Vaccine Management Plan
UCSF Medical Center — CDPH VFC compliance program
VFC Enrollment
Active
Recert in 89d
Staff Training
5/5
Required roles trained
Open Tasks
2
0 overdue · 2 due soon
CAIR2 Sync
6
Doses pending submission
Important Contacts
Practice staff and emergency contacts required by the VFC plan
Practice Staff
Provider of Record
Dr. M. Chen
Pediatric Medical Director, MD
Provider of Record Designee
Dr. L. Park
Associate Director, MD
Vaccine Coordinator
Aisha Patel
Immunization Program Lead, RN
Backup Vaccine Coordinator
Jordan Kim
Pediatric MA
Emergency Contacts
CDPH Field Representative
Renee Sato
CDPH IZ Branch
VFC Program Representative
VFC Customer Service
MyCAVax Support
Building Maintenance
UCSF Facilities Dispatch
24/7 line
Refrigerator Repair
Follett Service
Authorized vendor
Equipment Documentation
Vaccine storage units, digital data loggers, and calibration timeline
| Unit ID | Type | Location | Designation | Serial | Data Logger | Probe | Alarms (°F) | Calibration Expires |
|---|---|---|---|---|---|---|---|---|
| VFC-FR-01 | Refrigerator | Benioff-SF · Peds Room A | primary | FF-2C-29021 | LogTag UTRIX-16 LT-77104 | swappable | 36 – 46 | 2026-09-12 in 101d |
| PRIV-FR-01 | Refrigerator | Benioff-SF · Peds Room A | primary | FF-2C-29022 | LogTag UTRIX-16 LT-77105 | swappable | 36 – 46 | 2026-09-12 in 101d |
| VFC-FR-02 | Refrigerator | Benioff-Oak · Peds Clinic | primary | FF-2C-30188 | LogTag UTRIX-16 LT-77244 | swappable | 36 – 46 | 2026-11-04 in 154d |
| VFC-FZ-01 | Freezer | Benioff-SF · Pharmacy | primary | FZ-3D-11078 | LogTag UTRED30-16 LT-77106 | swappable | -22 – 5 | 2026-08-21 in 79d |
| VFC-FR-BK | Refrigerator | Parnassus · Peds Storage | backup | FF-2C-31501 | LogTag UTRIX-16 LT-77351 | swappable | 36 – 46 | 2026-07-30 in 57d |
Authorized repair: contact Refrigerator Repair in Section 1 emergency contacts.
Key Staff Roles & Responsibilities
Designated vaccine management staff and their VFC duties
Provider of Record
Dr. M. Chen, MD
- •Sign VFC enrollment annually
- •Final accountability for VFC compliance
- •Approve vaccine orders submitted via MyCAVax
Provider of Record Designee
Dr. L. Park, MD
- •Stand in for POR during absences
- •Co-sign storage & handling SOPs
Vaccine Coordinator
Aisha Patel, RN
- •Daily temp monitoring (2× per fridge)
- •Monthly physical inventory + form completion
- •Order vaccines through MyCAVax
- •Report SEW events
- •Coordinate CDPH site visits
Backup Vaccine Coordinator
Jordan Kim, MA
- •Fill in for Vaccine Coordinator
- •Assist with monthly inventory
Immunizations Lead
Maya Brooks, RN, BSN
- •VIS distribution at each visit
- •Eligibility screening
- •Submit dose administration data to CAIR2
Initial Equipment Setup Guide
VFC program requirements for storage units and digital data loggers
Storage Unit Requirements
- • Stand-alone refrigerator and freezer units only — dorm-style and combination units prohibited.
- • Refrigerated vaccines: 36–46°F (target 40°F). Frozen vaccines: ≤5°F (target 0°F).
- • VFC and private stock physically separated (Martinez sites use dedicated VFC + private fridges).
- • Each unit clearly labeled with designation and unit ID matching Section 2 documentation.
Digital Data Logger Requirements
- • Continuous monitoring with NIST-traceable calibration certificate.
- • Swappable probe module preferred — allows probe replacement without unit downtime.
- • Calibration must remain current; recalibrate or replace before listed expiration.
- • Alarm settings configured for low/high temp; immediate response required on excursion.
Task Schedule
Required cadence per the CDPH vaccine management plan
Twice-daily temperature monitoring
Record min/max temp per fridge at start and end of clinic day. Document on temperature log.
Supervisor certifies temperature logs
Vaccine Coordinator or POR reviews 2 weeks of twice-daily logs and signs off.
Physical vaccine inventory + form
Count every dose by lot, verify against MyCAVax records, complete Physical Inventory Form.
Expiration check + FIFO rotation
Pull soonest-expiring doses to front; remove expired doses from all units immediately.
VFC program recertification
POR signs annual provider agreement; coordinators complete refresher training on EZIZ.
Data logger calibration renewal
Replace or recalibrate all data loggers/probes before listed expiration dates.
SEW reporting in MyCAVax
Report any Spoiled / Expired / Wasted doses within program timelines; dispose per protocol.
Point-of-Care Scan Inspector
Each scan fans out to 5 systems. Verify the data flow per dose — Apex (Epic) → CAIR2 → inventory → MyCAVax → audit log.
Barcode payload (2D Data Matrix on the vial) carries NDC + lot + expiration + serial — one scan autofills the EHR, decrements the source fridge, sends the HL7 message to CAIR2, and logs to MyCAVax. Scanner blocks administration if NDC doesn't match the order, lot is past expiration, or VFC-eligible patient was matched against private stock.
Spoiled / Expired / Wasted (SEW) Reporting
Reported through MyCAVax, disposed per practice protocol
Tdap (Adacel) · 4 doses
Lot AD-0274-B · Past expiration during low-demand month
2026-05-28
MMR (M-M-R II) · 2 doses
Lot MR-1198-A · Brief temp excursion at Parnassus backup fridge
2026-05-12
Report SEW events at mycavax.cdph.ca.gov