County of Santa Clara COVID-19 Vaccine Information for Healthcare Providers

Last content update: 11/9/23

Face Masks are required in Patient Care Areas of Healthcare Delivery Facilities during the Winter Respiratory Virus Period, from November 1 through March 31. For more information, see the full Health Order text or visit the Public Health Orders Frequently Asked Questions webpage.

See COVID-19 vaccine information for the general public.

Enrolling to be a COVID-19 vaccine provider

First Steps to Becoming a Vaccine Provider

Review COVID-19 Vaccine Provider Requirements

Double check that your practice meets the necessary requirements to be a COVID-19 vaccine provider. There is some training, reporting, and storage unit information that may be asked of you as you go through this process. 

Enroll in COVID-19 Vaccine State and Federal Systems

There are three online platforms that all COVID-19 vaccination providers use.

  1. California Immunization Registry (CAIR2)
    CAIR2 is the State of California’s immunization information system where individuals’ vaccination data is stored.

    Questions? Contact your local CAIR representative, email the CAIR help desk at [email protected], or call (800) 578-7889 during business hours.

  2. myCAvax
    All vaccine providers must enroll in myCAvax, the state’s COVID-19 vaccine provider management platform. 

    For assistance with the myCAvax enrollment process, email [email protected] or call (833) 502-1245, option 2. Additional myCAvax training is available.

  3. VaccineFinder
    COVID-19 vaccination providers are required to report their inventory to a national system called VaccineFinder. After completing myCAvax enrollment, you will receive information via email about creating an account in VaccineFinder’s COVID Locating Health Provider Portal.

    If you need additional VaccineFinder technical support, please email [email protected] or call (833) 748-1979.


Getting Started as a Vaccine Provider

Vaccine Provider Onboarding and Orientation Meeting

Prospective COVID-19 vaccine providers must attend a 30-minute meeting with the Public Health Department before receiving vaccine. 

Once you have completed your enrollment in the three required platforms, please contact us via email at [email protected] to schedule your 30-minute meeting with our team.  

As you prepare for the meeting, take a look at CDPH’s Provider Operations Manual Start-Up Guide and Worksheet to ensure your practice is ready to start vaccinating.

Vaccine Ordering

Providers must request for COVID vaccine from the County of Santa Clara Public Health Department using the myCAvax platform. If approved, the vaccine request is fulfilled via direct shipment by FedEx or UPS. The Public Health Department also offers local redistribution for providers that are unable to handle the minimum order quantities set by the CDC for direct shipment. Locally redistributed vaccine supply can be delivered to your practice location or picked up directly from our redistribution center.

Vaccine options and receiving cadences will be reviewed during the 30-minute meeting with the Public Health Department to help you assess which product and method of fulfillment would be best for your practice.


Vaccine Reporting

Data is very important to help the federal, state, and local health departments make informed decisions. As a COVID-19 vaccine provider, you will need to report certain information such as:

  • Vaccine administration data
  • Temperature excursions
  • Spoiled, expired, or wasted vaccine doses
  • Inventory on hand
  • Adverse reactions
  • Vaccine administration errors

More detailed information on California vaccine reporting requirements can be found on CDPH’s EZIZ.org/COVID website.


Understanding How to Manage and Administer Vaccines

Vaccine Management – Storage, Handling, and Inventory

Storage and handling of COVID-19 vaccines has simplified significantly since their initial release in December 2020. All available COVID-19 vaccines can now be stored at refrigerated temperatures, so providers can store them with other vaccine products.

For specific guidance including acceptable temperature ranges, refer to the Storage and Handling sections in the Fact Sheets for Healthcare Providers that are available on the CDC’s COVID-19 vaccine website or the CDC's Vaccine Storage and Handling Toolkit.

Vaccine Administration

Fact Sheets For Recipients and Caregivers are available in place of the CDC vaccine information statements (VIS) with which you might be familiar. Please visit the FDA’s COVID-19 Vaccines website to access these product-specific fact sheets.

 

Frequently Asked Questions for COVID-19 Vaccine Providers

    Vaccination continues to be the most powerful weapon in our fight against the coronavirus, especially as variants continue to evolve. COVID vaccines are not going away anytime soon and there may be additional booster doses authorized in the future. We encourage providers to onboard as a COVID vaccine provider so they can offer the vaccine to their patients.

    My Turn is an online platform managed by the state for clinic management, dose accountability and reporting, public scheduling, and walk-in registration for vaccine clinics. It is required only if your Electronic Health Record (EHR) is not set up for data exchange with CAIR2. Visit the MyTurn Onboarding page on the EZIZ.org/COVID website for more information.

    Yes. COVID-19 vaccines and other vaccines, including all of those needed by children to attend school, may be administered without regard to timing. This includes simultaneous administration of COVID-19 vaccine and other vaccines on the same day, as well as co-administration within 14 days.

    For vaccine information for immunocompromised individuals, please visit the CDC's COVID-19 Vaccines for People Who Are Moderately or Severely Immunocompromised and Interim Clinical Considerations webpages.

    Clinical Management and Patient Counseling

    Educate yourself and your staff with this clinical information from the CDC and CDPH about COVID-19 vaccines.

    Address patient questions and set expectations using these recommended CDC resources.

    Many patients have questions about the COVID-19 vaccines. As vaccine recipients’ most-trusted source of information on vaccines, healthcare providers play a critical role in helping their patients understand the importance of COVID-19 vaccination and when they are likely to be eligible to receive the vaccine.

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