TVFC/ASN VAOS Frequently Asked Questions

This page provides general information regarding the Vaccine Allocation and Ordering System (VAOS) utilized by the Texas Vaccines for Children (TVFC) and Adult Safety Net (ASN) programs. These resources are designed to assist healthcare providers in navigating the vaccine ordering process efficiently.

What is the primary purpose of VAOS?

VAOS is a centralized web-based platform used by TVFC and ASN providers to manage their vaccine inventory, submit vaccine orders, and report administered doses. It streamlines communication between healthcare providers and the state immunization program.

Who is eligible to use the VAOS portal?

Access is restricted to authorized personnel at enrolled TVFC and ASN clinics. Each facility must maintain an active, enrolled status with the state immunization program to gain and retain access to the ordering system.

How do I reset my password for the portal?

Users should utilize the "Forgot Password" link on the VAOS login page. If you are locked out or experiencing technical difficulties, contact your program representative or the designated help desk for your specific region.

When should I submit my vaccine orders?

Providers are assigned specific ordering windows based on their region and program participation. It is critical to adhere to these assigned dates to ensure timely delivery and to prevent potential inventory stockouts.

What steps are required before placing an order?

Before submitting an order, ensure that all doses administered have been documented in the system. Your current inventory counts must be accurate, and all temperature logs for your vaccine storage units must be up to date and reconciled.

What should I do if a vaccine shipment arrives damaged or temperature-excursed?

Immediately quarantine the affected vaccines in a storage unit at the appropriate temperature. Do not discard any product. Report the incident through the VAOS portal or contact the state immunization program directly to receive specific instructions on how to proceed with the return or replacement process.

How can I update my clinic's contact or shipping information?

Any changes to shipping addresses, delivery hours, or authorized vaccine coordinators must be submitted via the official program modification forms. Once processed by the state, the VAOS system will be updated to reflect these changes.

Is there a limit to how many doses I can order?

Order limits are generally based on your clinic's reported usage, historical administration data, and current patient population. VAOS helps prevent over-ordering by comparing your requested amounts against your inventory and documented consumption patterns.

How do I track an order once it has been submitted?

Once an order is approved and processed, tracking information becomes available within the VAOS dashboard. You can view the order status and expected delivery dates directly through your provider account.

Best Practices for Providers

Perform regular inventory counts to ensure system numbers match physical stock.
Designate a primary and secondary vaccine coordinator to manage portal activities.
Review program updates and newsletters regularly for changes in ordering procedures.
Maintain organized records of all packing slips and temperature excursion documentation.

Reference Files For TVFC/ASN VAOS FAQs

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