MnVFC Program and Manual Introduction

Every 24 months requirement

• Medical Director needs to complete and sign a Minnesota Vaccines for Children (MnVFC) Program Provider Agreement every 24 months in odd years, distributed by MnVFC program staff via online survey.
• Contact the MnVFC Program inbox at health.mnvfc@state.mn.us if your Medical Director changes as they will need to sign a new provider agreement.

Every 12 months requirements

• Vaccine coordinator and backup vaccine coordinator need to do the following by Nov. 30, 2026:
  • Complete the MnVFC Annual Report of the Number of Immunized Pediatric Patients (only parent sites need to submit an annual report).
  • Complete the MnVFC Online Training (follow along in the manual as you listen to the training) and print the certificate. Keep it with your records.
  • Replacement method sites complete and sign a Replacement Method of Vaccine Management Agreement.
  • Read the MnVFC Policies and Procedures Manual (PDF) and sign the signature page.
  • Create a Routine Vaccine Management Plan for patients to receive any non-routine vaccines that this site may not stock (i.e., COVID-19, mpox, PPSV23, RSV maternal).
• Create, review, or update your vaccine management plan and emergency plan. There are two options:
  • Use the MnVFC Policies and Procedures Manual for your vaccine management plan and emergency plan.
    • Vaccine Coordinator to read the manual and sign the Routine Vaccine Management Plan.
    • Vaccine Coordinator to fill out the Worksheet for Developing an Emergency Plan for Managing Vaccine (PDF) and sign it or use the fillable PDF on Vaccine Management Forms. OR
  • Use your own institutional policy and procedure for vaccine management.
    • The policy should include all of the elements of the vaccine management and emergency plans found in this manual.
    • Vaccine Coordinator needs to review, date, and sign the policy each year.
• Create, review, or update your Anaphylaxis Protocol.
  • Medical provider needs to review, date, and sign every three years. Review How to Manage the MnVFC Program for more details.

What is MnVFC?

The Minnesota Vaccines for Children (MnVFC) program is Minnesota’s version of the federal Vaccines for Children (VFC) program, which works to make vaccine accessible and affordable for all children from birth through age 18 years. MnVFC distributes more than $72 million worth of vaccines to enrolled sites each year. It is managed by the Immunization Program at the Minnesota Department of Health (MDH).

Why enroll in MnVFC?

MnVFC provides vaccine at no cost for eligible children and increases patient satisfaction by providing your patients access to vaccine in their healthcare home. MnVFC participation also helps increase your immunization rates because you are able to provide vaccine to eligible patients who otherwise could not afford them.

By Minnesota law (Minnesota Statutes, section 256B.0625, subd. 39), all sites that provide immunizations to children must ensure equal access for children enrolled in a Minnesota Health Care Program (MHCP). We strongly encourage you to do this by enrolling and participating in the MnVFC program.

If a site is not enrolled in the MnVFC program and is providing vaccines to privately insured children, they must provide the same vaccines to MHCP-enrolled children free of charge. The site cannot charge the recipient for the cost of the vaccine or administration fee. Additionally, the site is not permitted to bill the MHCP for the cost of the vaccine or the vaccine administration fee if they are not enrolled in the MnVFC program.

How do you enroll in MnVFC?

1. Call or email the MnVFC program at 651-201-5522, or health.mnvfc@state.mn.us to start the enrollment process.
2. Enrollment information will be emailed to you. Follow instructions to complete required documents.
3. When your forms are complete, MnVFC staff will schedule an enrollment visit for your site. You must have a visit before you are allowed to order MnVFC vaccine.
4. Once you have met the requirements of the MnVFC program and your site has been assigned a Personal Identification Number (PIN), you will be able to order MnVFC vaccine.
5. Place your first order for MnVFC vaccine within 90 days from your initial site visit. If you wait longer, you may need to have another enrollment visit.

This manual lays out the policies established by the federal VFC program. It will help you navigate the requirements to provide access to viable vaccines for eligible individuals. To keep this manual manageable, we do not cover the full range of general immunization best practices and recommendations, but the “Contacts and Resources” section at the end gives you a number of great resources with additional information.

How to use your MnVFC Policies and Procedures Manual

• Have your vaccine coordinator and backup vaccine coordinator read this manual and sign the Signature Page, certifying that they have read the manual. This is required.
  • Consider having all staff whose work relates to immunizations read this manual and sign and date the Signature Page (e.g., the front desk staff who receives immunization shipments and staff giving immunizations).
• Use this manual to fulfill the requirement for having a routine vaccine management plan. To do this, the appropriate individual needs to certify that this manual is implemented as your site’s Routine Vaccine Management Plan.
  • Use of the manual to fulfill this requirement is optional. You can create your own routine vaccine management plan.
  • Create a Routine Vaccine Management Plan for patients to receive any non-routine vaccines that this site may not stock (i.e., COVID-19, mpox, PPSV23, RSV maternal).
• Use this manual to fulfill the requirement for an emergency vaccine management plan. Develop a plan using the documents in this manual and have the appropriate individual certify that it has been implemented if needed.
  • A fillable PDF version of the emergency vaccine management plan is available on Vaccine Management Forms.
  • Use of the manual to fulfill this requirement is optional. You can create your own emergency vaccine management plan.

Helpful definitions

• Sites: In this manual, all organizations that store and/or administer vaccine to MnVFC-eligible children will be referred to as sites.
• Separate Stock: This method involves keeping privately purchased vaccine and public vaccine separated. Staff must choose vaccine from the correct vaccine “stock” to administer to patients based on their eligibility. Sites using the separate stock method cannot switch to the replacement method at this time without MDH approval and are considered on an individual basis.
• Replacement Method: This method allows a site to use privately purchased vaccine to vaccinate MnVFC-eligible children and the MnVFC program replaces the private vaccine that was administered. The replacement method is currently only allowed at sites that have it already in place.

By signing the Signature Page (PDF), I certify that I have read the 2027 MnVFC Policies and Procedures Manual and have completed the annual online training (print certificates of completion).

*Definitions of vaccine coordinator and backup vaccine coordinator can be found in the How to be Accountable in the MnVFC Program section.

Vaccine coordinate and backup vaccines coordinator are required to read the manual and view the annual online training.

†Optional: Staff whose work relates to immunizations (e.g., the front desk staff who receives immunization shipments and staff giving immunizations).

As a MnVFC provider, you are required to have a routine vaccine management plan that includes the date of review and the reviewer’s name, title, and signature. The plan must be reviewed annually or more often as changes occur (e.g., vaccine coordinator and/or backup vaccine coordinator in new role). The routine vaccine management plan must include:

• Name and contact information of the current vaccine coordinator and backup vaccine coordinator.
• Documentation of staff completing annual online training including the staff member’s name and date of training.
• Proper vaccine storage and handling practices (e.g., temperature monitoring and vaccine storage).
• Vaccine shipping and receiving procedures.
• Vaccine ordering procedures.
• Inventory control (e.g., stock rotation).
• Protocol for responding to and reporting vaccine loss.
• Documentation of staff training on elements of the plan.
• Name, signature, and title or role of the person responsible for reviewing and implementing the content.
• Recorded review date within the last 12 months.

NEW: Plan for patients to receive any non-routine vaccines this site may not stock (i.e., COVID-19, mpox, PPSV23, RSV maternal).

You can use this manual to fulfill the requirement for a routine vaccine management plan if:

• You have the appropriate individual certify that this manual will be implemented as your site’s routine vaccine management plan.
• Your vaccine coordinator and backup vaccine coordinator sign and date the Signature Page certifying that they have read the manual.

This manual should be easily accessible, either printed or online.

By signing the Routine Vaccine Management Plan (PDF), I certify that the 2027 MnVFC manual will be implemented as my site’s routine vaccine management plan.

Whether you use our emergency plan template or your own, it is a requirement for sites to develop, post, and prepare to follow a plan for transporting and storing vaccine in an emergency situation. The plan must be reviewed, signed, and dated each year or more often if there are changes (e.g., reviewer changes or location of supplies has changed).

• If using this manual’s emergency plan, remember to sign and date it.
• You may complete an online, fillable version of the Worksheet for Developing an Emergency Plan for Managing Vaccine (PDF).
• Emergency plan must be printed and easily accessible to staff.

You must develop your own site-specific plan and store it in an easily accessible area near your storage unit(s) and/or emergency transport materials. Staff should routinely be trained on the emergency plan. They should know where supplies are located, how to pack vaccine for transport, and where to transport vaccine. We encourage you to regularly practice your plan to identify unforeseen problems.

Essential components for your emergency vaccine management plan

• Designated vaccine coordinator and the backup vaccine coordinator’s name, title, contact information, and their responsibilities during an emergency.
• Emergency staff contact list in order of priority.
• Vaccine storage unit specifications for your site (type, location, brand, model, and serial number).
• Emergency procedures for situations such as equipment malfunctions, power failures, or natural disasters.
• Written instructions for how to enter your facility and access vaccine storage units if the building is closed or it’s after hours (e.g., what to do if electronic access does not work).
  • Include building security after-hours access procedure; a floor diagram; and the locations of keys, locks, light switches, alarms (with instructions for use); and circuit breaker location(s).
  • Include location of flashlights, spare batteries, and appropriate packing materials to safely transport and/or temporarily store vaccine.
• Written instructions for vaccine packing to maintain the cold chain with appropriate supplies. Refer to:
  • CDC: Packing Vaccines for Transport during Emergencies (PDF)
  • CDC: Vaccine Storage and Handling
• Written instructions on location of backup continuous temperature monitoring device and instructions for its use.
• Alternate vaccine storage facility(s) needs to be a medical storage facility that is monitoring temperatures appropriately and preferably has a backup power supply.
  • Written information for:
    • How to contact the facility(s) during and after business hours.
    • Identifying vehicles and drivers for transporting vaccine to and from the alternate vaccine storage facility(s).
    • Appropriately storing vaccine at the alternate storage facility(s).
• Documentation of incident and actions.
• Emergency resources contact list.

A fillable version of this and other forms can be found on Vaccine Management Forms. The emergency plan must be printed and easily accessible to clinic staff.