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Vaccine providers and public health professionals

Provider fills syringe with vaccine

Distributing COVID-19 vaccines requires a large-scale effort by state, local, and private sector partners. CDPHE enrolls providers, distributes vaccines, and tracks administered vaccine doses every day with our Vaccines for Children (VFC) program, using our robust Colorado Immunization Information System (CIIS).

Our commitment is to provide the clearest information we can and to distribute COVID-19 vaccines in the most efficient and equitable manner possible. CDPHE works closely with local public health agencies, vaccine providers, health care systems, pharmacies, and other partners throughout the enrollment and distribution process and beyond to assist with any identified training or technical assistance needs.

We will continuously update this page as new information becomes available. 

On this page:

Vaccine allocation

  • Colorado receives COVID-19 vaccine allocations based on the size of our total population and the quantity of ready-to-ship doses from the manufacturer(s). Colorado makes up 1.69% of the U.S. population, so we receive 1.69% of the available vaccine.
  • Colorado doses are not reallocated to other states.
  • Allocation to Colorado’s enrolled COVID-19 vaccine providers will be based on:
    • Advisory Committee on Immunization Practices (ACIP) recommendations.
    • Estimated number of doses in Colorado’s allocation and timing of availability.
    • County population estimates.
    • Populations served by enrolled COVID-19 vaccine providers.
    • Expected throughput and staffing capacity of enrolled COVID-19 vaccine providers.
    • Vaccination provider site vaccine storage and handling capacity.
    • Minimizing the potential for vaccine wastage and loss.

 

Vaccine ordering and distribution process

  • CDPHE facilitates the distribution of COVID-19 vaccine(s) to enrolled COVID-19 vaccine providers, including some who may not have previous experience administering publicly purchased vaccines. The COVID-19 vaccine ordering and distribution process uses existing infrastructure: McKesson (central distributor), CDC’s Vaccine Tracking System (VTrckS) and the Colorado Immunization Information System (CIIS). 
  • Please note that some national pharmacy chains and federal entities may receive doses directly from CDC.
  • Colorado receives weekly allocations (order caps) in VTrckS. CDPHE submits orders to CDC on behalf of enrolled COVID vaccine providers, and these orders are processed against the state’s allocation. 
  • Orders are generally scheduled for delivery Monday through Thursday.
  • In addition to the COVID-19 vaccines, providers receive ancillary supply kits (syringes, needles, alcohol prep pads, surgical masks, face shields, and COVID-19 vaccination cards to remind patients when the second dose is necessary) through this delivery system. Each kit is configured to support the administration of a certain number of doses. For detailed information about the supplies in each kit, see CDC’s Product Information Guide. The Pfizer kit includes a temperature monitoring device, diluent, and dry ice kit for temporary storage of the vaccine in the Pfizer thermal shipper.
  • Over time, distribution strategies will change as the vaccines become more available and scientists recommend more people for vaccination. 

 

Provider enrollment

In collaboration with local public health agencies, CDPHE invites interested providers to enroll in the CDC COVID-19 Vaccination Program as part of its efforts to ensure access to COVID-19 vaccination for all Coloradans. Please note that some national pharmacy chains and federal entities will enroll directly with CDC. 

Requirements to enroll as a COVID-19 vaccine provider:  

  • Must have a provider associated with your clinic or entity who is licensed in Colorado to possess or administer vaccines or provide vaccination services. Licenses must be in good standing with the Colorado Department of Regulatory Agencies and unexpired. Providers with restricted licenses that prohibit prescribing privileges cannot sign the provider agreement.
  • Sign and agree to the conditions in the CDC COVID-19 Vaccination Program Provider Agreement. 
  • Complete the CDC COVID-19 Vaccination Provider Profile form for each location where COVID-19 vaccine will be administered, even if owned under a larger corporate or parent organization.
  • Must have an approved storage unit for COVID-19 vaccine storage. Combination household units (fridge and freezer in one) or dorm-style/mini units are prohibited for vaccine storage. Approved units include:
    • A pharmaceutical grade fridge or freezer, with a microprocessor and fan-forced air specifically designed for vaccine storage (preferred)
    • A full-size household or commercial grade standalone fridge (no freezer attached) that demonstrates it maintains temperatures between 36°F-46°F (2°C-8°C)
    • A full-size household or commercial grade standalone freezer (no fridge attached) that demonstrates it maintains temperatures between -13°F and +5°F (-25°C and -15°C)
  • Must have unique primary and secondary coordinators at each location. These staff members should be on site every day the clinic is open and seeing patients.
  • All units that store COVID-19 vaccines must be monitored with a calibrated digital data logger that has a buffered probe and the ability to record and store temperature data.
    • If your current data logger does not have the ability to record, store, and print a report of all temperature readings, please complete this request form and CDPHE will mail you a compliant data logger, free of charge, to install in your unit immediately upon receipt.
  • All enrolled COVID-19 vaccine providers must manually document temperatures for each storage unit on a written log. This log should be completed every day the clinic is open.
    • Document current temperature twice per day (AM and PM).
    • Document the minimum/maximum temperature recorded on the logger (AM).
    • Download the data logger once per week.
    • You may use any template as long as it includes date, time, initials of the person checking the logger, current temperature twice daily, and document the minimum and maximum recorded on the logger once daily.
  • All enrolled COVID-19 vaccine providers are required to report COVID-19 doses administered within 72 hours of vaccine administration and reconcile vaccine inventory once per week in the Colorado Immunization Information System (CIIS).
Virtual Enrollment Site Visit

To be approved for enrollment as a new COVID-19 vaccine provider, a virtual enrollment site visit must be completed and the following documentation must be submitted:

  • Five days of stable temperatures documented via a digital data logger thermometer.
  • Five days of paper temperature logs where the current temperature is documented twice a day and the minimum and maximum temperature recorded is documented once a day.
  • A completed Emergency Vaccine Management Plan.
  • Pictures of the glycol bottle placement inside the storage unit, which is attached to the digital data logger thermometer.
  • Pictures of storage unit outlets with “DO NOT UNPLUG” tags in place.
  • Pictures of the breaker box marked with a “DO NOT INTERRUPT SERVICE” breaker sticker.
  • All enrolled COVID-19 vaccine providers are required to upload temperature logs/data logger reports when submitting a transfer request. Doses cannot be moved prior to approval from CDPHE’s Immunization Program.
  • All enrolled providers must participate in an in-person compliance site visit.

CDPHE will conduct compliance site visits, informal observations, or investigations, in conjunction with local public health agencies, as necessary.

Provider enrollment and onboarding for COVID-19 Vaccination Program will occur online through the Colorado Public Health Reporting Portal (CoPHR). To express interest in becoming a vaccine provider, please email cdphe_covidvax@state.co.us.

For questions about registration, enrollment, or onboarding, providers may email cdphe_covidvax@state.co.us.

Printable “Provider Enrollment” guidance

 

Reporting and monitoring

  • COVID-19 vaccine providers must document administered vaccines in the patient’s vaccine record within 24 hours of vaccine administration as well as report required information to the Colorado Immunization Information System (CIIS) as soon as practicable and no later than 72 hours after vaccine administration.  
  • CDPHE will submit daily, de-identified COVID-19 vaccine administration data to the CDC as required. No personally identifiable information will be shared with CDC or other federal agencies.
  • CDPHE will monitor compliance with CDC documentation and reporting requirements. Additional tracking will occur through the CIIS Vaccine Ordering and Inventory Module (VOM).
  • CDPHE will offer direct assistance and technical support to COVID-19 vaccine providers to help them meet reporting requirements.

There are three main systems supporting vaccine reporting and monitoring:

CDC’s Vaccine Tracking System (VTrckS)

Who uses it: CDPHE
How it is used: 

  • View vaccine allocations for Colorado.
  • Place and manage vaccine orders for enrolled COVID-19 vaccine providers.
  • Generate reports throughout the vaccine distribution process, from vaccine order placement through distribution.
  • Track vaccine shipments.

Colorado Immunization Information Systems (CIIS) 

Who uses it: CDPHE, enrolled COVID-19 vaccine providers
How it is used:  

    • CDPHE will use CIIS to collect and consolidate COVID-19 vaccine administration data from all enrolled providers, creating a single source of truth for vaccine record management.
    • Enrolled COVID-19 vaccine providers will report required information to CIIS, no later than 72 hours following vaccine administration.
    • Enrolled COVID-19 vaccine providers will reconcile their COVID-19 vaccine inventory prior to every vaccine order.
    • CDPHE will use CIIS to receive, review and approve vaccine orders from enrolled providers and submit approved orders to VTrckS.
    • CDPHE will use CIIS to monitor vaccine distribution and changes in vaccine inventory, including accounting for wasted, spoiled, expired, and transferred vaccines.
    • CIIS will provide vaccination coverage assessments, at both the state and county levels.
    • CIIS can be used for second-dose reminders.

VaccineFinder 

  • Who uses it:
    • CDPHE
    • General public
  • How it is used: 
    • Inventory reporting (required for all COVID-19 vaccine providers): Using CIIS data, CDPHE will report on-hand COVID-19 vaccine inventory on behalf of all enrolled COVID-19 vaccine providers each day through VaccineFinder.
    • Increase access to COVID-19 vaccines (optional for COVID-19 vaccine providers): Once there is enough supply, COVID-19 vaccine providers may choose to make their location visible on VaccineFinder, making it easier for the public to find provider locations that have doses available. CDC will direct the public to use VaccineFinder to find locations offering COVID-19 vaccine.

PrepMod

  • Who uses it:
    • Enrolled COVID-19 vaccine providers
    • General public
  • How it is used:
    • This is a mass vaccination scheduling and vaccine administration system offered free-of-charge by CDPHE to all interested vaccine providers.
    • Vaccine providers can use PrepMod to set up clinics and/or track administered vaccines. Clinics can be made public or private. Providers who are interested in administrative access to the system should complete the PrepMod Interest Form.
    • Members of the general public who are interested in receiving a vaccine can register for available clinic appointments through PrepMod. 

Training resources and guidance

COVID-19 vaccination training programs for healthcare professionals (CDC)

The Public Health Foundation, working with CDC, has compiled a list of available training from CDC for healthcare professionals. It will be updated as additional training related to COVID-19 becomes available. Many of the training programs listed here can also be found below. 

COVID-19 Vaccine Webinar Series (CDC)

CDC is offering a series of brief (15-20 minute) webinars addressing topics around COVID-19 vaccination. These interactive, web-based training modules offer a real-world perspective on different issues around COVID-19 vaccines.

CIIS Training (CDPHE)
COVID-19 Vaccine Provider Job Aids (CDPHE)

 

Currently Authorized Vaccines

 

Pfizer-BioNTech COVID-19 vaccine

 

Moderna COVID-19 vaccine

 

Janssen (Johnson & Johnson) COVID-19 Vaccine

 

Novavax COVID-19 Vaccine
 
Vaccine storage and handling
  • General Overview of Immunization Best Practices for Healthcare Professionals (CDC)
    • This module provides healthcare providers with information about COVID-19 vaccine Emergency Use Authorization and safety, as well as general information about vaccine storage, handling, administration, and reporting.
  • You Call the Shots: Vaccine Storage and Handling (CDC)
    • An interactive, web-based immunization training course on storage and handling best practices and principles.
  • Storage and handling toolkit (CDC)
    • Comprehensive guide that reflects best practices for vaccine storage and handling from Advisory Committee on Immunization Practices (ACIP) recommendations, product information from vaccine manufacturers, and scientific studies. The toolkit also contains a COVID-19 Vaccine Storage and Handling Addendum with information on storage and handling best practices for COVID-19 vaccines.
  • COVID-19 Ultra Cold Vaccine Logistics (CDPHE)
    • A planning guide for healthcare facilities, local public health agencies and other partners for receipt, storage and administration of ultra cold COVID-19 vaccine.

 

Vaccine administration

 

COVID-19 Off-Site Clinic Guidance

Transporting COVID-19 vaccines for off-site clinics increases the risk of exposure to inappropriate storage conditions, which can compromise the viability of the vaccine. COVID-19 vaccine providers must have appropriate transport containers, materials, and procedures in place to ensure vaccines remain viable during off-site vaccination clinics. CDPHE must approve all off-site COVID-19 vaccination clinics prior to those clinics taking place. 
 

 

Building confidence in COVID-19 vaccines

 

Reimbursement

 

Vaccine planning and implementation guidance

FAQ for vaccine providers and public health

Provider enrollment

CDPHE is currently enrolling providers in the COVID-19 Vaccination Program. Once invited to enroll, you will complete the enrollment form and once approved, your entity will become eligible to order COVID-19 vaccine. Enrollment in the COVID-19 Vaccine Program does not guarantee immediate receipt of COVID-19 vaccine. Enrollment will continue on an ongoing basis.

To ensure a fair process for vaccinating all eligible persons, we ask that providers consider every Coloradan who is currently eligible to get vaccinated fairly for the vaccine, without regard to their affiliation or history with the hospital/clinic, medical coverage status, or ability to pay.

  • A CDPHE staff member will contact you if there is information missing from your application.
  • You will receive an email once CDPHE approves your application. We will follow up with information on how to order vaccine.

Please email the CIIS Help Desk at cdphe.ciis@state.co.us.

No, if your facility is enrolled in the CDC LTCF pharmacy partnership program and will receive onsite vaccination services from either CVS or Walgreens, you do not need to complete the CDC COVID-19 Provider Agreement.

​No, you do not have to purchase an ultra-cold freezer to qualify for Colorado’s COVID-19 vaccination program.

  • If you store any COVID-19 vaccine in a fridge or freezer, you need to have a CDC and CDPHE approved thermometer. 
  • CDPHE requires the use of a digital data logger (DDL) thermometer. 

Public Readiness and Emergency Preparedness Act (PREP Act)

On December 3, the Department of Health and Human Services (HHS) issued an amendment to its declaration under the Public Readiness and Emergency Preparedness (PREP) Act to increase liability protections for medical countermeasures against COVID-19 during the COVID-19 public health emergency.

Disclaimer: The information contained in this FAQ provides only a general overview of subjects covered, does not constitute legal advice, is not intended to be taken as advice regarding any individual situation, and should not be relied upon as such. Insureds should consult their insurance and legal advisors regarding individual situations and specific coverage issues. All insurance coverage is subject to the terms, conditions, and exclusions of the applicable insurance policies.

  • The original PREP Act declaration was issued by the Secretary of HHS on March 17, 2020 for the COVID-19 pandemic. The purpose of the declaration is to declare that a public health emergency exists, describe the activities under the declaration that are covered by the liability protection afforded by the Act, and describe the covered persons to whom that immunity applies.

  • The HHS PREP Act declaration provides liability protections for the manufacture, testing, development, distribution, administration, and use of covered countermeasures by covered persons.

  • Covered persons include manufacturers, distributors, program planners, qualified persons, and their official agents. Qualified persons include persons authorized in accordance with the public health response to the pandemic to prescribe, administer, deliver, distribute, or dispense the covered countermeasures, as well as persons authorized to prescribe, administer, or dispense a covered countermeasure pursuant to an Emergency Use Authorization.

  • Covered countermeasures include:

    • Any antiviral, drug, biologic, diagnostic, device, respiratory protective device, or vaccine manufactured, used, designed, developed, modified, licensed, or procured to diagnose, mitigate, prevent, or treat COVID-19 or the transmission of COVID-19, or limit the harm of COVID-19;

    • A product manufactured, used, designed, developed, modified, licensed, or procured to diagnose, mitigate, prevent, treat, or cure a serious or life-threatening disease or condition caused by a product described above;

    • A product or technology intended to enhance the use or effect of a product described above; or 

    • Any device used in the administration of any such product, and all components and constituent materials of any such product.

  • The amendment addresses all of the following protections and issues:

    • Authorizes health care professionals to use telehealth to provide covered countermeasures to patients in other states.

    • Establishes training requirements for certain licensed pharmacists and pharmacy interns to administer routine childhood or COVID-19 vaccines.

    • Covers all qualified pandemic and epidemic products under the PREP Act.

    • Provides liability protections for all covered persons using a covered countermeasure in accordance with its use requirements whether acquired or used through federal authorization or obtained through private distribution channels.

    • Provides liability protections in some situations for not administering a COVID-19 vaccine.

    • Recognizes the need for a whole-of-nation approach to COVID-19 pandemic response between federal, state, local and private organizations.

  • HHS defines covered persons as those individuals who are afforded liability protections under the PREP Act, including manufacturers, distributors, program planners, and qualified persons. 

  • Under the amendment, HHS adds any individual authorized to prescribe, administer, deliver, distribute, or dispense the covered countermeasures, regardless of whether the countermeasure was received from the federal government, to the definition of a “qualified person.” In other words, both a manufacturer of a covered countermeasure, such as a COVID-19 vaccine that is authorized by the Food and Drug Administration (FDA) for use, and a provider receiving vaccine directly from the manufacturer independent of any other federal involvement would be covered.

  • Licensed health care providers are authorized to prescribe, dispense, and/or administer the COVID-19 vaccine in any state or jurisdiction where the PREP Act applies, including those whose license or certification expired within the past five years so long as the license or certification was active and in good standing prior to the date it went inactive.
  • Pharmacists, pharmacists’ interns, and pharmacy technicians are permitted to administer COVID-19 vaccines, and must meet the training requirements in the declaration to do so. In addition, physicians, registered nurses, and practice nurses whose licenses have expired within the last five years are authorized to prescribe, dispense, and/or administer COVID-19 vaccines across state lines. 
  • Any healthcare professional described above needs to complete Centers for Disease Control and Prevention (CDC) COVID-19 Vaccine Training and, for healthcare providers who are not currently practicing or whose license or certification is expired, requires an on-site observation period by a currently practicing healthcare professional.
  • Health care personnel may also use telehealth to order and administer covered countermeasures in a state other than a state where the health care personnel is licensed.

  • The PREP Act provides almost blanket liability protection for covered persons from suit, the sole exception being an exclusive federal cause of action against a covered person for death or serious physical injury proximately caused by willful misconduct of such covered person. In all other instances, individuals who sustained a covered serious physical injury as a direct result of the use of covered countermeasures may seek compensation from the Countermeasures Injury Compensation Program (CICP).  

  • In order for liability protections under the PREP Act to apply, the use of the vaccine must be under an appropriate regulatory mechanism (e.g., an EUA, investigational new drug application, or approved biologics license application). Therefore, if a vaccine is authorized for use under an EUA, any use beyond the scope of what is described in the EUA would not be eligible for applicable liability protections under the PREP Act or injury compensation available under the Countermeasures Injury Compensation Program.

  • HHS establishes that the liability protections for any respiratory protective device approved by the National Institute for Occupational Safety and Health (NIOSH) run from March 27, 2020 and extend through October 1, 2024.

  • Liability protections for covered countermeasures distributed through federal agreements, e.g. grants or contracts, run from February 4, 2020 through October 1, 2024. 

  • Liability protections for covered countermeasures administered and used in accordance with the state’s public health response to the pandemic runs from the date of the Governor’s emergency declaration, March 10, 2020 and extends through October 1, 2024.

  • Liability protections for administration of ACIP recommended vaccines to persons ages 3-18 according to ACIP’s standard immunization schedule runs from August 24, 2020 and extends through October 1, 2024.

  • For covered countermeasures that are distributed and/or administered through private means rather than under federal contract/grant or oversight by the state’s pandemic response, liability protections run from December 3, 2020 and extend through the final day of the Declaration of Emergency or October 1, 2024, whichever occurs first.