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This email is being sent to COVID-19 Vaccine Program enrolled site's coordinators, back-up coordinators, and other contacts at your facility. Please make sure that only one individual completes this survey on behalf of your location and please do not share this email with others outside of your organization.
This is the allocation survey for the weeks beginning March 29 and April 5.
Even with steady increases in vaccine from the Federal government, current demand for COVID-19 vaccines far exceeds supply. Organizations should anticipate not receiving the entire amount of vaccine requested. Furthermore, due to the high demand, it may not be possible to provide vaccine to every vaccination site.
As of March 29, individuals with certain medical conditions will be eligible for COVID-19 vaccine. You can find the full list of conditions and how to further prioritize within this group in the press release or on the DHS website.
What does this Mean for Vaccinators?
- You should continue to focus on vaccinating previously eligible groups before moving on to individuals in this eligibility group.
- This includes proactive outreach to populations eligible March 1 or earlier, such as education and child care staff, individuals enrolled in Medicaid long-term care programs, some public facing employee groups like 911 operators, public transit, and food supply chain workers, non-frontline essential health care personnel, and congregate living facility staff and residents.
- When vaccinating individuals who are eligible due to a medical condition (as of March 29), providers are not required to request documentation of eligibility. Providers are encouraged to ask individuals to complete a letter of attestation. More information and resources to come.
- As of March 29, you should ensure that your website and registration systems properly reflect the group of individuals with certain medical conditions who will be newly eligible.
- There will not be enough vaccine to vaccinate all eligible individuals at once. We ask for everyone’s patience and ask our partners to communicate this via your networks.
Updates to Previously Eligible Groups
Restaurant Workers
Due to the increased supply of vaccine and in recognition of the public facing role of restaurant workers, they are now eligible to receive vaccine as part of the food supply chain. This includes chefs, servers, and hosts.
Spiritual Care Providers
Previously, only spiritual care providers in hospital settings were eligible as part of frontline health care personnel. This has been updated to include all spiritual care providers (clergy), both in and outside of hospital settings.
- The current survey is the regular, bi-weekly allocation survey. Please note that DHS will not be sending another separate educator-specific allocation survey.
- The last bi-weekly allocation survey was sent March 1 and asked vaccinators how many doses were needed for the weeks of March 15 and March 22.
- The current survey asks vaccinators how many doses they could use the weeks of March 29 and April 5, separately identifying how much is needed for each individual week.
- Deliveries will continue weekly.
- These future allocations will be based upon forecasts provided by the CDC. The state is not able to order the vaccine until the Thursday before it is delivered. Actual allocated quantities may vary depending on the availability of vaccine when the state places its order for the vaccine. Any changes will be communicated to providers before the vaccine is delivered.
- To help better plan and partner with our vaccinators, you will be asked additional questions, including information about which populations you plan to vaccinate (e.g., 65 and older and long-term care).
In the current allocation survey, you will indicate your location’s vaccine allocation request separately for the week beginning March 29 and the week beginning April 5. Your requests must be for the initial/first doses only. Allocation requests for second doses will be calculated and shipped to you automatically.
Readiness includes having the ability to receive the vaccine at a pre-determined time, store the vaccine per the requirements of the manufacturer, ensure the security of the vaccine, and administer the vaccine to eligible populations per DHS recommendations within the week the doses were requested for (i.e., the week beginning on March 29 or April 5).
If you cannot use vaccine in either of those two weeks (i.e., the week beginning on March 29 or April 5), or do not serve those eligible for vaccination during those weeks, do not fill out this survey.
The provider drop-down is listed in order of Pandemic PIN number, so please have your Pandemic PIN ready.
The survey includes questions to help us plan ahead for requests for mobile vaccination teams (MVT). These questions are only for Local and Tribal Health Departments (LTHDs). If you are not a LTHD and would like to pursue mobile vaccination support, please coordinate with your LTHD.
LTHDs will be provided an opportunity on the survey to indicate whether they intend to request a MVT during the 2-week period covered during the allocation survey. LTHDs that indicate yes will be contacted by the Wisconsin COVID-19 Vaccine Program Team to coordinate and formalize the request for support.
This is not LTHDs' only opportunity to request MVT support for the bi-weekly period. If LTHDs are unable to project their MVT requirements on this bi-weekly allocation survey, they may submit requests at any time through the WebEOC process. Please be aware that we will prioritize MVT support, if requests exceed support capacity, to requests initiated through the bi-weekly allocation survey.
Registered providers can coordinate with employers to create an employer-based clinic for currently eligible employee groups. If you intend to request an allocation of vaccine specifically to support a closed, employer-based clinic for currently eligible employee groups, you can make a separate request for that vaccine in order to receive a dedicated allocation for it.
The Wisconsin COVID-19 Vaccine Program Team will review employer-based clinics’ allocation requests under the following considerations:
- A request for vaccine to support an employer-based clinic will be reviewed separately from your other vaccine requests, and will be accepted or denied as an independent request.
- Accepting or denying an employer-based clinic’s vaccine request will have no impact on your other allocation requests.
- If approved, this allocation will be provided in addition to any allocation requested and received through the bi-weekly survey.
- Any registered provider can become the lead coordinating entity for employer-based clinics. Lead coordinating entities are expected to conduct all coordination with the employers to identify the quantity of doses required, as well as all other information needed to fulfill the allocation request.
- By self-identifying as a lead coordinating entity for eligible employer(s) in the survey, you agree to be contacted by representatives from the Wisconsin COVID-19 Vaccine Program Team for further coordination.
- Vaccine providers should communicate with their LTHD to assist with local awareness and coordination and to avoid potential duplication of efforts.
The bi-weekly allocation survey and the employer-based clinics survey are both due by noon on Wednesday, March 17, 2021. If you miss this deadline, we will not be able to allocate vaccine to your organization.
We encourage providers to submit requests for employer-based clinics as soon as possible, if they are requesting vaccine for the week of March 29, so that we can begin to review those requests.
You can complete the bi-weekly survey here.
You can complete the employer-based clinics survey here
Step 1. For the week beginning March 29, you will receive an email no later than Tuesday, March 23, notifying you whether or not your organization will receive vaccine. For the week beginning April 5, you will receive an email no later than Tuesday, March 30, notifying you whether or not your organization will receive vaccine.
If you are allocated vaccine, the email will explain which COVID-19 vaccine (i.e. Moderna, Pfizer, Johnson & Johnson) your location was allocated and the number of first and second doses. If you receive both a bi-weekly and an employer-based clinic(s) allocation, these allocations will appear in the email as one combined total. This notification is based on the forecasted amount of vaccine to be received from the CDC. You will receive a follow-up e-mail if the actual amount changes before delivery.
Step 2. You should fill out the survey again when the next survey is available. We anticipate this will be on Monday, March 29, for the weeks of April 12 and April 19. Your requests do not automatically carry over each week.
If you have questions please send an e-mail to DHSCOVIDVaccinator@wi.gov.
All vaccine providers actively administering vaccine will be included on the DHS Vaccine Provider Map. All newly allocated providers will be indicated on the map as “open to eligible groups,” unless communicated otherwise. To communicate a change in your availability status (e.g., open to eligible groups or closed to the public) or other corrections in relation to your location(s), fill out the survey found on the Vaccine Provider Map webpage. The map correction survey can also be found here.
Johnson & Johnson
Johnson & Johnson is hosting webinars every weekday until the end of April with information for health care providers administering vaccine. The webinars are held at different times each day. The complete schedule is available here.
Pfizer
Pfizer will be hosting two sessions of the Pfizer Manufacturer Webinar Series this week. The content is the same across each session.
- Wednesday (3/17) at 4:00 p.m. CT. Register for it here. The password is tjMmcp6me35.
- Thursday (3/18) at 4:00 p.m. CT. Register for it here. The password is rpJmSxT73Y7.
On March 16, 2021, at 9:00 a.m., DHS will host the weekly office hours for vaccine coordinators, managers, and clinicians. You can sign up for the webinar on the DHS website.
Sincere thanks,
The Wisconsin COVID-19 Vaccine Program Team
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