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You are here : Providers  >  Vaccines for Children  >  Vaccine Coordinator Manual

Vaccine Coordinator Manual


The Vaccine Coordinator


Each Vaccines for Children (VFC) provider office must designate a Vaccine Coordinator (VC) and a Back-up VC to oversee the day to day storage and handling of state-supplied vaccines. The Vaccine Coordinator Manual provides resources for successful vaccine management and compliance with VFC administration, documentation, and reporting requirements.

The Vaccine Coordinator manual is available below in pdf-formatted documents, including the Table of Contents and manual covers. This will allow you to download and construct a manual for your clinic and allow us to more easily distribute new information and updates. Keep your manual easily accessible as a reference and as storage for the important documents listed below in section 8.

Don’t hesitate to contact the Vaccines for Children team at the Snohomish Health District if you have any questions or concerns about your clinic’s Vaccine Coordinator Manual, or if you need training in inventory management or storage and handling.


Manual Content

        0.1    Table of Contents (PDF)
        0.2    Front Cover and Side Binder (PDF)
        0.3    Back Cover SHD Contact Information (PDF)

1    Vaccine Management Protocols

        1.1    Vaccine Coordinator Responsibilities Overview (SHD) (PDF)
        1.2    Required Vaccine Management Plan (WA VFC DOH) (PDF)
​​​                  •    Vaccine Management Plan 
                  •    Vaccine Management Plan Annual Review Documentation 
                  •    Vaccine Coordinator Contact Information 
                  •    Vaccine Storage and Handling 
                  •    Vaccine Shipping, Receiving and Transport 
                              º    Vaccine Transport Guidelines (WA VFC DOH) 
                  •    Vaccine Emergency 
                              º    Emergency Response Worksheet (IAC) 
                  •    Vaccine Ordering 
                  •    Vaccine Inventory Control 
                  •    Vaccine Wastage 
                  •    Staff Training on Vaccines for Children (VFC) Program 
        1.3    National Center for Immunization and Respiratory Diseases Continuing
                 Education Step-By-Step Guide (CDC) (PDF)
                 (Used for receiving CE-credit or printing a certificate of participation.)

2    Temperature Logs (PDFs)

        2.1    Keys to a Better Temperature Log & SAMPLE Temp Log (SHD)
        2.2    Refrigerator Temperature Monitoring Logs (DOH)
        2.3    Freezer Temperature Monitoring Logs (DOH)

3    Department of Health Vaccine Forms (PDFs)

        3.1    Vaccine Incident Report and Return Form (DOH)
        3.2    Seasonal Influenza Vaccine Return Form (DOH) 

4    State Supplied Vaccine Guidelines and Additional 
      Informational Aids (PDFs)

        4.1    Immunization Guidelines for the Use of State Supplied Vaccines (DOH)        
        4.2    Administering Vaccines: Dose, Route, Site, and Needle Size (IAC)   
        4.3    Giving All the Doses Under 12 Months (AIM) 
        4.4    Giving All the Doses 12 Months and Older (AIM)
        4.5    Comforting Restraint for Immunizations (CDPH)
        4.6    DTaP, Tdap, and Td Catch-up Vaccination Recommendations by Prior Vaccine 
                 History and Age (IAC)
        4.7    Recommendations for Pneumococcal Vaccine Use in Children and Teens (IAC)
        4.8    Pneumococcal Vaccination Recommendations for Children and Adults by Age 
                 and/or Risk Factor (IAC)
        4.9    Vaccines with Diluents: How to Use Them (IAC) 
        4.10  Guide to Contraindications and Precautions to Commonly Used Vaccines (IAC) 
        4.11  Medical Management of Vaccine Reactions in Children and Teens (IAC) 

5    Immunization Requirements and Current Recommendations (PDFs)

        5.1    Vaccines Required for Child Care/Preschool Attendance (DOH)         
        5.2    Vaccines Required for School Attendance, Grades K-12 (DOH)
        5.3    Recommended Immunization Schedules for Persons Aged 0-18 Years (CDC)
        5.4    Recommended Adult Immunization Schedule (CDC)

6    WAshington Immunization Information System (WAIIS) Basics (PDFs)

        6.1    Patient Search (WAIIS)
        6.2    Update or Edit a Patient’s Demographic Record (WAIIS)
        6.3    Entering Patient Vaccinations (WAIIS)
        6.4    Vaccine Ordering (and Receiving) Guide for Provider Staff (WAIIS)
        6.5    Lot Number Maintenance Search/Add (SHD)
        6.6    DOH–Lot Numbers: Search/Add New and Adjusting Total Doses (WAIIS)

7    Monthly Reporting Through WAIIS (PDFs)

        7.1    Monthly Inventory Instructions (SHD)
        7.2    Patient Detail Reportt (SHD/WAIIS)
        7.3    WAIIS Inventory Management (SHD/WAIIS)
        7.4    DOH–Reporting Vaccine Inventory (Form) Online (WAIIS)     
        7.5    DOH–Reports Instructions (WAIIS)

8    Important Documents

                 •    Clinic copies of Thermometer Certification of Calibration
                      (for refrigerators and freezers storing State Vaccine)
                 •    Clinic copy of VFC Provider Agreement
                 •    Copies of Certificate of Completion from two required You Call the Shots
                       online training modules, "Vaccine Storage and Handling” and “Vaccines for     
                       Children (VFC)", for each Vaccine Coordinator (VC) and Back-up VC

9    Contacts and Resources (PDFs)

        9.1    Contacts for Vaccine Questions (SHD)
        9.2    Links to Essential Resources and Templates (SHD)

10  Newsletters (PDFs)

        10.1  The Immune Booster Newsletter (SHD)

Contact us

Vaccines for Children

Kelly Barrows
Vaccine Coordinator

Susan Babcock
Public Health Nurse

Mary Merrell
Public Health Nurse

Mary O'Leary
Health Educator

Rita Mell
Program Supervisor

Susan Ingram
Program Assistant
Did you know?
Not all vaccine must be wasted if it experiences a temperature excursion.
If you have a deviation from the acceptable vaccine temperature range from either equipment failure, human error or act of nature, contact SHD immediately and viability will be determined.
Never automatically discard compromised vaccine.