Policy Memo Updates - Texas Vaccines for Children

The latest Texas Vaccines For Children (TVFC) Program policy memo updates can be found below.

Title:  Discontinuation of AFIX Assessments in Public Health Clinics
Date:
November 30, 2018
Content:

Beginning on December 1, 2018, the immunization staff from DSHS Public Health Regions (PHR) will no longer be required to conduct AFIX assessment visits to public immunization clinics (this includes PHR and local health department clinics).

Title:  Vaccine Choice Opening November 5th
Date:
October 31, 2018
Content:

Beginning Monday, November 5th, you may update your vaccine choices through the Electronic Vaccine Inventory (EVI) system in preparation for future vaccine orders. In EVI, the "Update Choice" tab will be open from 10AM on November 5th through 4PM on November 19th. 

Title: 

TVFC Memo on Storage Units

Date:
September 1, 2018
Content:

The Texas Department of State Health Services Immunization Unit approves the use of auto-dispensing and other purpose-built vaccine storage units for storage of TVFC/ASN vaccines if the meet the specific storage and handling requirements outlined in the attached memo.

Title: 

IMPORTANT REMINDER: 2019 Texas Vaccines for Children (TVFC) and Adult Safety Net (ASN) Annual Re-Enrollment

Date:
August 16, 2018
Content:

In preparation for 2019, re-enrollment into the TVFC and ASN Programs will take place October 1-31, 2018. The TVFC and ASN Programs require your Provider Agreement to be submitted annually. 
Title: 

IMPORTANT UPDATE: Re-Enrollment into the 2019 Texas Vaccines for Children (TVFC) and Adult Safety Net (ASN) Programs to Be Held in October 2018

Date:
July 20, 2018
Content:

Please note that re-enrollment into the 2019 Texas Vaccines for Children (TVFC) and Adult Safety Net (ASN) programs will be held on October 1-31, 2018. Please Save the Dates. 
Title:

Open-Ordering for Flu Vaccine is Ending May 25th, 2018

Date:
May 1, 2018
Content:

The last day to place an order for influenza vaccine for the current flu season is May 25, 2018. If flu vaccine is needed for your patients after this date, please contact your responsible entity. 


Title:
Updated Vaccine Management Plans
Date:
April 23, 2018
Content:

The Immunization Unit has developed new vaccine management plan templates for the routine and emergency storage and handling of vaccines. The templates allow you to outline what you will do with TVFC and/or ASN vaccine in the event of an emergency (loss of power, unit failure, or a natural disaster). The new templates include updated water bottle and data logger requirements for refrigerators and freezers that contain TVFC and/or ASN vaccine. This new document, (E11-14498), is available at https://www.dshs.texas.gov/immunize/tvfc/docs/E11-14498.pdf.


Title:
Additional Influenza Vaccine Available for Texas VFC Providers
Date:
November 7, 2017
Content:

As of today, all TVFC provider requests placed during Round 1 and Round 2 pre-book periods have been allocated and made available to providers for all presentations. Starting November 13th, 2017 Influenza vaccines will be listed on the Place Order screen in the Electronic Vaccine Inventory (EVI) system and can be ordered at the same time as other vaccines. Providers who want to place an order for influenza vaccine will need to reconcile their inventory prior to order submission. 


Title: Vaccine Choice Opening
Date:
November 1, 2017
Content:
Beginning Monday, November 6th, you may update your vaccine choices through the Electronic Vaccine Inventory (EVI) system in preparation for vaccine orders delivered in December. In EVI, the "Update Choice" tab will be open from November 6th through November 17th. 


Title:
Final Flu Allocation for the 2017-2018 Flu Season
Date:
October 24, 2017
Content:

All Influenza requests placed during Round 1 and Round 2 pre-book periods have been allocated and made available to providers for all presentations. October 30th, 2017 will be the Final Flu Allocation for the 2017-2018 season before Open Ordering begins.  Please make sure all of your vaccine orders are accepted in EVI between October 30th and close of business November 10th. We will provide additional information about the Open Ordering process in the coming weeks.


Title:  Signature on Vaccine Loss Report Forms
Date:
October 16, 2017
Content:

When you generate a vaccine loss report (VLR) from the electronic vaccine inventory system (EVI), it requires the signature of your medical authority (generally, this is the individual who signed your TVFC Enrollment Form, E6-102). The Texas Department of State Health Services (DSHS) has made a change to this requirement. Effective immediately, any licensed clinician who has prescribing authority at your facility and is listed on the TVFC Enrollment Form (E6-102, page 2) can sign the VLR.

As a requirement of the TVFC Program, a VLR must be generated in EVI within four days of an incident or discovery of an incident that results in a loss of vaccine and must be submitted immediately to your responsible entity once signed. 

Using a stamp for your medical authority’s signature is not allowed.


Required and Recommended Trainings for TVFC Providers

October 16, 2017

The following table outlines the required and recommended trainings necessary for new and already enrolled clinics in the TVFC Program. If you have any questions, please see the TVFC contact page.

Training Type

NEW Clinics to the TVFC Program 

Currently Enrolled Clinics with NEW Staff 

ALL Clinics at Re-Enrollment 
2018 TVFC Provider Policy Training
VaccineEducationOnline.org
REQUIRED
REQUIRED  REQUIRED 

CDC’s You Call the Shots: 
Module 10 (Vaccine Storage & Handling) 
Module 16 (Vaccines for Children Program)
CDC's You Call the Shots

REQUIRED
REQUIRED  Recommended 
Site visit training conducted by responsible entity
REQUIRED
Not Required  Not Required 
Group training conducted by responsible entity
REQUIRED FOR SOME
REQUIRED FOR SOME
Not Required
Annual training conducted by responsible entity
REQUIRED FOR SOME
REQUIRED FOR SOME
REQUIRED FOR SOME


Title:
TVFC Provider Re-Enrollment Module in Vaccine Education Online
Date:
September 1, 2017
Content:

A new Vaccine Education Online Portal launched today. The TVFC Provider Policy Training, the module that is required for 2018 TVFC Provider Re-Enrollment, is fully updated and ready for providers and stakeholders. This training covers all major TVFC and ASN program policies, as well as important changes to the 2017 TVFC Provider Manual. Continuing Education Credits for this module are not available at this time.

While most of the older modules have been taken down, we will be working to bring all new modules with updated information to the Portal soon. You can create a new account and check out the new Vaccine Education Online here: VaccineEducationOnline.org. Unfortunately, the old Vaccine Education Online username and password will no longer work and you will need to create a new account to log in.

If you have any questions for the TVFC team, please see the TVFC contact page.


Title:  Vaccine Emergency Response - Hurricane Harvey
Date: August 24, 2017
Summary: On August 23, 2017, Governor Greg Abbott issued a disaster proclamation for 30 Texas counties in anticipation of Hurricane/Tropical Depression Harvey making landfall. As a TVFC provider, you are required to maintain plans for routine and emergency vaccine management. If you need to transfer vaccines, the TVFC Provider Manual has information to support the appropriate transfer of vaccines.


Title:  Vaccine Choice is Now OPEN
Date: August 14, 2017
Summary: Beginning Monday, August 14th, you may update your vaccine choices through the Electronic Vaccine Inventory (EVI) system in preparation for vaccine orders delivered in September. 


Title:
New Provider Enrollment Checklist
Date:
August 1, 2017
Summary: The Immunization Unit has developed a comprehensive list of TVFC Program elements that must be covered when a new clinic joins the TVFC Program. 


Title:
Preparing for 2018 TVFC Program Re-enrollment
Date:
August 1, 2017
Summary: This year, TVFC Re-enrollment will take place November 1-30, 2017 for the 2018 calendar year. Re-enrollment will be conducted using an online survey that will be sent to your Primary and Back-up Vaccine Coordinators at 9am CST on November 1, 2017.


Title:
Change to UNDERinsured Eligibility Category
Date:
July 31, 2017
Summary:
The TVFC Program previously allowed three options for patients to be eligible for the UNDERinsured category. Due to a recent change from the Centers for Disease Control & Prevention (CDC), there are now only two choices for the UNDERinsured category. 


Title:  Recombivax® (Merck) Pediatric Hepatitis B Vaccine Supply Update
 Date: July 26, 2017
 Summary:

Merck is not currently distributing its pediatric Hepatitis B vaccine, Recombivax® and does not expect to distribute this vaccine presentation through the remainder of 2017. 


 Title: Influenza Vaccine Allocation for the 2017-2018 Flu Season
 Date: July 26, 2017
 Summary: The Texas Department of State Health Services (DSHS) has made changes to the influenza vaccine allocation process for the 2017-2018 flu season.


Title:  Pediatric (EC-68-1) and Adult (EC-68-2) Biological Order Forms Revised
Date: July 14, 2017
Summary:
Updated biological order forms are now available for new providers who join the Texas Vaccines for Children Program and/or the Adult Safety Net Program. Read more about these forms and the update in the policy memo.


Title:   Maximum Stock Levels Calculation Update
Date:  July 6, 2017
Summary:
 Following recommendations by the Centers for Disease Control and Prevention (CDC), the Texas Department of State Health Services Immunization Unit has updated the process for calculating Maximum Stock Levels (MSL) for Texas Vaccines for Children (TVFC) Providers.


Title:  MenB (Trumenba®) Vaccine Dose Schedule Update
Date:  July 6, 2017
Summary:
 On May 19, 2017 the Centers for Disease Control and Prevention (CDC) released a Morbidity & Mortality Weekly Report (MMWR) that contains updated recommendations from the Advisory Committee on Immunization Practices (ACIP) for the use of 2- and 3-doses of Trumenba®.
Title:   DT, PPSV23, and Td Vaccine Requirements for Availability in Provider Offices
Date:  June 5, 2017
Summary:
 Providers who participate in the TVFC Program are required to carry at least one dose of a pediatric presentation of DT, PPSV23 and Td unless you are a specialty provider.


Title:   Vaccine Choice and New & Discontinued Vaccine Presentations
Date:  May 1, 2017
Summary:
 The memo provides information about the upcoming Vaccine Choice period.  The memo also provides information about new and discontinued vaccine presentations for the TVFC Program.


Title:  Pentacel® Vaccine Supply Update
Date: April 19, 2017
Summary:  Sanofi Pasteur’s Pentacel® (Diphtheria and Tetanus Toxoids and Acellular Pertussis Adsorbed, Haemophilus influenzae type b, and Inactivated Poliovirus Vaccine) vaccine is no longer under order restrictions by the Centers for Disease Control and Prevention.
Title: MenB (Trumenba®) Vaccine Dose Schedule Update
Date: April 19, 2017
Summary: In October 2016, the Advisory Committee on Immunization Practices and the Centers for Disease Control and Prevention reevaluated the dosing schedule for the MenB-FHbp (Trumenba®) vaccine. 
Title:  Eligibility of Patients with Primary Private Insurance and Secondary Medicaid Coverage
Date:  April 19, 2017
Summary: The memo provides updated information on TVFC Program eligibility for patients with private insurance and Medicaid coverage.


Title:   2017 Adult Safety Net Provider Manual in Now Available (PDF)
Date: February 16, 2017
Summary: The Adult Safety Net (ASN) Program is pleased to inform you that the 2017 ASN Provider Manual has been published and is available for download on the Immunization Unit website.


Title: 2017 TVFC Providers Vaccine Choice Letter (PDF)
Date: February 7, 2017
Summary: Beginning Monday, February 13, 2017, Texas Vaccines for Children (TVFC) providers may update vaccine choices through the Electronic Vaccine Inventory (EVI) system in preparation for March orders.
Title: 2017 Texas Vaccines for Children Provider Manual is Now Available (PDF)
Date: February 7, 2017
Summary: The Texas Vaccines for Children (TVFC) Program is pleased to inform you that the 2017 TVFC Provider Manual has been published and is available for review and download on the Immunization Unit website.
Title: 2017 Texas Vaccines for Children Program Provider Re-Enrollment Reminder (PDF)
Date: January 31, 2017
Summary: The Texas Vaccines for Children (TVFC) Program would like to remind providers of the 2017 annual re-enrollment period that is now open. The re-enrollment period opened on 01/09/2017 and will close on 02/03/2017.
Title: Updated Process for Determining Provider Maximum Stock Levels (PDF)
Date: January 31, 2017
Summary: The Centers for Disease Control and Prevention (CDC) now recommends smaller, more frequent orders rather than larger orders to minimize the amount of vaccines lost if an incident occurs.
Title: ACIP Recommendations for Use of a 2-Dose Schedule for Human Papillomavirus Vaccination (PDF)
Date: December 21, 2016
Summary: The Centers for Disease Control and Prevention (CDC) now routinely recommends two doses of HPV vaccine for 11 or 12 year olds to prevent HPV-related cancers.
Title: TVFC Vaccine Choice Provider Letter (PDF)
Date: November 3, 2016
Summary: Beginning Nov. 7, 2016, TVFC providers may update vaccine choices through the Electronic Vaccine Inventory (EVI) system in preparation for December orders.
Title: TVFC Temperature Recording Form Update (PDF)
Date: August 30, 2016
Summary: The Texas Vaccines for Children (TVFC) Program is immediately implementing an updated temperature recording form (EC-105 RF). The CDC has determined that the new recommended temperature range for storing refrigerated vaccines is between 36° F and 46° F.
Title: August 2016 Letter to TVFC Providers Regarding Vaccine Choice (PDF)
Date: August 5, 2016
Summary: Beginning 8/15/2016, Texas Vaccines for Children providers may update vaccine choices through the EVI system in preparation for September orders.
Title: Updated Recommendations for Use of Serogroup B Meningococcal Vaccines (PDF)
Date: August 5, 2016
Summary: In June 2016, the Advisory Committee on Immunization Practices (ACIP) voted to uphold their existing recommendation regarding the use of all meningococcal B (MenB) vaccines despite changes to Food and Drug Administration (FDA) labeling for the Trumenba ® vaccines.
Title: Administrative Fee Change Provider Letter (PDF)
Date: May 17, 2016
Summary: Effective 5/17/2016, the administration fee that the Texas Vaccines for Children (TVFC) providers may charge eligible patients has been reduced to $14.85 per dose.
Title: TVFC Changes to Vaccine Contract Provider Letter (PDF)
Date: April 1, 2016
Summary: The CDC has discontinued HPV2 (Cervarix) and HPV4 (Gardasil) from the Vaccines for Children program. As a result, these vaccines are no longer available for ordering.
Title: Pentacel® Supply Limited and Changes to the Guidance for Children during the Pentacel Manufacturer's Delay. (PDF)
Date: December 30, 2015
Summary: As the Pentacel vaccine supply is currently limited, this document provides updated guidance regarding dosage to be delivered at 2, 4, and 6 months of age.
Title: Addition of Serogroup B Meningococcal Vaccine to the TVFC Formulary (PDF)
Date: December 29, 2015
Summary: This letter is a notification that the Texas Vaccines for Children (TVFC) Program has expanded its formulary to include Serogroup B Meningococcal (MenB) vaccine.
Title: Flyer for 2015 Texas Immunization Conference (PDF)
Date: September 18, 2015
Summary: The 2015 Texas Immunization Conference will be held from November 18-20th. The theme will be Promoting a Healthy Texas: Communicate, Educate and Vaccinate.
Title: Updating Vaccine Choice Memo (PDF)
Date: June 26, 2015
Summary: Beginning on Wednesday, July 1, 2015, TVFC providers may update vaccine choices through the Electronic Vaccine Inventory (EVI) system.
Title: Vaccine Advisory - Updated Recommendations for Use of HPV 9-Valent Vaccine (PDF)
Date: June 15, 2015
Summary: June 2015 memo, summarizing the new recommendations for use of Human Papillomavirus (HPV) 9-Valent vaccine, which became official on 03/27/15.
Title: Prepare and Plan Ahead for Back-to-School Immunizations (PDF)
Date: June 9, 2015
Summary: June 2015 memo from the Texas Vaccines for Children Program, reminding all providers to prepare and plan ahead for back-to-school immunizations.
Title: TVFC Data Logger Usage Survey (PDF)
Date: June 2, 2015
Summary: The Texas Vaccines for Children Program recommends the use of continuous temperature monitoring systems (data loggers) to monitor the temperature of vaccines.
Title: Updating Vaccine Choice Memo (PDF)
Date: May 13,2015
Summary: Beginning on Wednesday, May 13, 2015, TVFC providers may update vaccine choices through the Electronic Vaccine Inventory (EVI) system.
Title: Voluntary Recall of 2014 -2015 FLULAVAL® QUADRIVALENT Thimerosal-Free Pre-Filled Syringes (PFS) (PDF)
Date: April 17, 2015
Summary: All remaining doses of 2014-2015 FLULAVAL® QUADRIVALENT Pre-Filled Syringes are being recalled due to the potential for reduced efficacy of the included B strains.
Title: Product Recall: 2014-2015 Fluzone® Quadrivalent (Influenza Vaccine) Multidose Vials (PDF)
Date: April 24, 2015
Summary: Letter informing immunization providers of a voluntary product recall of 2014-2015 Fluzone® Quadrivalent (Influenza Vaccine) multidose vials.
Title: Expansion of Adult Safety Net (ASN) Program Formulary (PDF)
Date: May 1, 2015
Summary: Effective Monday, May 4, 2015, three new vaccines will routinely be available for participating ASN providers to order and administer to eligible adults.
Title: Investigation of Acute Flaccid Myelitis in Children, 2014 (PDF)
Date: April 27, 2015
Summary: DSHS is investigating reports of children who developed sudden onset of weakness in one or more arms or legs and had MRI scans showing spinal cord inflammation
Title: Vaccine Ordering Privileges Suspended due to failure to Re-Enroll Texas Vaccines for Children Program (PDF)
Date: April 14, 2015
Summary: All providers were required to update their clinic information by 3/31/2015, including changes in vaccine usage volume, clinic contact information and other changes.
Title: Texas Vaccines for Children Program Annual Re-enrollment Reminder (PDF)
Date: March 16, 2015
Summary: The 2015 TVFC Program re-enrollment began on January 30, 2015 and ends on March 31, 2015. All providers are required to update their clinic information.
Title: TVFC 2015 Reporting Requirements for Deputized Providers (PDF)
Date: February 27, 2015
Summary: Texas Vaccines for Children Program memorandum, issued February 2015, regarding reporting requirements for providers who are considered deputized.
Title: Notice to Providers, 2015 Adult Immunization Schedule Available (PDF)
Date: February 9, 2015
Summary: The 2015 Adult Immunization Schedule is now available online. The Immunization Branch is currently in the process of printing the 2015 Adult Immunization Schedule.
Title: Texas Vaccines for Children Providers - Updating Vaccine Choices (PDF)
Date: February 6, 2015
Summary: Beginning on Monday, February 9, 2015, TVFC providers may update vaccine choices through the Electronic Vaccine Inventory (EVI) system.
Title: 2015 Childhood Immunization Schedule is Now Available Online (PDF)
Date: January 30, 2015
Summary: Every year, the Advisory Committee on Immunization Practices (ACIP) develops recommendations for routine use of vaccines in children, adolescents, and adults.
Title: DSHS and CDC Urge Healthcare Professionals to Consider Measles (PDF)
Date: January 30, 2015
Summary: As of January 2015, more than 68 people from eleven states were reported to have measles. Providers should consider measles when evaluating patients with febrile rash.
Title: Program Annual Re-Enrollment (PDF)
Date: January 30, 2015
Summary: The Texas Vaccines for Children (TVFC) Program would like to announce the opening of the 2015 annual re-enrollment period from 1/30/2015 to 3/31/2015.
Title: Program Annual Re-Enrollment (PDF)
Date: January 30, 2015
Summary: The TVFC 2015 annual re-enrollment period will begin on January 30, 2015 and end on March 31, 2015. This year, re-enrollment will be conducted electronically.
Title: Provider Agreement Form (PDF)
Date: January 30, 2015
Summary: To receive publicly funded vaccines, medical directors must agree to TVFC conditions on behalf of themselves and all others associated with the facility.
Title: Provider Agreement Worksheet - 2015 (PDF)
Date: January 30, 2015
Summary: The Texas Vaccines for Children (TVFC) Program has prepared this worksheet to aid providers in completing the 2015 TVFC re-enrollment process.
Title: Policy 0015-1 Routine and Emergency Vaccine Storage and Handling (PDF)
Date: January 15, 2015
Summary: The DSHS Immunization Branch has developed Vaccine Management Plan Templates (E11-11190) as a resource available to all TVFC providers.
Title: Policy 0015-2 TVFC Vaccine Transfer Authorization Form Revision (PDF)
Date: January 15, 2015
Summary: The TVFC Program has revised the Vaccine Transfer Authorization Form to provide further clarification regarding vaccine transfer in the event of an emergency.

View Archived Policy Memo Documents

Last updated January 7, 2019