How to Complete and Submit a VFC Vaccine Order Form

To submit a VFC vaccine order, log in to your state’s Immunization Information System (IIS) — or to the CDC’s Vaccine Tracking System (VTrckS) if your state routes orders there directly — and enter your current inventory, requested doses, and any required temperature and eligibility data.¹ Your practice has to be enrolled in the Vaccines for Children program first, and every order is checked against your Provider Profile and past ordering history before it ships.

What You Need in Place Before You Can Order

No vaccine ships to a provider who is not registered with a state pediatric vaccine distribution program.² Enrollment turns on two documents.

The Provider Agreement is a contract between your practice and your state or local immunization program listing every licensed provider along with their license numbers. If a pharmacist administers vaccines under a physician’s supervision, both sign. The agreement is re-signed every 24 months as part of recertification.³

The Provider Profile estimates how many VFC-eligible children you serve, broken down by category: Medicaid-enrolled, uninsured, American Indian or Alaska Native, and underinsured. It is submitted at enrollment and updated every 12 months.³ Your program compares each order against those numbers, so accuracy matters. If your patient mix has shifted since your last update, refresh the profile before you order.

One logistical rule catches new enrollees: your facility must be open at least four consecutive hours on a day other than Monday to receive shipments.³ Deliveries cannot sit on a loading dock.

Data to Gather Before You Open the Order Form

Every submission needs three things ready: a physical inventory count, patient-population figures consistent with your Provider Profile, and current temperature-monitoring records. Pulling these together before you log in saves time and prevents rejected orders.

Physical Inventory Count

Do a hands-on count of every publicly supplied vaccine in your refrigerator and freezer. Record doses on hand for each vaccine (DTaP, MMR, Varicella, IPV, and so on) along with lot numbers and expiration dates. The ordering system compares what you report against your prior orders and doses administered. Discrepancies need an explanation: over-ordering suggests waste or fraud, under-ordering can leave eligible children without timely vaccination.³

Patient Eligibility Data

VFC providers screen every child’s eligibility at every visit and document the result. The quantities you request should reflect the eligible children you actually serve, not a rough guess. VFC vaccine goes only to children under 19 who are Medicaid-eligible or -enrolled, uninsured, American Indian or Alaska Native, or underinsured — and underinsured children can receive VFC vaccine only at a Federally Qualified Health Center, a Rural Health Clinic, or an approved deputization provider location.⁴

Temperature Logs

Storage equipment must stay within CDC-recommended ranges: 2°C to 8°C for refrigerators and −50°C to −15°C for freezers. Every storage unit needs a temperature monitoring device (the CDC recommends a digital data logger with a buffered probe), and staff should check and record minimum and maximum temperatures at the start of each workday.⁵ Many state programs require recent temperature logs as part of the order process. Missing or inconsistent temperature data is one of the fastest ways to get an order held up.

Filling Out and Submitting the Order

Most states route VFC orders through their own IIS, which feeds data into VTrckS. Some states enroll providers to submit orders directly in VTrckS.¹ The workflow is similar either way: log in with the credentials your state program assigned, navigate to the ordering module, and work through the screens.

Inside the ordering screen you will typically:

Report current inventory. Enter dose counts from your physical count for each vaccine, matching brand names and packaging sizes to the options shown.
Request new doses. Select the vaccines and quantities you need. The system checks these against your Provider Profile and recent order history.
Add notes. If something looks unusual, such as a spike from school-entry season or doses wasted from a power outage, explain it in the comments field. Unexplained discrepancies cause delays.
Confirm accuracy. Most portals require you to certify that the information is correct before the system accepts the submission.

Once you submit, the system generates a confirmation or reference number. Save it. You will need it to track order status and to communicate with your program coordinator.

How Often You Can Order

Ordering windows vary by state and by your practice’s volume. High-volume providers (more than 2,000 doses per year) may order monthly, while low-volume providers (fewer than 500 doses) may order only every three months. Check your state IIS portal for your assigned schedule. Routine orders submitted outside your window or after a deadline roll into the next cycle.

Emergency and Supplemental Orders

If you run out of a vaccine unexpectedly between routine windows, most state programs allow a supplemental order. Place it through your portal with a note indicating it is supplemental, and call your state’s VFC customer service line to alert them. Programs discourage supplemental orders and expect providers to plan ahead for predictable demand spikes such as back-to-school and flu season. If your last routine order was recent, you may only need to report usage and inventory for the specific vaccines you are requesting rather than your full supply.

What Happens After You Submit

Your state immunization program reviews each order against your historical usage, Provider Profile, and inventory before approving it. Allow several weeks from submission to delivery. Exact timing varies by state and volume, but two to four weeks is a reasonable expectation for routine orders. You will generally receive an email notification once the shipment is on its way.

Receiving and Inspecting the Shipment

Handle the package immediately when it arrives. Vaccines are temperature-sensitive biological products, not items that can sit in a hallway. Inspect the shipping container for physical damage before opening. Inside, check the cold-chain monitor (a temperature indicator included in the box). If it shows an excursion occurred during transit, do not administer any of the vaccines. Mark them “Do Not Use,” store them at the correct temperature, and contact your state immunization program or the manufacturer for guidance on whether the doses remain viable.⁶ There is no single federal deadline for making that call; treat it as same-day urgent.

Compare every vial against the packing list. Verify vaccine names, quantities, lot numbers, and expiration dates. Log the delivery into your inventory management system right away so stock levels stay accurate for your next order.

1
Centers for Disease Control and Prevention. Vaccine Tracking System (VTrckS)
2
Office of the Law Revision Counsel. 42 U.S. Code 1396s – Program for Distribution of Pediatric Vaccines
3
Centers for Disease Control and Prevention. Vaccines for Children (VFC) Program Operations Guide
4
Centers for Disease Control and Prevention. Vaccines for Children (VFC) Program Eligibility
5
Centers for Disease Control and Prevention. Vaccine Storage and Handling Toolkit
6
Centers for Disease Control and Prevention. Handling a Temperature Excursion in Your Vaccine Storage Unit