual to ship.

Contact the VFC or VFAAR program if you need assistance.

Provider Education Coordinators

Joani Schmeling      phone: 215-685-6490

Mohan Nagaraja      phone: 215-685-6872

 DPHProviderhelp@phila.gov

VFC & VFAAR Coordinator

Jillian Brown          phone: 215-685-6424

Jillian.Brown@phila.gov

Vaccine Order Specialists

Christine Wilson      phone: 215-685-6728

Christine.Wilson@phila.gov   

Charma Miller         phone: 215-685-6667

Charma.Miller@phila.gov

PhilaVax will be down for maintenance on Tuesday, July 31 from 5 PM to 10 PM. During this time, you will not be able to log in to PhilaVax.

You can resume using the system by 7 AM on August 1.

ProQuad vaccine now available through the VFC program

ProQuad is now available through the Philadelphia Vaccines for Children (VFC) program. ProQuad is a combination MMR (measles, mumps, and rubella) and Varicella vaccine. This combined vaccine lets you administer more vaccines with fewer injections.

About ProQuad

The CDC’s Advisory Committee on Immunization Practices recommends ProQuad for a patient’s second dose of MMR and varicella vaccine. As a first dose, ProQuad is associated with a slightly higher risk of febrile seizure, so use separate MMR and varicella vaccines for the first dose unless a parent prefers ProQuad.

• More information: https://www.cdc.gov/vaccines/hcp/acip-recs/vacc-specific/mmr.html
• Vaccine Information Statement: http://www.immunize.org/vis/mmrv.pdf

Ordering ProQuad

Order ProQuad through PhilaVax at https://vax.phila.gov the way you normally order other vaccines. Before you order ProQuad for your VFC-eligible patients, you should also stock enough privately-purchased ProQuad to treat patients who are not eligible for VFC.