Frequently Asked Questions about the NC Immunization Program (NCIP)

Tab/Accordion Items

Each site that actively administers vaccine must have a signed Provider Agreement on file with our Branch and be enrolled in our program. Vaccine is shipped directly to the provider to:

  • Protect the cold chain
  • Improve inventory functions in NCIR
  • Ease the provider burden during federally mandated site visits. 

All providers are required to recertify their enrollment annually. Recertification ensures your clinic continues to get state-supplied vaccines during the upcoming year.

The recertification process is mandated by the federal Vaccines for Children (VFC) Program. We cannot send vaccines to providers with no current contract on file.

NCIP initiates the process by sending you a recertification packet. You do not need to do anything about recertification until you receive the packet.

What to expect in your recertification packet

  • Instructions for completion and returning the packet.
  • Return deadline. Failure to return by the deadline will result in vaccine shipment delays and may result in removal from the program.
  • Provider agreement to be signed by the lead physician (or health director, for local health departments). Signee must be a Medical Doctor (MD) or Doctor of Osteopathy (DO). Contracts signed by nurse practitioners, physician assistants and/or pharmacists will not be accepted. 
  • Provider profile that will need to include:
    • Contact information for your facility
    • Shipping address for vaccines
    • Days and times when vaccines can be received
    • List of all personnel (with a medical license) authorized to write prescriptions
    • Estimate of your patient population by age and eligibility (this helps us forecast vaccine budget, and determine order amounts and frequency for your facility)

Please call 1-877-873-6247 or email ncirhelp@dhhs.nc.gov before recertification if:

  • Your lead physician or medical director changes
  • Your practice name, contact information or vaccine shipping instructions change
  • Your practice merges with another or opens a sub-clinic that will be immunizing patients
  • Any changes that occur that may affect your ability to receive and/or administer vaccine as previously estimated

You'll need to complete a new Provider Profile to update any practice information. Changes to your lead physician or practice name require a new Provider Agreement.

Each geographic area has designated regional consultants:

Having trouble finding your representatives? Contact us

Patient immunization records should never be destroyed. All VFC documentation must be retained for at least 36 months. This includes: 

  • Vaccine temperature logs 
  • NC Borrowing and Replacement Forms 
  • Manual Vaccines Administered Logs (VALs) 
  • Copies of all vaccine packing slips 
  • Thermometer certificate of calibration

Access resources for providers to download or print.

You can order some materials to be delivered to you.

A provider may terminate the NCIP Provider Agreement at any time due to lack of eligible patients, practice closure or other personal reasons. Likewise, the Immunization Branch may terminate the agreement due to: 

  • Failure to comply with NCIP conditions
  • Appearance of practice staff on the Federal Office of the Inspector General's Excluded Individuals list
  • Failure to recertify enrollment each year

Requirements after agreement termination

Upon termination, regardless of the reason, it's your responsibility to properly store, handle and relocate all viable, unused NCIP vaccine. We'll find an active provider who may be able to use the excess vaccines. In most cases, your county health department can take them.

How to terminate the agreement

Call 1-877-873-6247 or email ncirhelp@dhhs.nc.gov to request a withdrawal packet. The packet includes:

  • NCIP Withdrawal Statement: a brief statement from the physician about why the practice is leaving and an inventory of all state-supplied vaccines in your facility.
  • Instructions for continued NCIR access. If you use the North Carolina Immunization Registry, you can maintain access by completing an NCIR-Only Provider Agreement within 30 days of withdrawing from NCIP.
  • Vaccine transfer instructions for all remaining state-supplied vaccine.

Withdrawal from NCIP is considered permanent. You may be allowed to re-enroll if you:

  • Demonstrate full compliance with federal and state laws and all program policies
  • Complete the enrollment process
    • Submit all certification paperwork
    • Verify storage facilities
    • Enrollment site visit

Common Questions/Answers: 317 Vaccines for Adults (VFA) Program (PDF)

Off

This page was last modified on 03/04/2025