COVID-19 Vaccine Providers Newsletter 03.26.2021

VDH has recently launched the Virginia Vaccine Management and Allocation Exchange (VaxMaX) to support providers with vaccine management and distribution, including capabilities for redistribution, data tracking, and reporting.
  • Access to the system is limited to providers who have completed the COVID-19 enrollment process
  • VaxMaX will serve as a single source for all dosage distribution and administration data as well as self-reported inventory of values from VaccineFinder
  • Providers are expected to report redistributions and transfers in VaxMaX
  • Future functionality includes the ability for individual providers to submit 1st and 2nd dose requests directly (early April launch) – further details to follow

    Note: submitting a request for doses will not guarantee that the requested number of doses will automatically be approved and shipped. Supply constraints are still expected to exist well into open pods.

Vaccine brands are assigned to clinics based on logistical needs, such as shipping quantities and storage temperatures, and not based on demographics or geography.
  • A fact sheet comparing the different vaccines is available in English and Spanish for providers to share with their patients.
As a reminder, it’s important for sites to understand how to properly store, handle, and administer COVID-19 vaccines.

Best Practice Spotlight

It is important that everyone is able to receive a vaccination when it is available. This means making sure nothing gets in the way of access. Vaccination sites should be evaluated for accessibility.

Access and functional needs (AFN) can include but is not limited to: limited mobility (e.g., use of a wheelchair, walker, or cane); blindness or low vision; difficulty hearing, communicating or understanding information; sensory sensitivities; limited English proficiency (LEP). It is important to:

  1. Recognize that people with disabilities are diverse. Many disabilities are not visible or immediately clear.
  2. Know that people with disabilities and health conditions may need assistance making an appointment and getting to the vaccination site. They may also need support during the onsite vaccination process.
  3. Ask the person with a disability what they need, and work with them to find a reasonable accommodation. They will be most knowledgeable about accommodations that will provide them with effective access to information and services.

Visit the VDH Vaccination Site Access and Functional Needs Guidance for a comprehensive guide to making your clinic accessible, understanding how to communicate effectively with patients with a disability, and more. 

Check out our complete list of COVID-19 Vaccination Clinic Best Practices here.

Upcoming Events

Helpful Resources

    1. Ensuring COVID-19 Vaccines Work | CDC
    2. COVID-19 Vaccines Work | CDC
    3. Why CDC Measures Vaccine Effectiveness | CDC
    4. How CDC Measures COVID-19 Vaccine Effectiveness | CDC
  • Key Points for Healthcare Professionals: Encourage patients to get a COVID-19 vaccine as soon as one is available to them, and to enroll in v-safe. Below is language you could use:
    • To recommend patients get a COVID-19 vaccine as soon as they are eligible: “I strongly recommend you get vaccinated. The vaccine will help keep you from getting COVID-19, and if you do get COVID-19 after you get vaccinated, it may help keep you from getting seriously ill. Getting vaccinated yourself may also help protect people around you.”
    • To encourage patients to enroll in v-safe“I am encouraging everyone who receives a COVID-19 vaccine to enroll in v-safe. This is a smartphone tool you can use to tell CDC if you have any side effects after vaccination. If you report serious side effects, someone from CDC will call to follow up.”

Information about the COVID-19 vaccination program is changing frequently. This newsletter will offer regular updates to providers who have submitted an intent to vaccinate or signed the CDC provider agreement within Virginia.

VDH COVID-19 Vaccination Response: Healthcare Professionals Website