VFA Requirements

In exchange for federally funded vaccines, enrolled providers partner with the VFA Program to ensure that federal and state requirements are met, help achieve program goals, and protect the integrity of the program that supplies no-cost vaccines for eligible adults.

Provider Agreements 

Providers agree to comply with all VFA Program requirements, which are summarized in Requirements at a Glance (PDF). 

• VFA Provider Agreement (PDF)   
• California Provider Agreement Addendum (PDF)  

Key Compliance Areas 

Billing 

To reduce financial barriers for patients, VFA providers must not charge VFA-eligible patients or third-party payers for the cost of VFA vaccines or vaccine administration fee. Locations must prominently post a sign (PDF) clearly visible to patients which states that “FREE vaccines are available to adult patients who are uninsured or have insurance that doesn’t cover (certain) vaccines. We do not charge these patients for getting the vaccine or for the cost of the vaccine.”  

Ordering Vaccines 

Providers order vaccines in myCAvax during a two-week period at the beginning of each quarter. Providers must review VFA doses reported in the California Immunization Registry (CAIR or Healthy Futures/RIDE) before every VFA ordering period or at minimum every six months to ensure VFA doses administered have been documented accurately. Supplemental orders are not allowed. See Ordering Vaccines and VFA Ordering & Distribution Calendars for details. 

Short-Dated Vaccines 

At least six months prior to the expiration of VFA vaccines which a site may not be able to use: 

• Notify the Senior Field Representative for the region and follow up with an e-mail to my317vaccines@cdph.ca.gov. 
• Place the short-dated vaccines towards the front of the vaccine storage unit to make sure that you use those doses first. 
• To use the vaccine before it expires, implement strategies described in Take Action to Prevent Vaccine Loss.  

Summary of Requirements

Participation	Requirements
Provider Profile	Estimate populations served (VFA and private) and update annually.
Immunization Registry	Enroll in a regional California immunization registry (CAIR or Healthy Futures/RIDE) per AB 1797.
Recertification	Reaffirm annually that program requirements will be met, key practice information is up to date, and patient estimates are provided.

Patient Visit	Requirements
Eligibility Screening	Screen patients and document eligibility at every patient visit.
VISs	Distribute current Vaccine Information Statements (or Immunization Information Statements) before administering vaccines.
Vaccine Administration	Comply with schedules & recommendations, including doses, intervals, catch-up doses, medical indications, and contraindications.
Billing	Do not charge for vaccine or administration.
Report Doses  Administered	Report administration data to the regional immunization registry. As a best practice, patient declination of immunization should be documented in the patient’s medical record.

Vaccine Management	Requirements
Storage Equipment	Ensure vaccine storage units and digital data loggers meet VFA requirements.
Storage & Handling	Always store vaccines at manufacturer-recommended temperatures from receiving through administration.
Temperature Monitoring	Monitor and record vaccine storage unit temperatures twice daily; respond immediately to and report temperature excursions
Inventory Management	Order vaccines to serve provider patient populations; manage stock to minimize waste; prepare for emergencies impacting vaccines  Order frequency: quarterly
Inventory Reporting	Report nonviable doses, shipment incidents, and vaccine transfers in myCAvax; sites must contact their Senior Field Representative  to request approval for vaccine transfers.
Vaccine Management Plan	Comply with protocols for routine and emergency vaccine management to protect vaccine supply; prepare for emergencies

Provider Compliance	Requirements
Site Visits	Agree to an enrollment visit and compliance and storage & handling visits; make changes per VFA findings.
Record Retention	Maintain all VFA-related documentation for three years.
Fraud & Abuse	Follow program requirements in a manner to avoid fraud & abuse.
Accountability	Retain documentation for doses received through administration; replace non-viable vaccines due to negligence on a dose-for-dose basis.