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philavax@phila.gov

215-685-6784

215-238-6944

Complete the online reporting agreement form

Or fill out the

Reporting agreement form

then email it to
vaxreporting@phila.gov
or fax to the contact above.

Clinic onboarding list

Complete in addition to the reporting agreement form to onboard more than 2 clinics.

Need help? Review the FAQ

Reporting agreement FAQ

Patient update request

PhilaVax program information

Flat file reporting guide

More PhilaVax resources

Wastage & Returns

You must report any wastage or returns necessary for your vaccine supply in PhilaVax before you open your reconciliation and before ordering any new vaccine.

On this page

When to waste & when to return

Wasting vaccine

Returning vaccine

Contact DPH provider help

dphproviderhelp@phila.gov

215-685-6728

When to waste & when to return

Waste vaccine if:

Vial or syringe is broken.
It has been drawn into a syringe but not administered for any reason.
Expiration or beyond-use-date has passed on an open multi-dose vial before all doses were administered.
(Excluding mpox vaccine)

Return vaccine if:

Expiration date has passed.
Beyond use date has passed.
Order free BUD labels.
It was exposed to an out-of-range temperature.
Learn more about temperature excursions.

Vaccine that has expired, spoiled, or been wasted must be reported through PhilaVax immediately. Orders for additional vaccine may be delayed if this is not completed.

Follow the guides below to complete a wastage or return report.

Wasting vaccines

Step 1

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.

PhilaVax home page, highlights vaccines and hond hand buttons.

Step 2

Select your site pin from the Inventory Location drop down, then click “Filter”.

*Note: Notice the number of doses currently on hand. This will change when done correctly.

PhilaVax vaccine inventory page highlighting Inventory Location and filter buttons.

Step 3

Click Action (a) on the line item you need to waste doses from, then click Adjustment (b).

PhilaVax staff profile page.

Step 4

Double click in the date and time boxes to auto populate today’s date. Never back date.
Select your Reason from the drop down. Never select Other.
In the Modification box, select Subtract.
In the Doses Adjusted box, type in the number of doses that need to be wasted.
In the Comments box, type in the reason for the wastage. Next, click “Create” in the top right corner.

PhilaVax add training screen.

Video step by step instructions:

Returning vaccine

Step 1

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.

PhilaVax home page, highlights vaccines and on hand buttons.

Step 2

Click Add New Vaccine Return in the top right.

PhilaVax vaccine return page.

Step 3

Select your clinic from the drop down, then click Next.

PhilaVax add vaccine return page.

Step 4

Confirm all the contact information is correct by clicking the box at the bottom of the screen, then click Next.

PhilaVax add vaccine to return screen.

Step 5

Next, click the return type drop down and select Return Only.

PhilaVax vaccine return page.

Step 6

Select the appropriate Return Reason* for this return. If you have vaccines that need to be returned for a different reason, you’ll need to complete a separate return.

*Select Other for expired COVID vaccines, then in the comments box type in Past BUD [insert the BUD expiration date].

PhilaVax vaccine return page.

Step 7

Under Label Shipping Method, select Emailed to Provider Email Stored in VTrckS. Never select either of the other label shipping method options and always skip over Description.

PhilaVax vaccine return page.

Step 8

Enter the number of shipping labels needed, then click Update in the top right corner.

PhilaVax vaccine return page.

Step 9

Enter the details for each of the vaccines you are returning:

Type in the lot number for the product you need to return.
Enter the number of doses that you need to return in Doses Returning.
Click Add Return, then click Update.

PhilaVax vaccine return page.

Step 10

Once all your vaccines have been added to the return, click the drop-down arrow next to Update and click Submit to VFC Program.

PhilaVax vaccine return page.

Our team will review your submitted return. Once approved, you’ll receive 2 emails:

First email will contain the packing slip.
Print it and place the slip inside of the box with the vaccines.
Second email will contain the pre-paid shipping label from UPS. You should receive it within 30 minutes of the first email.
Print out the shipping label and tape it to the top of the outside of the box.
Drop it off at any UPS drop box/location or give it to your UPS delivery courier.

If you do not receive one or both of these emails, notify our ordering team at dphproviderhelp@phila.gov for assistance.

Video step by step instructions:

Temperature monitoring & reporting

Ordering & receiving