Wisconsin COVID-19 Vaccine Program

Vaccine On-Demand Order Process 

Wisconsin COVID-19 vaccinators can now order Pfizer, Moderna, and Johnson & Johnson (Janssen) COVID-19 vaccine on-demand. Below are the guidelines and instructions for order processing through an on-demand survey, along with minimum vaccine ordering amounts, and timelines for order processing and delivery/pick-up. The survey will be open and available at all times.

The link to the survey for ordering COVID-19 vaccine can be found in WIR. Users will need to log into WIR and navigate to the announcements section.  Note for VFC and VFA providers: this process is different than ordering vaccine for those two programs. The link will also be included as a standing item in the weekly communication to vaccinators.

We strongly recommend you either bookmark the link to WIR or the direct survey link below to have it at the ready.

Ordering Process Steps:

Requests for vaccine may be submitted at any time. Vaccinators should access the survey to place an order through the following link: https://redcap.wisconsin.gov/surveys/?s=3KRFAF94JA 

If there are any questions or issues during the ordering process, please send an email to dhscovidvaccinator@dhs.wisconsin.gov and include your PIN number.

As a reminder, vaccinators are now responsible for ordering second doses. Second doses will no longer be sent automatically.

To note, the survey may have additional questions or pop-ups occur depending on the selections you make.

Please ensure that all necessary fields within the survey are completed before submitting.

• Once accessed, the survey will first ask for your Pandemic PIN (VFC PIN) and Organization or Facility Name via a drop-down menu.
• Once a Pandemic PIN is selected, an additional question will appear, asking to confirm the PIN from Step 1.
• The next several fields will ask you to input information necessary for the order. These fields include:
  1. Wisconsin Immunization Registry (WIR) Provider PIN, if the WIR PIN your organization uses is different than the PIN from Step 1
  2. Contact Person Name
  3. Contact Person Phone Number (10-digit number format)
  4. Contact Person Email Address
  5. Additional Contact Person Name
  6. Additional Contact Person Phone (10-digit number format)
  7. Additional Contact Person Email Address
• After the above steps are completed, the survey will ask to fill out information about requested manufacturer and dose amounts. This part may also have questions regarding intended populations. When filling out this section, please reference the minimum vaccine ordering amount chart below.
• Local or Tribal Health Department (Yes/No)
  1. If you answered yes to this question, an additional question will be provided to request support from a Wisconsin mobile vaccination team. You will not have to fill out an additional request in WebEOC. If you do request support from a mobile vaccination team, additional questions will be asked to gather further detail. Mobile vaccination teams do require an advance notice of 5 business days before they are able to be deployed.
• Click Submit to finish the survey/order.

Minimum Vaccine Ordering Amounts:

Order Delivery Timelines:

Orders will be processed daily Monday through Thursday based upon orders submitted by 12:00 p.m. Vaccine orders submitted after 12:00 p.m. will be held and processed the following day. Orders submitted after 12:00 p.m. on Thursday will be held until Monday.

Below are minimum, earliest expected delivery timelines based upon order submission. Hubs may be able to fulfill requests earlier based upon staff availability. Direct ship orders may be subject to delays based upon weather or other factors outside of the State’s control. State holidays will also impact all delivery schedules.

All Moderna and Johnson & Johnson orders will be fulfilled by direct ship to the provider. Providers will receive an automated confirmation email from the shipper confirming delivery.

Pfizer orders of full trays (1,170 doses) will be direct shipped at ultra-low temperatures (ult). All other Pfizer orders will be delivered from hubs at refrigerated temperatures and need to be used within 5 days. For hub deliveries, providers will be contacted by their regional manager to confirm delivery.

Order Pick-up Timelines:

Vaccinators also have the option of picking up their orders at the hub. Order pick-up is available Monday through Friday between 11:00 a.m. and 2:00 p.m. Vaccinators can schedule pick-up by contacting their regional manager. Vaccinators are responsible for following all storage and handling guidelines as well as having the appropriate transport equipment to ensure the proper temperature control for the vaccine.

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