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County of Santa Clara vaccine activities
County planning and preparation includes partner and stakeholder engagement, vaccine provider education and enrollment, storage and handling capacity assessment, and other activities.
Enrolling to be a COVID-19 vaccine provider
The first vaccines available in the U.S. come with logistics and distribution challenges. Some require ultra-cold storage. All have minimum order sizes that put a floor on the smallest number of doses that can be shipped. The first vaccinators were identified by the County of Santa Clara in close partnership with healthcare organizations at sites assessed to have the capacity to manage these complex logistical challenges.
In the future, more providers in Santa Clara County will be invited to join the effort as vaccinators. However, given the limited current supply of vaccine, we are not able to expand the number of vaccination providers at this time. Please check back on this website for updates.
First Steps to Become a COVID-19 Vaccine Provider
Complete State of California Required Vaccine Training
Providers and key practice staff handling or administering COVID-19 vaccines are responsible for knowing this information.
Enroll in COVID-19 Vaccine State and Federal Systems
There are three initial requirements to become a COVID-19 vaccination provider. Note: Completion of these requirements does not guarantee that your organization will be accepted as a vaccination provider.
- Enroll in the California Immunization Registry (CAIR2)
CAIR2 is the state’s immunization information system. Ensure your facility is enrolled in CAIR2 and able to report vaccine doses within 24 hours of administration. You will need your organizational CAIR ID during the registration processes for other state systems for COVID-19 vaccine.
- Visit the CAIR2 website if you need to enroll.
- For questions contact your local CAIR representative, email the CAIR help desk at [email protected] or call 800- 578-7889 during business hours.
- Enroll in CalVax (previously, COVIDReadi)
This provider enrollment worksheet from the state can help providers prepare for CalVax.
Providers may be able to place requests for vaccine distribution in CalVax. However, placement of a request is not equivalent to an order, and does not guarantee that vaccine will be distributed to your organization.
- Create a Vaccine Finder Account
COVID-19 vaccination providers are required to report daily inventory to a national system, VaccineFinder. After completing CalVax enrollment, you will receive information about creating an account in VaccineFinder’s COVID Locating Health Provider Portal.
In addition to these vaccine systems, providers under consideration to administer COVID-19 vaccine in Santa Clara County must follow all federal, state, and local requirements for COVID-19 vaccine management and reporting. More information will be provided at the time of Vaccine Provider Enrollment, during the review and approval process.
Vaccine Management – Storage, Handling and Inventory
Each FDA-authorized COVID-19 vaccine has unique storage and handling requirements. Providers must remain compliant with all vaccine management updates issued by the manufacturer and by federal, state, or local health departments.
- State of California Vaccine Management Requirements
- General information
- Report shipping incidents, temperature excursions, transfers and redistributions, and other issues in myCAVax
- Manufacturer Resources for Vaccine Management
Emergency Use Authorization (EUA) Fact Sheets for Vaccine Recipients
- EUA Fact Sheets for Recipients of the vaccine are available in place of the CDC vaccine information statements (VIS) for licensed vaccines with which you might be familiar. CDC provides more information about EUA Fact Sheets.
- COVID-19 Pfizer-BioNTech Vaccine EUA Fact Sheet for Recipients. Fact Sheet is available in additional languages.
- COVID-19 Moderna Vaccine EUA Fact Sheet for Recipients. Fact Sheet is available in additional languages.
- COVID-19 Janssen/J&J Vaccine EUA Fact Sheet for Recipients. Fact Sheet is available in additional languages
- CDC Interim considerations: preparing for the potential management of anaphylaxis after COVID-19 vaccination
- Immunization Action Coalition – Managing Vaccine Reactions
COVID-19 Guidelines for Post-Vaccination Symptoms
Reporting requirements for COVID-19 vaccine providers include:
Reporting to Federal Government and National Systems
- Inventory reporting - VaccineFinder
- Vaccine error reporting – ISMP VERP – Reporting an Error
- Adverse event reporting - VAERS Reporting an Adverse Event
Adverse events that occur in a recipient following COVID-19 vaccination should be reported to VAERS. Vaccination providers are required by the Food and Drug Administration to report the following:
- Vaccine administration errors
- Serious adverse events
- Cases of Multisystem Inflammatory Syndrome
- Cases of COVID-19 that result in hospitalization or death
Reporting is encouraged for any other clinically significant adverse event even if it is uncertain whether the vaccine caused the event.
Reporting to State of California
- Documentation of vaccine administration - California Immunization Registry (CAIR2)
All California vaccine reporting requirements: https://eziz.org/covid/reporting/.
Reporting to County of Santa Clara
- Data reporting to the County of Santa Clara, as described in the January 7, 2021 Health Officer Order. This data reporting is required, not optional, and data is published on the COVID-19 Vaccine Dashboard. More information will be provided at the time of Vaccine Provider Enrollment, during the review and approval process.
- Report to the Public Health Department patients who tested positive after being fully vaccinated. Providers should still report patients who test positive for COVID-19 after being fully vaccinated. Fully vaccinated is defined as: ≥ 14 days following receipt of the second dose in a 2-dose series, or ≥14 days following receipt of one dose of a single-dose vaccine. Follow the same procedure as for reporting non-vaccinated patients by using the Case Report Form.
Clinical Management and Patient Counseling
Educate yourself and your staff with this clinical information from the CDC about COVID-19 vaccines.
- General Clinical Resources Page: https://www.cdc.gov/vaccines/covid-19/index.html
- Vaccine Product information, including safety and efficacy data: https://www.cdc.gov/vaccines/covid-19/info-by-product/index.html
- Interim Clinical Considerations, including contraindications and special populations: https://www.cdc.gov/vaccines/covid-19/index.html
- Clinician Outreach and Communication (COCA) Webinars: https://emergency.cdc.gov/coca/
Address patient questions and set expectations using these recommended CDC resources.
Many patients have questions about the new 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.
- Recipient Education: Talking to Recipients about COVID-19 Vaccine
- Quick Answers for Healthcare Professionals to Common Questions People May Ask about COVID-19 Vaccines
- COVID-19 Vaccination Communication Toolkit
The County’s vaccine website for the public also has answers to many frequently asked questions. See www.sccfreevax.org
State and Federal Government COVID-19 Resources
State of California COVID-19 vaccine activities
- California Department of Public Health vaccination planning
- California COVID-19 Scientific Safety Review Workgroup
- California COVID-19 Vaccine Drafting Guidelines Workgroup
- California COVID-19 Community Vaccine Advisory Committee
U.S. federal government COVID-19 vaccine activities
- U.S. Food and Drug Administration (FDA)
- General Information: Vaccines and Related Biological Products Advisory Committee (VRBPAC)
- FDA Actions on Pfizer-BioNTech COVID-19 Vaccine***
- FDA Actions on Moderna, Inc., COVID-19 Vaccine
- FDA Actions on Janssen/J&J COVID-19 Vaccine
- Centers for Disease Control and Prevention
- General Information: Advisory Committee on Immunization Practices (CDC ACIP)
- CDC Actions on Pfizer-BioNTech COVID-19 Vaccine
- The Advisory Committee on Immunization Practices’ Updated Interim Recommendation for Use of Pfizer-BioNTech COVID-19 Vaccine — United States, December 2020 – December 22, 2020
- CDC Actions on Moderna, Inc., COVID-19 Vaccine
- The Advisory Committee on Immunization Practices’ Interim Recommendation for Use of Moderna COVID-19 Vaccine — United States, December 2020 – December 20, 2020
- CDC Actions on Janssen/Johnson & Johnson, COVID-19 Vaccine
- The Advisory Committee on Immunization Practices’ Updated Interim Recommendation for Allocation of COVID-19 Vaccine — United States, December 2020 – December 22, 2020
- The Advisory Committee on Immunization Practices’ Interim Recommendation for Allocating Initial Supplies of COVID-19 Vaccine — United States, 2020 – December 11, 2020
- 10 Things Healthcare Professionals Need to Know about U.S. COVID-19 Vaccination Plans
- COVID-19 for Providers Home
- Vaccine Info for Providers
- Provider Responsibilities and Guidance
- Resources for Patients
- Provider FAQs
- Health Alerts Archive