Overview
New York State requires active involvement of its health care providers to roll out the COVID-19 vaccine to its 20 million residents. Health care providers must stay up-to-date on the COVID-19 vaccine distribution and implementation.
Ordering the COVID-19 Vaccine
Step One - Register for the Immunization Information System:
Healthcare providers are strongly recommended to register in NYSIIS for providers in NYS, outside of NYC, and with CIR for providers located in NYC. This is because all COVID-19 Vaccination Program providers (each location submitting a profile) will need a NYSIIS account (for providers outside of NYC) or CIR account (for providers located in NYC). Your organization may currently have a NYSIIS or CIR account, but it is important to ensure that the appropriate staff have access.
- For health care providers located in NYS outside of NYC, take the following steps for new users in NYSIIS - see the Checklist to Go Live with NYSIIS: 1). NYSIIS is located on the Health Commerce System (HCS). If responsible staff do not yet have an HCS account, they must apply for one, 2). Take the NYSIIS Administrative User Training.
- For health care providers located in NYC, go to the online CIR registration page.
Step Two – Enroll in the COVID-19 Vaccination Program:
- In addition to registering with NYSIIS or CIR, providers must enroll in the COVID-19 Vaccination Program. NYSDOH and NYC DOHMH are implementing a phased approach to provider enrollment and will notify healthcare facilities, providers and professional groups as each new group is opened for enrollment.
- Providers in NYS, outside of NYC, will enroll in the NYS COVID-19 Vaccination Program through the Health Commerce System application "COVID-19 Vaccine Program Provider Enrollment" and should review the NYSDOH COVID-19 Vaccination Program Enrollment Letter for guidance. Providers in NYC will enroll in the NYC COVID-19 Vaccination Program through the CIR.
- Networks with facilities or providers in both NYS and NYC should enroll their facilities or providers outside of NYC in the NYS COVID-19 Vaccination Program through the Health Commerce System and enroll their facilities or providers in NYC in the NYC Covid-19 Vaccination Program through the CIR.
Step Three – Ordering, Receiving and Administering Vaccine
- When COVID-19 vaccine is available, providers will order COVID-19 vaccine through NYSIIS (for providers in NYS, outside of NYC) and CIR (for providers in NYC). Orders will be reviewed and approved by NYS DOH and shipped directly from the vaccine manufacturer or CDC distributor.
- When vaccine is available, providers will monitor vaccine inventory; enter doses administered and/or perform data exchange (uploading and downloading data) between the provider's electronic health system and NYSIIS/CIR; enter vaccine returns and wastage; and generate reports for internal review (e.g. doses administered) in NYSIIS/CIR.
For questions, call the NYSDOH COVID-19 hotline 1-888-364-3065. Health care providers interested in learning more about the COVID-19 Vaccine Program may contact the NYSDOH at [email protected]. NYC providers with enrollment questions may contact NYC DOHMH at [email protected] or COVID-19: Vaccines.
Guidance
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Ordering COVID-19 Vaccine in NYSIIS
Updated June 28, 2022 - Providers (outside of NYC) enrolled in the NYSDOH COVID-19 Vaccination Program can place COVID-19 Vaccine orders in NYSIIS, via the Manage Orders module.
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NYSIIS/CIR Reporting Requirements for the COVID-19 Vaccination Program
October 25, 2021 - NYSIIS or CIR access is required to submit requests for vaccine, manage COVID vaccine inventory, and report doses administered.
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How to Manually Modify Inventory in NYSIIS
Inventory can be manually modified in NYSIIS if necessary.
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Operational Guidance
Providers can find a range of documents and guidance on administering the COVID-19 vaccine.
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Guidance for the Vaccination of Individuals Ages 6 months to Adult
Updated November 18, 2022 - This guidance applies to healthcare providers offering COVID-19 vaccinations to individuals ages 6 months to adult.
Also available in: Español
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COVID-19 Immunization Screening and Consent Form: 12 Years of Age and Older
Updated November 18, 2022 - Providers may use this form to obtain and record patient consent to receive the COVID-19 vaccine.
Also available in: Español
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Information About Screening Checklist for COVID-19 Vaccine: 12 Years of Age or Older
Updated November 18, 2022 - This document provides information for Healthcare Professionals about the Screening Checklist for the COVID-19 Vaccine.
Also available in: Español
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COVID-19 Immunization Screening and Consent Form for Moderately to Severely Immunocompromised
Updated November 18, 2022 - COVID-19 Immunization Screening and Consent Form for moderately to severely immunocompromised people.
Also available in: Español
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Information for Healthcare Professionals about the Screening Checklist for Moderately to Severely Immunocompromised Checklist
Updated November 18, 2022 - Information for Healthcare Professionals about the Screening Checklist for the COVID-19 Vaccine for moderately to severely immunocompromised people.
Also available in: Español
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COVID-19 Immunization Screening and Consent Form: Children and Adolescents Ages 6 months – 11 Years
Updated October 18, 2022 - COVID-19 Immunization Screening and Consent Form: Children and Adolescents Ages 6 months – 11 Years
Also available in: Español
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Information about Screening Checklist for the Pfizer-BioNTech COVID-19 Vaccine for Children Ages 6 months – 11 Years
Updated October 17, 2022 - Information for health care professionals about the screening checklist for the administration of Pfizer-BioNTech COVID-19 vaccine for children ages 6 months – 11 years old.
Also available in: Español
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COVID-19 Vaccination Program Redistribution Guidance
April 7, 2022 - Information for vaccine providers on how to redistribute the COVID-19 vaccine.
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New York State COVID-19 Vaccine Program Guidance for Vaccine Transport
Updated March 29, 2022 - Routine transport of vaccine is not recommended. Each transport increases the risk of exposing vaccine to inappropriate storage conditions, which compromises the viability of vaccines. However, in certain situations transporting vaccine may be necessary. Opened vials cannot be transported.
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Reporting Vaccine Wastage
February 7, 2022 - When COVID-19 vaccine doses are unused, spoiled, damaged, or expired they are considered vaccine wastage.
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COVID-19 Vaccination Program Temperature Excursion Report
Updated January 21, 2022 - Complete this report to gather information vaccine manufacturers will need to make a stability determination.
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Reminder: NYSIIS/CIR Requirements
August 27, 2021 - Important reminder for all health care providers.
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Role of Inventory Management and Reporting Doses Administered in Review of Vaccine Planning Requests
May 30, 2021 - Role of inventory management and reporting doses administered in review of vaccine planning requests.
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COVID-19 Policy for Predrawn Vaccine
May 3, 2021 - Although standards for vaccine administration typically do not include predrawing (also known as “prefilling”) of syringes due to concerns over compromising or wasting vaccine, the Centers for Disease Control and Prevention (CDC) has permitted predrawing for COVID-19 vaccines, subject to certain qualifications.
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Recommendations to Resume Use of the Janssen/Johnson & Johnson COVID-19 Vaccine
May 3, 2021 - Recommendations to Resume Use of the Janssen/Johnson & Johnson COVID-19 Vaccine.
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Vaccine Guidance for Hospitals Discharging Patients to Long-Term Care Facilities
April 4, 2021 - Guidance for hospitals vaccinating long-term care patients before discharge to a long-term care facility.
Also available in: Español, 한국어 번역, русский язык, 中文翻譯, বাংলা অনুবাদ, and Kreyòl Ayisyen.
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Janssen EUA Letter to Vaccine Providers
March 1, 2021 - Provides guidance on the EUA issued by the U.S. Food & Drug Administration.
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Vaccination Program Enrollment Letter
February 12, 2021 - Please review the information in this letter and each of the referenced resource documents (links provided) and complete the enrollment application in the HCS online application tool.
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Who Can Administer COVID-19 Vaccinations?
January 25, 2021 - Information for vaccine providers on who can administer COVID-19 vaccinations.
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Guidance on Use of COVID-19 Vaccine Doses Remaining at End of Day
January 13, 2021 - The efficient and proper administration of all COVID-19 vaccine is of paramount importance to ensure rapid deployment to priority populations.
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COVID-19 Vaccination Provider Storage and Handling
December 27, 2020 - Overview of the COVID-19 Vaccination Provider Storage and Handling Requirements
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Guidance on Moderna Extra Dose
December 23, 2020 - Guidance for vaccine providers who may be able to withdraw more than 10 doses from a single 10-dose vial.
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Pfizer/BioNTech COVID-19 Vaccine Vial Extra Doses
December 18, 2020 - NYSDOH guidance on withdrawing more than five doses from one vial of the Pfizer/BioNTech vaccine.
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Regional Vaccination Network Letter
December 18, 2020 - This letter provides additional detail on the establishment of Regional Vaccination Networks and clarifies the role of health care providers in this effort and emphasizes the expectation that health care providers fully participate in their local Regional Vaccination Network.
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Pharmacists Administering the COVID-19 Vaccine
December 15, 2020 - This certification permits licensed physicians and certified nurse practitioners to issue a non-patient specific order to pharmacists for the administration of COVID-19 vaccine.
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Requirements Regarding NYSIIS and CIR
December 13, 2020 - Guidance to remind all authorized vaccine administrators concerning requirements regaridng the New York State Immunization Information System (NYSIIS) and City Immunization Registry (CIR).
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New York State COVID-19 Vaccine Form Instructions for Healthcare Providers
December 2020 - This document provides information for Healthcare Professionals about the New York State COVID-19 Vaccine Form.
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New York State Immunization Information System (NYSIIS) Inventory Not Deducted Cheat Sheet
December 2020 - The New York State Immunization Information System (NYSIIS) has made an Inventory Not Deducted utility available to the organization’s listed Administrative Users.
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