Covid-19

Covid-19

Florida SHOTS Live Webinar: COVID-19 Vaccine Overview

During this webinar we will provide a Florida SHOTS overview for participants enrolled with the COVID-19 Vaccine Program. This includes placing a vaccine order, accepting shipment of vaccines, documenting administered vaccines, and completing inventory adjustment for unused doses. We will also review how to generate the NEW Patient COVID Status Report that provides a list of all your patients who have received the COVID-19 vaccine and includes details of patient demographics, administering provider information, and next due date (if applicable).

 

Click below to register!

Thursday, October 7, 12:30pm

Wednesday, October 13, 12:30pm *Spanish

Wednesday, October 20, 12:00pm

COVID-19 Recall Report

COVID-19 Vaccine Program participants have the COVID-19 Recall Report available within Florida SHOTS to identify patients that are due or overdue for second dose.  Our guide will take you step by step on how to generate and can access HERE.  Available in Spanish HERE.

FDOH Partner Toolkit: COVID-19 Vaccination Campaign Materials

Ensuring Floridians have accurate and up-to-date information from trusted sources is key to addressing vaccine hesitancy and combating misinformation. We hope that you will continue to provide information to your communities on the efficacy and safety of COVID-19 vaccines. 

If you are looking for educational materials, we have created a toolkit which features campaign media assets that are available for download at the following link: https://golinmiadigital.wixsite.com/fdoh-covid19. The assets are available for any promotional efforts you have planned in the future related to the COVID-19 vaccines. We hope they are helpful. 

We appreciate your partnership in this effort and look forward to continuing to work together to keep Floridians safe and healthy.

COVID-19 Vaccine Ordering

COVID-19 Vaccine Program participants can place their COVID-19 vaccine orders using Florida SHOTS. Please keep in mind the following information:

• COVID-19 vaccine is shipped in multi-dose vials containing 6 doses (Pfizer- BioNTech), 5 doses    

   (Janssen), 10 and 14 doses (Moderna).

• Please ensure that sufficient storage space exists to properly store and handle vaccine:  

   ultracold (Pfizer), conventional frozen (Moderna) or refrigerated (Janssen). Vaccines are

   shipped in the following minimum quantities: Pfizer 450 and 1170 doses; Moderna 100 and

   140 doses; Janssen 100 doses.

• The Pfizer 450 pack will not include the dry ice recharge shipped separately but will still be

    provided for the 1170 pack.

• When ordering the Pfizer 450 pack, providers will need to indicate on the order page which

   type of ancillary kit they need. One choice will be a pediatric kit which will only contain 1-inch

   administration needles. The second choice will be an adult kit which contains a mixture of 1

   inch and 1 ½ inch administration needles.

• Providers should only order what they need as orders can be placed more than once in any

   given month. Providers should be mindful of vaccine expiration dates when maintaining an

   accurate COVID-19 vaccine inventory.

• Boost doses are no longer automatically ordered for providers. Providers will need to place

   these boost dose orders in Florida SHOTS.

Access our step-by-step guide on how to place the COVID-19 vaccine order HERE.

Avoiding Missed Opportunities to Vaccinate vs. Wastage of COVID-19 Vaccines

Take every opportunity to vaccinate every eligible person:

  • Over a hundred million people are fully vaccinated in the Unites States and many more have received at least one COVID-19 vaccination.
  • Our goal is to increase vaccine confidence and for everyone who wants to be vaccinated to have every opportunity to be fully vaccinated once they become eligible.
  • CDC and our partners are doing everything possible to minimize the amount of vaccine that goes unused.
  • Vaccine wastage may increase as the vaccine rollout continues because:
    • More providers, including smaller provider sites, are now receiving vaccines.
    • Consider establishing and promoting standing vaccination days or half-days to increase likelihood of larger numbers of people presenting for vaccination on the same day.
    • Vaccinate family members or friends who accompany patients to medical visits even if they are not established patients at the vaccinating practice.
  • To ensure providers do not miss an opportunity to vaccinate every eligible person, CDC recommends:
    • Providers follow clinical best practice for vaccination as well as best practices when managing inventory to maximize vaccination and minimize dose wastage.
    • Providers should not miss any opportunities to vaccinate every eligible person who presents at a vaccination site, even if it means puncturing a multi-dose vial to administer vaccine without having enough people available to receive each dose.
    • Consider establishing and promoting standing vaccination days or half-days to increase likelihood of larger numbers of people presenting for vaccination on the same day.
    • Vaccinate family members or friends who accompany patients to medical visits even if they are not established patients at the vaccinating practice.
    • Continue outreach to employers or other community partners that have a large membership or network to arrange vaccination events.
    • Vaccine providers should attempt to contact additional persons (i.e., from a wait list or through personal contacts of persons being vaccinated) to use as many vaccine doses as possible.

While we want to continue to follow best practices to use every dose possible, we do not want that to be at the expense of missing an opportunity to vaccinate every eligible person.

Pre-booking COVID-19 Vaccines

When pre-booking COVID-19 vaccines in Florida SHOTS, enrolled providers should keep in mind the following items:

  • Only the Enrollee, Primary or Back-up VFC/VFA coordinators can complete the pre-booking in Florida SHOTS.
  • COVID-19 vaccine is shipped in multi-dose vials containing 6 doses (Pfizer) 5 doses (Janssen) and 10 doses (Moderna).
  • Vaccines are shipped in the following minimum quantities: Pfizer (1170 doses); Moderna (100 doses), and Janssen (100 doses).
  • A provider who does not have the ability to vaccinate 10 patients daily, should not request the Moderna vaccine.  
  • Weekly pre-book requests should account for first doses only. If allocations are made, no further action is needed to request second doses. These will be automatically shipped when due.
  • Weekly pre-book requests close every Wednesday at 12 PM (Noon), EST.
  • Requests do not guarantee an allocation will be made.

 

Refer to our step-by-step guide on how to pre-book COVID-19 vaccine in Florida SHOTS HERE

COVID-19 Vaccine Pre-book is Now Available!

The COVID-19 vaccine pre-book system opened in Florida SHOTS on 3/30/2021. Only the Enrollee, Primary VFC/VFA Coordinator or Back-up Coordinator can enter the pre-book information into Florida SHOTS. 

We recommend you determine the number of doses based on the number of patients served by your provider site. COVID-19 vaccine is shipped in multi-dose vials containing 5 doses (Pfizer, Janssen) or 10 doses (Moderna). For example, if your office does not have the ability to vaccinate 10 patients daily, do NOT request the Moderna vaccine.

You should also ensure that your office has sufficient storage space to store the vaccine and that the proper type of storage unit is available for ultra-cold (Pfizer), conventional frozen (Moderna) or refrigerated (Johnson & Johnson) vaccines.

Access instructions on how to complete the pre-booking process HERE.

NEW COVID-19 Upload Spreadsheet

For providers using the spreadsheet functionality to upload COVID-19 vaccine data, make sure to download a new COVID-19 spreadsheet template from Florida SHOTS every day, as changes may occur routinely. Only the last update of the spreadsheet will upload successfully and older versions will no longer be accepted. Additionally, as noted in early February, make sure to see Instructions and updated Ethnicity tab.

Importance of Ethnicity in Patient Records

Florida SHOTS is working to determine and identify underserved areas for COVID-19 vaccination across the state. One of the ways we can do this is by healthcare providers recording patient demographics and including ethnicity. To assist in this important effort, it is now required to record ethnicity by indicating "HISPANIC OR HAITIAN ORIGIN" as Yes; Enter "NOT HISPANIC OR HAITIAN ORIGIN" as No; Enter "UNKNOWN" as U.

Since many patients are returning for their 2nd COVID-19 vaccine dose, this is an opportunity to record that data and upload it into Florida SHOTS and we will update the demographics for patients who were missing it previously.