From:
French, Rick
Sent: 2/18/2021 5:05:45 PM
To:
Whisnant, Leeanne <lwhisnant@alexandercountync.gov>
Subject:

FW: Action Required: Allocation Plan Week of 02.22.21

Attachments:\pastedImagebase640.png\Moderna and Pfizer_Week of 02.22.21_Draft.xlsx

Hope you have a had a good day. Did you receive this email from NCDHHS? We have until 12 noon on Friday, February19th to complete this survey. Thanks, Rick

 

From: Gawande, Hattie <Hattie.Gawande@dhhs.nc.gov>
Sent: Thursday, February 18, 2021 3:54 PM
Subject: Fw: Action Required: Allocation Plan Week of 02.22.21

 

Total allocations for the week of 2/22 are attached.

 


From: vaccineinfo <vaccineinfo@dhhs.nc.gov>
Sent: Thursday, February 18, 2021 3:41 PM
Cc: Moore, Amanda Fuller <amanda.fullermoore@dhhs.nc.gov>; Kinsley, Kody <kody.kinsley@dhhs.nc.gov>; Gawande, Hattie <Hattie.Gawande@dhhs.nc.gov>; Gross, Matt <Matt.Gross@dhhs.nc.gov>; DHHS_CovidCaseMgrs <DHHS_CovidCaseMgrs@dhhs.nc.gov>; Helton, Caroline <caroline.helton@dhhs.nc.gov>; Davis, Timothy <tim.davis@dhhs.nc.gov>; Holmes, Wendy <wendy.holmes@dhhs.nc.gov>; Kimple, Kelly <kelly.kimple@dhhs.nc.gov>; Stepp, Zach <Zach.Stepp-EY@dhhs.nc.gov>
Subject: Action Required: Allocation Plan Week of 02.22.21

 

This email is being sent to all providers allocated vaccine the week of February 22 

 

NC Department of Health and Human Services   

Actions Required: 

  1. Please review the allocation plan (attached) and stated expectations (below) 
  2. Complete the ReadyOp online survey form, linked here: https://nc.readyop.com/fs/4d9O/62fd no later than 12:00PM ET on February 19 if your site is allocated first doses.   
    1. Failure to complete the survey by the deadline will result in doses being forfeited and reallocated to another provider. 
    2. Accept ALL, NONE or SOME of your proposed first dose vaccine allocation    

Allocation Plan for the Week of February 22:  

Attached is the allocation plan for the week of February 22 with baseline and equity-based increases (175,750), people per dose increases (9,900) and events (14,470).   

The attached spreadsheet shows:   

  1. Baseline population allocation and equity increases which will remain consistent for the next 3 weeks if providers meet listed expectations including bumps for:   
    1. Counties with the highest number of unvaccinated adults who are over 65 years of age from Latinx, American Indian, and Black/African American populations.   
    2. Counties that received fewer doses per population in previous weeks based on total population or in some cases population aged 65 and up.   
      1. Many of the counties that need people per dose corrections do not have the capacity to take on additional doses nor are new providers activated to take on doses.  We will work with those counties over the next three weeks to establish capacity to be able to add doses in future weeks to bring them more in line with the other counties. 
  1. New vaccine providers who will provide greater access to rural and underserved communities and those who can vaccinate long-term care facilities not participating in the federal program.   
  2. Select community vaccination events across the state   

Because the overall state allocation is low, providers should keep in mind that baseline allocations are often significantly below a provider’s capacity. Vaccine events are scored based on three criteria: equity, operational readiness and speed, and community partnerships. As a reminder, providers can propose vaccination events via the ReadyOp online survey form, linked here: The survey is also available at this URL: https://nc.readyop.com/fs/4d8U/edbe. The deadline to submit new events for the weeks of March 1 and March 8 is Monday, February 22 at 12:00pm ET. Submissions after this date will be considered for future allocations beyond the current 3-week allocation period. Due to limited supply, the State is only able to support a limited number of events or efforts per week; as such, not all proposed events can be supported in a given week. Current supply levels do not allow for week-after-week support of any large events or efforts. As such, the State is currently rotating geographically around the state to support these efforts for one week at a time, to ensure geographic access.

Second Doses for Week of February 22

Second doses for the week of February 22 were ordered to arrive February 18 or February 19, although adverse weather is impacting COVID-19 vaccine shipments. These match Pfizer first doses from the week of February 1 and Moderna first doses from the week of January 25.    

Providers need to ensure they are correctly accounting for first and second doses. Going forward, the state will not be able to correct errors at the provider level created by confusion of first and second doses. Second doses come to match first doses. In addition to the allocation spreadsheet, you can differentiate first and second doses in two ways as orders arrive. In the CVMS email, you will see a “S” in the middle of the order number to signal second doses. In the paperwork with the shipment, in the Customer PO field, the last letter will be a “S” on your second doses. On first dose shipments, a “F” would appear in the mentioned locations.    

Expectations:  

As outlined previously, providers must be ready to follow these expectations when accepting the allocation:     

  • All first doses of vaccines must be administered and entered into the COVID-19 Vaccine Management System (CVMS) by the Monday evening after their arrival.     
  • Providers should fully enter vaccine administrations into CVMS within 24 hours, but no later than 72 hours.  
    • If you are experiencing difficulty entering data into CVMS and need assistance clearing a data backlog, please reach out to your County Emergency Manager to request assistance through WebEOC.     
  • Vaccine cannot be restricted based on county of residency. People should not be required to present identification to verify age or residency.    
  • High volume vaccination events should create access for individuals in the community in addition to serving the provider’s patients. 
  • The percentage of vaccine administered to historically marginalized and minority populations should meet or exceed the population estimates of these communities in their county and region. Providers should engage in partnerships, targeted outreach and vaccine events to vaccinate historically marginalized populations and meet this goal.  
  • Providers agree to vaccinate in accordance with the State’s prioritized groups. 

If providers cannot meet these expectations, NCDHHS will not be able to continue allocating supply to the provider.    

Additional Reference Notes:    

  • We expect first doses to arrive each week on Tuesday or Wednesday.    
  • Providers do not need to hold second doses out of their baseline allocation.   
  • Providers who transfer vaccine are also responsible for transferring the corresponding second doses.     
  • Providers should account for inventory and should not dip into their second doses and administer them as first doses.      
  • Pfizer vaccine must be shipped in units of 1,170 (beginning with orders placed on or after February 16, 2021, all lots of Pfizer vaccine will be calculated at 6 doses per vial, reflected as units of 1,170 instead of 975). Moderna vaccine must be shipped in units of 100.      
  • For Pfizer vaccine, once product ships, sites will receive a confirmation email from Pfizer and UPS and then a shipment notification email from Pfizer and UPS with tracking details and an estimated time of arrival. If you do not receive the shipment tracking emails and your site has a Vaccine For Children (VFC) program, please contact your VFC program shipping contact to see if they received the emails. The current expectation is that ancillary kits will arrive the same day and dry ice recharges (unless opt out) the next day.      
  • Providers will receive notices of Moderna vaccine shipment from McKesson directly.      
  • Both Pfizer and Moderna products may have additional doses in the vial and it is acceptable to use all FULL doses in the vials. Pfizer doses have now been updated from 5 to 6 doses per vial, showing units of 1,170 instead of 975). Please do not account for additional doses in your inventory in advance. Ancillary kits for Pfizer vaccine have been expanded to reflect quantities to support six doses per vial as of February 16, 2021. Beginning with the Pfizer second doses that were slated to arrive on February 18-19, for vials where only 5 doses are obtained, the 6th dose will need to be reported as waste.    

Thank you for all of your hard work and time towards North Carolina’s COVID-19 vaccination efforts. Please reach out to your NCDHHS case manager with any follow-up questions or concerns.  

 

Sincerely, 

 

Amanda Fuller Moore, PharmD 

Vaccine Lead, DHHS COVID-19 Response  

 



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