Wisconsin COVID-19 Vaccine Program

Updates about Vaccine Wastage

As demand for vaccine across the state continues to soften, we are asking vaccinators to become increasingly creative to find new opportunities to offer vaccine to individuals in ways they trust that builds vaccine confidence, including in smaller settings such as primary care visits. In doing so, the Wisconsin Department of Health Services (DHS) understands that there will be operational implications for providers, especially around wasted doses. While it is essential that vaccinators across the state continue to be good stewards of public resources and leverage every dose to the fullest, the goal of getting vaccine into the arm of any willing, present individual must take precedence.

When faced with situations in which the choice is between opening a vial for a few individuals and assuming waste, or asking that individuals return another day --- DHS encourages all vaccinators to prioritize vaccination. Every individual counts, and we now need to leverage every opportunity to vaccinate to the fullest.  The ultimate goal at this point in the vaccination effort must be “no wasted opportunity,” rather than “no wasted doses.”

DHS also understands that wastage data is of utmost interest to the public and creates additional pressure for vaccinators. DHS will work hard to communicate to the media the current situation, goals and strategy for vaccination, and the increased possibility of wasted doses.

Accurately tracking wastage will continue to be a priority. Please review the below reminders about wastage tracking and best practices, as well as some changes that will be coming to the process shortly.

Reminders about Vaccine Wastage

• CDC does not recommend predrawing vials. If doses need to be predrawn:
  • Set up a separate administration station for each vaccine type to prevent medication errors.
  • Draw up vaccines at the clinic site or mass vaccination event on the day of the event. Do not draw up in advance or plan on transporting pre-drawn vaccine.
  • Each person administering vaccines should draw up no more than one multidose vial at one time.
  • Monitor patient flow to avoid drawing up unnecessary doses.
  • Predraw reconstituted vaccine into a syringe only when ready for administration.
  • If predrawn vaccine is not used within 30 minutes of being reconstituted, follow manufacturer guidance for storage conditions and time limits.
• Unlike other federally supplied vaccine, expiration of COVID-19 vaccine is considered wastage. WIR does not have an option to mark expired doses as wastage.  Once doses hit the expiration date, they are removed automatically from active inventory in WIR and no additional action is required by providers in WIR. As such, expired doses would need to be recorded on the paper form, and this will continue even after the functionality to send other wastage information from WIR directly to the CDC is in place.
• Vaccinators enrolled in both the VFC and COVID-19 programs should follow the wastage reporting procedures for the respective program. COVID-19 vaccinators, please do not send wasted COVID-19 vaccine information to the VFC program.

Current Vaccine Wastage Reporting Process

The current process for documenting wastage can found on the DHS Vaccine Partner webpage. In brief, in the unfortunate event of vaccine wastage, vaccinators must report it in two ways.

1. Report in WIR: In the event of vaccine wastage, vaccinators must report it in WIR as soon as possible and within 24 hours of identifying the vaccine wastage (see WIR training for detailed instructions).
2. Wastage Report (FORM #02768): Use this form to record and report vaccine that is disposed of according to your clinic guidelines for disposal of biologics. You will need to state the number of doses that were wasted and why and email the form to DHSCOVIDVaccinator@wi.gov.

Upcoming Changes to the Vaccine Wastage Reporting Process

New functionality has been added to WIR to collect the vaccine wastage reason. DHS is in the process of testing functionality to submit wastage information directly from WIR to the CDC and hopes to have that in place in the next couple weeks. Currently, providers are able to add the wastage reason in WIR, but still need to complete the paper form until testing of the electronic exchange has been completed. You will enter number of doses wasted due to a specific category of reasons.  For example, if you wasted 50 doses because the doses were drawn but not used, in addition to wasting 5 doses because you were not able to draw the 6th or 15th dose from a vial; you would enter 50 doses using the code associated with “drawn but not used,” and 5 doses using the code “OTHER.”

Please do not reply directly to this email message. If you have a question, please email DHSCOVIDVaccinator@wi.gov.