Online Accountability Reporting

Monthly Accountability Reporting

Each month, providers who participate in the State Adult Vaccine Program must:

1. Submit inventory monthly or within 14 days of placing a vaccine order. Providers must complete this requirement online using the Washington State Immunization Information System (IIS)
   1. How to Search, Add, Reconcile and Report Inventory (PDF): This comprehensive inventory guide walks users through the process of adding and editing lot numbers, adjusting and submitting inventory reports, viewing the lot log, and the lot summary reports.
2. Submit temperature logs for storage units containing state supplied vaccines using the Provider Portal in REDCap.
   1. A link will be sent to the primary and backup vaccine coordinator(s) at each facility via an automated email on the first of each month. The email will come from WAAdultVaccines@doh.wa.gov or WAChildhoodVaccines@doh.wa.gov if the provider is dually enrolled. This link will be the same every month, so it can be bookmarked and saved in the browser
   2. Guide to Using the Provider Portal in REDCap: The provider portal is a landing page that allows the submission of temperature logs, reporting excursions, and submitting follow up information requested by the programs in one place.

Accurate and timely completion of these tasks ensure you will not experience disruptions in vaccine ordering.

Additional Required Accountability Reporting

• Maintain and implement a Vaccine Management Plan for routine and emergency situations to protect vaccines and minimize loss due to negligence.
• Immediately take action for any out-of-range temperatures (including out-of-range min/max readings) following the Temperature Excursion Guide.
• Utilize the Reducing Vaccine Waste Toolkit to manage your clinic’s inventory of soon-to-expire vaccine to reduce vaccine waste.
  • The Vaccine Advertisement function in the IIS allows you to both advertise and search for short-dated AVP vaccine available for transfer to and from other enrolled providers.
  • Transfer vaccine within 90 days of expiration if it cannot be used in your facility.
    • Vaccine Online Transfer Guide (PDF): Provider must follow this guide to submit an online transfer request in the IIS and get approval from DOH prior to transferring CVP vaccines
    • Vaccine Transfer Checklist (PDF): Use this checklist when vaccine may need to be transferred to a different location
• Submit returns for expired and spoiled vaccines. Do not throw away publicly supplied vaccines.
• Post the Vaccine Loss Log near storage units to track waste throughout the month. If the monthly loss was over $2500, email us the Vaccine Loss Log.

Additional Reporting Guides

• Quick Reference Guide- Patient Detail Report (PDF)
  This document shows how providers using an HL7 interface can run the Patient Detail Report to find errors in the IIS.
• Doses Administered Report (PDF)
  This guide walks a provider through the Doses Administered Report process.
• Lot Usage and Recall Report (PDF)
  This guide shows providers how to use the Lot Usage and Recall report to identify patients who have received vaccine with a certain lot number.
• Vaccine Lots to Expire Report Guide (PDF)
  This guide covers how to run the Vaccine Lots to Expire report and how providers enrolled in the Childhood Vaccine Program and/or Adult Vaccine Program can utilize this report to manage their vaccine inventory.
• Managing COVID-19 Vaccine Inventory in the IIS (PDF)
  This guide explains how to document vaccinations and manage inventory for COVID-19 vaccine in the IIS.