 COVID-19 vaccine ordering is open in the IIS as of September 24. We encourage you to place smaller, more frequent orders in alignment with your monthly Recommended Order Quantity (ROQ).
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COVID-19 vaccine orders will initially be processed each Wednesday.
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COVID-19 vaccines are under allocation and there will be a limited number of doses available each week.
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Stop administration and return 2025-2026 COVID-19 vaccine using the Vaccine Return process once you receive your first shipment of the 2026-2027 formulation.
- Reconcile inventory of 2025-2026 COVID-19 vaccines in the IIS using the category "Spoiled" and reason "Expired BUD"
- Remember to submit the return before inactivating the vaccine in the IIS
Ordering Guidance
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Use last year's data to plan orders. Review your clinic's monthly vaccine administration from the 25-26 respiratory season and use the Recommended Order Quantity (ROQ) calculation to determine appropriate quantities.
- Use the Pediatric Respiratory Doses Administered Spreadsheet 2025-26 to review administration data from past seasons. Check out the tabs at the bottom of the spreadsheet to see data for RSV, Flu, and COVID-19 vaccines.
- The ROQ calculator helps determine how many doses of vaccine your facility should order. The calculator does not account for seasonality or other factors that may impact need.
- Allow at least 3 days for order approval from time of submission for accountability checks
- Orders need to be in "Pending State Approval" status in the IIS by close of business the weekday before the processing day
Additional Resources
You may notice a delay in order processing this week, September 28 to October 2. This is due to annual end of fiscal year processing on the CDC's vaccine ordering system. We appreciate your understanding and partnership.
Beginning in October, most Childhood Vaccine Program providers will transition to the Auto-Pickup process for returning empty EcoFlex coolers. You may remember seeing an article abut McKesson testing this process back in July.
UPS will automatically schedule a pickup of eligible empty EcoFlex coolers within 1-2 days after your vaccine delivery. Providers will not need to manually request a pickup or arrange a return.
Please note that not all providers are eligible for Auto-Pickup based on their location. We will share return instructions for those providers in an upcoming Vaccine Blurbs edition.
 Don't Forget...
- Remove all vaccine products from the cooler before pickup
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Up to three automatic pickup reattempts will be made if UPS is unable to complete the initial pickup.
- If the cooler has not been picked up after the reattempts, please contact McKesson Customer Service for assistance
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KoolTemp (EPS) coolers are not returnable. Providers should dispose of these coolers according to the facility's procedures
If you currently use the Washington State Immunization Information System (WAIIS), we invite you to complete our IIS Partner Survey.
Your feedback will help us align our priorities moving forward and ensure we continue to provide a high level of service to all organizations who use WAIIS.
Complete the survey here: IIS Partner Survey
If you have any questions, please contact iis.training@doh.wa.gov. Thank you for sharing your feedback!
Join us for the next CVP Training Series next Thursday, October 8. Daily temperature monitoring is required for all Childhood Vaccine Program (CVP) providers and is essential to protecting vaccines. This webinar covers monitoring expectations, then walks through how to prepare for, respond to, and recover from a power outage to keep vaccines safe.
Date: October 8, 2026
Time: Noon - 1:00 p.m. PDT
Register Here
The 2026-27 Vaccine Assessment Grid (“Grid”) has been updated to reflect the new NDCs and Dosage-Based Assessment (DBA) Grid Amounts for respiratory vaccine products. These Grid updates and DBA amounts apply only to billing for commercially insured children. Please use the appropriate billing process based on patient's insurance status and program eligibility.
The Grid is in effect between July 1, 2026 through June 30, 2027, and was posted to the WVA’s website on May 1, 2026, in both PDF and Excel format. CVP providers are required to update their billing system.
For more information on the billing process, please review the WVA Provider Billing Guide. Should you have any questions, please contact us at compliance@wavaccine.org
As the seasons change and we move into the stormier months, please take a minute to review your facility's . The plan outlines what to do in an emergency and helps you to determine whether vaccines should be transported off-site or sheltered in place.
Remember - in an emergency, a transfer request does not need to be completed or require pre-approval for emergency transport. Emergency transport should be in accordance with your facility's Vaccine Management Plan.
If vaccines are exposed to out of range temperatures, contact the manufacturers to determine viability. If the guidance or determination is unclear, please contact us at WAChildhoodVaccines@doh.wa.gov before taking any additional action. Make sure to report the excursion in REDCap immediately.
Please stay safe during severe weather and emergencies, and remember to prioritize the safety of yourself, your staff, and your patients!
You may find the following resources helpful:
When emailing the Childhood Vaccine Program, please include your facility's PIN in the subject line. This helps us quickly identify your facility and route your email to the appropriate staff member, helping us get you a response more efficiently.
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