COVID-19 Vaccine Provider Tip Sheet: 5-4-22: MCIR Documentation and Inventory Guidance

 

Hello Fellow COVID-19 Vaccine Providers,

Please share with all staff that may have any contact with the COVID-19 vaccine

The Michigan Department of Health and Human Services (MDHHS), Division of Immunization, has received several questions from you, our COVID-19 providers. These questions are related to different aspects of the COVID-19 vaccination program, so to help answer some of these questions, we are sending weekly tip sheets. Below is our tip for week #4.

Week #4 Educational Tip:

Note: This guidance is for COVID-19 providers. If you are both a VFC and COVID-19 provider, you must always follow the guidelines and requirements for VFC storage and handling.

Documenting/reporting inventory in MCIR:

Part of the COVID-19 provider agreement states that providers are required to document and report spoiled, expired, or wasted COVID-19 vaccine in accordance with the CDC/Michigan Department of Health and Human Services (MDHHS) contract. These changes in a provider’s inventory are to be reported in the Michigan Care Improvement Registry (MCIR). Some of the most commonly used directions for the MCIR documentation are listed below.

• Ordering and correcting expiration dates for COVID-19 vaccine in the MCIR:
• How To Order COVID-19 Vaccine in the MCIR (E-Ordering)
• How to Correct the Expiration Date in the MCIR:
• In the MCIR Outbreak Inventory, a "placeholder" expiration date of 12/31/2069 is uploaded (as provided by CDC). This placeholder date is intended to serve as a prompt for the provider (you) to check the latest expiry information on the manufacturer's website. Upon receiving shipments, check the lot numbers to obtain the expiration date. Update the MCIR Outbreak Inventory to replace the “placeholder” expiration date with the actual expiration date.
• As research continues on the COVID-19 vaccines, new data is collected on vaccine viability leading to manufacturers extending their expiry dates. Places to find expiration dates are as follows:

1. Pfizer: EUA’s: Scan the QR code on the vial or carton to be taken to the EUA OR

• Orange cap-Fact Sheet for Healthcare Providers Administering Pfizer-BioNTech COVID-19 Vaccine for 5 through 11 years orange cap DILUTE (fda.gov)
• Gray cap-Fact Sheet for Healthcare Providers Administering Vaccine EUA of Pfizer-BioNTech COVID-19 Vaccine for 12 and older gray cap DO NOT DILUTE (fda.gov)
• Purple cap-Healthcare Providers for 12 years of age and older, purple cap (must dilute) (fda.gov)
• Moderna: scan the QR code located on the vial or carton OR Vial Expiration Date Lookup | Moderna COVID-19 Vaccine (EUA) (modernatx.com)
• Janssen (J&J): Scan the QR code located on the outer carton OR Janssen COVID-19 Vaccine Expiry Checker (vaxcheck.jnj) OR call     1-800-565-4008
• Documenting missing/wasted/spoiled/expired doses of COVID-19 vaccine in the MCIR:

• How to Document an Unable to Extract Expected Dose in the MCIR
• How To Document a COVID-19 Dose Breakage in the MCIR
• How To Document a Drawn Not Used COVID-19 Dose in the MCIR
• How To Record No Longer Viable COVID-19 Doses from a Multi-Dose Vial (MDV)
• Create & Submit COVID Return Waste Report in the MCIR 
• If you redistribute doses, you must have a Redistribution Agreement submitted and approved by MDHHS and comply with its expectations:

• COVID-19VaccineRedistributionProviderGuidanceFinalChecklist-1.2021.pdf (mcir.org)
• How to Redistribute Doses in the MCIR Outbreak Inventory 1 of 2
• How to Redistribute Doses in the MCIR Outbreak Inventory Part 2 of 2 
• Link on training videos for managing COVID-19 inventory:

• Welcome to R2MCIR.org

Please contact us if you have any questions or concerns at checcimms@michigan.gov.

Thank-you for helping to keep Michiganders safe from the COVID-19 virus,

Oakland County Health Division, Immunization Action Plan