Action Required: PhilaVax User Account Renewal

Dear PhilaVax Users,

PDPH’s Immunization Program is currently undergoing our annual PhilaVax user account renewal. 

All users must complete the user agreement for the 2024 calendar year for continued access to PhilaVax.  

All agreements must be completed by February 7th, 2024. Users without an updated agreement by this date will be unable to log into PhilaVax, and their accounts will be rendered inactive until the agreement is completed.

Find the form using the button below: 

New Beyond Use Date (BUD) Labels to Order

New Beyond Use Date (BUD) labels are available for order. BUD labels can support your practice in ensuring vaccine is not used past expiration. These labels replace previous BUD labels intended for use with COVID-19 vaccine, and can be used for any adult or pediatric vaccine. Below is a preview:

These BUD labels are available to order for free below. Also, view and print the instruction sheet below for support in correctly using these new labels. If you have any questions, contact TempCheck@phila.gov.

Vaccine Storage Update and Reminders

LogTag Update!

LogTag Version 2 will soon be replaced with LogTag Version 3. We will ask all providers to switch to Version 3 in January 2024. Look out for the link to the new software and guidance for updating your system.

Reminders

Start the new year right by checking your storage and handling procedures! Use the checklist below to make sure your team is properly managing vaccines.

Does your team…

• Send in temperature data every 28 days and immediately if the DDL alarms?
• Send in your temperature data on the same day the order is placed for every order?
• Always both email your temperature data and upload to PhilaVax (for sites with PDPH’s DDLs)?
• Update your paper temperature logs twice a day?
  • In the morning with the current temperature, minimum temperature, and maximum temperature
  • End of day with the current temperature
• Make sure you are using the most updated Paper Temperature Logs? 
• Have a current Vaccine Management Plan attached to your fridge or freezer that has been updated within the last 12 months? 
• Have a plan in place and all necessary materials to move vaccine in an emergency (see the Vaccine Management Plan)?
• Replace the DDL’s batteries when low?
  • Please check your DDL for a low battery signal (see image below) and reach out to TempCheck@phila.gov if a battery is needed!  

Please check out our website and reach out at TempCheck@phila.gov with any questions.

Thank you for being a trusted vaccine provider! 

Holiday Season Storage and Handling Reminder

Ensure your vaccines stay properly monitored over the holiday season!

The Digital Data Loggers (DDLs) provided by PDPH have limited storage space and stop recording temperatures when full. If you are using one of these DDLs, please download your DDL files before the holidays if your office will close or you have limited availability. This may mean downloading your DDLs earlier than usual to ensure they continue recording temperature readings for your storage units into the new year. 

If your office will be closed for an extended time, you can reach out to our team to discuss temporarily storing your vaccine at our office for safekeeping. 

As a reminder, when sending in your data, please always: 

1) Email both your LTD (yellow and blue) and CSV (green) files to TempCheck@phila.gov

2) Upload your CSV files into the Clinic Tools module in PhilaVax 

If you need assistance or have additional questions, please get in touch with our Storage and Handling team at TempCheck@phila.gov.

Print and Digital Immunization Resources

• 2023 Schedule Changes
• Key Vaccination Resources for Healthcare Professionals
• Fostering a culture of immunization

Order Print Materials

IMPORTANT: The Immunization Program Website Address (URL) is Changing! Update Your Bookmarks!

On January 17, 2023, the PDPH Immunization Program website URL will be changing from vaccines.phila.gov to vaccines.phila.gov. Your bookmarked pages will need to be updated once the new URL goes live on January 17.

How This Will Impact Providers

There will be an automatic redirect in place, where anyone who goes to vaccines.phila.gov will be automatically sent to vaccines.phila.gov. But if you have certain pages on the website bookmarked, these links will have to be updated in January. If you don’t update those bookmarks after January 17, you will see a 404 error message.

Email vaccines@phila.gov with any questions.

Contact the Immunization Program!

The Immunization Program manages several email accounts to support providers and the public with immunization-related queries. Use this guide to determine who to contact based on the nature of your request:

PhilaVax@phila.gov: PhilaVax account support and technical issues (patient update requests, vaccine reporting questions, etc.)

Vaccines@phila.gov: General inquiries.

DPHProviderHelp@phila.gov: Medical provider assistance (Clinic Tools and inventory support, vaccine ordering and returns, reconciliation, staff changes, etc.)

TempCheck@phila.gov: Vaccine storage and handling inquiries (temperature logs, storage units, DDL technical problems, etc.)

Covidproviders@phila.gov: Adult COVID-19 provider questions and Bridge Access Program questions.

Prefer calling?

The following telephone and fax numbers are available for providers as well:

Storage and Handling
p 215.685.6777
f 215.238.6948

VFC & VFAAR
p 215.685.6728 / 215.685.6667
f 215.238.6948

Thank you for keeping Philadelphia safe and healthy!