COVID-19 vaccine rollout – Accelerated Site Activation and mRNA Vaccinations (July 2021 Onwards)
On this page pharmacists can find information relating to the CVCP Program, that will assist in both initial registration and continued participation in the Program.
This section provides an overview of recent correspondence from the PPA regarding the CVCP Program.
26 June 2023 – CVCP Bulletin – Ordering updates | Vaccine Operations Centre Update | CVCP Program Service Fees | Vaccine Updates | Australian Immunisation Register (AIR) | Storing opened multi-dose vials and vaccine doses
13 February 2023 – COVID-19 Taskforce Bulletin – Moderna Bivalent (Blue/Green) and Pfizer Bivalent (BA.1) 18 years+ (Grey) allocations | Healthdirect Australia Service Finder to help with COVID-19 vaccine bookings
30 January 2023 – 1 February 2023 Changes | AstraZeneca Supply | CVAS Enhancements – Delivery Acceptance | TGA Shelf-life extensions to mRNA vaccines | CVAS contact details | Timely and accurate reporting of vaccinations to the AIR | Vaccine Comparison Poster
11 November 2022 – CVAS New Draft Stock Management Reporting Feature | CVAS Delivery Acceptance and Stock Management Reporting | VOC Christmas Opening Hours | Moderna Bivalent Onboarding | Vaccine Consumables
20 October 2022- Moderna Ancestral (Red Cap) Allocation in CVAS | Moderna Bivalent 18 years+ Vaccine Administration | Moderna Bivalent – Stock Management Reporting | Flood Affected Areas and CVAS Review of Stock Management Reporting.
13 September 2022 – Moderna Bivalent Original/Omicron Vaccine | In-Reach Clinic Extension | Steps to Follow for a Potential Cold Chain Breach (CCB) | Shelf Life Extensions | Reminders | Vaccine Comparison Poster
16 September 2022-Moderna Bivalent – Onboarding Update | Timely and Accurate Reporting of Vaccinations to the AIR | Batch Numbers | Control Measures to Limit Vaccine Wastage | Consumables – Excess Ordering | Important Information
30 September 2022 – Moderna Bivalent – Training Module and FAQs Now Available | Moderna 6+ Red Cap – Primary Course Vaccine | Updated Pfizer 12+ (Purple) Transport Limit | Reporting Requirements | Reminders | Resources – Vaccine Comparison Poster
15 August 2022-Incorrect Details on the Vaccine Clinic Finder (VCF) | AstraZeneca | Reporting Requirements | Updates to Thawed Vaccine Labelling | Inadvertent Booster Doses Given to 5-12 Years of Age Cohort | Changes to Vaccine Operations Centre (VOC) Hours
16 June 2022- Novavax vaccine shelf-life extension | Update accessibility details in VCF Connect | Managing vaccines during a power failure | Reporting of COVID and flu vaccinations in AIR | Ensure batch numbers accurately reported in AIR
24 June 2022- Winter Vaccine Communication Campaign | Opportunistic Vaccination | COVID-19 and Influenza Vaccines | COVID-19 vaccine booster doses given outside of the ATAGI recommendations | ATAGI COVID-19 Vaccines and Doses poster
11 April 2022 – ATAGI Update about Booster doses in adolescents aged 12-15 years | Changes to VOC Operating Hours and delivery schedules during Easter and ANZAC Day public holidays | If intending to suspend or withdraw participation | Easy Vaccine Access Update
14 April 2022 – ATAGI Updates – several | Children 5-11yo now eligible for second dose | Opportunistic vaccination | If intending to suspend or withdraw participation | VOC Operating Hours during Easter and ANZAC Day
3 March 2022 – ATAGI Update on Booster Doses | Vaccine Deliveries in Flood Affected Areas | Mixed Schedules | VCF Update on Moderna services| Reporting Moderna 6-11 in AIR | PPE Distribution Update | Important information for pharmacies
The CVCP Program is a temporary program, which aims to support and protect members of our community from novel coronavirus (COVID-19) by providing a fee for service payable to Australian pharmacies for administering the COVID 19 vaccine.
Eligible patients will be able to receive their COVID-19 vaccinations from pharmacies selected for participation in the program.
A Children Vaccine Administration Checklist has been developed to help avoid vaccine administration errors in children. Service Providers may view a copy of the checklist here.
Participating pharmacies were approved to begin administering Pfizer 5-11 years COVID-19 vaccines (orange top) from 10 January 2022. The vaccine schedule for children is 2 doses, given 8 weeks apart. This interval can be shortened in special circumstances to a minimum of 3 weeks. Further information regarding TGA Approval for the vaccine can be found here.
Pharmacies are reminded that:
The Service Provider must obtain appropriate written or verbal consent from the Patient’s parent or guardian prior to providing the Service. For further information regarding valid consent, including how to obtain consent in special populations, refer to the section ‘Preparing for vaccination: Valid consent’ in the Australian Immunisation Handbook.
Consent forms for the Pfizer 5-11 vaccines are available on the Department of Health and Aged Care’s website.
Service Providers must submit their paediatric vaccine administration claims online via the PPA Portal. Claims are to be submitted in the same format as existing adult vaccination services and will be paid at the current dose administration rate; outlined in the Registration, Claiming and Payments section on this page.
New eligible Section 90 pharmacies must submit an Online Form expressing their interest in administering COVID-19 vaccines. An Online Form may be requested by contacting the PPA Support Centre at: email@example.com. Pharmacy details will then be forwarded to the Department of Health and Aged Care for approval. Once approved by the Department, the PPA will provide the pharmacy with additional onboarding information.
To be eligible to become an Approved Service Provider under this temporary program, a Pharmacy must:
An Approved Service Provider must notify the PPA immediately when it becomes aware of any circumstance, event or fact that may affect the Service Provider’s eligibility to participate in the Program.
As each site is approved by the Department of Health and Aged Care, the PPA will send pharmacies an onboarding email which contain the following onboarding pack, as well as their site specific 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.
The onboarding pack contains information and advice specific to the administration of the COVID-19 vaccines in a community pharmacy setting. This includes but is not limited to details on registering and ordering through the COVID-19 Vaccine Administration System (CVAS), stock management, compliance and quality assurance.
There are also several checklists and resources provided by the Department of Health and Aged Care to help pharmacies with the day-to-day operation of the vaccination service in accordance with ATAGI best practice guidelines and Commonwealth Department of Health and Aged Care reporting requirements.
The Department of Health and Aged Care have provided factsheets relating to each available vaccine type, as well as factsheets for Service Finders and Online Bookings, and the Australian Immunisation Register for COVID-19 Vaccines.
The PPA encourages all CVCP Program participants to regularly review this section as these links will be updated as new information becomes available.
Pharmacies must notify the PPA of their intention to deliver vaccinations off-site from the pharmacy premises. This will enable the pharmacy to administer vaccines to any eligible patient cohort in any eligible location (refer to requirements below) and notification must only be made once.
In order to do so, pharmacies must initially email the PPA at firstname.lastname@example.org and include:
Pharmacies may conduct off-site vaccinations if they meet the eligibility requirements defined in the CVCP Program Rules and both the pharmacy and the off-site vaccination location are in State/s and/or Territory/s which have appropriate regulatory arrangements that allow pharmacists to vaccinate off-site. Pharmacies must ensure they are aware of and adhere to the relevant requirements of the relevant State /Territory. It is the pharmacy’s responsibility to check these requirements are met before requesting approval from the PPA.
The Service Provider must obtain appropriate written or verbal consent from the Patient or the Patient’s carer prior to providing the Service. For further information regarding valid consent, including how to obtain consent in special populations (i.e. children or people with impaired decision making ability), refer to the section ‘Preparing for vaccination: Valid consent’ in the Australian Immunisation Handbook.
Consent forms are available on the Department of Health and Aged Care’s website.
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 and use the ‘Urgent Clinical Need’ special Medicare number (25437529911) when submitting a claim in the PPA Portal for administering vaccinations to these patients.
The ’Urgent Clinical Need’ Medicare number should not be used for manual reporting to the AIR. Please note some professional services software packages that integrate with both AIR and the PPA Portal may be set up in such a way that the ‘Urgent Clinical Need’ number must still be entered into the software for PPA claiming purposes. In these instances, the software is built to ensure the number is not reported to AIR.
To register as a CVCP Service Provider, a Community Pharmacy must register for the CVCP Program via the PPA Portal. If a Community Pharmacy has not been notified by the PPA of their suitability and subsequent selection for the Program, the application to register for the CVCP Program will not be approved.
A user guide to assist you to register is located in the Program Rules and other Downloads section of this page.
It is the responsibility of the Main Authorised Person of the Approved Service Provider to ensure that the Pharmacy’s registration is up to date at all times. Approved Service Providers must notify the Pharmacy Programs Administrator within 14 days of the following changes:
If either of these have occurred since the EOI was submitted, a further declaration will be required to confirm the new Section 90 pharmacy approval details meet, at a minimum, the same EOI requirements that were confirmed to be met, as per the original EOI submission.
Service Providers must submit vaccine administration claims online via the PPA Portal.
CVCP Services delivered under the Program must be claimed by the end of the following calendar month following provision of the Service (e.g. services provided in May should be claimed by 30 June). Claims that are outside this timeframe, that are incomplete, or that do not meet Program Rules cannot be submitted and will not be paid.
All information entered in the Claim must be correct as any inconsistencies may prevent claim submission.
The following information must be provided to the PPA in order to lodge a claim for a vaccine service:
If the Patient is presenting for the second vaccination and has received the first vaccination elsewhere, this must also be noted by selecting the claim type 2nd Dose (where the first administration was undertaken by a different Service Provider).
3rd Dose vaccinations and Booster doses can be claimed by selecting the claim type Additional Dose.
The following information must be retained by the Service Provider for seven years to support any claim for payment made under these Program Rules:
For vaccinations provided on or after 1 July 2023 approved Service Providers can claim the following payments under the Program. These fees are GST exempt.
|Description – vaccinations provided on or after 1 July 2023||MM*1 Fee||MM2-7* Fee|
|COVID-19 Vaccine Administration Payments||$27.35||$30.50|
*Modified Monash (MM)
Service Providers cannot apply any additional Patient charge for a service. This includes Patients who do not hold or are ineligible to hold a Medicare card.
Fees cannot be charged for residents, workers or facilities for providing off-site vaccinations.
From 8 November 2021, approved Service Providers can claim an additional vaccination incentive payment under the Program for the delivery of offsite COVID-19 vaccinations. Pharmacies can lodge claims for incentive payments by navigating to the CVCP Program page in the PPA Portal and following the instructions at the top of the View Claims tab. A User Guide which includes details on what information is required to lodge off-site claims is available on this page.
Vaccination incentive payments will be made monthly in arrears and are GST Exempt.
Pharmacies claiming vaccination incentive payments still need to ensure they are separately claiming their vaccine administration fees as per the process above.
Site Visit payments of:
Site visit payments must be claimed by the end of the following calendar month following the site visit. Claims that are outside this timeframe, that are incomplete, or that do not meet Program Rules may not be paid.
Approved Service Providers must retain all records for seven years to demonstrate that they have complied with the General Terms and these Program Rules when providing and claiming for a CVCP Service.
Approved Service Providers may be subject to audits by the Australian Government and the PPA to ensure Services are provided in accordance with the General Terms and these Program Rules.
Approved Service Providers that do not provide Services in accordance with the General Terms and these Program Rules may no longer be able to participate in the Program or be eligible to receive Program payments and repayment may be required. Under section 137.1 of the Criminal Code Act 1995, giving false and misleading information is a serious offence.
If an audit is to be conducted, Service Providers will be required to produce documentation within a specified timeframe.
The Pharmacy Programs Administrator is responsible for monitoring and compliance related activities including tip-offs for the COVID -19 Vaccination in Community Pharmacy Program. These activities relate to Program claims which are inaccurate, inappropriate or are not in accordance with the relevant Program Rules (i.e., are ineligible).
Service Providers and consumers should contact Services Australia on 13 15 24 if you suspect or know of a member of the public (not a health provider) who has a false COVID-19 vaccination certificate or is creating false COVID-19 vaccination certificates for themselves or others. Any tip-offs regarding identify fraud must be sent to the relevant state police and not reported to the PPA. A detailed breakdown of potential reporting situations can be found at https://www.health.gov.au/health-topics/medicare-compliance/reporting-incorrect-billing-claiming-or-suspected-fraud
Further details on PPA Compliance activities can be found at https://www.ppaonline.com.au/compliance
Please note: The Children Vaccine Administration Checklist has been developed to help avoid vaccine administration errors in children. Service Providers may view a copy of the checklist here.
This section includes additional resources provided by the Department off Health and Aged Care to support community pharmacies in their critical role as vaccine providers in the community and encourage all vaccine providers to familiarise themselves with the range of material available to inform their awareness around safety information.
If there is a particular resource, poster, or guideline that you would like to see made available please provide your feedback to PCRpharmacy@health.gov.au
Other General Information
Contact the Vaccine Operations Centre (VOC) at COVID19VaccineOperationsCentre@health.gov.au or on 1800 318 208.
VOC Opening Hours:
|Monday – Friday||9:00am – 5:00pm||7:00am – 3:00pm|
Reporting a Cold Chain Breach (CCB)
Complete the CCB reporting form and email it to the VOC at COVID19VaccineOperationsCentre@health.gov.au for assessment. If you require assistance or have an urgent clinic scheduled, the VOC can be contacted on 1800 318 208 during opening hours (listed above).
Vaccines that have been involved in a CCB should be clearly labelled with ‘DO NOT USE, DO NOT DISCARD’, isolated and stored within appropriate cold chain requirements until the case can be assessed and clinical advice provided.
Please note that it is mandatory to report all potential CCBs affecting COVID-19 vaccines to the VOC.
Advice for managing a Vaccine Administration Error (VAE)
Contact the VOC on 1800 318 208 or at COVID19VaccineOperationsCentre@health.gov.au if you would like advice for managing a VAE.
The ATAGI clinical guidance on COVID-19 vaccine administration errors document can be referred to for advice on the management of a range of possible VAEs, including when a replacement (repeat) dose is recommended.
For other clinical enquiries
Contact the National coronavirus and COVID-19 vaccine helpline on email@example.com or 1800 020 080 (operates 24 a day, 7 days a week).
The VOC can also be contacted on 1800 318 208 or at COVID19VaccineOperationsCentre@health.gov.au if you require assistance with a clinical enquiry.
The latest clinical guidelines can be found on the Department of Health and Aged Care ATAGI clinical guidance for COVID-19 vaccine providers website.
Contact the PPA Support Centre, between 9am to 8pm (AEST), Monday to Friday on firstname.lastname@example.org or 1800 951 285.
If you wish to withdraw from the COVID-19 Vaccination in Community Pharmacy (CVCP) Program please contact the PPA Support Centre between 9am to 8pm (AEST), Monday to Friday on email@example.com or 1800 951 285.