State Launches COVID-19 Vaccine Distribution Process for Nursing Homes

Last week, the Department of Health (DOH) announced a new process for nursing homes outside of New York City (NYC) to access COVID-19 vaccines through their local health department (LHD). A separate City-led process is in place for NYC nursing homes. Under the new State process, LHDs will be allocated vaccine and associated administration supplies for nursing homes in their counties. Each nursing home will be allotted a supply of the Moderna vaccine based on the amount it indicated on its Health Emergency Response Data System (HERDS) report. In order to receive distributions of the vaccine from the LHD, the nursing home must be enrolled as an authorized provider in the New York State Immunization Information System (NYSIIS) and must execute and submit the vaccine Memorandum of Understanding (MOU).

The new distribution process will be launched initially in the following 12 counties for redistribution to nursing homes: Albany, Broome, Dutchess, Erie, Monroe, Nassau, Oneida, Onondaga, Rensselaer, Rockland, Suffolk, and Westchester. Within the next few days, DOH will include an additional 17 counties: Chautauqua, Columbia, Delaware, Genesee, Greene, Madison, Montgomery, Niagara, Ontario, Orange, Oswego, Otsego, St. Lawrence, Schenectady, Tompkins, Ulster, and Wayne.

As counties are rolled out, DOH will send information packets to nursing homes in those counties. The packet will be sent from covidvaccineltc@health.ny.gov. Once facilities receive their information packet from DOH, they will need to contact their LHD to arrange for pick-up of the amount of vaccine (and ancillary supplies) they reported through HERDS. The information packet will provide a contact at the LHD for these arrangements.

The information packet will include the following (a partial sample packet as of Feb. 28^th is available here):

Vaccine transport guidance and tracking document
Instructions on updating inventory in NYSIIS
Food and Drug Administration (FDA) Fact Sheet on Moderna vaccine with detailed storage requirements
Vaccine Consent and Screening Form
Feb. 28^th DOH Vaccine Prioritization and Operation Guidance for Vaccinators
Spreadsheet of nursing homes with their enrollment status

DOH notes that LHDs will not be able to answer questions about this program, except in relation to retrieval of vaccine supply. It asks that all questions for this program be directed to DOH here, where there is a dedicated team to answer questions regarding the vaccine distribution.

Important information to note:

Target Population

This program is for serving unvaccinated staff and residents, new staff, and newly admitted residents. The supply provided by LHDs will be tied to the vaccine data that nursing homes are reporting in the HERDS surveys.
Nursing homes enrolled in the State Vaccine Provider Program are not required to vaccinate the public.

Pick-Up and Storage

Each Moderna vial contains 10 or possibly 11 doses. Facilities do not have to pick up their entire allotment if they do not have storage capacity or if they do not have readily available staff or residents to receive the allotted doses. They may pick up just one vial. LHDs will store extra vials pending the facility's ability to administer the supply.
Facilities that do not have storage should vaccinate on the same day as pick-up and must have the ability to administer at least 10 doses in a single day.
Moderna is typically shipped frozen and stored frozen by LHDs. Doses should be stored in a freezer or in a refrigerator dedicated exclusively to vaccine and/or medications, not food. The lifespan of the Moderna vaccine is 30 days if refrigerated. Providers should follow the Moderna guidance on defrosting vaccine. It cannot be re-frozen once it is thawed.
A partner pharmacy may pick up and administer vaccine supply on behalf of the nursing home from the LHD, if the pharmacy is an enrolled provider. The pharmacy partner would be responsible for updating and reporting in NYSIIS and Vaccine Tracker.
Enrolled providers do not have to do the pre-booking process in NYSIIS when participating in this program.
Facilities should pick up only what they currently need and should not maintain excess supply.

First and Second Doses

The Moderna doses being distributed through this program should not be used as a second dose for those who received a first Pfizer dose. Individuals who have already received a first Pfizer dose must obtain their second Pfizer dose in the community. DOH will assist with connecting individuals to second Pfizer doses if necessary.
After first doses are administered, the nursing home should contact their LHD to arrange for pick-up of the second doses.
If the nursing home provides a first dose and then discharges the individual, it should work with the LHD to arrange for the second vaccination in the community or a return visit to the nursing home.
If, at the end of the day, there are leftover doses, facilities may vaccinate any consenting adult (including those not necessarily eligible). This should be a rare occurrence.

Reporting

Nursing homes that accept distribution of vaccines will need to report the administration and inventory in NYSIIS and Vaccine Tracker, as well as HERDS.

Enrollment Information

Homes need to be enrolled in the State Vaccine Provider Program. It is not too late to enroll – facilities that have not yet enrolled should email covid19vaccine@health.ny.gov. They are expediting new enrollments.
Nursing homes that were denied enrollment in the State's vaccine program initially due to lack of storage may reapply for enrollment.
An executed MOU is required to participate (as well as program enrollment).
The information packet from DOH will include a spreadsheet of nursing homes and the status of their enrollment in the State Vaccination Program. If there are errors pertaining to your facility, please contact DOH.

Contact: Meg Everett, meverett@leadingageny.org or Karen Lipson, klipson@leadingageny.org