At VaxCare, we strongly recommend against borrowing back and forth between your VFC and VaxCare inventories. Let me say it again: You should try everything in your power to prevent borrowing to or from your VaxCare inventory.

That said, we know life happens, and there are times when VFC vaccines run low or patients are plentiful, and borrowing is an unavoidable reality. So, for those moments where you find yourself borrowing, we give you these two caveats.

First -- and this is very important -- VaxCare is not responsible for lost or missing doses related to borrowing vaccines. It is your responsibility to keep up with what you have borrowed, switched, or otherwise transferred, both for balancing your VaxCare inventory and your VFC inventory.

Furthermore, to keep your inventory on track for AVR, we will invoice you for the vaccines borrowed out of your VaxCare inventory with your next weekly inventory count. This means that with the first routine count after borrowing, you will have an invoice placed on your account for the current cost of the borrowed doses, according to our Vaccine Fee list. You will be credited back for the borrowed doses if and when they are returned to inventory, or when the returned doses are checked out and given to a VaxCare patient (see below).

Secondly, we do not guarantee vaccine availability if you choose to borrow from VaxCare for a VFC patient. The Pentacel shortage that has drastically reduced VFC availability also affects us, though our expansive network does prevent many of our partners from feeling the shortage. That said, when you signed up with VaxCare, your Pentacel allocation came with you, and we absolutely cannot guarantee any additional doses because you chose to give them to a patient outside of VaxCare.

Borrowing a Dose from VaxCare to VFC

Starting Summer 2018: The New Inventory Experience Release

If you're in Indiana or Missouri, you're among the first to use our new Inventory Experience to help manage your VFC stock.  Here's how it'll work.  

Select the menu icon to find the "Manage Inventory" section of the VaxHub

Select "Transfer Out" as the inventory transaction type you'd like to complete

Select "Another Stock" and then "VFC" as the stock to which you'll transfer to, and follow the instructions to submit

Returning a Dose from VFC to VaxCare 

Starting Summer 2018: The New Inventory Experience Release

For our Indiana and Missouri Partners.

Select the menu icon to find the "Manage Inventory" section of the VaxHub

Select "Transfer In" as the inventory transaction type you'd like to complete

Select "VFC" as the stock from which you're transferring in, and follow the instructions to submit

Before Summer 2018

To return a dose of vaccine you borrowed from VaxCare to a VFC patient, simply place the vaccines back in your VaxCare inventory bin and include them with your next count. Or, alternately, simply pull from VFC inventory for your next VaxCare patient, scanning them out via the VaxHub as usual.

In either case, please complete a VFC Borrowing Form found on the Portal so we can track the lot numbers borrowed/returned. When you submit this completed form, we assume you have already replaced or administered the doses you are returning. Submitting a VFC Borrowing Form does not replace checking out the patient via the VaxHub if you choose to return via the check-out process.

What happens if I borrow TO VaxCare?

The math works the same as the examples above, but in reverse. In all reality, we would prefer you didn't borrow from VFC for your VaxCare patients. If you expect a rapid increase in vaccine usage, please let us know in advance and we'll be happy to stock you with whatever we can!

How do I get credit for returning a dose?

Starting Summer 2018: The New Inventory Experience Release

For our Indiana and Missouri Partners, our Inventory Manager will automatically update your inventory count and apply credit to your compensation!

Before Summer 2018

Let's say you borrow 1 Prevnar from your VaxCare inventory for 1 VFC patient. With your next count, your VaxHub shows you should have 8 Prevnar on hand, but now you only have 7 (because you gave one to a VFC patient), so when you submit your count, VaxCare adjusts your Prevnar count to 7 and places an invoice on your count for $173. 

Within a few weeks, you get a new shipment from VFC containing the 1 Prevnar you would like to return. Since you have a count coming up, you simply return the 1 Prevnar to your VaxCare inventory bin. When you count this week, the Hub shows you should have 7 Prevnar (remember, we adjusted this when you first borrowed), but now you actually have 8 (7 we knew you had on hand, plus the 1 dose you just returned). This creates an overage of 1 Prevnar, so we place a credit on your account for $173 and adjust your on-hand inventory quantity to 8.

Alternately, let's say you needed that 1 dose of returned Prevnar prior to your weekly inventory count. Your VaxHub shows 7 Prevnar, and that's what you have in your fridge. But as your next VaxCare patient comes come in for Prevnar, you simply grab the 1 Prevnar dose from VFC that needs to be returned to VaxCare and administer it to your 1 VaxCare patient. As you scan the dose out on the VaxHub, the Prevnar on-hand inventory decreases from 7 to 6, because it thinks you administered a dose from your VaxCare inventory. This week when you do your inventory count, you still have the 7 initial doses on in your fridge, but now the Hub thinks you've given 1 out of your VaxCare inventory, so the Hub only shows 6. This create an overage of 1 Prevnar, so we place a credit on your account for $173 and adjust your on-hand inventory quantity to 7.

In either case, you complete a VFC Borrowing form and submit via email to help@vaxcare.com.

What happens if I don't replace the missing vaccines?

When you report a count to VaxCare that is less than what the Hub shows on hand
-- whether because you lost a dose, wasted a dose, or borrowed a dose for a VFC patient -- we just assume the dose is gone for good. Therefore, we place an invoice on your account, which will be deducted with your next compensation check. You essentially pay for the "missing" ("missing" meaning borrowed, lost, or wasted) doses with the current compensation cycle, so what's done is done. If the dose is never returned, you have paid for the dose and we move on from there. We do not keep track of borrowed doses for you. We expect you to keep up with them and return them as you see fit.

There is a 90-day window for returning borrowed vaccines. After 90 days, you have effectively bought yourself some vaccines. :)

Still have questions? Reach out to our Customer Care team. We're happy to help! Message us directly by clicking on the blue Intercom bubble in the bottom right corner of your screen. Email us at help@vaxcare.com. Or call us at 1-888-829-8550.

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