COVID-19 Vaccine Reference guide for Providers

Provider Requirements
Steps to Implementation
1. Complete & Sign a COVID Vaccination Provider Agreement

NYC Department of Health and Mental Hygiene COVID-19 Vaccination Program  Letter and Provider Agreement.

After registering you will receive the CIR (Citywide Immunization Registry) facility code and you will then need to set up a CIR account and enroll in the COVID-19 Vaccination Program

2. Obtaining the Vaccine

Providers will order COVID-19 vaccine through CIR.

Orders will be reviewed and approved by NYS DOH and shipped directly from the vaccine manufacturer or CDC distributor.

When vaccine is available, providers will monitor vaccine inventory; enter doses administered and/or perform data exchange (uploading and downloading data) between the provider’s electronic health system and CIR; enter vaccine returns and wastage; and generate reports for internal review

How To Order the COVID-19 Vaccine

3. Storage & Handling including Temperature Monitoring

Cold Chain must be maintained; staff training on storage & handling is essential; reliable storage and temperature monitoring required at beginning & end of each day; review & follow Standard Operating Procedures (SOPs). Designate a primary Vaccine Coordinator; responsibilities include: ordering vaccines, assuring proper storage, documenting inventory, setting up temperature monitoring and logging at beginning of each day, remove expired vaccines. Temperature Monitoring Devices are required. Dormitory style refrigerators are not acceptable for storage.

Vaccine Storage and Handling

4. Reporting Requirements Upon Administration to Patients

Provide patient with a Vaccination Information Statement prior to receiving the vaccine paper or laminated copy acceptable. Educate patient, vaccinate and document in  medical record.

Vaccine Information Statement

5. Vaccine Adverse Event Reporting System (VAERS)

Providers must report any adverse reaction to the vaccine.

Vaccine Adverse Reporting System (VAERS) 

6. Provider Reimbursement
  • Submit claims for administration of the COVID-19 vaccine to the CMS Medicare Administrative Contractor (MAC) for payment
  • Providers are prohibited from charging members any copayment or any cost sharing for the COVID-19 vaccine or the administration of the COVID-19 vaccine.
  • Click below link for billing codes and dose fees

Payment Allowances and Effective Dates for COVID-19 Vaccines and their Administration

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