This page will detail how to report your current inventory through a reconciliation, as well as how to order, and receive vaccine through PhilaVax.
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You must complete these steps in PhilaVax to account for your vaccine inventory before you can place a vaccine order.
If you have any vaccine wastage or returns to report, complete those before beginning the reconciliation.
Type in the site pin on the PhilaVax home screen under Default Provider/Clinic. Then click Inventory, then Vaccines, then Reconciliation from the left-hand navigation pane.
Click Add Reconciliation in the upper right-hand corner.
Select the correct site pin and the correct location from the Inventory Location drop down. Then click Next.
*To place a COVID order, you only need to reconcile your COVID inventory location, not your site’s full vaccine inventory.
Once you have all green pre-check results, click Proceed.
*Note: Proceed will not appear unless all pre-check results are green. If you have any red stop icons, click Resolve or View to address the issue preventing you from proceeding. Reach out to dphproviderhelp@phila.gov if you have any questions.
Complete the reconciliation details page.
**IMPORTANT NOTE: Never enter a date in the past, AKA backdating. Backdating is prohibited in PhilaVax because it leads to errors and can delay your vaccine order.
In the Physical Count box, type in the number of doses you have on hand, then click Update to save your progress.
Click Update after each entry.
Next, the system will automatically calculate the total number of doses for the Aggregate Administered box in the Inventory Difference column. Then, click Update to save your progress.
*Note: Aggregate Administered means doses administered since the last reconciliation.
Type the number that’s in the Inventory Difference column into the Aggregate Administered box.
Repeat steps 6 – 8 for each vaccine on the reconciliation. Once completed, move on to the next step.
Click the drop-down button next to Update, then click Close Reconciliation.
Click OK to close and submit the recon.
After clicking OK, notice the status has changed to Closed. This indicates that you have successfully submitted your reconciliation.
Once the reconciliation is closed, it cannot be reopened or deleted.
If the reconciliation is not accurate, a new one must be created. If you need assistance, reach out to dphproviderhelp@phila.gov.
Sites participating in our programs are required to upload their DDL temperature data to PhilaVax and email it to tempcheck@phila.gov every time a vaccine order is placed or every 28 days.
Once you’ve completed any necessary wastage or returns, completed your reconciliation, and submitted your temperature data, you’re ready to order vaccine!
Type in the site pin on the PhilaVax home screen under Default Provider/Clinic. Then click Inventory, then Vaccines, then Vaccine Orders from the left-hand navigation pane.
Click Add New Vaccine Order at the top right.
Select your site pin from the Clinic dropdown.
Confirm the shipping information by clicking the box next to ‘I have reviewed the above shipping information and I certify the information is correct.’ then click Next.
Type the brand name of vaccine you need to order in the Vaccine | Mgf | NDC | Brand/Packaging box, then:
Review your order before submitting it.
To submit your order, click the dropdown arrow next to Update, then click Submit to VFC Program.
Check your order status in 2 – 3 days to review notes from our ordering team in the VFC Program comments box.
See below for instructions on how to check order status.
It is important for VFC and VFAAR providers to maintain the right balance when ordering vaccine. The goal is to have the vaccines that you need for eligible patients while avoiding wastage.
Check out the videos below for step by step instructions on our recommended ordering formula. Or read our Ordering Formula Guide.
The process for ordering JYNNEOS vaccine is different than ordering routine immunizations. First you must sign up as an mpox provider. Once you are approved, you can order vaccine.
Type in the site pin on the PhilaVax home screen under Default Provider/Clinic. Then click Inventory, then Vaccines, then Vaccine Orders from the left-hand navigation pane.
Select your Clinic, then click Search.
Follow these steps to accept your vaccine shipments into your correct inventory.
You must accept all shipments and transfers before starting your next reconciliation.
Never dismiss shipments. If you have any questions, reach out to dphproviderhelp@phila.gov.
Type in the site pin on the PhilaVax home screen under Default Provider/Clinic. Then click Inventory, then Vaccines, then On-Hand from the left-hand navigation pane.
Click on the blue “There are ____ Pending VTrckS Shipments“, link at the top. (If there is no alert here, you have no shipments pending.)
Click Receive to receive the vaccines into your correct inventory location.
