Dear NYS COVID-19 Vaccine Provider:
This email includes updated information about submission of weekly planning requests (“prebook requests”) for COVID-19 vaccine for your provider location enrolled in the NYSDOH COVID-19 Vaccine Program to include Janssen (Johnson and Johnson) vaccine. The requests are always due by 5 pm each Monday and must be data entered in NYSIIS on Monday (and not in advance). If your facility location is closed on all or any Mondays, please ensure that a designated staff person is identified to perform the data entry each Monday. The system is accessible remotely from any computer. This is necessary due to the timing of when NYSDOH must make allocation decisions and place orders.
Beginning March 1, 2021, in addition to Pfizer and Moderna vaccines, you will be able to submit a planning request for Janssen vaccine (Johnson and Johnson). Janssen vaccine is a single-dose vaccine that will be transported and stored at refrigerated temperatures (36 to 46 degrees Fahrenheit or 2 to 8 degrees Celsius). A product summary for each vaccine is listed below.
The entire planning request amount (combination of Pfizer + Moderna + Janssen) must not exceed the total overall amount you are able to store and administer to eligible populations within seven days from receipt. The planning request amounts must be entered in multiples of the minimum shipping quantity for each product.
Submit Planning Request in multiples of:
Doses per vial
Ultra-frozen 6 months; frozen 2 weeks; refrigerated 5 days
Frozen 6 months; refrigerated 30 days
Refrigerated 3 months
A planning request (prebook) is not a guaranteed order. The Department will attempt to honor brand preference, but to ensure as many providers can receive vaccine as possible during limited supply, substitutions may be necessary.
In order to be considered for a COVID-19 vaccine allocation, you must submit a new Planning Request in NYSIIS on each Monday by 5PM. Planning Requests submitted on time are considered for allocations NYSDOH receives from CDC later that week and shipped to providers the following week. Only request the total amount of vaccine you can store and administer to eligible populations seven days from receipt. At this time, NYSDOH allocations remain very limited so not all requests are able to be filled. Please do NOT schedule appointments until you have received notification that an order has been placed on your behalf.
For your awareness, this is the general ordering timeline:
Monday Active vaccine providers enter the Planning Request into NYSIIS by 5pm
Providers should only enter the number of first doses that can be administered within seven days of receipt. The total request for all three products must not exceed the total you are able to store and administer to eligible populations within seven days from receipt.
Tuesday Federal Government releases weekly vaccine planning number to NYS
Wed-Thurs NYS allocation team determines amount of each vaccine to distribute to each provider
Criteria includes new supply, doses administered last week/inventory on hand as reported daily by providers to the Vaccine Tracker, geographic equity and currently eligible priority populations
Thurs pm Federal government opens Federal Ordering system (VTrckS)
Fri-Sat NYS ordering team places order in VTrckS
Providers will receive an email from NYS with their confirmed order amount within 24 hours of the order being placed – could be Sunday. It is also visible in NYSIIS.
ONLY AT THIS POINT should appointments be offered based on this confirmed number.
Sun-Mon Federal Government and Vaccine Manufacturers process orders
Vaccine manufacturer sends email to provider with shipping info including tracking number
Tue-Thurs Shipments arrive. Ancillary kits usually arrive one day before vaccine and dry ice usually arrives one day after Pfizer vaccine.
Thurs-Thurs ALL vaccine is administered by providers by appointment only. Note this operational period starts 10 days after your planning request.
Read ALL the information in this note and in the attached instructions and guidance before entering a planning request in NYSIIS on each and every Monday by 5:00 pm. If you have not yet started to vaccinate, do not submit a planning request until you are ready to begin. If you have started to vaccinate you must submit a planning request EACH WEEK. The planning request you enter must reflect only the total number of “first” doses that you are able to receive, store and administer to eligible populations within 7 days of receipt. You may receive all, some or none of your planning request in any combination of the vaccine products depending on availability. If you request all three products and are allocated the total amount requested for all three, you MUST be prepared to administer ALL the vaccine within seven days of receipt. Do not over request. Your new planning request should be submitted on Monday by 5:00 pm for consideration for the corresponding week’s allocation.
Note: The planning request is a requested amount. This does not guarantee an immediate allocation or allocation at the level requested or the exact product requested. Substitutions among the products may be necessary. Vaccine distribution will be prioritized in a way that promotes equity and social and economic wellbeing and protects individuals at greatest risk of exposure to and/or severe illness from COVID-19.
By submitting a planning request, you are confirming you have the storage and administration capacity to receive the requested doses to vaccinate populations defined by NYSDOH within seven days of receipt, which may include individuals from outside of your organization. If you are not yet prepared to administer vaccine, do not submit a planning request. Planning requests entered on Mondays by 5:00 pm will be considered for an allocation in NYSDOH’s next distribution.
Planning requests are submitted in NYSIIS under a specific COVID-19 “campaign” (review attached instructions). Campaigns are used to group specific vaccines and product codes.
Current NYSIIS COVID-19 campaigns available to providers:
Pharmacies only, use COVID_pharmacy1
All other providers, use COVID1
NYSIIS displays two campaigns for each provider – one for first dose and one for second dose. Only submit planning requests for first doses. Pharmacies should submit their planning requests under the COVID_pharmacy1 campaign. All other providers should submit their planning requests under the COVID1 campaign. Do not use the COVID_pharmacy2 or COVID2 campaigns since those are for second doses and will be managed by NYSDOH. You do not need to submit a planning request for second doses, they will automatically be allocated and shipped by NYSDOH at the appropriate interval for that product. If you enter any planning requests under the second dose campaign they will be canceled.
When entering your new planning request, you must also DELETE or CANCEL any prior unallocated prebook entries (see attached guidance).
As stated earlier, the planning request does not guarantee immediate allocation or allocation at the level requested or the exact product requested. If you receive a vaccine allocation, NYSDOH will accept the allocation for you in NYSIIS and submit the order to CDC. The CMO, CEO, primary and backup coordinators indicated on your enrollment application will receive an email notification for any orders placed, both first dose and second dose, for administration planning.
The Doc Lookup service includes only current members of the Medical Society. The Medical Society of The State of New York is not responsible for validating any information supplied by physicians.