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

See COVID-19 vaccine information for the general public

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Seeking vaccination for myself

Interested in Enrolling to be a COVID-19 vaccine provider

Counseling and treating patients

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.

See vaccine news and planning updates from County of Santa Clara

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.

  1. 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.

  1. Enroll in CalVax (previously, COVIDReadi)

Potential vaccinators must enroll in the new CalVax state system. The previous state system, COVIDReadi, retired in mid-January.

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.

  1. 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.

Vaccine Administration

Emergency Use Authorization (EUA) Fact Sheets for Vaccine Recipients

Anaphylaxis Management

COVID-19 Guidelines for Post-Vaccination Symptoms

Vaccine Reporting

Reporting requirements for COVID-19 vaccine providers include:

Reporting to Federal Government and National Systems

  1. Inventory reporting - VaccineFinder
  2. Vaccine error reporting – ISMP VERP – Reporting an Error
  3. 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

  1. Documentation of vaccine administration - California Immunization Registry (CAIR2)

All California vaccine reporting requirements: https://eziz.org/covid/reporting/.

Reporting to County of Santa Clara

  1. 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.
  2. 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.

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.

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

U.S. federal government COVID-19 vaccine activities

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