COVID-19 Vaccine Program: New Provider Tool for Redistribution of Extra Doses

DHS Logo Original 07/11/2018

Wisconsin COVID-19 Vaccine Program

New Provider Tool For Redistribution of Extra Doses

The Wisconsin Department of Health Services (DHS) has created a new online tool, the Wisconsin COVID-19 Vaccine Exchange, to better facilitate vaccine redistribution between providers.

The Wisconsin COVID-19 Vaccine Exchange will allow vaccinators to communicate with each other directly to facilitate the transfer of vaccine from one organization to the other and reduce the amount of vaccine that expires. It will replace the current structure where vaccinators are notifying state regional managers of expiration dates and requesting to redistribute vaccine.  

The tool consists of two forms, Offer Vaccine and Request Vaccine, and a table. The Offer Vaccine form allows vaccinators with excess doses to offer these doses to other vaccinators. Upon filling out the Offer Vaccine form, the information will populate a table showing all the “offered” vaccine by vaccinators across the state. The offering vaccinator name will not be visible in the table, but rather identified by a row ID. Vaccinators looking for vaccine can fill out the Request Vaccine form. In this form, the provider will identify the row ID of the offering vaccinator they’d like to match with. Once a match is made, both vaccinators will receive an email with contact information to take next steps.

Vaccinators are responsible for working together to redistribute the doses. This includes arranging the transportation of doses, completing the transfer in WIR, and submitting the required redistribution forms.

DHS urges all vaccinators to check and use this tool prior to ordering through the DHS on-demand survey and prior to reaching out to regional managers for support. Regional managers will continue to support providers with redistribution efforts in particularly challenging or complex situations.

Working together to redistribute extra doses is a critical strategy to protect our vaccine supply. However, DHS understands that by accepting redistributed doses, an organization incurs some risk of wastage. All providers are encouraged to offer and accept redistributed doses, regardless of the probability of wastage. This is a collective effort and depends on our ability as vaccinators to work together.

The Wisconsin COVID-19 Vaccine Exchange can be found here: https://app.smartsheet.com/b/publish?EQBCT=102895be169146c4b69c1a9115346878

A few key reminders:

  • Vaccine doses cannot be returned to DHS. It can only be redistributed to other enrolled providers.
  • Vaccinators should try to thaw smaller amounts of vaccine supply when possible, to avoid unnecessary wastage.
  • Vaccinators should note the expiration dates of their vaccine by checking the lot number and plan ahead if it may need to be transferred. Ideally, 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.
  • When redistributing vaccine, the vaccine must be transferred in WIR under the correct Provider PIN.
  • 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.

 

Thank you for your continued efforts to vaccinate Wisconsinites and limit vaccine wastage to the best of your ability. 

DHS will provide a brief overview of the Wisconsin COVID-19 Vaccine Exchange on tomorrow’s Vaccine Program Webinar at 11 a.m. Register for the webinar series here.

Please continue to reach out to dhscovidvaccinator@wi.gov with any questions or concerns.