Frequently Asked Questions

Provider types that qualify to enroll in the ASN program include, but may not be limited to, clinics that are formally recognized as one of the following:

• DSHS Public Health Region (PHR) Offices
• Local Health Department (LHD)
• Federally Qualified Health Centers (FQHC)
• Rural Health Clinics (RHC)
• Federally Recognized Indian Tribes

All providers that are not specialty providers are required to offer all ACIP recommended vaccines. Specialty providers are providers that see only specific populations and can offer only select vaccines as a result.

Yes, all providers that are not specialty providers are required to offer all ACIP recommended vaccines, including the COVID-19 vaccine.

Facilities required to submit CMS letters are Federally Qualified Health Centers (FQHC) and Rural Health Clinics (RHC).

• Interested providers enrolling in the ASN program will contact their Responsible Entity (RE) or the ASN Inbox (ASNInfo@dshs.texas.gov) to discuss eligibility and the enrollment process.
   
• All new eligible sites interested in ASN program must enroll in the Texas Immunization Registry, ImmTrac2, and must agree to the policies and requirements included in the TVFC/ASN Program Agreement on Syntropi. FQHCs or RHCs must submit a copy of the Centers for Medicare and Medicaid Services (CMS) letter that designates the site as such.
   
• All new eligible sites to the ASN program must receive an enrollment visit prior to receiving vaccine. This will include a review of all the storage units in the office to ensure adequate and approved storage units are being used. Digital data loggers must comply with CDC guidelines and have an accurate certificate of calibration on each storage unit. Primary and Back-Up Vaccine Coordinators must be present on the first initial enrollment visit and submit their training certificates before receiving vaccine. The details above are available in the New Enrollment Checklist, which the RE will discuss with the provider during the initial enrollment visit.
   
• After completion of the site visit, the TVFC/ASN Program Agreement on Syntropi, and the submission of new enrollment checklist to the ASN inbox (ASNInfo@dshs.texas.gov), the enrollment will be reviewed by DSHS Central Office for approval.

• Approved TVFC program providers wanting to enroll in the ASN program, will contact their Responsible Entity (RE) or the ASN Inbox (ASNInfo@dshs.texas.gov) to discuss eligibility and the enrollment process.
   
• The RE will review the facility’s eligibility criteria, help the provider complete the New Enrollment Checklist, and onboard the provider. Once the new enrollment paperwork is processed by Central Office, the enrollment will be unlocked for correction.
   
• Providers should select that they are enrolling in the ASN program as an approved TVFC provider and should update their adult patient population before submitting for approval.
   
• After completion of the TVFC/ASN Program Agreement on Syntropi and the submission of new enrollment checklist to the ASN inbox (ASNInfo@dshs.texas.gov), the enrollment will be reviewed by DSHS Central Office for approval.

• Withdrawing providers will contact their RE for assistance. Provider must go over a withdrawal checklist with their RE. The RE will transfer all ASN vaccines to another participating ASN location and zero out the provider’s inventory in Vaccine Allocation & Ordering System (VAOS) before notifying Central Office.
   
• Once the ASN withdrawal form has been processed by Central Office, the provider will no longer be enrolled in the ASN Program and will have the withdrawal noted in Syntropi.

If you have any further questions or an inquiry, you can email your questions to ASNInfo@dshs.texas.gov.

Data specific to your jurisdiction can be found on some of the existing data pages such as school vaccination coverage level reports, TVFC flu vaccination coverage rates, and ImmTrac2 vaccination administrations. Other internal program data is provided to you through the Immunization Section. If you are still not able to locate the data you are looking for, please submit a data request through our data request form found here: Immunizations Section Data Request Form | Texas DSHS

Email your AR forms to your QAI coordinators and CC IQIP@dshs.texas.gov.

Suspension resolutions – Once the provider has completed all action items and the RE has changed the status to completed for the visit, please update QAI team by emailing your QAI coordinator (assigned to your region) and CC IQIP@dshs.texas.gov.

You can find the Coverage Rate Reports in the IQIP group SharePoint page.

You can find the Public Site Tracker on the DSHS Regions SharePoint page.

You can find the Suspension Tracker on the DSHS Regions SharePoint page.

You can find the Waste Report on the IQIP group SharePoint page.

You can find the HPV report on the IQIP group SharePoint page.

Email training certificates to IQIP@dshs.texas.gov.

Responsible Entities (RE) are made up of a network of DSHS Public Health Regions (PHRs) and contracted Local Health Departments (LHDs). The RE’s purpose is to ensure compliance with state and federal standards and the effectiveness of vaccine distribution. The RE communicates with their respective TVFC program provider on information and details pertaining to required vaccine reporting.

All TVFC providers who are not specialty providers are required to offer all ACIP recommended vaccines. Specialty providers are providers that see only specific populations and can offer only select vaccines as a result.

• The first step in joining the TVFC or ASN program is to complete the TVFC/ASN Programs Agreement. All new eligible sites interested in TVFC program must enroll in the Texas Immunization Registry, ImmTrac2, and must agree to the policies and requirements included in the TVFC/ASN Program Agreement on Syntropi.
   
• All new eligible sites to the TVFC program must receive an enrollment visit prior to receiving vaccine. This will include a review of all the storage units in the office to ensure adequate and approved storage units are being used. Digital data loggers must comply with CDC guidelines and have an accurate certificate of calibration on each storage unit. Primary and Back-Up Vaccine Coordinators must be present on the first initial enrollment visit and submit their training certificates before receiving vaccine. The details above are available in the New Enrollment Checklist, which the RE will discuss with the provider during the initial enrollment visit.
   
• After completion of the site visit, the TVFC/ASN Program Agreement on Syntropi, and the submission of new enrollment checklist to the VacCallCenter@dshs.texas.gov inbox, the enrollment will be reviewed by DSHS Central Office for approval.

• Withdrawing providers will contact their RE for assistance. Provider must go over a withdrawal checklist with their RE. The RE will arrange to pick up TVFC/ASN vaccine and will assist with final paperwork. When withdrawing providers from the TVFC/ASN Programs, REs will collect state-issued data loggers and state vaccines from withdrawing providers and zero out the provider’s inventory in VAOS before notifying Central Office.
   
• Once the TVFC withdrawal form has been processed by Central Office, the provider will no longer be enrolled in the TVFC program and will have the withdrawal noted in Syntropi.

If you have any further questions or an inquiry, you can email your questions to VacCallCenter@dshs.texas.gov or your assigned TVFC consultant.