Vaccines For Children (VFC)

Every 12-24 months, VFC providers receive VFC compliance visits from their Regional Quality Assurance Specialist to assess the provider's understanding and implementation of the VFC program requirements. These visits are intended to provide the educational and technical assistance needed to support providers in reaching full compliance with program policies.

The Compliance Visit

• Assess provider eligibility screening and billing practices
• Assess provider documentation practices
• Observe vaccine storage and handling, both the individual units and sitewide
• Assess provider compliance with both CDC and state policies and procedures
• Provide technical assistance and education

Follow-up

If any areas of non-compliance are identified, the Regional Quality Assurance Specialist will send the provider a provider summary detailing the follow-up actions. All follow-up documentation should be sent to the Regional Quality Assurance Specialist within the required time frame.

Follow-up Tips

• The provider should carefully review the provider summary
• If the follow-ups cannot be completed within the required time frame, or if there are barriers to completing them, the provider should contact the Regional Quality Assurance Specialist for assistance.

How to Prepare for your VFC Compliance Visit

Providers should be prepared to share the following information and/or documentation on the day of the visit:

1. The office’s administration fee for VFC vaccines
2. VFC Training Log
3. Temperature logs for each storage unit (for the previous three months, including this month)
4. Access to the storage units
5. Access to the circuit breaker
6. Copies of the VIS statements currently in use
7. Current Vaccine Management Plan
8. Calibration certificates for data loggers and backup data logger
9. Borrowing report, if applicable
10. Emergency transport equipment

Resources

• 2026 Vaccine Management Plan
• 2025 Vaccine Management Plan
• 2024 Vaccine Management Plan
• 2023 VFC Vaccine Management Plan
• 2022 Storage and Handling Toolkit
• Current VIS
• CHIP-VFC Eligibility Letter

Packing Vaccines for Emergency Transport

Data Loggers

• Indiana Department of Health VFC Program Data Logger Guide
• American Academy of Pediatrics Data Loggers Buyer's Guide

Storage Units and Equipment

• Indiana VFC Storage Unit Requirements
• American Academy of Pediatrics Storage Unit Buyer's Guide
• Vaccine Transport Refrigerator and Freezer Guide
• Warning and Do Not Unplug Labels

Temperature Logs

• Temperature Excursion Worksheet
• Refrigerator with Min-Max (1 month)
• Freezer with Min-Max (1 month)
• Fridge-Freeze with Min-Max (1 month)
• Refrigerator and Freezer (for 12-hour clinic day)

Vaccine Inventory Forms

• Vaccine Transfer Report (State Form 54658)
  • Vaccine Tracking Log

Patient Eligibility Screening Resources

• Eligibility Reference Guide for Publicly-Supplied Vaccines (March 2023)
• Patient Eligibility Screening Resources

Forms to support VFC-enrolled providers in ensuring VFC eligibility screening takes place with each immunization visit for all patients.

• Patient Eligibility Screening Record (State Form 48514)
• Patient Eligibility Screening Record - Spanish (State Form 55674)

• Regional Quality Assurance Team Map
• Vaccine Ordering and Accountability Map
• Regional IQIP Team Map

Enroll

Immunization Provider Contact Request

Email the completed form to enrollments@health.in.gov or fax to (317) 233-3719.

How To Become an Adult Provider

Disenroll

Provider Disenrollment State Form 54840

Enrollment in the VFC program allows providers to offer all recommended vaccines by the Advisory Committee on Immunization Practices (ACIP) to their eligible patients. There is also a financial benefit to enrollment through reduced out-of-pocket costs to cover the cost of vaccines.

Providers who are enrolled in the VFC program must be willing to comply with all VFC program requirements, including but not limited to:

• Performing patient eligibility screenings and documenting patient eligibility at each immunization visit.
• Comply with the immunization schedules, dosages and contraindications as established by the Advisory Committee on Immunization Practices (ACIP).
• Maintain all VFC program records for a minimum of 3 years.
• Follow best practices for the storage & handling and management of vaccine inventory.
• Participate in VFC compliance visits, IQIP visits, storage and handling visits and other educational opportunities associated with the VFC program. Some of these visits may be unannounced.
• Be accountable for all federally purchased doses that are administered.
• Administer federally purchased vaccines to all established patients, regardless of their ability to pay the vaccine administration fee.
• Follow all Indiana Policies and Procedures.

• Ages 0-18 years
• Recommended Catch-up Schedule
• Catch-up Guidance by medical indication 
• Indiana Required and Recommended School Immunizations
• Adult 19 years+
• COVID-19 Schedule
• Binational Immunization Guide
• Schedule for Combination Vaccines
• Requirements for Childcare Center

• VAERS Factsheet
• VAERS Table of Reportable Events Following Vaccine
• National Vaccine Injury Compensation Program
• It’s Federal Law

• Vaccine Administration Record for Children and Teens
• VFC Patient Eligibility Screening Record
• Eligibility Reference Guide for Publicly Supplied Vaccines - March 2023

• Vaccine Borrowing Report
• Vaccine Special Order Request Form
• VOMS Placing VFC Orders Reference Guide
• VOMS Submitting a Return Reference Guide
• VOMS User Access Form

• American Academy of Pediatrics (AAP) Vaccine Declination Form
• Talking to Parents about Vaccines

• Selecting a Data Logger (AIM 2017)
• Vaccine Handling Tips
• AAP Storage and Handling Recommendations
• CDC Handling a Temperature Excursion

• Guide to Contraindications and Precautions
• Adding Adverse Reactions Quick Reference Guide
• Screening Checklist

• CHIP-VFC Eligibility Letter
• Administering Vaccines Dose Route Site Need
• Vaccines with Diluents
• Skills Checklist for Vaccine Administration
• Home | AAFP
• www.cdc.gov/dcs/ContactUs/Form
• www.aap.org
• www.acponline.org

• Adding Vaccinators and Physicians Quick Reference Guide
• CHIRP Lot Decrement Quick Reference Guide
• CHIRP Coverage Rate Report Quick Reference Guide
• CHIRP How to Report Duplicate Patients Quick Reference Guide
• CHIRP Individual User Agreement
• CHIRP Lot Usage and Recall Report Quick Reference Guide
• CHIRP MyVaxindiana Training Guide
• CHIRP User Accounts and Passwords Quick Reference Guide
• CHIRP User Removal Form
• CHIRP Vaccine Doses Administered Report Quick Reference Guide