Providers to place own vaccine orders; important provider call April 9

Posted on: 3/26/21

Beginning Monday, March 29, all enrolled pandemic providers for the COVID-19 vaccine are encouraged to begin placing their own weekly orders for the COVID-19 vaccines in OSIIS. The next monthly, all provider call will occur on Friday, April 9, at 12 p.m. Invitations will be sent via email.

An informational video on COVID-19 vaccine ordering can be accessed here.

Please see important information below.

• Providers will reconcile their inventory and record data through OSIIS every Monday by 12 p.m. Weekly inventory counts must reflect doses on hand on Monday. A separate “Inventory Location” has been created for COVID-19 vaccines. This location name will have “COVID” in it. You need to reconcile only COVID-19 vaccines at this location. Example: KAY CHD-COVID. When accepting COVID-19 vaccine shipment into the inventory, please select COVID-19 vaccine inventory location from the drop-down list.
• Orders will need to be placed in OSIIS by close of business Mondays (5 p.m). After that time, orders will not be accepted.
• Separate orders need to be placed for each vaccine type. COVID-19 vaccine orders cannot be lumped together or ordered with other vaccines. For example, if you are wanting Pfizer and Moderna, you will need to place one order for Pfizer, then submit, then place the second order for Moderna.

Providers will need to turn on notifications in OSIIS to receive order status messages via email. These emails will be sent to the point of contact listed on the provider enrollment paperwork. 

• Providers that have ordered vaccines but have not reconciled inventory will have their orders rejected.
• Providers must update their inventory daily (every 24 hours) in OSIIS and VaccineFinder.
If there is not enough vaccine supply to satisfy all orders with state allocation, the orders will be rejected and new orders will need to be placed the following Monday.
• Orders can and will be adjusted by the Immunization Service depending on the state allocation.
• Pfizer minimum order is 1,170 doses, Moderna minimum order is 100 doses, and Janssen minimum order is 100 doses. Due to limited supply of Janssen vaccine, providers are encouraged to place orders for Moderna and/or Pfizer in order to receive shipments in the weeks to come.
• Treat vaccine quantities as total inventory, not as Prime and Boost, and order the minimum quantity of vaccine that you can use in 2-3 weeks.
• Orders will be shipped directly to and received by the provider within 10-12 days after placing an order in OSIIS. Shipping delays will be communicated via email to the point of contact listed in the provider enrollment.

Questions 

Questions regarding the enrollment, please contact Immunization Service at [email protected]. 
Questions regarding the inventory transfers in OSIIS, please contact OSIIS Help at [email protected]. 
Questions regarding vaccine ordering process, please contact OSDH VaccineHelp at [email protected].

(Lawanna Halstead)