How It Works
Two simple workflows: cash ordering or optional insurance billing. Choose what works best for your practice.
Cash Ordering Flow
Fastest path - available in all 50 states
Browse & Order
Browse our catalog, select vaccines, choose quantity (eaches or vials). Add to cart and checkout with transparent pricing.
Receive Shipment
Ships within 3 business days via cold-chain overnight delivery. Track your package and receive temperature-monitored vaccines.
Administer to Patient
Store properly, administer according to your protocols, and bill patient or insurance directly using your existing workflow.
Best for: Practices that want full control, immediate ordering, or operate in states without insurance billing beta availability.
Insurance Billing Beta Flow
Available in licensed states only
Collect Patient Info
Gather patient insurance details and demographics when scheduling the appointment. Submit to Vaxcess for eligibility check (optional pre-auth: 1-2 business days).
Receive & Administer
Vaxcess ships vaccine via cold-chain delivery. You may administer before receiving authorization response. Record administration details.
Submit for Billing
Submit administration details to Vaxcess. We bill insurance through Rume Medical Group contracts. No cost to practice if covered.
Important: If insurance denies or patient is out-of-network, practice is billed at cash rate. Practice may then bill patient directly.
View licensed states →Cold Chain & Quality Assurance
Temperature-Controlled Packaging
- Vaccines shipped in validated cold-chain packaging
- Temperature monitors included with each shipment
- Maintains 2-8°C throughout transit
- Overnight delivery with signature required
Quality & Compliance
- Vaccines sourced from approved distributors
- Full chain of custody documentation
- Lot number and expiration tracking
- HIPAA-compliant data handling
Delivery scheduling: We ship Monday-Thursday to ensure weekend-aware delivery. Urgent orders may be accommodated - contact us for expedited shipping options.
What Information Do You Need?
For Cash Orders
- • Practice name and shipping address
- • Contact person for delivery
- • Payment method on file
- • Preferred delivery date (if applicable)
For Insurance Billing Beta
- • Patient demographics (name, DOB, address)
- • Insurance information (carrier, member ID, group)
- • Diagnosis/indication for vaccine
- • Administration details (date, site, lot number)
Shipping Timeline
Orders placed by 2pm ET ship same day. All other orders ship next business day. Overnight delivery arrives the following day.
Pre-Authorization
Optional for insurance billing. Takes 1-2 business days. You may choose to administer before receiving authorization response.
Registry Reporting
Coming soon. Will support state immunization registries via EHR workflow integration. Currently handle via your existing protocols.
Practice Responsibilities
Your Practice Handles:
- Proper vaccine storage upon receipt
- Patient consent and screening
- Vaccine administration per protocol
- Documentation in your EHR
- State registry reporting (per your workflow)
Vaxcess Handles:
- Vaccine procurement and quality
- Cold-chain shipping and monitoring
- Insurance billing (if opted in)
- Eligibility verification (optional)
- Claims follow-up and denials management