Vaccine providers and public health professionals

The COVID-19 pandemic is unprecedented and distributing a COVID-19 vaccine will require a large-scale effort by state, local and private sector partners. CDPHE enrolls providers, distributes vaccines and tracks administered vaccine doses every day through the Vaccines for Children (VFC) program, using the robust Colorado Immunization Information System (CIIS).

CDPHE's commitment is to provide the clearest information possible and distribute COVID-19 vaccine(s) in the most efficient and equitable manner possible. CDPHE will work closely with El Paso County Public Health and other local public health agencies, vaccine providers, healthcare systems, pharmacies and other partners throughout the enrollment and distribution process and beyond to assist with any identified training or technical assistance needs.

Vaccine Allocation

  • Colorado will receive COVID-19 vaccine allocations based on the size of our total population and the quantity of ready-to-ship doses from the manufacturer(s). Colorado makes up 1.69% of the U.S. population, so we expect to receive 1.69% of the available vaccine.
  • Once the FDA authorizes a vaccine(s), Colorado will receive a regular allocation of vaccine(s) from the federal government and place orders on behalf of providers every week. 
  • Colorado doses will not be reallocated to other states.
  • For the two initial vaccines (Pfizer and Moderna), two doses will be required, and the same vaccine product must be used for both doses. To support this effort, the CDC will reserve and stagger the delivery of the state’s weekly allocation. This process ensures that providers will have enough of the same product for their patients’ second doses at the appropriate time. This reserved vaccine will count toward Colorado’s future allocations.
  • Initial vaccine supply will not be sufficient to immediately immunize all critical populations in Colorado and the state’s allocation plan relies upon the Phased Implementation Plan created by the Governor’s Expert Emergency Epidemic Response Committee’s Medical Advisory Group, CDPHE, the Governor’s Office, and after extensive community engagement with community members and leaders. 
  • Allocation to Colorado’s enrolled COVID-19 vaccine providers will be based on:
    • Advisory Committee on Immunization Practices (ACIP) recommendations.
    • Estimated number of doses in Colorado’s allocation and timing of availability.
    • Populations served by enrolled Phase 1 vaccine providers.
    • Expected turnout and staffing capacity of enrolled Phase 1 vaccine providers.
    • Vaccination provider site vaccine storage and handling capacity.
    • Minimizing the potential for vaccine wastage and loss.
  • Once COVID-19 vaccine supply is adequate to meet demand, Colorado will transition into subsequent phases of the Phased Implementation Plan.
  • COVID Vaccine Support Team - Request Form

Vaccine ordering and distribution process

  • CDPHE facilitates the distribution of COVID-19 vaccine(s) to enrolled COVID-19 vaccine providers, including some who may not have previous experience administering publicly-purchased vaccines. The COVID-19 vaccine ordering and distribution process uses existing infrastructure: McKesson (central distributor), CDC’s Vaccine Tracking System (VTrckS) and the Colorado Immunization Information System (CIIS). 
  • Colorado receives weekly allocations (order caps) in VTrckS. CDPHE submits orders to CDC on behalf of enrolled COVID vaccine providers, and these orders are processed against the state’s allocation. Please note that because of limited federal vaccine supply, CDPHE will not be able to fulfill 100% of providers’ requested orders every week. 
  • Orders are generally scheduled for delivery Monday through Thursday.
  • In addition to the COVID-19 vaccines, providers receive ancillary supply kits (syringes, needles, alcohol prep pads, surgical masks, face shields, and COVID-19 vaccination cards to remind patients when the second dose is necessary) through this delivery system. Each kit is configured to support the administration of a certain number of doses. For detailed information about the supplies in each kit, see CDC’s Product Information Guide. The Pfizer kit includes a temperature monitoring device, diluent, and dry ice kit for temporary storage of the vaccine in the Pfizer thermal shipper.
  • The ordering and distribution for Phase 2 and 3 may look different from Phase 1. Over time, distribution strategies will change as the vaccine becomes more available and scientists recommend more people for vaccination. 

Provider enrollment

In collaboration with local public health agencies, CDPHE is inviting interested providers to enroll in the CDC COVID-19 Vaccination Program based on the critical populations they serve and where they fit within Colorado’s Phased Implementation Plan. Please note that some national pharmacy chains and federal entities will enroll directly with CDC. 

Requirements to enroll as a vaccine provider: 

  • Must have a provider associated with your clinic or entity who is licensed in Colorado to possess or administer vaccines or provide vaccination services. Licenses must be in good standing with the Colorado Department of Regulatory Agencies and unexpired. Providers with restricted licenses that prohibit prescribing privileges cannot sign the provider agreement.
  • Sign and agree to the conditions in the CDC COVID-19 Vaccination Program Provider Agreement. 
  • Complete the CDC COVID-19 Vaccination Provider Profile form for each location where COVID-19 vaccine will be administered, even if owned under a larger corporate or parent organization.
  • Must have an approved storage unit for vaccine storage. Approved units include:
    • A pharmaceutical grade fridge or freezer, with a microprocessor and fan-forced air specifically designed for vaccine storage (preferred)
    • A household or commercial grade standalone fridge (no freezer attached) that demonstrates it maintains temperatures between 36°F-46°F (2°C-8°C)
    • A full-size household or commercial grade standalone freezer (no fridge attached) that demonstrates it maintains temperatures between -13°F and +5°F (-25°C and -15°C)
    • Combination household units (fridge and freezer in one) or dorm-style/mini units are prohibited for vaccine storage.
  • Participate in a compliance site visit conducted by CDPHE.

Provider enrollment and onboarding for COVID-19 Vaccination Program will occur online through the Colorado Public Health Reporting Portal (CoPHR). To express interest in becoming a vaccine provider, please email [email protected].

For questions about registration, enrollment, or onboarding, providers may email [email protected].

Printable “Provider Enrollment” one-pager

Reporting and monitoring

  • COVID-19 vaccine providers must document administered vaccines in the patient’s vaccine record within 24 hours of vaccine administration as well as report required information to the Colorado Immunization Information System (CIIS) as soon as practicable and no later than 72 hours after vaccine administration.  
  • CDPHE will submit daily, de-identified COVID-19 vaccine administration data to the CDC as required. No personally identifiable information will be shared with CDC.
  • CDPHE will monitor compliance with CDC documentation and reporting requirements. Additional tracking will occur through the CIIS Vaccine Ordering and Inventory Module (VOM).
  • CDPHE will offer direct assistance and technical support to COVID-19 vaccine providers to help them meet reporting requirements.
  • Colorado COVID-19 Vaccine Administration and Screening Form

There will be three main systems to support vaccine reporting and monitoring:

CDC’s Vaccine Tracking System (VTrckS)

  • Who will use it:
    • CDPHE
  • How it will be used: View vaccine allocations for Colorado.
    • View vaccine allocations for Colorado.
    • Place and manage vaccine orders for enrolled COVID-19 vaccine providers.
    • Generate reports throughout the vaccine distribution process, from vaccine order placement through distribution.
    • Track vaccine shipments.

Colorado Immunization Information Systems (CIIS) 

  • Who will use it:
    • CDPHE
    • Enrolled COVID-19 vaccine providers
  • How it will be used: 
    • CDPHE will use CIIS to collect and consolidate COVID-19 vaccine administration data from all enrolled providers, creating a single source of truth for vaccine record management.
    • Enrolled COVID-19 vaccine providers will report required information to CIIS, no later than 72 hours following vaccine administration.
    • Enrolled COVID-19 vaccine providers will reconcile their COVID-19 vaccine inventory prior to every vaccine order.
    • CDPHE will use CIIS to receive, review and approve vaccine orders from enrolled providers and submit approved orders to VTrckS.
    • CDPHE will use CIIS to monitor vaccine distribution and changes in vaccine inventory, including accounting for wasted, spoiled, expired, and transferred vaccines.
    • CIIS will provide vaccination coverage assessments, at both the state and county levels.
    • CIIS can be used for second-dose reminders.

VaccineFinder 

  • Who will use it:
    • CDPHE
    • General public
  • How it will be used: 
    • Inventory reporting (required for all COVID-19 vaccine providers): Using CIIS data, CDPHE will report on-hand COVID-19 vaccine inventory on behalf of all enrolled COVID-19 vaccine providers each day through VaccineFinder.
    • Increase access to COVID-19 vaccines (optional for COVID-19 vaccine providers): Once there is enough supply, COVID-19 vaccine providers may choose to make their location visible on VaccineFinder, making it easier for the public to find provider locations that have doses available. CDC will direct the public to use VaccineFinder to find locations offering COVID-19 vaccine.

Training resources and guidance

CDC’s COVID-19 vaccination training programs for healthcare professionals

The Public Health Foundation, working with CDC, has compiled a list of available training from CDC for healthcare professionals. It will be updated as additional training related to COVID-19 becomes available. Many of the training programs listed here can also be found below. 

Clinical Resources for Each COVID-19 Vaccine (CDC)

Find information for COVID-19 vaccination administration, storage and handling, reporting, and patient education for each specific vaccine.

Pfizer-BioNTech COVID-19 Vaccine

Moderna COVID-19 Vaccine

Vaccine storage and handling

  • General Overview of Immunization Best Practices for Healthcare Professionals (CDC)This module provides healthcare providers with information about COVID-19 vaccine Emergency Use Authorization and safety, as well as general information about vaccine storage, handling, administration, and reporting.
  • You Call the Shots: Vaccine Storage and Handling (CDC)An interactive, web-based immunization training course on storage and handling best practices and principles.
  • Storage and handling toolkit (CDC)Comprehensive guide that reflects best practices for vaccine storage and handling from Advisory Committee on Immunization Practices (ACIP) recommendations, product information from vaccine manufacturers, and scientific studies. The toolkit also contains a COVID-19 Vaccine Storage and Handling Addendum with information on storage and handling best practices for COVID-19 vaccines.
  • COVID-19 Ultra Cold Vaccine Logistics (CDPHE)A planning guide for healthcare facilities, local public health agencies and other partners for receipt, storage and administration of ultra cold COVID-19 vaccine.

Vaccine administration

Communicating with patients about vaccines

Reimbursement

Vaccine planning and implementation guidance

Additional resources for healthcare providers

FAQ for vaccine providers and public health

Provider enrollment

What is the enrollment timeline?

CDPHE is currently enrolling providers in the COVID-19 Vaccination Program. Once invited to enroll, you will complete the enrollment form and once approved, your entity will become eligible to order COVID-19 vaccine. Enrollment in the COVID-19 Vaccine Program does not guarantee immediate receipt of COVID-19 vaccine. Enrollment will continue on an ongoing basis.

Will I be required to vaccinate non-patients as a COVID-19 Provider?

To ensure a fair process for vaccinating all eligible persons, we ask that providers consider every Coloradan who is currently eligible to get vaccinated fairly for the vaccine, without regard to their affiliation or history with the hospital/clinic, medical coverage status, or ability to pay.

Once I have submitted the COVID-19 Provider Agreement, how will I be notified if there is missing information?

A staff member from the Colorado Department of Public Health and Environment will contact you if there is information missing from your application.

I'm having trouble with my CIIS account. Who can I contact for technical help?

Please email the CIIS Help Desk at [email protected].

Our hospital has developed a response plan which includes central distribution for all our facilities located in Colorado. Will CDPHE allow hospital-based central distribution for satellite clinics?

Yes, redistribution of COVID-19 vaccine to satellite clinics is permissible. All satellite clinics would need to complete the CDC COVID-19 Vaccination Program Provider Agreement, and the hospital would also have to complete a CDC Supplemental COVID-19 Vaccine Redistribution Agreement.

If our facility is included in the CDC Long-Term Care Facility (LTCF) pharmacy partnership program, do we need to complete the CDC COVID-19 Vaccination Program Provider Agreement?

No, if your facility is enrolled in the CDC LTCF pharmacy partnership program and will receive onsite vaccination services from either CVS or Walgreens, you do not need to complete the CDC COVID-19 Provider Agreement.

Will we need to purchase an ultra-cold freezer to qualify as a COVID-19 provider?

​No, you do not have to purchase an ultra-cold freezer to qualify for Colorado’s COVID-19 vaccination program.

Will I need special temperature monitoring equipment to qualify as a COVID-19 vaccine provider?

  • If you store any COVID-19 vaccine in a fridge or freezer, you need to have a CDC and CDPHE approved thermometer. 
  • CDPHE requires the use of a digital data logger (DDL) thermometer. 

Public Readiness and Emergency Preparedness Act (PREP Act)

On December 3, the Department of Health and Human Services (HHS) issued an amendment to its declaration under the Public Readiness and Emergency Preparedness (PREP) Act to increase liability protections for medical countermeasures against COVID-19 during the COVID-19 public health emergency.

Disclaimer: The information contained in this FAQ provides only a general overview of subjects covered, does not constitute legal advice, is not intended to be taken as advice regarding any individual situation, and should not be relied upon as such. Insureds should consult their insurance and legal advisors regarding individual situations and specific coverage issues. All insurance coverage is subject to the terms, conditions, and exclusions of the applicable insurance policies.  

What does the PREP Act declaration do?

The original PREP Act declaration was issued by the Secretary of HHS on March 17, 2020 for the COVID-19 pandemic. The purpose of the declaration is to declare that a public health emergency exists, describe the activities under the declaration that are covered by the liability protection afforded by the Act, and describe the covered persons to whom that immunity applies.

What activities are afforded liability protection by the PREP Act Declaration?

The HHS PREP Act declaration provides liability protections for the manufacture, testing, development, distribution, administration, and use of covered countermeasures by covered persons.

Who is a covered person under the Act?

Covered persons include manufacturers, distributors, program planners, qualified persons and their official agents. Qualified persons include persons authorized in accordance with the public health response to the pandemic to prescribe, administer, deliver, distribute, or dispense the covered countermeasures, as well as persons authorized to prescribe, administer, or dispense a covered countermeasure pursuant to an Emergency Use Authorization.

What is a covered countermeasure?

Covered countermeasures include:

  • Any antiviral, drug, biologic, diagnostic, device, respiratory protective device, or vaccine manufactured, used, designed, developed, modified, licensed, or procured to diagnose, mitigate, prevent, or treat COVID-19 or the transmission of COVID-19, or limit the harm of COVID-19;
  • A product manufactured, used, designed, developed, modified, licensed, or procured to diagnose, mitigate, prevent, treat, or cure a serious or life-threatening disease or condition caused by a product described above;
  • A product or technology intended to enhance the use or effect of a product described above; or 
  • Any device used in the administration of any such product, and all components and constituent materials of any such product.

What is the purpose of the HHS amendment?

The amendment addresses all of the following protections and issues:

  • Authorizes health care professionals to use telehealth to provide covered countermeasures to patients in other states.
  • Establishes training requirements for certain licensed pharmacists and pharmacy interns to administer routine childhood or COVID-19 vaccines.
  • Covers all qualified pandemic and epidemic products under the PREP Act.
  • Provides liability protections for all covered persons using a covered countermeasure in accordance with its use requirements whether acquired or used through federal authorization or obtained through private distribution channels.
  • Provides liability protections in some situations for not administering a COVID-19 vaccine.
  • Recognizes the need for a whole-of-nation approach to COVID-19 pandemic response between federal, state, local and private organizations.

Who is impacted by the PREP Act Declaration as amended?

  • HHS defines covered persons as those individuals who are afforded liability protections under the PREP Act, including manufacturers, distributors, program planners, and qualified persons. 
  • Under the amendment, HHS adds any individual authorized to prescribe, administer, deliver, distribute, or dispense the covered countermeasures, regardless of whether the countermeasure was received from the federal government, to the definition of a “qualified person.” In other words, both a manufacturer of a covered countermeasure, such as a COVID-19 vaccine that is authorized by the Food and Drug Administration (FDA) for use, and a provider receiving vaccine directly from the manufacturer independent of any other federal involvement would be covered.

Who else can administer vaccines under the HHS amendment?

Pharmacists, pharmacists’ interns, and pharmacy technicians are permitted to administer COVID-19 vaccines, and must meet the training requirements in the declaration to do so. Health care personnel may also use telehealth to order and administer covered countermeasures in a state other than a state where the health care personnel is licensed.

What liability protections are afforded to covered persons?

  • The PREP Act provides almost blanket liability protection for covered persons from suit, the sole exception being an exclusive federal cause of action against a covered person for death or serious physical injury proximately caused by willful misconduct of such covered person. In all other instances, individuals who sustained a covered serious physical injury as a direct result of the use of covered countermeasures may seek compensation from the Countermeasures Injury Compensation Program (CICP).  
  • In order for liability protections under the PREP Act to apply, the use of the vaccine must be under an appropriate regulatory mechanism (e.g., an EUA, investigational new drug application, or approved biologics license application). Therefore, if a vaccine is authorized for use under an EUA, any use beyond the scope of what is described in the EUA would not be eligible for applicable liability protections under the PREP Act or injury compensation available under the Countermeasures Injury Compensation Program.

What is the effective time period for the HHS liability protections?

  • HHS establishes that the liability protections for any respiratory protective device approved by the National Institute for Occupational Safety and Health (NIOSH) run from March 27, 2020 and extend through October 1, 2024.
  • Liability protections for covered countermeasures distributed through federal agreements, e.g. grants or contracts, run from February 4, 2020 through October 1, 2024. 
  • Liability protections for covered countermeasures administered and used in accordance with the state’s public health response to the pandemic runs from the date of the Governor’s emergency declaration, March 10, 2020 and extends through October 1, 2024.
  • Liability protections for administration of ACIP recommended vaccines to persons ages 3-18 according to ACIP’s standard immunization schedule runs from August 24, 2020 and extends through October 1, 2024.
  • For covered countermeasures that are distributed and/or administered through private means rather than under federal contract/grant or oversight by the state’s pandemic response, liability protections run from December 3, 2020 and extend through the final day of the Declaration of Emergency or October 1, 2024, whichever occurs first.