Florida SHOTS Blog

Florida SHOTS Newsletter: November 2024

Vaccines for Children (VFC) Inventory UpdatesReport Spoiled/Wasted VaccinesIn the aftermath of the recent hurricanes, providers may have experienced power outages or other challenges with maintaining your VFC vaccine inventory. All spoiled, wasted, and expired vaccines must be manually removed from your inventory and reported within Florida SHOTS. The vaccines will likely need to be returned using pre-paid labels that will be requested from the system as well. There are a few steps in the process, and it's important to make sure your office completes them all properly. Don't worry, we have several training materials to make this process as easy as possible.Learn More!Check out our short video or training guide for step-by-step instructions to help you with this process. The Florida SHOTS information system is located on a secure server with password-restricted access. We use the latest encryption and firewall safeguards. All accounts are given access to the system only after we have verified that they have appropriate licensing in the state of Florida.Protected & SecureDid You Know?Under the "Customer Service" menu option within the system, you can find out who your Local Organization Administrator (LOA) is! Once you select “Contacts” you will see the name and contact information of the LOA who can assist with any login issues. They can reset your password, activate, and unlock your account.The Florida SHOTS help desk is also available for login assistance and can be reached at 877-888-7468, option 2.Tech Tips"Does the "User Confirmation Process" apply to all organizations?"Yes. All organizations will be assigned a 90-day period where its Local Organization Administrator (LOA) must confirm current users in their assigned service sites who need access to Florida SHOTS. At the end of this period, any users not confirmed will no longer have access. Learn more in our short video or this quick guide. 

VFC Inventory Maintenance

2024 Holiday VFC Vaccine Shipping

Immunization Section updates for Vaccines for Children/Vaccines for Adults (VFC/VFA) providers.November Orders:There will be no deliveries on November 11, 26, 27, 28 and 29.Orders generated after November 19th may not ship until December 2.December Orders:There will be no deliveries from December 23rd to January 2nd.Orders generated after December 12 may not ship until January 2, 2025.

VFC FAQs

We understand that users may have questions about specific Vaccines for Children (VFC) functions within  Florida SHOTS. During this webinar, we will review how to add/edit calibration certificates to your vaccine storage units, add VFC function access to user accounts, complete inventory adjustments for spoiled/wasted vaccines, and address inventory discrepancies during the ordering process.Click on the below date (in EST) to register.Thursday, November 7, 12:30pmTuesday, November 12, 12:30pm * SpanishWednesday, November 20, 12:00pm

VFC Resources

Vaccines for Children (VFC) participants can access training resources on the Florida SHOTS functions from vaccine inventory maintenance to completing the annual re-enrollment.  Whether it’s a guide or video, it will take you step by step on how to complete the function and available in Spanish.Access all of these resources HERE.

Don’t Forget to Check Your Codes!

Did you know that having incorrect or outdated CVX, MVX and VIS codes in your EHR’s immunization table can result in vaccine messages getting rejected and not transferring to patient records? Make sure to regularly review and update to ensure you have the correct codes. See here for important links:1. CVX code table:Immunization codes sent by your EMR to FLSHOTS.2. MVX code table:Vaccine manufacturers table.3. Vaccine Information Statements (VIS) dates:These are the most up-to-date CDC patient vaccine information forms.To learn more data upload tips, visit flshotsusers.com/training/live-trainingand sign up for the “Data Quality Report” training.

LIVE Webinar: Reconciling Your VFC Inventory

Accurately maintaining your Vaccines for Children (VFC) inventory is vital to your participation in the program. During this live webinar, we will demonstrate how to complete inventory adjustments to report wasted/expired vaccines, and generate the Shots Recorded Report to touch on the most common errors that can cause inventory discrepancies. Click on the date to register! (EST)Thursday, October 3, 12:30pmWednesday, October 9, 12:30pm* SpanishWednesday, October 30, 12:00pm

Let Florida SHOTS help you Reconcile VFC Inventory

Vaccines for Children (VFC) participants can access the Shots Recorded Report that provides a list of vaccinations recorded corresponding to the VFC PIN. This report used on an ongoing basis can assist in ensuring that VFC vaccines are accounted for in Florida SHOTS and avoid inventory discrepancies. Access our step-by-step guide on how to generate the report HERE. Also available in Spanish.