COVID-19 Vaccination in Community Pharmacy (CVCP) Program

Participation

1. How can my pharmacy participate in the CVCP Program?

   

   Expand

   

   Close

   Section 90 pharmacies must submit an Online Form expressing their interest in administering vaccines. An Online Form may be requested by contacting the PPA Support Centre at: support@ppaonline.com.au. Pharmacy details will then be forwarded to the Department for approval.

   As each site is approved by the Department, the PPA will email pharmacies an Onboarding email which contains a CVCP Program Approval Code required to register for the CVCP Program on the PPA Portal. Pharmacies should not register for the CVCP Program in the PPA Portal until they have been sent their Onboarding email from the PPA.

   Additional information on how to register in the PPA Portal can be found in the CVCP user guide located in the Program Rules and other Downloads section of this page.

2. I have recently purchased a new pharmacy that is already participating in the program, what do I need to do in the PPA Portal?

   

   Expand

   

   Close

   Please contact the PPA on 1800 951 285 or via support@ppaonline.com.au to find out what you’ll need to do to register in the PPA Portal.

3. How do I find out my Modified Monash Model classification?

   

   Expand

   

   Close

   Modified Monash information can be found at https://www.health.gov.au/resources/apps-and-tools/health-workforce-locator/health-workforce-locator.

   Click on the MMM 2023 tickbox in the Classification Filter, type in your pharmacy’s address and click Search Location. The MMM category will be displayed underneath the address and also on the map.

4. Where can I find further information on relevant immunisation guidelines?

   

   Expand

   

   Close

   PSA’s guidelines for immunisation services can be found in the Program Rules and other Downloads section below or on the PSA’s website here.

   Current clinical advice from ATAGI is available in the Australian Immunisation Handbook. Historical ATAGI advice on COVID-19 is available here.

5. Where can I find further information on State/Territory Legislation?

   

   Expand

   

   Close

   For further information regarding State/Territory Legislation please refer to your relevant state or territory health department website using the links below:

   ACT NSW NT QLD SA TAS VIC WA

    

Patient Eligibility and Consent

1. Can I administer a vaccine to a patient who does not hold a Medicare/DVA card or is ineligible to hold a Medicare/DVA card?

   

   Expand

   

   Close

   Yes, patients who meet all other Commonwealth and State/Territory eligibility criteria but who either do not hold a Medicare/DVA card or are not eligible to hold a Medicare/DVA card, can receive a vaccination in a Community Pharmacy free of charge.

   Pharmacies must ensure they first seek confirmation from the patient that the patient does not hold, or is ineligible to hold, a Medicare/DVA card.

   This includes searching for the patient in AIR prior to vaccinating to ensure they are not listed in AIR as having a Medicare card. More information on how to do this can be found here.

2. Which vaccine should I give to each patient?

   

   Expand

   

   Close

   Please refer to the Australian Immunisation Handbook for ATAGI’s clinical guidance and vaccine information.  You should also ensure you are providing services in line with any State/Territory legislation.

    

3. Do I need to obtain patient consent?

   

   Expand

   

   Close

   Yes, verbal or written informed patient consent must be obtained prior to each administration of the vaccine. Patients are to be advised that their vaccination details must be reported to both the AIR and to the PPA.

   For more information visit ‘Preparing for vaccination: Valid consent’ in the Australian Immunisation Handbook.

    

4. I am unsure whether my patient has received a previous vaccine at my pharmacy or elsewhere. Do I need to check this?

   

   Expand

   

   Close

   Yes. All vaccine information must be uploaded to the AIR. Pharmacies must also always check the patient’s history on the AIR prior to undertaking any vaccination service.

5. Where may I direct further questions about clinical aspects of the Program?

   

   Expand

   

   Close

   Please contact the Vaccine Operations Centre on 1800 318 208 or COVID19VaccineOperationsCentre@health.gov.au.

6. How do I report an adverse event following immunisation (AEFI)?

   

   Expand

   

   Close

   Information on reporting AEFIs can be found here.

7. How do I submit records to the AIR?

   

   Expand

   

   Close

   For information on how to submit records to the AIR, or if you have issues uploading records to AIR please contact Service Australia on 1800 653 809 or visit their website here.

   If the question relates to how your professional services software can connect to AIR you will need to direct your question to your Software Provider.

8. Can I charge a patient for administering a vaccination?

   

   Expand

   

   Close

   No. Patients cannot be charged any additional fees for the administration of COVID-19 Vaccinations.

Ordering

1. How do I order COVID-19 vaccines?

   

   Expand

   

   Close

   All ordering is done via the COVID-19 Vaccine Administration System (CVAS). You can only order COVID-19 vaccines if you have been onboarded for the CVCP Program by the Department.

   Please contact the PPA on 1800 951 285 or via support@ppaonline.com.au to find out what you need to do to be onboarded for the CVCP Program.

2. I have questions relating to the logistics of the program, such as ordering stock, deliveries, excess stock and wastage, who should I contact?

   

   Expand

   

   Close

   Logistical questions should be directed to the Vaccine Operations Centre (VOC) via 1800 318 208 or COVID19VaccineOperationsCentre@health.gov.au.

Claiming

1. Can I claim for administering the vaccine via my pharmacy software?

   

   Expand

   

   Close

   The PPA offers integration for the CVCP Program to interested software vendors.

   For questions about if/when other software vendors will integrate with the PPA Portal for the CVCP Program, please contact your software provider. 

   Please note third and booster doses are claimed in the PPA Portal as the ‘Additional Dose’ claim type. Some professional services software however, may show dose types as third and booster doses due to AIR Reporting requirements – these dose types will then automatically be submitted to the PPA Portal as the new ‘Additional Dose’ for claiming purposes.

2. If I have arranged for a non-pharmacist vaccinator to help administer vaccines in my pharmacy who will claim for the vaccination?

   

   Expand

   

   Close

   The claim for payment must be submitted in the PPA Portal under the pharmacy’s Service Provider account.

   The vaccinator’s Australian Health Practitioner Regulation Agency (AHPRA) number must be entered in the claim form,  and the Service Provider submitting the claims to the PPA Portal should ensure they have a record of this.

3. How do I claim for vaccines administered to a patient who does not hold a Medicare/DVA card or is ineligible to hold a Medicare/DVA card?

   

   Expand

   

   Close

   If you are manually submitting claims to the PPA Portal, you should use the ‘Urgent Clinical Need’ special Medicare number (25437529911) to claim for administering vaccinations to these patients.

   If you are reporting to the AIR via HPOS you should also ensure you do NOT use the special Medicare number for AIR reporting. Further information on reporting to AIR for patients can be found here.

   If you are submitting claims to the PPA and reporting to AIR via professional services software, please note software packages are all set up differently for patients without Medicare numbers. Some software requires you to enter the special Medicare number for PPA claiming and will then automatically submit this to AIR without the special Medicare number. Other software may require you to leave the Medicare number field blank and will automatically add the special Medicare number into the claim for you when submitting claims to the PPA.

   If you are uncertain how your particular software requires you to enter details for these patients, please contact your software vendor.

    

4. How do I submit a 2nd dose (same provider) claim if a patient’s Medicare number has changed between their 1st and 2nd doses?

   

   Expand

   

   Close

   You will need to manually submit claims for the 2nd dose in the PPA Portal using the old Medicare number to allow the system validations to confirm whether a 1st dose was also provided at your store.

   If you normally claim via integration with professional services software you should use the correct (i.e. ‘new’) Medicare card number for AIR reporting. You will then need to log in to the PPA Portal to manually submit your 2nd dose claim for this patient using the old Medicare number.

5. I am trying to submit a 2nd dose (same provider) claim but getting an error message saying I haven't yet claimed a 1st dose. Why can't I submit my claim?

   

   Expand

   

   Close

   This error message means you have not submitted a 1st dose claim using the Medicare number you’re currently trying to submit a 2nd dose for.

   If the patient’s Medicare number has changed since the 1st dose see the above FAQ.

   If you have entered the patient’s Medicare/DVA number incorrectly in the 1st dose claim you will need to contact the PPA Support Centre at: support@ppaonline.com.au to first rectify this – please note if you have also reported the vaccine incorrectly to AIR you will need to contact them separately to fix the issue in AIR.

6. How do I claim for administering a third or booster dose in the PPA Portal?

   

   Expand

   

   Close

   From 1 December 2021, third and booster doses must be submitted under the claim option called ‘Additional Dose’.

   Please note: some professional services software may show dose types as third and booster doses due to AIR Reporting requirements – these dose types will then automatically be submitted to the PPA Portal as the new ‘Additional Dose’ for claiming purposes.

7. How long do I have to claim for a vaccine I have administered?

   

   Expand

   

   Close

   CVCP vaccine administration claims must be submitted no later than the end of the next calendar month following the vaccination.

   For example, a vaccine administered in June must be claimed no later than 31 July.

8. I missed the deadline for submitting my claims, can I still submit them?

   

   Expand

   

   Close

   No, claims must be submitted by the end of the next calendar month following the vaccination. If factors beyond your control prevented you from submitting your claim, you can submit an exceptional circumstances form which will be considered by the Department and the PPA.

   Further information about exceptional circumstances can be found on the PPA website here.

9. I have entered claim details in incorrectly. How can I change these in the PPA Portal and in AIR?

   

   Expand

   

   Close

   If you have entered incorrect details into the claim you will need to contact the PPA Support Centre to rectify this.

   If you have also reported the vaccination incorrectly to AIR you will need to contact them separately to fix the issue in AIR. This should be done ASAP to ensure the patient has the correct vaccination history showing in AIR.

10. Will high numbers of claims for administering the COVID-19 Vaccine trigger any compliance actions?

    

    Expand

    

    Close

    The Department and the PPA will continue to monitor usage of this program to ensure services are delivered appropriately. Compliance and monitoring may be undertaken regardless of whether or not high numbers of services are delivered, in line with the PPA’s Monitoring, Compliance and Audit Factsheet available here.

Off-site vaccinations

1. Can my pharmacy undertake off-site vaccinations?

   

   Expand

   

   Close

   Yes, your pharmacy can deliver vaccinations off-site and claim an administration fee for these under the CVCP Program.

   Examples of off-site locations include, but are not limited to, residential aged care facilities, residential disability facilities or a patient’s place of residence .

   Your pharmacy must ensure it meets the off-site requirements set out by your state or territory. Your pharmacy also needs to comply with the Department’s requirements for off-site vaccinations and the requirements as listed in the CVCP Program Rules.

2. When undertaking off-site vaccinations in locations such as a residential aged care facility or disability facility are only vaccines administered to residents eligible to submit a CVCP service claim?

   

   Expand

   

   Close

   No. CVCP service claims can be submitted for administering COVID-19 vaccines to both staff and residents of facilities.

3. Where can I find the Department requirements for off-site vaccinations?

   

   Expand

   

   Close

   The Department requirements for conducting off-site COVID-19 vaccinations can be found here.

   There are other requirements a pharmacy must also meet in addition to the Department site requirements which can be found in the CVCP Program Rules.