Inventory Management and Expired Dose Transferring
Due to the continued decline in demand for vaccine, vaccinators are reminded to review operational procedures in regard to inventory management. This includes ordering and thawing vaccines.
Vaccine supply cannot be ‘returned’ to the Wisconsin Department of Health Services (DHS). It can only be redistributed to other enrolled providers.
The DHS regional managers are experiencing difficulties in supporting vaccinators who are requesting assistance in redistributing thawed vaccine that is about to expire. They will continue to try and support these efforts but will likely not be able to redistribute most requests at this time as supply far exceeds demand. Therefore, vaccinators should try to thaw smaller amounts of vaccine supply when possible.
Vaccinators should note the expiration dates of their vaccine by checking the lot number and plan ahead if it may need to be transferred. Vaccine should be transferred to another vaccinator at least 14 days prior to expiration so they have sufficient time to use it. Vaccinators should also note the beyond-use date (BUD) when considering vaccine transfer to other vaccinators.
Beyond-Use Timelines:
Pfizer: 14 days at -15 to -25 plus 30 days at 2-8
Moderna: 30 days at 2-8
In addition, per the new on-demand ordering system, providers are now able to order single vials of Pfizer. Small dose ordering is a critical strategy to getting more vaccine in different settings while reducing waste.
Vaccinators should work together to utilize vaccine to reduce waste whenever possible. Possible scenarios include:
- If you think you may need to transfer vaccine, contact other vaccinators in your region to discuss exchanging your short-dated vaccine doses with other vaccinators.
- If you find that you need a small number of additional doses to cover a shortage on scheduled clinics, other regional vaccine providers with ultra-cold storage or frozen storage may have extra vaccine to cover your needs.
- Contact the vaccine manufacturer before assuming vaccine is not viable due to temperature excursion. Manufacturers have additional data on vaccine viability outside of the EUA and may be able to provide additional advice. Follow the manufacturer’s guidelines on best practices when transporting vaccine.
As a reminder, when redistributing vaccine, the vaccine must be transferred in WIR under the correct Provider PIN. In addition, vaccine may only be transferred among entities who have completed the CDC Redistribution Form (many have done this as part of COVID-19 vaccine provider registration). If this is needed, please submit your Redistribution Form via the COVID-19 Vaccine Enrollment Tool. If support is needed, please contact DHSCOVIDVaccinator@WI.gov.
Lastly, any vaccine that cannot be used before it expires must be documented as waste in WIR.
Thank you for your continued commitment to this effort.
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