COVID-19 Vaccine Provider Frequently Asked Questions

COVID-19 header image

On this page are frequently asked questions (FAQs) about COVID-19 vaccines for vaccination providers in Texas.


| Vaccine | Provider Enrollment | Vaccine Ordering & Distribution | Vaccine Storage & Handling |
| Vaccine Information & Presentation | Vaccine Second Doses  | Vaccine Administration & Fee Information |  Vaccine Reporting |


Vaccine

Is there any information regarding severe allergic reaction (e.g.,anaphylaxis) to the vaccines?

The CDC has issued  an updated guidance on allergic reactions associated with COVID-19 vaccines. Please visit the  CDC Clinical Considerations webpage for all the latest updates.

Where can I find more information about each vaccine?

The CDC has specific pages for each vaccine. Information includes Emergency Use Authorization (EUA), standing orders templates, prevaccination screening forms, and storage and handling instructions.

Download COVID-19 vaccine recipient fact sheets (CDC).

What are the age indications for each vaccine?

Pfizer: 5 years of age and older

Moderna: 18 years of age and older

Janssen: 18 years of age and older

What are some reported adverse reactions to each vaccine?

Pfizer: In clinical studies, adverse reactions in participants 16 years of age and older included pain at the injection site (84.1%), fatigue (62.9%), headache (55.1%), muscle pain (38.3%), chills (31.9%), joint pain (23.6%), fever (14.2%), injection site swelling (10.5%), injection ite redness (9.5%), nausea (1.1%), malaise (0.5%), and lymphadenopathy (0.3%).

Moderna: In clinical studies, the adverse reactions in participants 18 years of age and older were pain at the injection site (92.0%), fatigue (70.0%), headache (64.7%), myalgia (61.5%), arthralgia (46.4%), chills (45.4%), nausea/vomiting (23.0%), axillary swelling/tenderness 19.8%), fever (15.5%), swelling at the injection site (14.7%), and erythema at the injection site (10.0%).

Janssen: In study COV3001, the most common local solicited adverse reaction (≥10%) reported was injection site pain (48.6%). The most common systemic adverse reactions (≥10%) were headache (38.9%), fatigue (38.2%), myalgia (33.2%), and nausea (14.2%).

Both the Pfizer and Moderna vaccines are categorized as mRNA vaccines. How do they work?

COVID-19 mRNA vaccines give instructions for our cells to make a harmless piece of what is called the “spike protein.” The spike protein is found on the surface of the virus that causes COVID-19. COVID-19 mRNA vaccines are given in the upper arm muscle. Once the instructions (mRNA) are inside the immune cells, the cells use them to make the protein piece. After the protein piece is made, the cell breaks down the instructions and gets rid of them.

Next, the cell displays the protein piece on its surface. Our immune systems recognize that the protein doesn’t belong there and begin building an immune response and making antibodies, like what happens in natural infection against COVID-19.

At the end of the process, our bodies have learned how to protect against future infection. The benefit of mRNA vaccines, like all vaccines, is those vaccinated gain this protection without ever having to risk the serious consequences of getting sick with COVID-19.

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Provider Enrollment

How do I register to become a COVID-19 vaccine provider? How do I order the COVID-19 vaccine?

Providers must complete their registration in the registration portal, EnrollTexasIZ.dshs.texas.gov, prior to COVID-19 vaccine allocation. The following steps must also be finalized:

  1. Complete Module 10 of the CDC’s “You Call the Shots” Training. (Highly recommended)
  2. Evaluate patient population. Identify critical population groups of people that are served by your practice.
  3. Complete the COVID-19 Provider Agreement form.
  4. Agree to maintain vaccine safety and inventory.
  5. Agree to report COVID-19 doses administered in the required time frame.

How can I request to receive COVID-19 vaccine doses?

You will first need to register your organization by visiting EnrollTexasIZ.dshs.texas.gov. A registration must be completed for each location where COVID-19 vaccine will be administered. Once the registration has been completed, you will have the option to “pre-book” or request to receive the COVID-19 vaccine.

Who will be my point of contact? Should I reach out to my local health department, to the state, or to the Federal Government?

For questions or more information on the COVID-19 Vaccine Program, email COVID19VacEnroll@dshs.texas.gov or visit the DSHS COVID-19 Vaccine website.

Do existing COVID-19 vaccine providers need to re-enroll or join the Texas Vaccines for Children Program (TVFC) to give the COVID-19 vaccine to children or adolescents?

No. Existing COVID-19 Vaccine Providers do not need to enroll again as pediatric providers. Also, providers do not need to be enrolled in the TVFC Program to administer a COVID-19 vaccine to a child eligible for the TVFC Program (i.e., under the age 19 years).

Do existing TVFC providers need to register for the COVID program?

Yes. All TVFC providers must register at EnrollTexasIZ.dshs.texas.gov to become a COVID-19 vaccine provider..

What type of information will need to be included during the registration process?

During the registration process, you will be asked to submit information about your organization such as:

  • Address
  • Vaccine coordinator contact information
  • Vaccine delivery times
  • Vaccine storage capacity for each unit at the facility
  • The patient profile of the population served
  • Administering and reporting information
  • List of responsible personnel such as the Chief Medical Officer or Chief Executive Officer
  • Sign and agree to the conditions in the CDC COVID-19 Vaccination Program Provider Agreement

Will the information regarding my patient population be made public?

Patient population information will remain unpublished and private. Identifying patient population is used to understand the communities you serve and to help allocate the COVID-19 vaccine.

Is an M.D. required to enroll in the COVID-19 Vaccine Program? Who can and who cannot administer the COVID-19 vaccine?

A licensed signing clinician will be required to enroll in the COVID-19 Vaccine Program. Licensed signing clinicians include Medical Doctors (MD), Doctors of Osteopathic Medicine (DO), Nurse Practitioners (NP)/Advanced Practice Nurses (APN), Physician Assistants (PA), Certified Nurse Midwives (CNM), Registered Pharmacists (RPh), Optometrist (OP), Podiatrist (DPM), and Veterinarian (DVM). Any medical professional is eligible to administer the COVID-19 vaccine, including but not limited to licensed nurses, medical assistants, emergency medical services (including paramedic or EMT), or staff members granted authority to vaccinate by a signing clinician.

For additional guidance for PREP Act coverage for qualified technicians and pharmacy interns for COVID-19 vaccines, visit the FDA Emergency Use Authorization page

Can medical professionals not included in the list of eligible signing clinicians (Medical Assistants, Licensed Nurses, etc.) administer the vaccine?

Yes. At this time, additional medical professionals (e.g. RNs, LVNs, EMTs, Certified Medical Assistant) can administer the COVID-19 vaccine can administer the COVID-19 vaccine as authorized by the signing clinician for the vaccine provider.

Do we have to be enrolled in any additional program, such as the Adult Safety Net (ASN) Program, Texas Vaccines for Children (TVFC) Program, Children’s Health Insurance Program (CHIP)?

No. Any facility who has the personnel to immunize and the capacity to safely store and handle the COVID-19 vaccine is eligible to participate in the COVID-19 Vaccine Program; does not have to be enrolled in any additional vaccine program.

Do I have to be signed up for Texas Immunization Registry, ImmTrac2? If so, how do I sign up?

Yes. All facilities must enroll in ImmTrac2 to become eligible to participate in the COVID-19 Vaccine Program. Enrollment in ImmTrac2 is included in the COVID-19 Vaccine Program Provider Agreement, which can be found at EnrollTexasIZ.dshs.texas.gov.

I’m already registered in ImmTrac2. Do I need to re-register to complete my enrollment?

Providers already registered in ImmTrac2 will not need to re-register. However, they will need to provide their ImmTrac2 Organization Code and continue to complete the required fields in order to ensure that DSHS has the most current information for the facility.

Are there any required trainings to complete in order to receive the COVID-19 vaccine? If so, what are the trainings and how do I access them?

All providers who are participating in the COVID-19 Vaccine Program are highly encouraged to complete Module 10 of the CDC' s “You Call the Shots” Training

What is the enrollment timeline? When will enrollment open and close?

Enrollment for the COVID-19 Vaccine Program is now open for providers and can be accessed through EnrollTexasIZ.dshs.texas.gov. There is no close date at this point. Providers are welcome to enroll whenever they feel they are ready to participate in the COVID-19 Vaccine Program.

If I am unable to remember my enrollment login credentials (username/password), how do I log back in?

In order to sign back in and edit the enrollment information, use the following format for the username:

  • firstname.lastname

If you do not have a password, enter the username and click “Forgot Password.” The password reset information will be sent to the registered email address.

I can log in, but I am unable to edit information. The enrollment is locked. What should I do? How am I able to edit information?

Once forms are sent off for signatures, the enrollment becomes locked until the review process is complete. Once this review process is completed, the DSHS Immunization Unit can unlock this enrollment if needed.

We are a fire department/EMS station wanting to participate in the COVID-19 Vaccine Program. Are we able to sign up for ImmTrac2?

Fire and EMS departments can enroll in the Texas Immunization Registry, ImmTrac2, as long as:

  1. There is a signing clinician/medical authority who is directly associated with the first responder organization.
  2. The department meets the requirements to safely store and handle vaccines.

Are Long Term Care Facilities required to register for the COVID19 Vaccine Program? What are the options for registration?

Long Term Care (LTC) facilities have two options to choose from to receive the COVID-19 vaccine.

  • Option 1: Pharmacy partnership: Current information from CDC indicates that large chain pharmacies (example: CVS, Walgreens) will be able to enroll directly with CDC and receive COVID-19 vaccine at multiple locations across the state. In turn, pharmacies who enroll will be available to partner with local LTC facilities and set up COVID-19 vaccination clinics within the LTC facility.
  • Option 2: Enroll and become a provider with the Texas Department of State Health Services (DSHS): LTC facilities are welcome to enroll as a COVID-19 provider with DSHS. Once a LTC facility is enrolled, DSHS will be able to direct ship COVID-19 vaccine to the LTC facility to be stored and used at that individual site.

I am a vaccine provider but not enrolled as a Medicaid/CHIP provider.  How do I get enrolled as a Medicaid/CHIP provider and is Texas going to fast-track enrollments during the pandemic?

Under the COVID-19 public health emergency, providers not enrolled in Texas Medicaid may use the expedited enrollment application which waives certain state and federal requirements. The process is applicable to medical providers/groups/facilities and pharmacies and allows these providers to be reimbursed for services to Texas Medicaid clients.

Medical providers/groups/facilities may access the application and information on submission link to: https://www.tmhp.com/news/2020-04-01-public-health-emergency-enrollment-application-now-available

How can I receive a copy of my CDC COVID-19 Provider Agreement?

After signature requests have been sent to the listed email addresses, there will be an option to preview the CDC COVID-19 Provider Agreement and print from your own computer. Email requests for signatures will also include a link to preview the agreement before electronically signing.

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Vaccine Ordering & Distribution

What is the COVID vaccine distribution plan?

The Centers for Disease Control and Prevention (CDC) will fulfill orders for most vaccine products and associated ancillary supplies. Some vaccine products, such as those with ultra-cold temperature requirements, will be shipped directly from the manufacturer to the vaccination provider site. Because of cold chain requirements, ancillary supply kits (and diluent, if applicable) will ship separately from the vaccine but should arrive before or on the same day as the vaccine.

Vaccine allocations will be made available in three phases.

  1. During the first phase, DSHS anticipates limited supply of the COVID-19 vaccine. Initial efforts will be made to immunize:
    a. Healthcare personnel
    b. Texans at increased risk such as underlying medical conditions and people 65 years of age and older
    c. Other essential workers
  2. During the second phase, there will be a large number of vaccine doses available. The focus will be to vaccinate those critical populations who were not vaccinated during phase one as well as the general public.
  3. During the third phase, DSHS anticipates a sufficient supply of vaccines doses available to the entire population.

Will the vaccine be provided by the state or will we have to purchase them as private stock?

The Federal Government will be providing the COVID-19 vaccine through the state.

Is Texas following the Advisory Committee on Immunization Practices (ACIP) recommendations for the vaccine priorities?  If not, why not?

Texas considers all recommendations made by ACIP but has also gathered a group of Texas experts on vaccine and infectious diseases to provide additional recommendations to the DSHS Commissioner.  DSHS is taking a medical-risk based approach to identify which section of the population is at the highest risk of not only contracting COVID-19 but having a bad outcome if they do become infected.

Phase 1A of the COVID-19 vaccine roll-out includes “long-term care facilities.” Can you provide more detail on who is included in this definition?

Phase 1A includes the residents of long-term care facilities, including:  nursing facilities; assisted-living facilities; State Supported Living Centers (SSLCs); and community-based intermediate care facilities for individuals with an intellectual disability or related condition (ICFs/IID) regardless of size. Phase 1A also includes individuals in small group home residence settings (three and four person residences) that are owned and operated by certified Home and Community-based Services (HCS) Medicaid Waiver Program providers.

Phase 1A includes long-term care staff working directly with vulnerable residents, including: direct care providers at nursing home; assisted living facilities; state supported living centers (SSLCs); community-based intermediate care facilities for individuals with an intellectual disability or related condition (ICFs/IID) regardless of size; and small group home residence settings (three and four person residences) that are owned and operated by a certified Home and Community-based Services (HCS) Medicaid Waiver Program provider. Phase 1A also includes the following long-term care staff: physicians, nurses, personal care assistants, direct care staff, custodial, food service staff.

Must MTOs provide non-emergency transportation for Medicaid recipients to get the vaccine?

This applies to Medicaid, Children with Special Health Care Needs (CSHCN) Service program, and Transportation for Indigent Cancer Patients (TICP) eligible clients:

  • Yes. HHSC issued a notice with instructions to medical transportation organizations (MTOs) and managed care organizations. The MTOs must provide transportation to and from sites administering Medicaid covered services, including vaccinations. Although some of the sites may not be locations listed in the Combined Master Provider File (CMPF), the MTOs must verify the location with the administering provider to validate the site location before approving the transportation request. All other service and eligibility requirements remain applicable.

Do we need to order COVID-19 vaccines separately for pediatrics and adults?

The COVID-19 vaccine will initially be an adult vaccine; however, once the COVID-19 vaccine is approved for pediatric use more information will be provided.

Who has been identified as critical populations?

  • Healthcare personnel
  • Texans at increased risk for severe COVID-19 illness such as:
    • Residents at nursing homes, assisted living centers, or independent living facilities
    • People with underlying medical conditions
    • People 65 years of age and older
  • Texans at increased risk of acquiring or transmitting COVID-19 such as:
    • People from racial and ethnic minority groups
    • People from tribal communities
    • People who are incarcerated/detained in correctional facilities
    • People experiencing homelessness or living in shelters
    • People attending colleges/universities
    • People who work in educational settings
    • People living and working in other congregate settings
  • Texans with limited access to routine vaccination services such as:
    • People living in rural communities
    • People with disabilities
    • People who are underinsured or uninsured

What do I do if the vaccine doesn’t arrive?

Please contact us at COVID19VacShipments@dshs.texas.gov, and we will investigate for shipping information and shipping status. Please include your organization’s name, organization code (found on the VAOS account details page) and allocation request number.

What is the timeline of deliveries between enrollment and receiving doses?

There is currently no timeline between the completion of an enrollment and receiving the COVID-19 vaccine until it becomes available. 

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Vaccine Storage & Handling

What are the requirements for storage and handling of the COVID-19 vaccine?

COVID-19 vaccine products are temperature-sensitive and must be stored and handled correctly to ensure efficacy and maximize shelf life. For information on proper vaccine storage and handling, visit the CDC Vaccine Storage and Handling Toolkit

Will shipments include ancillary supplies?

COVID-19 vaccine shipments will contain the following ancillary supplies:

  • Ancillary supplies – we don’t know how the shipment will look, but we know what it will contain.
  • Needles, 105 per kit (various sizes for the population served by the ordering vaccination provider)
  • Syringes, 105 per kit
  • Alcohol prep pads, 210 per kit
  • 4 surgical masks and 2 face shields for vaccinators, per kit
  • COVID-19 vaccination record cards for vaccine recipients, 100 per kit

What is the size of the boxes for doses being shipped?

For more information on shipping and storage, visit the specific vaccine's website.

Will appropriate equipment for storage be provided? E.g. freezers, data loggers, etc.

COVID-19 Vaccine Program providers are responsible for providing the required vaccine storage units as listed in the CDC Vaccine Storage and Handling Toolkit.

Do I need to purchase a data logger for my refrigerator/freezer?

Facilities are required to have a digital data logger (DDL) to continuously monitor the temperature of the vaccine. Listed below are recommendations that should be considered before purchasing one:

  • An active temperature display that can be easily read by all staff from the outside of the unit, without having to open the door.
  • The data logger must have functionality that does not require a computer password to access the temperature display.
  • The display must remain active for temperature readings (i.e., must not have sleep mode turned on).
  • Alarm for out-of-range temperatures.
  • A display that shows the current temperature, as well as minimum and maximum temperatures.
  • Low battery indicator.
  • Accuracy of +/-1°F (+/-0.5°C).
  • Detachable probe in buffered material.
  • Memory storage of at least 4,000 readings (device must not rewrite over old data and must stop recording when the memory is full).
  • User-programmable logging interval (or reading rate) at a maximum time interval of every 30 minutes.

Will providers be responsible for purchasing an ultra-cold storage unit?

At this time, it is the choice of the COVID-19 Vaccine Program providers to purchase an ultra-cold storage unit if needed. The Texas Department of State Health Services does not recommend that providers purchase a separate ultra-cold storage unit at this time until further guidance is provided by CDC.

What are the emergency transport procedures?

Emergency transport procedures can be found in the CDC Vaccine Storage and Handling Toolkit on pages 21 through 26. For information on proper vaccine storage and handling, visit the CDC Vaccine Storage and Handling Toolkit

How do I update my facility’s shipping information?

Providers may update their shipping information in the registration portal, EnrollTexasIZ.dshs.texas.gov. However, once signature requests have been emailed, the enrollment will automatically lock and remain locked until the review process is complete. Providers must update their shipping information BEFORE accepting a COVID-19 vaccine allocation to prevent issues with delivery.

If one of my clinic’s vaccine coordinators no longer works here, how do I update my facility’s contact information? 

Providers may update their contact information on the registration portal, EnrollTexasIZ.dshs.texas.gov. As a reminder, providers must have a primary and back-up vaccine coordinator to receive COVID-19 vaccines.

What happens if the diluent or the cold chain is not maintained?

Providers should call the manufacturer listed on the box for viability determination. If the dose is deemed non-viable, then the doses should be reported as wasted.

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Vaccine Information & Presentation

How much will it cost to receive COVID-19 vaccine?

COVID-19 vaccines and ancillary supplies will be distributed by the federal government at no cost to enrolled COVID-19 vaccination providers.

Can the COVID-19 vaccine be co-administered with other vaccines?

Yes. According to the CDC, COVID-19 vaccines and other vaccines may now be administered without regard to timing. For more guidance, visit this link.

How many doses come in each kit?

For more information on vaccine presentation, visit the specific vaccine's website.

Is the COVID-19 vaccine a one-dose or a two-dose series? What is the timeframe between doses if it is a series?

There will be multiple presentations of the COVID-19 vaccine which may include both one-dose and two-dose series. Each COVID-19 vaccine presentation will have its own timeframe between the first and second dose, if applicable. For more information about each COVID-19 vaccine presentation and the interval between doses, visit this link.  

Will the COVID-19 vaccines be single-dose or multi-dose vials?

Currently, single-dose vials are not an option. For more information about each COVID-19 vaccine presentation, contact the appropriate manufacturer.

Will the COVID-19 vaccine need to be reconstituted?

There will be multiple presentations of the COVID-19 vaccine which may or may not need to be reconstituted. For more information about each COVID19 vaccine presentation, contact the appropriate manufacturer.

Is it okay to mix residual vaccine from multiple vials to make a single dose?

No. Do not pool excess vaccine from multiple vials. If the amount of vaccine remaining in a vial cannot provide a full dose, discard the vial and content. Pooling excess vaccine from multiple vials is considered an administration error and should be reported as such via the Vaccine Adverse Event Reporting System (VAERS). See VAERS section.

Is there a list of guidelines for a HUB vaccine provider?

HUB vaccine providers can follow the link here to see a quick reference of requirements.  This is not all of the guidance provided to HUBs but is a useful one-page quick reference.

What should I do with residual Pfizer vaccine?

Do NOT use or save the remaining vaccine diluent to mix additional vaccine or for other uses. Because the Pfizer-BioNTech COVID-19 vaccine does not contain preservative, it is critical that any further remaining product that does not constitute a full dose should not be pooled from multiple vials to create one dose. After dilution, vials of Pfizer-BioNTech COVID-19 Vaccine contain six doses of 0.3mL of vaccine. Low dead-volume syringes and/or needles can be used to extract six doses from a single vial. If standard syringes and needles are used, there may not be sufficient volume to extract a sixth dose from a single vial. Irrespective of the type of syringe and needle: 

  • Each dose must contain 0.3 mL of vaccine.
  • If the amount of vaccine remaining in the vial cannot provide a full dose of 0.3 mL, discard the vial and content.
  • Do not pool excess vaccine from multiple vials.

What should I do with residual Moderna vaccine or residual Janssen vaccine?

Discard vial when there is not enough vaccine to obtain a complete dose. Do NOT combine residual vaccine from multiple vials to obtain a dose. Do not pool excess vaccine from multiple vials to create one dose. CDC recommends healthcare providers follow the dosing guidance from the manufacturer and outlined in the EUAs. CDC will update its guidance if the EUAs and ancillary supply kits support additional doses per vial in the future.

What are the contraindications and precautions of the COVID-19 vaccine?

Visit this link to review contraindications and precautions of each vaccine.  

To whom should I direct my clinical questions?

For clinical questions, dial 2-1-1 and choose Option 6.

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Vaccine Second Doses

If providers received a first dose allotment, will providers automatically receive a second dose allotment?

No. Second dose allocations will no longer be automatically scheduled for shipment to you based on your received first dose allocations. Click here to review the ordering process.  

What do providers have to do to receive a second dose allotment?

Providers much place an order for second doses. Click here to review the ordering process. 

Can I give second dose to someone who got their first dose somewhere else?

Yes, so we should try not to turn anyone away. 

Is there a way for providers to look up somewhere which vaccine the individual received as a first dose and when?  

Yes, providers should be able to access a patient’s information, including where and when they received vaccinations, in ImmTrac.

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Vaccine Administration & Fee Information

Is parental consent required to give the COVID-19 vaccine to children and adolescents?

Yes. Parental consent is required, but parents don’t need to be present. Texas Family Code Section 32.102 only requires written informed consent when the person authorized to consent for the child’s immunization is not present. Therefore, conversely, oral consent is acceptable if the person authorized to consent is present. This also confirms that a parent is not required to be present when their child is vaccinated if they provided written consent. Written consent can be given either on paper or electronically.

Do approved COVID vaccine provider's need to submit additional documentation or a new application to administer vaccine to 12+?

No. There is no additional documentation needed other than informed parental consent. 

If an individual is Medicaid/CHIP eligible but not enrolled, how will that affect their ability to get the COVID-19 vaccine and how does a provider bill for the administration fee?

An individual may apply for Medicaid through YourTexasBenefits.com and 2-1-1, Option 2. Individuals may be eligible for Medicaid coverage during the three-month period before the month they apply for medical programs. Individuals determined eligible for Medicaid may submit unpaid bills for claims three months prior to the eligibility determination. For uninsured patients, vaccination providers can get this fee reimbursed through the Health Resources and Services Administration’s Provider Relief Fund.  

I am registered with DSHS as a COVID-19 vaccination provider. How do I get reimbursed for the vaccine administration fee?

Registered vaccination providers will be able to charge an administration fee for giving the shot to someone. At this time, CMS has determined the Medicare rate for both one dose and two dose COVID-19 vaccinations. Please find that information here: https://www.cms.gov/medicare/covid-19/medicare-covid-19-vaccine-shot-payment. While DSHS does not determine the fee, we will update this FAQ as additional billing information becomes available.

Once determined, the administration fee can be billed to the patient’s insurance. For uninsured patients, vaccination providers can get this fee reimbursed through the Health Resources and Services Administration’s Provider Relief Fund.

How much will Medicaid reimburse for the vaccine administration fee?

For information on reimbursement updates, TMHP issues banner notifications with the rates and effective dates. The reimbursement rates are also found on our fee schedule site, either the online fee lookup (which is always up to date) or the static fee schedule (which updates periodically).  Please contact HHSC directly if you require additional information on Medicaid reimbursement at RADAcuteCare@hhsc.state.tx.us.

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Vaccine Reporting

What are the reporting requirements?

Texas Health and Safety Code Sec. 161.00705 states that any Antiviral, Immunization, or Medication administrations in response to a declared disaster or emergency must be entered into the Texas Immunization Registry (ImmTrac2)

Where do I report COVID-19 administration data?

All COVID-19 vaccine administration data must be reported to the Texas Immunization Registry (ImmTrac2). Requests for ImmTrac2 access can be emailed to ImmTrac2@dshs.texas.gov.

What reporting requirements must be met for the COVID-19 Vaccine Program? How often must they be submitted?

The CDC and DSHS require that organizations enrolled in the COVID-19 Vaccination Program report data elements for each dose administered within 24 hours of administration to the Texas Immunization Registry, ImmTac2.
Additional Requirements for COVID-19 Vaccine Administration:
Organizations must:

  • Administer COVID-19 Vaccine in accordance with all requirements and recommendations of CDC and CDC’s Advisory Committee on Immunization Practices (ACIP).
  • Administer COVID-19 Vaccine regardless of the vaccine recipient’s ability to pay COVID-19 Vaccine administration fees.
  • Report the number of doses of COVID-19 Vaccine and adjuvants that were unused, spoiled, expired, or wasted as required by DSHS
  • Preserve the record for at least 3 years as required by DSHS. Such records must be made available to any federal, state, local, or territorial public health department to the extent authorized by law
  • Not sell or seek reimbursement for COVID-19 vaccine and any adjuvant, syringes, needles, or other constituent products and ancillary supplies that the federal government provides without cost to the Organization
  • Organization must comply with all federal instructions and timelines for disposing COVID-19 vaccine and adjuvant, including unused doses
  • Organization’s COVID-19 vaccination services must be conducted in compliance with CDC’s Guidance for Immunization Services During the COVID-19 Pandemic for safe delivery of vaccines.

How quickly does COVID-19 vaccine administration data need to be reported to ImmTrac2?

CDC requires that vaccination providers enrolled in the COVID-19 Vaccination Program report each dose administered within 24 hours of administration to the Texas Immunization Registry (ImmTrac2).

Do I have to submit COVID-19 administration data to ImmTrac2 through data exchange?

No. COVID-19 vaccine administration data can be entered online in the ImmTrac2 application.

Can I fax DSHS the immunization histories?

No. Providers enrolled in the COVID-19 Vaccination Program are required to report these data elements to the Texas Immunization Registry (ImmTrac2).

For any administration for 18 and up, do we need another password for ImmTrac2 if we currently enrolled for pediatric only?

No. User access for ImmTrac2 is all age inclusive since it is a lifetime registry.

If we have the bidirectional transfer with ImmTrac2, will the COVID-19 vaccine be included automatically? Or will we have to manually enter the vaccine for children?

Possibly. You should check with your EHR vendor to ensure that COVID administrations will be reported in your existing submissions to the registry. Do not take it for granted that they will automatically be included. For more information, email ImmTracMU@dshs.texas.gov.

Where do we report adverse reactions/effects to the COVID-19 vaccine?

The Vaccine Adverse Event Reporting System (VAERS) is a national vaccine safety surveillance program co-sponsored by the Food and Drug Administration (FDA) and the CDC. The purpose of VAERS is to detect possible signals of adverse events associated with vaccines. VAERS collects and analyzes information from reports of adverse events that occur after the administration of U.S. licensed vaccines.

Reports of adverse events are welcome from all concerned individuals, including the following:

  • Patients
  • Parents
  • Health care professionals
  • Pharmacist
  • Vaccine manufacturers

Requirement: Organizations must report moderate and severe adverse events following vaccination to the Vaccine Adverse Event Reporting System (VAERS). Additional reporting mechanisms and requirements may be implemented by the CDC. DSHS will update this information as it becomes available.

What is v-safe?

V-safe is a smartphone-based tool that uses text messaging and web surveys to provide personalized health check-ins after someone receives a COVID‑19 vaccination. Through v-safe, vaccine recipients can quickly tell CDC if they have any side effects after getting the COVID‑19 vaccine. Depending on their responses, CDC may follow up with them by phone to get more information. V-safe will also remind them to get their second COVID‑19 vaccine dose, if needed.

At the time of vaccination, providers should give patients a v-safe information sheet and encourage them to enroll and fill out the surveys when prompted.

More information about V-safe is available from the CDC. It is also available in Spanish (CDC).

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Last updated November 3, 2021