To manage and administer vaccines through your office, you must enroll in the Vermont COVID-19 Vaccine Program, a separate process from how you may already receive other state-supplied vaccines.
Vaccine Enrollment FAQs
Vaccine Enrollment Process Guide
VIMS COVID-19 Vaccine Ordering Process
Vaccine Inventory Management System (VIMS)
COVID-19 vaccines are ordered and managed through VIMS, accessed through the Immunization Registry (IMR)
COVID-19 Vaccine Ordering Guidance
The technical process for ordering the COVID-19 vaccine in Vermont.
COVID-19 Expiration Date and Beyond Use Date (BUD) Guidance
Guidance on BUD and COVID-19 vaccine expiration. Always ensure your office has a process for tracking both.
COVID-19 Expiration Date and Beyond Use Date 1-pager
A 1-page document to keep posted by vaccine storage units
The below steps must be done in order.
1. Adjust in/out
Complete any needed adjustments before reconciling. Do not adjust the vaccine into
your VIMS inventory. The vaccine will populate into your inventory when transferred or delivered from the Distributor, Depot, umbrella organization, or another practice. If you are concerned that it is not appearing, contact AHS.VDHImmunizationProgram@vermont.gov
before making any changes.
VIMS Vaccine Adjustments Quick Guide
Hospital COVID-19 Vaccine Transfer Guide
A full vaccine reconciliation, including COVID-19 inventory, is required in VIMS every Month. Refer to the guides and tutorials.
VIMS Reconciliation Process Tutorial
VIMS Reconciliation Quick Guide
Moderna Booster Reporting Guide
Orders may be placed any day of the week, but ideally will align with the monthly reconciliation of your full inventory. All-vaccine orders should be placed on-schedule.
VIMS User Guide for COVID-19 Vaccine Inventory Management
Vaccine Ordering and VIMS web page
Order Status and Shipment Tracking
COVID-19 vaccine comes with additional supplies to assist locations in administration. These supplies include syringes, alcohol pads, vaccination cards, needles, info cards, and PPE (e.g., face shields and surgical masks) for vaccinators. Ancillary supplies do not include sharps containers, gloves, or bandages.
Leave a comment in your VIMS order to opt out of ancillary supplies. Some COVID-19 vaccine ancillary supplies contain diluent, so there is no option to opt out.
Direct shipping or Depot Delivery
The Health Department prefers to use direct distributor deliveries when possible. However, there are minimum order limitations. Orders will arrive with specific storage requirements. Read all instructions carefully before placing any vaccine in a freezer. Direct shipments may require materials to be mailed back, and ancillary supplies could arrive in separate packaging within a day or two of the vaccine delivery.
The Vermont depot delivers vaccine and ancillary supplies to sites requiring less than the minimum order quantities for the direct shipping. Deliveries are batched geographically, and the delivery date is confirmed by email. All vaccines from the Depot should be placed in refrigerated temperatures unless otherwise stated.