Reporting Requirement Updated for Vaccine Tracker
On March 16th, the Department of Health (DOH) issued the following communication regarding Vaccine Tracker reporting to providers participating in the State's COVID-19 vaccine program:
In order to promote efficient administration of COVID-19 vaccine doses, the State is modifying the reporting frequency requirements of the ‘NYS Vaccine Tracker.’
Effective immediately, providers in receipt of COVID-19 vaccine, irrespective as to whether such doses are via a direct State or federal allocation or a redistribution, will now be required to report to the vaccine tracker on Mondays and Thursdays by 10am. All providers with COVID-19 vaccine doses on hand or that depleted their allocation since their last report are required to fill out the vaccine tracker both days. This reporting will continue to be used for allocation determinations and is still required.
If you have any questions regarding this change or the vaccine tracker in general, please email:VaccineTracker@health.ny.gov.
The Vaccine Tracker is a database that all providers enrolled in the COVID-19 vaccine administration program in New York State are required to report into on Mondays and Thursdays. This information needs to be submitted in addition to – and not in replacement of – the information submitted to the Immunization Systems in New York State (New York State Immunization Information System (NYSIIS) and Citywide Immunization Registry (CIR)).
Providers are required to share the following information, separately for Pfizer, Moderna, and Johnson & Johnson:
- Vaccines received
- Vaccines redistributed, as authorized by DOH
- Vaccines administered
- Vaccines discarded
- Vaccines on hand
- Vaccines expiring in next seven days
Facilities with inventory on hand are required to submit their responses on Mondays and Thursdays by 10 a.m. reflecting the most up-to-date information as of EOD the day before. Facilities that submit a report reflecting zero total doses on hand are exempt from filling out future vaccine trackers until they receive additional transfers or allocations. Upon restarting the vaccine tracker, providers must fill out the cumulative fields inclusive of totals from before the pause in vaccine tracker submissions. If you have any questions on submitting the vaccine tracker or would like to clarify any of the data fields for entry, please email Covid19Vaccine@health.ny.gov.
The information collected is used by the State to analyze throughput for your staff and other eligible priority populations, facility-specific inventory, and is the basis for determining eligibility for future allocations. Further, inaccurate reporting could slow your ability to access additional vaccine when needed. As a reminder, all redistributions must be reflected in the tracker, no vaccine should be reallocated or redistributed between providers unless approved by DOH, and you should notify the State of any extra doses that you are unable to use during a weekly allocation period at CovidVaccineNotUsed@health.ny.gov.
If members are contracting with long term care pharmacies and not ordering and administering vaccine, then the pharmacy is responsible for Vaccine Tracker reporting, as well as NYSIIS and CIR reporting. A link to the Vaccine Tracker survey is here.
Contact: Meg Everett, meverett@leadingageny.org, 518-929-9342