Program Updates

PhilaVax Temperature Reporting Requirement Update

Important: VFC & VFAAR orders submitted to PhilaVax without temperature data will be rejected. *

We will no longer contact VFC & VFAAR sites to request missing temperature data after the order date. VFC & VFAAR orders will be rejected, and the provider will need to resubmit their order. Remember, a new reconciliation must be completed after two business days to process the order.

Uploading temperature data to PhilaVax and emailing the data to TempCheck@phila.gov have been requirements for several years. The data you submit to the TempCheck team is analyzed for excursions and potential unit malfunctions, helping us maintain our quality control standards. The data submitted to PhilaVax facilitates timely ordering for our 200+ providers throughout the city.

These guides can assist you in submitting your DDL temperature files:

Key Takeaways:

Temperature data must be submitted to PhilaVax and emailed to TempCheck@phila.gov every 28 days and when an order is placed.
Submit temperature data up to and including the day of vaccine order.
For example, if you submit temperature data on Monday and place your order on Tuesday, you must submit temperatures again on Tuesday, or your order will be rejected.
After placing an order, it’s important to check its status within two business days. If the order is rejected, carefully review the VFC comments for instructions on resubmitting it. Remember, a new reconciliation must be completed after two business days to process the order.

For questions and assistance with ordering, reach out to DPHProviderHelp@phila.gov.

*If you are unable to upload to PhilaVax for any reason or feel your site should be exempt from this requirement, please contact TempCheck@phila.gov.

PIC 2024 Fall Conference

Save the date! Join us for the Philadelphia Immunization Coalition’s Fall 2024 Conference.

Our speakers will include Dr. Andrew Kroger (CDC) and Dr. Paul Offit (CHOP), among others to be announced.

Topics covered will include COVID-19, RSV, flu, universal recommendations for
community outreach, vaccine hesitancy, PDPH updates, and more.

Tickets will be $40 and include breakfast, all day coffee, and a wonderful hot lunch.

Continuing education credits will also be provided. Registration will be opening soon, and a link will be shared in an upcoming email.

Hope to see you there!

Event Details

When: Tuesday, October 29, 2024
Time: 9 a.m. – 3:30 p.m.
Where: College of Physicians at 19 South 22nd Street, Philadelphia, PA 19103

Reach out to angel.brice@phila.gov for any questions.

Call for Nominations: 2024 Immunization Champion Award

Call for Nominations: 2024 Immunization Champion Award

You can still submit a nomination for the Immunization Champion Award! Your nominations will determine the 2024 Philadelphia Immunization Champion. Check out the eligibility criteria below and acknowledge someone you know who champions local immunization access.

The Immunization Champion Award is a national award program hosted by the Association of Immunization Managers (AIM) and honors individuals going above and beyond to foster and/or promote immunization in their communities.

Access the nomination form below. Once completed, email it to vaccines@phila.gov!

Submit a nominaton!

The nomination deadline has been extended to May 28, 2024. Please share this email with your networks.

Instructions for Nomination

Individuals can be recognized for their work in childhood, adolescent, or adult vaccines.

Who is eligible?

Healthcare professionals (i.e., pharmacists, physicians, nurses, physicians’ assistants, nurse practitioners, medical assistants)
Nonprofit leaders
Community activists
Parents
School and education leaders
Coalition members
Community-based organization members
Immunization partners

Who is ineligible?

Immunization program managers
County, state, and federal government employees paid by state or federal immunization funding
Individuals who have been affiliated with and/or employed by pharmaceutical companies
Individuals who have already received the award
Groups – the award is only for individuals

If you have any questions, please contact info@immunizationmanagers.org. Additional information can also be found here.

2024 Influenza Ordering Survey

Congratulations to last week’s survey winner: Puentes De Salud! But wait, there’s another chance to win and help us better prepare for the next flu season! We will hold a second drawing to win a free buzzy.

To enter our second drawing, use the button below to complete a short survey (less than 3 minutes) by Friday, May 17, 2024.

If you previously filled out the survey, you’ve already entered. Your responses are key to our 2024-2025 flu season planning!

Influenza Ordering Survey

Free Print Materials on the Way!

We’re sending pediatric and adult materials to your office. Preview some of the print materials that are on the way, and order more in different languages!

Preview: Laminated Pediatric Vaccine Schedule

Preview: RSV Palm Card for Adults

Visit our website to order more free print materials for your office.

Available Print Materials

Ordering Tip

Once you have found the materials you want, make a note of their ID#s and head over to the corresponding online ordering form. We recommend opening the online ordering form in a separate tab. This will let you easily switch between the online ordering form and the image galleries.

If you have questions or need help with the ordering process, email us at vaccines@phila.gov.

Register for the SexMed Conference!

Register for the SexMed Conference!

Join this free, in-person conference designed for healthcare providers and care teams seeking best practices, protocols, and skills in proactive, patient-centered sexual healthcare for all Philadelphians. The conference will take place on Friday, May 3, 2024 in Center City, Philadelphia.

Register for the conference!

Conference Details

Fee

There is no fee for this event, but registration is required. Includes breakfast, lunch, and free continuing education credits:

CME
CNE/Nursing Professional Development
LSW, LCSW, LPC, LMFT/Social Work

Audience

For providers and front-facing staff in medical environments.

Date

Friday, May 3, 2024

Time

7:30 a.m. — Registration Opens
8:00 a.m. — Breakfast and Opening Plenary
9:00 a.m. — Morning Breakout Sessions
12:00 p.m. — Lunch Plenary
1:30 p.m. — Afternoon Breakout Sessions
4:30 p.m. — Rooftop Mixer Event (Presented by UPENN Eidos)

Location

The Doubletree by Hilton Hotel – Philadelphia Center City
237 S Broad St, Philadelphia, PA 19107

Content

Sessions cover topics including HIV, mpox, and STI testing, medications to prevent HIV infection, linkage to care, harm reduction messages, patient experience, and communication skills. Elevate your expertise in sexual healthcare at SexMed.

Detailed program will be featured on the event website.

2024 Influenza Ordering Survey

While flu remains prevalent across the country, the 2023-2024 flu season has seen a drop in coverage, and Philadelphia is no exception.

Fill out this short survey (less than 3 minutes) to help us better prepare for next flu season. Every site that completes the form by Friday, April 26, 2024, will be entered for a chance to win a free buzzy. Your responses are key in our planning for the 2024-2025 flu season!

Influenza Ordering Survey

Tips for Managing Short-Dated COVID-19 Vaccine Inventory

COVID-19 vaccine shipped by McKesson in the following months will be short-dated, meaning the manufacturer expiration dates will be shorter than usual.

McKesson will continue distributing COVID-19 doses until the vaccines are within 30 days of expiry.

Here are some tips for managing short-dated COVID-19 vaccine inventory:

Order smaller quantities of vaccines more frequently while maintaining a 3–4 week vaccine supply.
Make note vaccine expiration dates when receiving shipments and routinely check expiration dates when completing monthly reconciliations.
Rotate short-dated vaccines to the front of the inventory and use them first.
Conduct outreach to Bridge Access Program and Vaccines for Children (VFC) eligible patients and schedule them to get vaccinated before doses expire.

Have questions? Email us at vaccines@phila.gov.

Pediatric Immunization Techniques Training

Join us for a pediatric immunization techniques training for Vaccines for Children (VFC) providers!

The Immunization Program is hosting a free pediatric immunization techniques training for VFC providers. Class participants are limited and will be taken on a first-come, first-served basis. A maximum of 21 participants will be accepted. Participants can only attend one training per year.

This half-day, interactive training is tailored to VFC sites only and will focus on the basics of:

Vaccine preventable diseases
Vaccine types
Immunization administration techniques
Pediatric immunization schedules

Training Details:

Hosts: Division of Disease Control, Immunization Program

Date: Thursday, May 16, 2024

Time: 8:30 a.m. – 12:30 p.m.

Location: Jefferson Center 1101, Market St., 13th Floor, Training Room Phila., PA 19107

Presenters:

Beth Smith, BSN, RN – Provider Quality Assurance Nurse
Dom Shannon, BSN, RN – Provider Quality Assurance Nurse
Nichole Holmes, MPH – Training Coordinator

Training Registration Form

We encourage attendance by RNs, LPNs, and MAs who administer vaccines or will administer vaccines in the future. This course is beneficial to new and seasoned practitioners who need a refresher or would like an update on best practices for administering vaccines.

Important note: This training does not offer continuing education credits/units. Upon completion, a certificate will be distributed. We hope to see you there!

If you have any questions, reach out to nichole.holmes@phila.gov.

LogTag Version 3: Optional Update

The newest version of LogTag is now available. If you would like to update your software, you or your IT department can download LogTag Version 3 here.

Once downloaded, configure the software so that you can easily download the required temperature files and reset the DDL.

Use the Version 3 guide below to assist you.

Version 3 Guide

Important Information

This update is optional. Version 2 will continue to work. We are not currently requiring sites to update.
Version 3 is now the only LogTag software available for download. So, if you need to re-download the LogTag software (for example, you get a new computer), you will have to download Version 3 at that time.
This change does not affect PhilaVax. You should still upload to PhilaVax as usual.

Reach out with any questions to TempCheck@Phila.gov.

For additional guides, helpful information, and other resources, visit the Storage and Handling section of our Resources page.