2023 TVFC/ASN Annual Re-Enrollment

The 2023 Texas Vaccines for Children (TVFC) and Adult Safety Net (ASN) Programs annual re-enrollment period will soon begin. Annual re-enrollment will begin on October 10, 2022, and end on November 4, 2022. TVFC/ASN providers are required by the Texas Department of State Health Services (DSHS) to update their Syntropi profiles and sign their updated TVFC/ASN Program agreements.

How should Providers Prepare for Re-enrollment?

Prior to re-enrollment, providers should identify which program(s) their clinics are re-enrolling into. Staff responsible for completing the re-enrollment process should have access to the following information: the clinic name, clinic address, TVFC/ASN PIN number, ImmTrac2 organization code, clinic phone number, clinic fax number, and hours the clinic is available to receive vaccine deliveries. Responsible staff will confirm whether their facility is privately or publicly funded and will provide an accurate description of the clinic’s facility type. TVFC/ASN sites that have a Federally Qualified Health Center (FQHC) or a Rural Health Center (RHC) facility type must also submit a copy of the Centers for Medicare & Medicaid Services (CMS) letter displaying that they are an FQHC/RHC.

During the re-enrollment process, providers will be asked to identify the clinic’s primary and backup vaccine coordinators and list their names, unique emails, phone numbers, and titles. The identified vaccine coordinators will also be required to complete and upload the most current TVFC/ASN Provider Policy training certificate and the two CDC “You Call the Shots” Modules 10 and 16 training certificates, available at: https://www.cdc.gov/vaccines/ed/youcalltheshots.html

and the Vaccine Allocation Ordering System (VAOS) training certificate available at: https://dshs.texas.gov/immunize/Vaccine-Management-Resources-for-TVFC-and-ASN.doc.

A provider re-enrolling in the TVFC Program will be asked to provide the number of children that were vaccinated in their facility in the previous 12 months in the following categories:

  • Enrolled in Medicaid or Medicaid-eligible
  • Uninsured
  • American Indian/Alaskan Native
  • Underinsured
  • Enrolled in Children’s Health Insurance Program (CHIP)
  • Insured

A provider re-enrolling in the ASN program will also be asked to provide the number of uninsured and insured adults that were vaccinated in their facility in the previous 12 months. Patient population information can be collected from the clinic’s benchmarking data, doses administered data, Medicaid claims, Immunization Information System (ImmTrac2) data, encounter data, and/or billing system data.

Storage unit information will also be gathered during re-enrollment. Clinics will be prompted to confirm the number of units that contain TVFC/ASN vaccines and the number of data loggers, including a backup, that monitor the temperatures of the units. DSHS requires all re-enrolling providers to upload current and valid certificates of calibration for all data loggers that are used to monitor the temperatures of the storage units, including for the backup data logger. Data logger calibration certificates must have up-to-date calibration dates and a unique serial number that matches the corresponding data logger.

Failure to Complete Annual Re-Enrollment

Vaccine shipments may be interrupted if TVFC/ASN-enrolled clinics do not complete re-enrollment activities within the required timeframe. Providers who do not successfully re-enroll for the following calendar year will be suspended from ordering vaccines on the first working day of December to prevent receipt of vaccines in January.

For any questions regarding the 2023 re-enrollment process, providers are to contact their Responsible Entity (RE). REs can contact DSHS Central Office for guidance and assistance on technical issues throughout the re-enrollment process.

Re-Enrollment Trainings for REs and Providers

The DSHS Immunization Section hosted webinar trainings recently to review the re-enrollment process and provide an overview of updates.

Providers received a step-by-step training of how to use Syntropi for the upcoming 2023 TVFC/ASN Program re-enrollment. The training reviewed process and policy updates. 

To view a recording of this year’s re-enrollment training, please use the following link: https://statics.teams.cdn.office.net/evergreen-assets/safelinks/1/atp-safelinks.html

You should contact your Responsible Entity (RE) for any questions regarding the 2023 TVFC/ASN Program re-enrollment trainings.