How to Enroll in the VFC Program

In order to join the NYS VFC Program, providers must:

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

  • Refrigerators and freezers capable of maintaining appropriate temperatures. Standalone refrigerators and standalone freezers are required with initial enrollment in the VFC Program. See Storage Unit Purchasing Guidance.
  • Certified calibrated temperature monitoring devices including their calibration certificates. Continuous temperature monitoring devices or data loggers are strongly recommended. See Temperature Monitoring Device Guidance.
  • A primary and a back-up 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. 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.
  • Access to the Health Commerce System (HCS) and NYSIIS.

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

By enrolling or re-enrolling in the program, providers agree with the VFC Program requirements listed on pages 4-6 and the Storage and Handling requirements listed on pages 14-15 of the VFC Enrollment Packet. The medical director or equivalent who signs the provider agreement (Provider of Record) and all other immunization providers at each VFC-enrolled practice are accountable for compliance with these requirements.

Recertification or Annual Provider Review Process

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

Site Visits

VFC providers must participate in site visits conducted by NYS Vaccine Program staff and local health department staff. Site visits are conducted to evaluate and promote compliance with the laws, policies and recommendations of the VFC Program, the Advisory Committee on Immunization Practices (ACIP) and the Childhood and Adolescent Immunization Schedules, as published by the Centers for Disease Control and Prevention (CDC).

The practice's vaccine coordinator must attend the site visit. The Provider of Record and all staff who have access to vaccine should also be available to provide or receive feedback.

These visits include:

  • VFC 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 children.
  • VFC Compliance Site Visit. Providers are visited at least once every two years to ensure that they maintain compliance with program requirements such as screening and maintaining records for eligibility and adhering to storage and handling requirements.
  • VFC 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.