COVID-19 Vaccine Provider Weekly Updates

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COVID-19 Vaccine Provider Weekly Updates

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Minnesota Department of Health

September 16, 2021


Good afternoon,

Here are the COVID-19 vaccine provider updates for Sept. 13 to Sept. 16, 2021.

COVID-19 vaccines are free

COVID-19 vaccines should be administered to everyone without any out-of-pocket costs to the recipient for the vaccine or administration fee, this includes deductibles and co-pays. Even though Pfizer has full FDA approval, the vaccine is still being purchased by the federal government and provided at no cost. This will continue even for boosters and future doses.

COVID-19 vaccination providers can seek reimbursement from the vaccine recipient’s insurance plan for a vaccine administration fee, but cannot charge the vaccine recipient the balance of the bill.

Providers can seek reimbursement for uninsured vaccine recipients at HRSA COVID-19 Claims Reimbursement to Health Care Providers and Facilities for Testing, Treatment, and Vaccine Administration for the Uninsured.

Clarifying childhood and teen vaccination and COVID-19 testing

To take advantage of every opportunity to vaccinate children and teens (both routine immunizations and COVID-19 vaccines for 12 years and up), stick to the following guidelines regarding when to vaccinate children and teens that are being tested on a regular basis. Keep in mind that because of the current upswing of COVID-19 cases, it may be necessary to have immunization-only clinics so that children and teens can get vaccinated at the earliest opportunity.

  • Test pending and no symptoms: vaccinate using standard secretion precautions.
  • Test pending and child has symptoms: Defer vaccination until results are known.
  • Negative test: vaccinate.
  • Positive test, with symptoms: vaccinate when child is out of isolation and has improving symptoms.
  • Positive test, no symptoms: keep in isolation for 10 days from the date of test, vaccinate as soon as isolation is completed. If symptoms develop during isolation, vaccinate when out of new isolation time and child’s symptoms are improving.
  • Exposed, no symptoms: keep in quarantine for the recommended 14 days from last day of exposure. If symptoms develop during quarantine, vaccinate when out of new isolation time and child’s symptoms are improving.

Review best practices and use the screening resources for routine vaccinations found at CDC Screen for Contraindications and Precautions. Additional information can be found at CDC Interim Clinical Considerations for Use of COVID-19 Vaccines: Vaccinating people with a known COVID-19 exposure or during COVID-19 outbreaks.

New! Docket mobile app

Minnesotans can now easily access their immunization record through their smartphones or other mobile devices by using a mobile app called Docket.

Quick facts about Docket

  • Docket enables Minnesota residents with a Minnesota Immunization Information Connection (MIIC) record to securely view and share their immunization records for health, school, travel, and other purposes.
    • MIIC combines all immunizations a person has received into a single record, even if they were given by different health care providers in Minnesota.
  • It’s a great way for a user to see their immunization history from MIIC, check what vaccines they or their family may be due for, and see what vaccines they may need in the future.
  • Users can get a PDF of their immunization record and share as needed through text, email, or print.
  • Docket helps answer consumer demand for more accessible immunization records.
  • For people who do not have a smartphone or do not want to use the app, they can still request their MIIC immunization record from the Minnesota Department of Health or their health care provider.

How you can help

Let your patients know the free Docket app is available. Share our Find My Immunization Record webpage, which has information about accessing MIIC records both via the existing request process and Docket.

Thank you for your assistance with this very important public health outreach!

Printing a client record

Even though clients now have the option to access their immunization record through Docket, many people will still need support with a printed or emailed record. Providers can print client immunization records using their EHR or MIIC to provide to patients upon request. Both clinic records and MIIC records are proof of vaccination. MDH is currently receiving an enormous amount of MIIC record requests as people are being asked to show proof of vaccine at their place of employment or to engage in various activities. Access the user guidance for this MIIC functionality at Client Search and Printing Immunization Records (PDF). If you have any questions, please reach out the MIIC HelpDesk.

COVID-19 vaccine distribution updates

Janssen COVID-19 vaccine is available

Janssen (Johnson & Johnson) COVID-19 vaccine is available to order again in MIIC.  Janssen COVID-19 vaccines shipping now have expiration dates in November and December of 2021. As a reminder, some existing inventory of Janssen COVID-19 vaccines expire in September. Please look up your specific lot details here to determine your vaccine expiration dates at Expiry Checker: Janssen COVID-19 Vaccine. Use our Smartsheet tool (below) to report excess inventory.

We anticipate longer expiration dates of 6 months once existing inventory is used up.

COVID-19 vaccine ordering best practices

Supply of COVID-19 vaccines is plentiful. Before placing any requests for COVID-19 vaccines in MIIC, be mindful of your site’s existing inventory and vaccination throughput. Place smaller orders with greater frequency. We recommend ordering vaccine weekly for sites with high throughput and monthly or bi-monthly for smaller sites when inventory is below a one-week supply. Do not stockpile doses.

User guide

Refer to our user guide when ordering COVID-19 vaccine in MIIC: Special Event Vaccine Request (PDF). This guide includes important notes along with step-by-step instructions for how to request COVID-19 doses and review orders.

Smartsheet tool

Use our Smartsheet tool, COVID-19 Vaccine Available for Redistribution, to report excess inventory or request doses via redistribution. This is also a good option if you are interested in receiving doses in increments less than the minimum order amount.

COVID-19 vaccine shipping cadence

Providers can expect COVID-19 vaccine and ancillary kit deliveries within the following timelines:

  • Moderna and Janssen COVID-19 vaccine and ancillary kits arrive within 2-3 business days of placing orders in MIIC.
  • Pfizer COVID-19 vaccine and ancillary kits arrive within 3-5 business days of placing orders in MIIC.

Newly translated pre-vaccination checklist for COVID-19 vaccines

Did you know that you can download a pre-vaccination checklist in multiple languages? Translated versions, including the newly added Dari and Pashto, are available at CDC U.S. COVID-19 Vaccine Product Information.

CDC also provides COVID-19 educational materials in 33 different languages at Communication Toolkit for Migrants, Refugees, and Other Limited-English-Proficient Populations.

COVID-19 vaccine public service announcements for direct support professionals

To address the significant health risks related to COVID-19 for people with intellectual and developmental disabilities (IDD) and direct support workers, the Institute on Community Integration, in partnership with the Association of Residential Resources in Minnesota (ARRM) and support from the Association of University Centers on Disabilities, produced public service announcements (PSAs), encouraging direct support professionals to get vaccinated. Direct support professionals are staff who provide direct support for people with IDD, either in a group or private home setting. Please share these engaging videos across your health care networks. The PSAs can be found at UMN Institute on Community Integration Addressing COVID-19 Vaccine Access and Confidence.

Find previous bulletins at COVID-19 Vaccine Provider Updates.