How to Enroll in the Vaccines for Adults Program (VFA) Program

Provider Enrollment Criteria

To be eligible to participate in the VFA program, providers must:

  • Be licensed in NYS to administer vaccines to adults 19 years and older.
  • Serve a VFA-eligible population (19+ years of age and are uninsured, underinsured, American Indian or Alaska Native, incarcerated, or college students requiring MMR vaccine for post-secondary education)
  • Be willing and able to follow all VFA program requirements, policies, and procedures, including participation in site visits and educational opportunities.
  • Identify one staff person to serve as primary coordinator and one staff person to serve as backup coordinator; the roles cannot be filled by the same individual. At least one of the two should be on site during operating hours.
  • Have the capacity to order, receive, manage, store, and monitor the temperature of publicly funded vaccines.
  • Be open at least four consecutive hours on a weekday other than a Monday to receive VFA vaccines to accommodate shipment delivery window.
  • NOT be included in the Medicare/Medicaid Restricted and Excluded Individuals or Entities (LEIE) list.

Provider Enrollment Process

To enroll in the NYS VFA program, providers must:

  • Determine the annual number of VFA patients expected to be served. This information will determine the type of publicly-funded vaccine a provider may order.
    • Please be aware that if you encountered any issues in reporting doses administered to NYSIIS and opt to use NYSIIS to populate this data, you might underestimate your patient population. We recommend that you also manually review your electronic medical record or billing system to confirm the numbers of patients in each category. Adult providers who have not
  • Possess functioning vaccine storage and temperature monitoring equipment which meet NYS Vaccine Program requirements as listed here: Vaccine Storage and Handling Requirements
  • Identify staff who will serve the following roles as described here: Vaccine Personnel
    • Medical director (or equivalent)
    • Primary vaccine coordinator
    • Backup vaccine coordinator
  • Submit an enrollment application per the VFA Enrollment Instructions Guide (PDF).
  • Participate in a virtual enrollment site visit.

To prepare for participating in the program and the virtual enrollment visit, providers should have the following available:

  • Refrigerators and freezers capable of maintaining appropriate temperatures. See Storage Unit Purchasing Guidance (PDF).
  • Certified calibrated temperature monitoring devices including their calibration certificates. Continuous temperature monitoring devices or data loggers are strongly recommended. See Temperature Monitoring Device Guidance (PDF).
  • A primary and a backup vaccine coordinator who will be responsible for receiving vaccine, monitoring temperatures and ordering vaccine.
  • An individualized emergency vaccine storage plan which includes protocols on the safe transport of vaccines. Providers may choose to use the New York State (NYS) Vaccine Management Plan template (PDF) or one of their own, provided it addresses all areas covered in the NYS-supplied template. Vaccine coordinators and/or backup coordinators are responsible for execution of the plan when indicated.
  • A procedure describing how the provider office will screen for and record patients' vaccine eligibility and record doses administered in NYSIIS using the Patient Eligibility Screening Tool (PDF).
  • Access to the Health Commerce System (HCS) and NYSIIS.

New providers will contacted by the NYS Vaccine Program to schedule a virtual enrollment site visit prior to being authorized to order vaccine.

By enrolling or re-enrolling in the program and electronically signing the provider agreement in HCS, providers agree with all VFA Program requirements. The medical director or equivalent who signs the provider agreement (Provider of Record) and all other immunization providers at each VFA-enrolled practice are accountable for compliance with these requirements.

Provider Annual Review or Recertification Process

Each year providers must participate in the Recertification or Provider Annual Review process to remain enrolled in the VFA Program. This ensures that the NYS VFA Program has the most up to date information about each provider. Providers will receive email notices and instructions regarding the Provider Annual Review or Recertification process and deadlines.

Site Visits

VFA providers must participate in site visits conducted by NYS Vaccine Program staff. Site visits—virtual or in-person—are conducted to evaluate and promote compliance with the laws, policies, and recommendations of the VFA Program.

The practice's vaccine coordinator and/or backup coordinator must participate in the site visit. The Provider of Record and all staff who have access to vaccine may also participate to provide or receive feedback.

These visits include:

  • VFA Virtual Enrollment Site Visit: The visit includes an initial assessment to certify that the provider has the capacity to adequately store and administer vaccine to eligible adults.
  • VFA Compliance Site Visit: Providers are visited on an as-needed basis to ensure that they maintain compliance with program requirements such as screening and maintaining records for eligibility and adhering to storage and handling requirements.
  • VFA Unannounced Storage and Handling Site Visit: These visits are conducted, as needed, to follow-up on storage, handling or accountability issues noted during a previous visit or based on other concerns related to the provider's ability to meet program requirements. Providers are not notified about these visits before the visits are conducted.