# Jurisdiction Point of Contact (POC) User Manual

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**On This Page**

                - Your Role and Activities in VAMS
                - Clinics in VAMS
                - Organizations in VAMS
                - Inventory Request Management in VAMS
                - Guest Registration in VAMS
                - Assisted Scheduling with a Jurisdiction Contact Center
                - Jurisdiction Dashboards and Reports
                - Additional VAMS Functionality
                - User Access Support

## Your Role and Activities in VAMS

As a** jurisdiction POC, **VAMS serves as your primary tool for managing critical functions and oversight of vaccine distribution to clinics in your jurisdiction. Your role ensures that vaccine administration is consistent across your jurisdiction, avoiding variations in data quality and availability.

You will also use VAMS to:
              - Collect accurate, near real-time, de-identified, record-level data,
              - Track and monitor vaccine administration, and
              - Promote real-time awareness of all of the above

You will interact with three groups during ongoing vaccination efforts:
              - Centers for Disease Control and Prevention (CDC)
              - Vaccination clinics who will administer vaccines in your jurisdiction
              - Organizations of priority group workers (including volunteers) in your jurisdiction

You likely already have a CDC point of contact (POC). However, vaccination clinics and organizations need to select someone in their organization to be your POC.

In addition to your own role, this diagram provides an overview of the roles and responsibilities for each group’s POC and shows the flow of information from one POC to another.

### Manage Jurisdiction Users

Click the** Manage Users **tab to search for and view details of the jurisdiction POCs within your jurisdiction. Select the **My Jurisdiction Users**list view from the drop-down menu.

#### Add a Jurisdiction User to Your Jurisdiction

              - Click  Add or Update User . In the pop-up window, enter the  **E** **mail** **A** **ddress** of the jurisdiction user whom you wish to locate and click  Search .                 - If this user exists in the system, then their information will be pre-populated, and you will be able to see their associated jurisdiction POC role. Click  Save .
                - If this user does not exist in the system, you will have to enter their information.                   - Assign the Jurisdiction POC role to the user. Click  Save . 
              - Once complete, you will have officially added a jurisdiction user to your jurisdiction.

#### Update a Jurisdiction User’s Information

              - Check the  **B** **ox**  next to the jurisdiction user whose information you would like to update and click  Add or Update User .                 - NOTE:  You can only select one user at a time to make changes. 
              - The user’s email will be pre-populated in the pop-up window. Click  Next . The user’s information will be prepopulated.
              - Review the jurisdiction user’s information and associated role. Click  Save .                 - NOTE:  Unselecting a role under the  **Add or Update User**  window will not remove the user from that role. 

#### Remove a Jurisdiction User

              - Check the  **B** **ox**  next to the jurisdiction user whom you would like to remove from the jurisdiction and click  Remove User .                 - In the pop-up window, click  Remove  to confirm that you want to proceed with removing this user from the jurisdiction. 
              - Once complete, you will have officially removed the jurisdiction user from the jurisdiction.

**Data Entry in VAMS: Frequently Asked Questions**

## 

CDC owns the data entered in VAMS. CDC stores VAMS data in the Salesforce Government Cloud.

## Types of Email Notifications Users Should Expect From VAMS

While users can select their preferred method of communication to be email or SMS text, some communications will always be sent through email. **You may receive email notifications from the following five email addresses:  **
              - vams@cdc.gov
              - no-reply@mail.vams.cdc.gov
              - no-reply@envelope.mail.vams.cdc.gov
              - VAMSHelp@cdc.gov
              - *@salesforce.com

**Please work with your IT team to ensure these emails do not get sent to your spam folder.**

**vams@cdc.gov** will be auto-generated emails related to Clinic, Jurisdiction, Organization Portal messages such as:
              - Registration links to new VAMS users
              - Re-occurring two-factor authentication for logins
              - Updates on inventory requests

**no-reply@mail.vams.cdc.gov **and **no-reply@envelope.mail.vams.cdc.gov **will be auto-generated emails related to the Recipient Portal such as:
              - The initial two-factor authentication code
              - Links for recipients to complete Pre-vaccination Questionnaires
              - Reminders about upcoming recipient appointments

**VAMSHelp@cdc.gov** will be:
              - Communications from the VAMS Help Desk

***@salesforce.com****: **Depending on some email server configurations, we have heard of rare cases where emails are delivered directly from Salesforce. Potential cases include password resets and interacting with VAMS Help Desk agents.

**Account Creation: Frequently Asked Questions**

## 

If users are having issues with their passwords, they should contact the VAMS Help Desk or have another user submit a ticket on their behalf.

Do the following to create a jurisdiction account:
                      - After the CDC POC or another jurisdiction POC has added you, search your email inbox for an email from  vams@cdc.gov .
                      - Follow the registration link in this email to register your clinic staff account (this step creates your account).
                      - If the email isn’t in your inbox, check your junk or spam mail folders.

Visit “Getting Started in VAMS” for directions on how to create an account in VAMS. If you need additional support for your role or have questions about creating an account, registering for VAMS, or accessing VAMS, this page has answers to common questions.

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## Clinics in VAMS

*Click on the buttons below to go to the corresponding sections in this user manual.*

Clinic Portal Roles in VAMSClinic Types in VAMSAdd Clinics One at a Time or Via Bulk UploadSearch and View ClinicsManage Clinics

### Clinic Portal Roles in VAMS

There are four roles available in the Clinic Portal:
              - Clinic administrator (CA)
              - Inventory manager (IM)
              - Front desk (FD)
              - Healthcare professional (HP)

Depending on the clinic type, only some of the roles must be filled for a clinic to operate successfully. The VAMS Role and Activity Matrix below provides a brief summary of the Clinic Portal roles and their activities in VAMS.

**Optional role for all clinic types since the clinic administrator can also perform inventory management tasks*

***Front desk role is not used in VAMS for third-party clinics since they do not check in recipients in VAMS*

If you have questions about specific roles in VAMS, role-specific user manuals are available within “Resources for Jurisdictions, Clinics and Organizations”. For instructions on how to perform specific tasks in VAMS, quick reference guides are also available on this page.

## Manage Clinic Users

Click the** Manage Users **tab to search for and view details of the clinic users within your jurisdiction. Select the **My Clinic Users**list view from the drop-down menu.

#### Add a Clinic User to Your Jurisdiction

              - Click  Add or Update User . In the pop-up window, enter the  **E** **mail** **A** **ddress**  of the clinic user whom you wish to locate and click  Search .                 - If this user exists in the system, then their information will be pre-populated, and you will be able to see their associated role(s).                   - Add any role(s) you wish to assign to the user. Click  Next .
                  - You will see a list of all clinics under the jurisdiction; the clinic(s) that the user is associated with will be pre-selected. Check the  **B** **ox**  next to any clinic(s) with which you would like the user to be associated. Click  Save . 
                - If this user does not exist in the system, you will have to enter their information.                   - Add any role(s) you wish to assign to the user. Click  Next .
                  - Check the  **B** **ox**  next to any clinic(s) with which you would like the user to be associated. Click  Save . 
              - Once complete, you will have officially added a clinic user to your jurisdiction, with assigned role(s) and clinic(s).

#### Update a Clinic User’s Information

              - Check the  **B** **ox**  next to the clinic user whose information you would like to update and click  Add or Update User .                 - NOTE:  You can only select one user at a time to make changes. 
              - The user’s email will be pre-populated in the pop-up window. Click  Next . The user’s information will be prepopulated.
              - Review the clinic user’s information and associated role(s). Add any role(s) you wish to assign to the user. Click  Next .                 - NOTE:  Unselecting a role under the  **Add or Update User**  window will not remove the user from that role. 
              - You will see a list of all clinics under the jurisdiction. The clinic(s) that the user is associated with will be pre-selected. Check the  B **ox**  next to any additional clinic(s) with which you would like the user to be associated. Click  **Save** .                 - NOTE:  Unselecting a clinic will not remove the user from that clinic. 
              - Once complete, you will have officially updated the assigned role and/or clinic information of a clinic user within your jurisdiction.

#### Remove a Clinic User

              - Check the  Box  next to the clinic user whom you would like to remove from clinic(s) in your jurisdiction and click  Remove User .                 - In the pop-up window, click  Next  to confirm that you want to proceed with removing this user from their associated clinic(s).
                - Unselect the  Box **(es)**  next to the clinic(s) from which you would like to remove the user and click  Yes .                   - NOTE:  The Clinic Administrator role can only be removed by a system administrator. Please contact the Help Desk if this change is required.
                  - NOTE:  If you remove a user from a clinic, the user will be removed from all their roles within that clinic. 
              - Once complete, you will have officially removed the clinic user from the clinic(s) of your choice within your jurisdiction.

## Clinic Types in VAMS

In VAMS, clinics are assigned to a **Clinic Type** (e.g., Standard, Mobile, Third-Party, etc.).

Clinics are then further assigned to one of seven **Clinic Service** types. These Clinic Services include:
              - Vaccinations
              - COVID-19 Testing
              - Scheduling
              - School-Located Vaccinations
              - Field-Located Vaccinations
              - Vaccines for Children
              - Other

**NOTE:**If the Clinic is set up as a Third-Party Clinic, the only Clinic Services available for selection will be Vaccinations, COVID-19 Testing, and Scheduling.

To learn more about the different **Clinic****Types** and **Clinic****Services** within VAMS, visit the Quick Reference Guide for Clinic Types.

### Add Clinics One at a Time or Via Bulk Upload

You can add vaccination or testing clinics one at a time or you can add multiple clinics at once via bulk upload from the** Manage Clinics **tab. First, we will learn how to add one clinic at a time, then how to bulk upload them.

#### Add Clinics One at a Time

**NOTE:** The fields marked with a red asterisk (*) are required.
              - Click  Add Clinic  on the  Manage Clinics  tab.
              - Enter the  Clinic POC’s Information.
              - Click  Next.

**Quick Tip: **Click **Back to State Portal **to cancel this process. Cancelling the process** deletes **any clinic information entered so far in the process.
              - Enter the  Clinic’s  Information .
              - Select a  Clinic Type  (e.g., Standard, Mobile, Third-Party, etc.) from the drop-down menu.
              - Select a  Clinic Service  from the drop-down menu.
              -                  - The  **Clinic Services**  drop-down enables you to indicate whether the new clinic will offer Vaccinations, COVID-19 Testing, Scheduling-Only, School-Located Vaccinations, Vaccines for Children, Field-Located Vaccinations, or Other.                   - NOTE:  If the Clinic is set up as a Third-Party Clinic, the only Clinic Services available for selection will be Vaccinations, COVID-19 Testing, and Scheduling.
                  - **NOTE:**  Only standard clinics can be set up as COVID-19 testing clinics.
                  - **NOTE:**  Once a clinic is set up for a certain service, it cannot be changed. 
              - Although the Provider PIN, Facility ID, and Parent Organization ID fields are not marked with a red asterisk, you must enter that information when adding clinics in VAMS unless you are told it is not required for your jurisdiction.                 - The Provider PIN identifies the facility for ordering in VTrckS, the Facility ID is required for CDC reporting, and the Parent Organization ID is required for HL7 integration. 
              - Click  Next .
              - Review all information entered on the  **Register Vaccination Clinic**  pages and  verify  it is correct. If so, click  Next . If not, click  Previous  to make corrections.                 - NOTE:  Once added, you cannot  change most information   associated with a clinic in VAMS, so review carefully prior to clicking  Next  on the  Review 
              - After clicking  Next , a message appears confirming the clinic is added to the system.
              - Once they are added, clinic POCs receive an email from  vams@cdc.gov  with a link to activate their account and register their clinic in VAMS.

**NOTE:** To prevent duplication of clinic entries, VAMS will not add a clinic with the same address as a previously added clinic. If this occurs, you will receive an error message stating a clinic located at that address is already entered in the system.

**Adding Clinics in VAMS: Frequently Asked Questions**

## 

Yes, jurisdictions can bulk upload lists of clinics through the “Import Clinics” button.

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#### Add Clinics via Bulk Upload

Bulk uploading allows you to add multiple clinics at once by adding their information in a comma delimited (.csv) template and uploading it in VAMS.
              - Click  Import Clinics  on the  Manage Clinics  tab.
              - Click the  Clinic Import Template  link in the pop-up window that appears. After clicking the link, the template file will download to your computer.                 - NOTE:  Always ensure you download and use the latest version of the import template each time you attempt to bulk upload clinics in VAMS to take advantage of constant improvements and to avoid data issues/inconsistencies. 
              - Open the file and enter the  Clinics’ Information.
              - Save the file as a  CSV UTF-8 (Comma delimited) (.csv)   You can find this option under the  Save As  drop-down menu in Excel.
              - Click  Upload Files  in the  Import Clinic List  pop-up window. You can also drag and drop your clinic list in the  Drop Files  area of the page.
              - Click  Close .

**Important Notes about the Clinic Import Template File:**
                  - The file opens on your computer as an .xlsx file, but you must save it as a CSV UTF-8 (Comma delimited) (.csv) file after entering all information and before uploading it to VAMS. No other types of csv files are accepted.
                  - You must use the latest version of the template when uploading a list of clinics in VAMS.
                  - All fields marked with an asterisk in the template are required.
                  - VAMS will not upload a clinic if any of the required fields are blank.
                  - Fields that contain a pick list or drop-down options must contain a selection.
                  - VAMS will not upload duplicates if a clinic is listed in the CSV file multiple times or if the clinic has already been added in VAMS.
                  - After inputting clinic information and saving the Clinic Import Template as a CSV UTF-8 file, you should close the file and immediately upload it into VAMS. Do not reopen the file on your computer between conversion and upload. In some cases, reopening the file after saving as a CSV UTF-8 file could alter field properties and cause the recipient upload to fail.

**Quick Tip:** A comma-separated values (CSV) file is a delimited text file that uses a comma to separate values. A CSV file stores tabular data (numbers and text) in plain text.

#### Confirm Bulk Upload

After importing a list of clinics, these processes automatically occur in VAMS:
              - A message appears on screen that your list is in the import queue.
              - VAMS sends a registration email to each clinic POC if their information was entered in the CSV file completely.
              - After your list has processed, you will receive an email from  vams@cdc.gov , stating it has been uploaded
              - A result log appears on the  Clinic Imports  tab.
              - Click the  Clinic Imports  tab to check the results of your bulk upload.
              - On the  Clinic Imports  tab, you see information about your upload, including the system-generated Import ID number, who imported the list, and when it was imported.
              - Click the  Import ID  number of the clinic import to open the  Import Details  page.

There are two main sections on the **Import Details** page:
              - Import Details , which includes the import ID, jurisdiction name, who created it, and the date created
              - Files  table, which includes two files: a  Result Log for Bulk Upload  and the clinic import file you uploaded.                 - The  Result Log for Bulk Upload  file shows the results of your file upload. 
              - Click the  Result Log for Bulk Upload  link to open the file.
              - Scroll to the right until you see the  Status  column . The  Status  column  shows whether a clinic was added in the system.
              - If there were duplicates or missing information in the CSV file, you will see an  error message  telling you why a clinic was not uploaded.
              - All clinics that have a status of  Success  are uploaded in the system. Clinics with a status that includes an error message have not been uploaded in the system.

### Search and View Clinics

Click the** Manage Clinics **tab to search for and view details of the clinics you’ve entered in VAMS.
              - NOTE:  You will only be able to view the clinics added in your jurisdiction.

#### Search for a Clinic

The **Manage Clinics** tab offers multiple ways to search and sort data.
              - On the  Manage Clinics  tab, you can sort by clicking the  Arrows  in the columns to sort them by the column headers (e.g., name, email) or use the search bar to enter information such as clinic name, clinic POC, email address, or status.

#### View Details of a Clinic in Your Jurisdiction

              - Click the  Name  of a clinic to see detailed information.
              - NOTE:  Most fields on the  Details page  are read-only for the jurisdiction POC.

### Manage Clinics

#### Clinic Status

The list of clinics you entered will appear on the **Manage Clinics** tab. The far-right column shows the clinic’s status. This field is read-only and shows a clinic’s registration status as one of the below.
              - Pending clinic admin registration:  The clinic is entered in VAMS, but the clinic’s administrator has not registered their account.
              - Active:  The clinic’s administrator registered their account.
              - Inactive:  The clinic is deactivated in VAMS (information on when and how to deactivate a clinic in VAMS is below).

#### Deactivate Clinics in VAMS

You can deactivate a clinic when it is no longer needed to administer vaccines.
              - Click the Name  of the clinic   you want to deactivate on the  Manage Clinics  page
              - Click  Deactivate Clinic  in the top right corner of the clinic’s account page.
              - Review  the data shown in the  Deactivate  Clinic pop-up window, which includes the number of total booked appointments and vaccines in the clinic’s inventory.
              - Click  Deactivate Clinic . If you do not want to deactivate the clinic, click  Cancel  to close the pop-up window and return to the clinic’s account page.

**NOTE: Take caution in deactivating a clinic in VAMS **as it signals the system to do the following:
              - Send an email to the clinic’s administrators telling them the clinic is deactivated.
              - Send a cancellation email to recipients with booked appointments.
              - Cancel all appointments booked by recipients at the clinic.
              - Remove the clinic from the list of searchable clinics.
              - Deactivate all clinic inventory requests.
              - Close all open appointments.

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## Organizations in VAMS

Once you add organizations in VAMS, organization coordinators will receive a registration email so they can activate their user account and register their organization in VAMS. After successfully registering their organization, the organization coordinator can provide their members with two ways to register themselves in VAMS:
              - The organization coordinator can add them in the system one at a time or via bulk upload which will trigger a registration email to be sent from VAMS to each member.
              - The organization coordinator can provide them with a common registration link that is established when an organization is authorized for Policy Enabled Registration or PER.

*Click on the buttons below to go to the corresponding sections in this user manual.*

Policy Enabled Registration (PER)Add Organizations in VAMSAdd Organizations One at a Time or Via Bulk UploadConfirm Bulk UploadSearch and View Organizations

### Policy Enabled Registration (PER)

Policy enabled registration allows an organization to provide a common registration link to their members. The benefit of using PER is that an organization coordinator does not have to add each organization member into VAMS.

For an organization to use PER for their members, you must authorize them to do so, and they must provide you with at least one but up to three email domain names (e.g., fultoncounty.gov, fultoncounty.org, etc.) to enter in their organization record. The limitation is that whoever gains access to the common registration link and possesses an email address with one of the domain names provided by the organization coordinator, can register as a recipient.

#### How PER Works for Organizations and their Members

              - After registering, the organization coordinator will see an organization-specific registration link above the tabs within their portal that they can distribute to their members.
              - Members will access VAMS using the URL that is distributed from the organization, entering their name and organization email address that has the domain provided to you by the organization coordinator.
              - The system will validate the email entered by the member has the same domain as one of the domains entered in the organization’s record.
              - VAMS will send a unique registration link to the member email (e.g., username@domain.com).
              - Members will click the registration link and start the standard registration flow at prescreening. They will then enter personal and insurance (if applicable) information.

**NOTES:**
              - Third-party email domains such as Yahoo Mail or Gmail cannot be used for PER. Domains used must be owned by the organization or an affiliate.
              - Members  cannot  change their email after they’ve registered in VAMS.

**Organization Authorizations: Frequently Asked Questions**

## 

Yes. If an organization becomes authorized or unauthorized for policy-enabled registration after you have added them in VAMS, you can edit their record to change the response you selected for the policy-enabled registration field.

### Add Organizations in VAMS

**Information You’ll Need to Add Organizations in VAMS**
              - Organization POC’s information  (first name, last name, email address). Note that the organization POC is referred to as the organization coordinator in VAMS. An organization POC can add additional coordinators in the system after registering but there can only be one POC per organization.
              - Organization name
              - Organization category  (e.g., inpatient healthcare professionals, etc.)
              - Organization State**,** ZIP/Postal Code**,**and Country
              - Whether the organization has or has not been authorized for PER

**NOTE: **This must be done when you first add the organization in VAMS as you cannot edit an organization’s record after adding it in the system.

#### Before Adding New Organizations in VAMS

Ensure you have proactively communicated with them about the IT recommendations below to expressly permit VAMS notifications from specific email and IP (internet protocol) addresses to be received by their systems. Ensure you have also communicated with and trained new organizations before providing access to the live VAMS site.

**Allow notifications from specific email addresses******To ensure communications do not get delayed or blocked by an organization’s exchange servers, advise them to work with their IT departments to allow notifications from the following email addresses:
              - vams@cdc.gov
              - no-reply@mail.vams.cdc.gov
              - no-reply@envelope.mail.vams.cdc.gov
              - VAMSHelp@cdc.gov
              - *@salesforce.com

**Allow notifications from specific IP addresses**Allowing email from specific IP addresses will also greatly improve email deliverability in a timely fashion. Advise organization coordinators to coordinate with their IT department to allow the email addresses above as well as email from the following IPs:

**Salesforce**

96.43.152.64 – 96.43.152.80 (subnet mask = 255.255.255.0)

96.43.153.64 – 96.43.153.80 (subnet mask = 255.255.255.0)

**Amazon Web Services**

23.251.255.1 – 23.251.255.150

23.251.253.228 – 23.251.254.250

54.240.40.1 – 54.240.40.54

### Add Organizations One at a Time or Via Bulk Upload

You can add organizations one at a time or you can add multiple organizations at once via bulk upload from the** Manage Organizations **tab. First, we will learn how to add one organization at a time, then how to bulk upload them.

#### Add Organizations One at a Time

              - Click  Add Organization  on the  Manage Organizations  tab.
              - Enter the  Organization POC’s Information .
              - Click  Next .
              - Enter the  Organization’s Information .
              - Click  Next .
              - If an organization becomes authorized or unauthorized for PER after you have added them in VAMS, you can submit a help desk ticket to change their record. More information on how to submit a help desk ticket can be found in the  **Access Support**  section of this manual.
              - Review all information entered on the  Register Organization  pages and verify it is correct. If so, click  Next . If not, click  Previous  to make corrections.                 - NOTE:  Once added, you  cannot change information  associated with an organization in VAMS, so review carefully prior to clicking Next on the Review page. 
              - After clicking  Next , a message appears confirming the organization is created in the system. Their status will be  Pending Organization Admin Registration  until the organization’s coordinator activates their account and registers the organization in VAMS.
              - Once added, the organization coordinator receives an email from  vams@cdc.gov  with a link to activate their account and register their organization in VAMS. If an organization coordinator has yet to register in VAMS five days after receiving their registration link, VAMS automatically sends a reminder email to the member. Reminder emails will continue until the organization coordinator registers or until five consecutive reminders have been sent.

**Adding Organizations in VAMS: Frequently Asked Questions**

## 

Yes, you can bulk upload organizations/employers into VAMS. See Section 2: Organizations in VAMS for step-by-step help.

 

 

#### Add Organizations via Bulk Upload

Bulk uploading allows you to add multiple organizations at once by adding their information in a comma delimited (.csv) template and uploading it in VAMS.** NOTE: **The template does not have a place to record PER information, so organizations that have been authorized to use PER must be added in VAMS individually.
              - Click  Import Organizations  on the  Manage Organizations  tab.
              - Click the  Organization Import Template  link in the pop-up window that appears. After clicking the link, the template file will download to your computer.

**NOTE: **Always ensure you download and use the latest version of the import template each time you attempt to bulk upload organizations in VAMS to take advantage of constant improvements and to avoid data issues/inconsistencies.
              - Open the file and enter the  Organizations’ Information.
              - Save the file as a CSV UTF-8 (Comma delimited) (.csv) You can find this option under the  Save As  drop-down menu in Excel.
              - Click  Upload  Files in the  Import Organization List  pop-up window. You can also drag and drop your organization list in the  Drop Files  area of the page.
              - Click  Close .

**Important Notes about the Organization Import Template File:**
                  - The file opens on your computer as an .xlsx file, but you must save it as a CSV UTF-8 (Comma delimited) (.csv) file after entering all information and before uploading it to VAMS. No other types of csv files are accepted.
                  - You must use this template when uploading a list of organizations in VAMS.
                  - All fields marked with an asterisk (*) are required.
                  - Fields that contain a pick list or dropdown options must contain a selection.
                  - VAMS will not upload an organization if any of the required fields are blank.
                  - VAMS will not upload duplicates if someone is listed in the csv file multiple times.
                  - After inputting clinic information and saving the Clinic Import Template as a CSV UTF-8 file, you should close the file and immediately upload it into VAMS. Do not reopen the file on your computer between conversion and upload. In some cases, reopening the file after saving as a CSV UTF-8 file could alter field properties and cause the recipient upload to fail.

**Quick Tip:**A comma-separated values (CSV) file is a delimited text file that uses a comma to separate values. A CSV file stores tabular data (numbers and text) in plain text.

### Confirm Bulk Upload

After importing a list of organizations, these processes automatically occur in VAMS:
              - A message appears on screen that your list is in the import queue
              - VAMS sends a registration email to each organization’s coordinator if their information was entered in the CSV file completely
              - After your list has processed, you will receive an email from  vams@cdc.gov , stating it has been uploaded
              - A result log appears on the  Organization Imports  tab
              - Click the  Organization Imports  tab to check the results of your bulk upload.

On the** Organization Imports **tab, you see information about your upload, including the system-generated Import ID number, who imported the list, and when it was imported.
              - Click the  Import ID  number of the organization import to open the  Import Details  page.

**There are two main sections on the Import Details page:**
              - Import details,  which includes the import ID, jurisdiction name, who created it, and the date created.
              - Files  table, which includes two files: a  Result Log for Bulk Upload  and the organization import file you uploaded.                 - The  Result Log for Bulk Upload  file shows the results of your file upload. 
              - Click the  Result Log for Bulk Upload  link to open the file.
              - Scroll to the right until you see the  Status  column. The  Status  column shows whether an organization was added in the system.
              - If there were duplicates or missing information in the csv file, you will see an error message telling you why an organization was not uploaded.
              - All organizations who have a status of  Success  are uploaded in the system. Organizations whose statuses include an error message have not been uploaded in the system.

### Search and View Organizations

Click the** Manage Organizations **tab to search for and view details of the organizations you’ve entered in VAMS.

**NOTE: **You will only be able to view the organizations added in your jurisdiction.

#### Search for an Organization

The **Manage Organizations** tab offers multiple ways to search and sort data.
              - On the  Manage Organizations  tab, you can sort by clicking the  Arrows  in the columns to sort them by the column headers (e.g., name, email) or use the search bar to enter information such as clinic name, clinic POC, email address, or status.

#### View Details of an Organization in Your Jurisdiction

              - Click  the name of an organization to see detailed information.
              - NOTE:  Most fields on the Details page are  read-only  for the jurisdiction POC.

### Manage Organization Users

Click the** Manage Users **tab to search for and view details of the organization users within your jurisdiction. Select the **My Organization Users**list view from the drop-down menu.

#### Add an Organization User to Your Jurisdiction

              - Click  Add or Update User . In the pop-up window, enter the  Email  Address  of the organization user whom you wish to locate and click  Search .                 - If this user exists in the system, then their information will be pre-populated, and you will be able to see their associated organization POC role. Click  Next .                   - You will see a list of all organizations under the jurisdiction; the organization(s) that the user is associated with will be pre-selected. Check the  Box  next to any organization(s) with which you would like the user to be associated. Click  Save . 
                - If this user does not exist in the system, you will have to enter their information.                   - Assign the organization POC role to the user. Click  Next .
                  - Check the  Box  next to any organization(s) with which you would like the user to be associated. Click  Save . 
              - Once complete, you will have officially added an organization user to your jurisdiction, with assigned organization(s).

#### Update an Organization User’s Information

              - Check the  Box  next to the organization user whose information you would like to update and click  Add or Update User .                 - NOTE:  You can only select one user at a time to make changes. 
              - The user’s email will be pre-populated in the pop-up window. Click  Next . The user’s information will be prepopulated.
              - Review the organization user’s information and associated role. Click  Next .                 - NOTE:  Unselecting a role under the  **Add**  **or**  **Update**  **User**  window will not remove the user from that role. 
              - You will see a list of all organizations under the jurisdiction. The organization(s) that the user is associated with will be pre-selected. Check the  Box  next to any additional organization(s) with which you would like the user to be associated. Click  **Save** .                 - NOTE:  Unselecting an organization will not remove the user from that organization. 
              - Once complete, you will have officially updated the assigned organization information of an organization user within your jurisdiction.

#### Remove an Organization User

              - Check the  Box  next to the organization user whom you would like to remove from organization(s) in your jurisdiction and click  Remove User .                 - In the pop-up window, click  Next  to confirm that you want to proceed with removing this user from their associated organization(s).
                - Unselect the  Box(es)  next to the organization(s) from which you would like to remove the user and click  Yes .                   - NOTE:  If you remove a user from an organization, the user will be removed from all their roles within that organization. 
              - Once complete, you will have officially removed the organization user from the organization(s) of your choice within your jurisdiction.

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## Inventory Request Management in VAMS

Clinic inventory managers or clinic administrators will submit vaccine inventory requests in VAMS for you to receive and fulfill.

You can view and manage inventory requests from clinics on the **Inventory Requests** tab. From here, you can access their inventory request record to review request details as well as communicate with clinics about the status of their request.

**NOTE: **While you will receive inventory requests in VAMS, you will place all vaccine orders from manufacturers outside of VAMS through your existing supply ordering processes.

### View and Manage Inventory Requests

              - Click the  Inventory Requests  tab.

The **Inventory Requests** tab shows you a list of all inventory requests received from clinics in your jurisdiction. The list includes:
              - A system-generated inventory request number,
              - clinic name,
              - product type (vaccine type),
              - date requested and required by,
              - number of doses requested, and
              - the inventory request status

Sort requests on this page by clicking the **Arrows** in the columns to sort them by the column headers (e.g., clinic name, product, etc.).

#### Access Inventory Request Record

The inventory request record gives you important details about the inventory request and a way to monitor it and communicate with the requestor.
              - Click the  Inventory Request Number  in the list to access the inventory request record.

From the** inventory request record**, you can:
              - View inventory request details . This section of the record has details about the inventory request.
              - Communicate with the requestor.  Send the requestor a message by typing in the  Post  box and clicking  Share . When communicating with the requestor, make sure to include relevant information about the shipment. For example, if you split up inventory to send to multiple locations, be sure to communicate the Unit of Sale (UoS) National Drug Code or UoS NDC to the receiving clinics.
              - Monitor or follow comments made to your posts.  Like you would on a social media platform, click  Follow  to receive email notifications when the requestor responds to a post that you make in the inventory request record. You will  not  receive notifications for new posts.

#### Manage Inventory Status

Jurisdiction POCs can use the inventory request record to manage and update the status of inventory requests.

To change the status of an inventory request from the inventory request record:
              - Click  Edit  in the upper left-hand corner of the page.
              - Select the  Updated Status  of the inventory request. Options include submitted, approved, approved with modifications, waiting on additional information, and rejected.
              - Click  Save  after selecting the status.

**NOTE: **Users who manage inventory for clinics will see the updated status reflected in the inventory request record but will not have the capability to edit it.

**Inventory Management in VAMS: Frequently Asked Questions**

## 

                      - Vaccination clinic inventory managers or clinic administrators will submit vaccine inventory requests in VAMS for jurisdiction points of contact (POCs) to receive and fulfill.
                      - You can view and manage inventory requests from clinics on the Inventory Requests page. Here you can also communicate with clinics about the status of their request.
                      - While you will receive inventory requests in VAMS, you will place all vaccine orders from manufacturers outside of VAMS through your existing supply ordering processes.
                      - See your Jurisdiction POC User Manual for more information on the inventory management process.

                      - Jurisdiction POCs receive inventory requests from clinics through VAMS.
                      - While you will receive inventory requests in VAMS, you will place all vaccine orders from manufacturers  outside of VAMS  through your existing supply ordering processes.
                      - You can view and manage inventory requests from clinics on the Inventory Requests page. Here, you can also communicate with clinics about the status of their request.
                      - See Section 3: Inventory Request Management in VAMS in the Jurisdiction POC User Manual for step-by-step help.

For most COVID-19 vaccines, the same vaccine product and volume must be used for first and second doses. Because all vaccines produced by a specific manufacturer are intended to be administered in the same way for both first and second doses (same product and dosage), inventory for first and second doses is treated the same way in VAMS.

Top of Page

## Guest Registration in VAMS

*Click on the buttons below to go to the corresponding sections in this user manual.*

Answer Prescreening Question(s)Schedule Your AppointmentRegister for a VaccinePre-Register for a Vaccine

The VAMS guest registration tool is a survey tool that allows individuals to schedule appointments and register in VAMS for themselves or on behalf of a minor as a representative/guardian without creating a VAMS account.

You have two options for navigating guest registration:
              - You may either schedule an appointment and then register in VAMS, or
              - you may pre-register your information in VAMS and not schedule an appointment (you can then schedule an appointment at a later date).

The second scenario may be useful at clinics that accept walk-in appointments or if you are not yet ready to schedule an appointment. For both options, creating a VAMS account is optional.

First, we will look at recipients’ **Option 1: Schedule an appointment and then register.**

### Answer Prescheduling Question(s)

              - Navigate to your jurisdiction’s guest registration landing page
              - Review  the  welcome text   on the top of the page and select the  Schedule  Your  Appointment  button from the options:                 - Schedule Your Appointment                    - Select this to schedule your  v accine  and/or  general appointment  by finding a clinic and time slot that works for you. 
                - Schedule your COVID-19 testing appointment                    - Select this to schedule your  COVID-19 testing appointment  by finding a clinic and a time slot that works for you. 
                - Manage appointments                    - Select this to manage a current appointment, appointment communication from VAMS or update your account information. 
              -                  - 
              -                  - 

#### To schedule your COVID-19 vaccination appointment:

              - Select  the  **S** **tate**  where you want to get vaccinated.
              - Select  **COVID-19** V **ac** **cine**  from the drop-down menu for appointment type.
              - S elect  the  desired  Vaccine T ype and Dose  from the following:
              -                  - COVID-19 vaccine for adults (ages 12 and above)                    - 1 st , 2 nd , 3 rd , or additional dose 
                - COVID-19 vaccine for  children (ages 5-11)                    - 1 st , 2 nd , 3 rd , or additional dose 
                - COVID-19 vaccine for children (ages 6 months to 4 years)                    - 1 st , 2 nd , 3 rd , or additional dose 
              - Check  the  Box  that confirms the above information is accurate and that you meet the eligibility criteria (if scheduling for COVID-19 vaccine additional dose). Select  Next .

#### To schedule your Mpox vaccination appointment:

              - Select the  **S** **tate**  where you want to get vaccinated.
              - Select  **Mpox** Vaccine  from the drop-down menu for appointment type.
              - Select your desired  **D** **ose** **T** **ype** .
              - Check the  **B** **ox** that confirms the above information is accurate. Select  Next .

#### To schedule your routine vaccination appointment:

              - Select the  **S** **tate**  where you want to get vaccinated.
              - Select  your desired  Routine Vaccine  from the drop-down menu for appointment type.
              - Select your desired  **D** **ose** **T** **ype**  (if applicable).
              - Check the  **B** **ox**  that confirms the above information is accurate. Select  Next .

#### To schedule your general appointment:

              - Select  the  **S** **tate**  where you want to schedule a general appointment.
              -   Select  General Appointment  from the drop-down menu for appointment type.
              - Enter  a  Brief Description  of the  reason for your appointment  in the box that appears below.
              - Check  the  **B** ox  that confirms the above information is accurate. Select  Next .

**Next Dose Reminders: Frequently Asked Questions**

## 

VAMS sends a notification to recipients when their next-dose availability date is coming up.

Recipients receive a scheduling reminder after completing their initial appointment. This reminder indicates how much time must pass before their next appointment (if applicable). Recipients will receive an additional reminder if they have not yet scheduled their next appointment and their next-dose availability date is coming up.

Top of Page

### Schedule Your Appointment

              - On the  Clinic Location  page, search for a clinic by entering an  Address  or  ZIP/ Postal  Code  to find clinics nearby. You can  filter  results to locate a clinic within a 5-, 10-, 20-, 50-, or 100-mile radius of the recipient’s address or ZIP/postal code by clicking the  **D** **rop** **-Down Arrow** in the  Within
              - Click  Search  and a list of clinics within your selected mile radius will appear.                 - NOTE : Only clinics that carry the vaccine product and dose you selected during the prescheduling questions will appear in the search results. 
              - Click the  Name  of the clinic  where you would like to schedule an appointment, then click the  Next  button that appears above the list of clinics.                 - NOTE:  The  Next  button will only appear once you select a clinic name. 
              - On the  Date and Time  page, select an available appointment  Date  on the calendar  located on the left side of the page.
              - Select an appointment time by clicking a  Time Slot , then click the  Next  button located in the bottom right corner of the page.
              - Review  your selected appointment location, date, and time, as well as any notes from the clinic, if provided.

Click** Submit **to confirm the appointment or click **Previous** to make any changes.

### Register for a Vaccine

To confirm the appointment in the system, you must provide necessary personal information.
              - If you do not have an existing account in VAMS, you must provide the required information.  Enter  the required information on the  Existing Account  page to move forward with the appointment scheduling process.                 - Enter  First Name ,  Last Name ,  Date of Birth , and one of the following:  Email Address ,  Cell Phone Number , or  VAMS system ID . 
              - Click  Continue .
              - Click  Register  at the bottom of the page.
              - Enter the requested information on the  Guest Registration  page.  NOTE:   Required information is indicated by red asterisks (*) in VAMS.                  - Representative/guardian information. If you are a representative or guardian registering on behalf of a recipient, select  Yes  and enter the required personal information.
                - First and last name
                - Date of birth
                - Sex
                - Race and ethnicity
                - Home address
                - Preferred method of contact (email, SMS, or “I prefer not to receive any communication from VAMS”)
                - Preferred language for communications (English or Español)
                - Medical history (pregnancy, nursing mother, nursing home resident, allergies, existing conditions) 
              - Select an option in the  Account Information  section. Creating an account is optional.
              - After entering the information, click  Next .
              - Review the personal information and insurance information (if applicable) for accuracy. If any information is inaccurate, click  Previous  to make edits before moving forward.
              - Confirm  all information is correct and complete, then check the  Box  that you agree the information is correct.
              - Click  Submit . A pop-up box will emerge asking for a verification code that has been sent to your preferred email/phone number. Enter the  **V** **erification** **C** **ode**  and select  **V** **erify** .                 - After  Submitting  and  Veri fying , you will see a confirmation that the appointment has been scheduled. The confirmation includes the appointment details and a QR code the front desk can use to check you in upon arrival at the clinic. 

### Pre-Register for a Vaccine

Now, we will look at recipients’ guest registration**Option 2: Pre-register without scheduling an appointment. **
              - Navigate to your jurisdiction’s  **G** **uest** **R** **egistration**  landing page and click the link at the bottom that says,  “Enter your information to pre-register.”
              - Confirm you do not already have a VAMS account by entering your  **F** **irst** **N** **ame** ,  **L** **ast** **N** **ame** ,  **D** **ate** **of Birth** , and one of the following:  **E** **mail** **A** **ddress** ,  **C** **ell** **P** **hone** **N** **umber** , or  **VAMS System ID** .
              - Once you’ve entered your information, click  Continue .
              - If you do not have a VAMS account, the system will say your information is not on file and you will see a  Register   Click this button to proceed.                 - If you do already have a VAMS account, you do not need to pre-register, as you are already registered in VAMS. The system will send a verification code to your preferred contact method. Enter this code on the screen and click  Verify .  You can then proceed with scheduling a vaccination appointment. 
              - Enter all required information, marked by a red asterisk (*), then click  Next .                 - VAMS will send a verification code to your preferred contact method. Enter this  **C** **ode**  in the pop-up window and click  Verify . 
              - Review  your information and check the  **B** **ox**  at the bottom of the screen, confirming the information is accurate, then click  Submit .

You are now pre-registered! You can click the **Schedule Your Appointment **button if you are ready to schedule an appointment now, or simply return to the **G****uest****R****egistration** login screen at a later date and click the **Schedule Your Appointment **(as applicable).

**Self-Registration for Vaccination: Frequently Asked Questions**

## 

No, you and your jurisdiction staff must register as recipients to schedule vaccination appointments or create walk-in appointments.
                      - To register as a recipient, determine if your state uses VAMS. If your state uses VAMS, you can  access VAMS here . Click  Proceed as guest  to use guest registration and proceed with scheduling your vaccination appointment.
                      - Once you have registered as a recipient, when you log into VAMS, you will see at least two portals to choose from: Jurisdiction and Recipient. You’ll use the Recipient Portal to schedule your own vaccination appointment.

Users should report adverse events to the Vaccine Adverse Event Reporting System (VAERS). More information can be found at https://vaers.hhs.gov/reportevent.html

Top of Page

## Assisted Scheduling with a Jurisdiction Contact Center

*Click on the buttons below to go to the corresponding sections in this user manual.*

About Assisted Scheduling with a Jurisdiction Contact CenterManaging Recipient Information

### About Assisted Scheduling with a Jurisdiction Contact Center

The **Jurisdiction Contact Center **allows jurisdictions to add a group of contact center agents to VAMS. They can then use VAMS to schedule and manage recipient appointments.

#### Gaining Access to the Jurisdiction Contact Center Feature

Jurisdiction POCs who would like to use the Jurisdiction Contact Center feature for assisted scheduling in VAMS should reach out to their onboarding specialist to gain access to the contact center manager user role. You will not be able to use the contact center functionality until you have contact center manager permissions.

#### Contact Center User Roles

The Jurisdiction Contact Center has two main user roles: contact center managers and contact center agents.
              - Contact center managers are jurisdiction points of contact added by the VAMS operations team who can add agents to their jurisdiction’s contact center using the  Manage User  tab in the  Jurisdiction Portal . They also have access to the  Manage Recipients  tab to schedule appointments on behalf of recipients.
              - Contact center agentsare individuals added by the jurisdiction points of contact who can schedule appointments on behalf of recipients using the  Manage Recipients  tab. They will have access to this tab via the Contact Center Agent Portal.

#### Managing Contact Center Users

Click the** Manage Users **tab to search for and view details of the contact center users within your jurisdiction. Select the **My Contact Center Users**list view from the drop-down menu.

##### Add a Contact Center User to Your Jurisdiction

              - Click  Add or Update User . In the pop-up window, enter the  **E** **mail**  **A** **ddress**  of the contact center user whom you wish to locate and click  Search .                 - If this user exists in the system, then their information will be pre-populated, and you will be able to see their associated contact center role. Click  Save .
                - If this user does not exist in the system, you will have to enter their information.                   - Assign the contact center role to the user. Click  Save . 
              - Once complete, you will have officially added a contact center user to your jurisdiction.

##### Update a Contact Center User’s Information

              - Check the  **B** **ox**  next to the contact center user whose information you would like to update and click  Add or Update User .                 - NOTE:  You can only select one user at a time to make changes. 
              - The user’s email will be pre-populated in the pop-up window. Click  Next . The user’s information will be prepopulated.
              - Review the contact center user’s information and associated role. Click  Save .                 - NOTE:  Unselecting a role under the Add or Update User window will not remove the user from that role. 

##### Remove a Contact Center User

              - Check the  Box  next to the contact center user whom you would like to remove from the jurisdiction contact center and click  Remove User .                 - In the pop-up window, click  Remove  to confirm that you want to proceed with removing this user from the jurisdiction contact center. 
              - Once complete, you will have officially removed the contact center user from the jurisdiction contact center.

#### Scheduling Appointments on Behalf of Recipients

Both contact center managers and agents can register recipients for vaccination appointments via the** Manage Recipients **tab. Search for the recipient’s record by entering their **E****mail****A****ddress**, **C****ell****P****hone****N****umber**, **VAMS ID**, or **External System ID**,** ****or**** **by entering their **F****irst****and Last Name** and **D****ate****of Birth**. Click **Search**.
              - If they are an existing recipient,  select the  Box  next to their name in the search results table. Then click  Schedule Future Appointment .
              - Select the appointment(s) you want to schedule for. Options include COVID-19 vaccine, Mpox vaccine, routine vaccines, and general appointment. Click  Continue .
              -                  - If you selected  **COVID-19**  **V** **accine** :                   - Choose the  **D** **ose**  you are scheduling for and click  Continue .
                  - If there are no existing scheduled appointments, click  Schedule Future  Appointment .                     - NOTE:  VAMS will check for any existing appointments for the recipient and notify you of any conflicting appointments before scheduling. You can either keep or cancel an existing appointment for the recipient. 
                  - Answer any pre-scheduling questions and click  Continue . 
                - If you selected  **Mpox** **V** **accine** :                   - Choose the  **D** **ose** you are scheduling for, answer any pre-scheduling questions, and click  Continue .
                  - If there are no existing scheduled appointments, click  Schedule Future Appointment .                     - NOTE:  VAMS will check for any existing appointments for the recipient and notify you of any conflicting appointments before scheduling. You can either keep or cancel an existing appointment for the recipient. 
                - If you selected a  **R** **outine** **V** **accine** :                   - Choose the  **D** **ose**  you are scheduling for, answer any pre-scheduling questions, and click  Continue .
                  - If there are no existing scheduled appointments, click  Schedule Future Appointment .                     - NOTE:  VAMS will check for any existing appointments for the recipient and notify you of any conflicting appointments before scheduling. You can either keep or cancel an existing appointment for the recipient 
                - If you selected  **General Appointment** :                   - Choose the  **R** **eason**  for your appointment from the provided list. If you choose  **Other** , briefly describe the reason for your appointment in the space provided. Click  Continue .
                  - Click  Schedule Future Appointment . 
              - Search for a clinic to view available appointments. When the clinic list view populates, select a  **C** **linic**  and click  Next .                 - NOTE:  When scheduling an appointment for a recipient, VAMS will only show clinics carrying the applicable vaccine offering for the recipient. 
              - Select an available  **D** **ate** **and Time** for the appointment and click  Next .
              - Confirm the appointment information and click  Submit  to book the appointment. VAMS will send an appointment confirmation to the recipient’s preferred method of contact.

If the potential vaccine recipient does not have an existing account in VAMS, they will not appear in search results. Instead, contact center users will use the **Manage Recipients** tab to enter their information in VAMS, create their VAMS account (optional), and then schedule their appointment.
              - Click  Add New Recipient  at the bottom of the  **S** **earch**
              - Enter the  **R** **ecipient** **I** **nformation** . Fields marked with an asterisk are required. You must select  Yes  or  No  as to whether you’d like to associate the new recipient with a representative or guardian. If you select  Yes , enter the representative or guardian’s  **F** **irst** **and Last Name**  and  **D** **ate** **of Birth** .
              - Email address and cell phone number are optional. If you enter either an email address or cell phone number, you are asked to select the recipient’s preferred contact method and preferred language for messages (English or Spanish).                 - If you enter an email address or cell phone number, you are also given the option to create a VAMS account for them. If you select  Yes , they will receive a notification to create a VAMS password and begin activating their account.
                - If you enter a cell phone number and select  Yes  to creating a VAMS account, you are prompted to provide a one-time multi-factor authentication code that is sent to the cell phone number provided. Ask the recipient to provide the authentication code they received, enter the  **C** **ode** , and click  Confirm .
                - If you attempt to create a VAMS account for a user with a preferred method of contact that is already associated with an existing VAMS account, you will receive an error message. The system will ask you to change the preferred contact method in order to register a new account or choose not to create an account and proceed as a guest. 
              - Entering insurance information is optional. Whether you enter information or leave the fields blank, click  Next  to continue.
              - Click  Next  after entering all recipient information.
              - Review the information and check the  Box  confirming it is correct. Click  Submit .
              - On the confirmation screen, select  Schedule Future Appointment  on the confirmation page. Follow the same process listed under the existing recipient portion above to schedule the recipient’s appointment.

**NOTE:** VAMS will check for duplicate recipients and will not allow you add a user already added in VAMS. The system will also check for any existing appointments for the recipient and notify you of any conflicting appointments before scheduling. You can either keep or cancel an existing appointment for the recipient.

#### Multiple Dose Appointment Reservations

If the clinic where a contact center user is scheduling a recipient’s appointment allows for multiple dose appointment reservations, the contact center user can schedule a second dose appointment for the recipient immediately after scheduling their first dose appointment. If the recipient already has an active second dose appointment, the Conflicting Appointment Screen will display. The contact center user can choose to keep or cancel the existing appointment.

**NOTE:** VAMS will automatically cancel a second dose appointment if the recipient’s first dose appointment is cancelled, rescheduled, or if the recipient receives the Janssen (Johnson & Johnson) vaccine at their first appointment.

### Managing Recipient Information

Contact center managers and agents can edit recipient records.
              - On the  Manage Recipients  tab,  search  for a registered recipient to edit their record.
              - Once you’ve located the recipient, click their  Name  in the search results table to be taken to their  **R** **ecord** **D** **etail**
              - Click  Edit Information  to edit the recipient’s contact information, demographics, emergency contact, or insurance information.

**NOTE: **You cannot edit the recipient’s vaccination record, such as date of vaccination, vaccine manufacturer, lot number, etc.

Contact center managers can download and print vaccination certificates for recipients. Contact center agents do not have this functionality.
              - Navigate to the  **Manage Recipients**  tab within the Jurisdiction Portal.
              - Search for the applicable recipient and select the  **C** **heckbox**  next to their name.
              - Click the  View Vaccination Certificate  Note that this button will only be present once you select the  **C** **heckbox**  next to the recipient’s name and the recipient received at least one dose of vaccine.
              - The vaccination certificate will open in a new window.
              - To generate a PDF of and/or print the vaccination certificate, click the  Print  icon.

**Accessing Vaccination Certificates: Frequently Asked Questions**

## 

Vaccination certificates are available for both recipients and healthcare professionals immediately upon vaccination. Both recipients and healthcare professionals can access vaccination certificates in the recipient’s record in VAMS.

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## Jurisdiction Dashboards and Reports

*The boxes below are clickable links to the corresponding sections in this user manual.*

About Jurisdiction Dashboards and ReportsAccessing Jurisdiction Data Reporting DashboardsDownloading ReportsExporting Einstein ReportsFiltering and Modifying Dashboards

### About Jurisdiction Dashboards and Reports

*Only jurisdiction points of contact (POCs) with a dashboard license can access these dashboards.*

Jurisdiction dashboards and reports allow jurisdiction POCs to view, sort, and filter data from clinics across their jurisdiction. They include data on:
              - Doses Administered
              - Registration
              - Inventory
              - Appointments

**Jurisdiction Data Reports: Frequently Asked Questions**

## 

VAMS does not allow jurisdiction POCs or organization coordinators to generate custom reports of this nature with PHI (protected health information) or PII (personally identifiable information).

### Accessing Jurisdiction Data Reporting Dashboards

From your VAMS Jurisdiction Portal home page, navigate to the** Jurisdiction Data **tab. Click**View All Dashboards** to view all the dashboards and reports that are available for your jurisdiction.

You can navigate through dashboards by clicking the different tabs at the top of your screen. Once at each dashboard, scroll down to review the reports included.

#### Types of Dashboards: Doses Administered

The Doses Administered dashboard includes the following** reports:**
              - Total number of doses administered
              - Total number of initial doses administered
              - Total number of follow-up doses administered
              - Total number of additional doses administered
              - Proportion of vaccine series completion
              - Doses administered by gender
              - Doses administered by race/ethnicity
              - Doses administered by age group
              - Doses administered by clinic type
              - Doses administered by priority group
              - Doses administered by state
              - Initial Doses, follow-up doses, and total doses administered by clinic

Doses Administered reports can be filtered by:
              - Vaccination dose date (e.g., all, before/after/between dates, relative dates)
              - Vaccination type
              - Clinic (e.g., all, Jefferson Clinic, Main St. Clinic)

#### Types of Dashboards: Registration

The **Registration** dashboard includes the following reports:
              - Total number of recipients notified through Organizations
              - Total number of recipients that were notified
              - Total number of recipients registered
              - Total number of organizations with enrollments
              - Total number of activated clinics
              - Total number of deactivated clinics

Total number of recipients registered through each registration pathway: Organizations, Flexible (Open) Registration, Contact Center, Standard and Mobile Clinics, Third-Party Clinics, and Guest Registration.

Registration reports cannot be filtered.

#### Types of Dashboards: Inventory

The **Inventory** dashboard includes the following reports:
              - Total number of doses delivered
              - Total number of requested vaccine doses
              - Total number of vaccine doses successfully administered
              - Total number of doses removed
              - Total number of doses wasted
              - Total number of vaccine doses part of inventory
              - Percentage of available vaccines administered
              - Number of doses wasted
              - Total number of doses logged in error
              - Number of vaccine doses removed by reason

Inventory reports can be** filtered **by:
              - Clinic (e.g., all, Jefferson Clinic, Main St. Clinic)
              - Vaccination type

#### Types of Dashboards: Appointments

The **Appointments** dashboard includes the following reports:
              - Average appointment duration
              - Total number of scheduled appointments
              - Number of cancelled appointments
              - Number of completed appointments
              - Number of cancelled appointments by cancellation reason

Appointment reports can be filtered by:
              - Timeframe (e.g., date range)
              - Clinic (e.g., all, Jefferson Clinic, Main St. Clinic)
              - Vaccination type

#### Types of Dashboards: Admin Reports

The **Admin Reports** dashboard includes the following dashboards:
              - Clinics
              - Organizations
              - Clinic Capacity
              - Recipient Vaccinations
              - COVID-19 Tests

The **Clinics** dashboard includes the following reports**:**
              - Total number of active clinics
              - Total number of third-party clinics
              - Total number of pending clinics
              - Total number of inactive clinics
              - Total number of COVID-19 Testing Clinics

Clinic Admin reports cannot be filtered.

The **Organizations** dashboard includes the following reports:
              - Total organizations
              - Total number of active organizations
              - Total number of pending organizations
              - Total number of inactive organizations
              - # of recipients notified
              - # of recipients registered

Organization reports can be filtered by:
              - Organization name (e.g., all ASPR Employees, Michigan Health Department)

The **Clinic Capacity** dashboard includes the following reports:
              - Total capacity
              - Total number of booked appointments
              - Total available appointments
              - Total completed appointments
              - Total canceled appointments
              - Total checked-in appointments
              - Total past checked-in appointments

Clinic Capacity reports can be filtered by:
              - Clinic name (e.g., all, Jefferson Clinic, Main St. Clinic)

To view a detailed report within any of these dashboards, click the **Tile Header.**

**NOTE:** To ensure that the **Clinic Capacity** dashboard is up to date at time of viewing, click the **Refresh** button in the top right corner of the dashboard.

The **Recipient Vaccinations** dashboard includes the following reports:
              - Number of 1 st  dose recipients
              - Number of 2 nd  dose recipients
              - Recipients with a 2 nd  dose needed
              - Number of additional dose recipients
              - Recipients who have completed their vaccination

Recipient Vaccinations reports can be** **filtered by:
              - Clinic name (e.g., all, Jefferson Clinic, Main St. Clinic
              - Vaccination date

The **COVID-19 Tests**dashboard includes the following reports:
              - Number of Diagnostic Lab Test- PCR (Molecular-PCR SARS CoV2)
              - Number of Rapid Diagnostic Test (IDNow Rapid COVID-19 PCR)
              - Number of Rapid Antigen Test (BinaxNOW Rapid COVID-19 Antigen)
              - Number of COVID-19 Antibody (SST)

COVID-19 Tests reports can be** **filtered by:
              - Clinic name (e.g., all, Jefferson Clinic, Main St. Clinic
              - Vaccination date

**NOTE:** You can use the past checked-in appointments report to help manage recipients caught in the Checked-In status and ensure their records are completed or their appointments are cancelled.

#### Types of Dashboards: Einstein Reports

The Einstein dashboard includes:
              - The same reports discussed in previous dashboards
              - Additional ways to tailor and export the data

Einstein reports can becustomized by using the **Explore** feature.
              - In any dashboard, hover over a dataset until you see the drop-down arrow. Click the  Arrow , then select  Explore .
              - The default mode upon clicking Explore is  Chart Mode . From here, you can visualize your data by clicking the  Chart  icon on the right side of your screen and selecting from a variety of charts available. You can also customize charts by clicking the  Formatting  icon below the chart icon.                 - In  Table Mode , you can also use the Formatting feature to customize tables. Once in Table Mode, click Values Table. Default values are shown on the left. Scroll down and click the  Pencil  icon to add additional values.
                - In  Query mode , both the  Chart  and  Formatting  features are available. 

**Viewing Jurisdiction Dashboards: Frequently Asked Questions**

## 

In order to view the dashboards, Jurisdiction POCs must be granted access. Jurisdiction POCs who are granted dashboard access can use the Jurisdiction Overview page to view doses administered, registration, inventory levels, and appointments dashboards. To request dashboard access, contact your onboarding advisor.

### Downloading Reports

You can download select VAMS reports as images, Excel workbooks, or CSV files.
              - Hover your mouse over a report to see if it is downloadable. If a small arrow appears in the corner of the report, you can click the  Arrow , click  Share , then navigate to the  Download  tab to view your download options.

You can modify select dashboards by clicking on data within certain reports.
              - For example, from the  **Doses Administered**  dashboard, clicking on the  **Female**  bar in the  **Doses Administered by Gender**  report will update the rest of the reports on the dashboard to only show information for females in your jurisdiction.

You can revert to your original view by clicking the **Circular Arrow**next to the** Modified **button in the top left corner of the screen.

You can print reports using your internet browser’s print options or once downloaded to your device.

### Exporting Einstein Reports

              - On the  Jurisdiction Data  tab, click  View All Dashboards .
              - In the upper right corner, click on the  Open in Analytics Studio
              - Once redirected, hover over a dataset until you see the drop-down arrow. Click the  Arrow , then select  Explore .
              - Once inside the  **Explore**  lens, you can sort the data as desired. Export the data by clicking the  Down  Arrow  in the upper right corner, then click  **Share** . In the pop-up window, select the  Download  tab to choose a download format (image, Excel, or CSV).
              - The lens defaults to a limit of 100 records. To increase this count, increase the Query Limit by scrolling down in the left-hand section of the lens and select  Edit  under  Query Limit Default . Enter 10,000 and click  Apply .

### Filtering and Modifying Dashboards

Select dashboards can be filtered using the dropdowns at the top of the screen. If a dashboard cannot be filtered, it will not have dropdowns.

Select reports can be downloaded as images, Excel workbooks, or .csv files.
              - Hover your mouse over a report to see if it is downloadable.
              - If a small arrow appears in the corner of the report, you can click the  Arrow,  click  Share , then navigate to the  Download  tab to view your download options.

Select dashboards can be modified by clicking on data within certain reports.
              - For example, from the  Doses Administered  dashboard, clicking the 25-34 age group in the  Doses Administered by Age Group  report will update the rest of the reports on the dashboard to only show information for that age group in your jurisdiction.
              - You can revert to your original view by clicking the  Circular Arrow  next to the  Modified  button in the top left corner of the screen.

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## Additional VAMS Functionality

### VAMS Downtime Procedures

VAMS is occasionally taken down for scheduled system maintenance. All VAMS functions are unavailable for all users during these scheduled downtimes. **You will be notified prior to scheduled system downtimes**.

All users should consider any processes they may need to complete prior to the downtime, such as:
              - Reviewing inventory requests
              - Downloading data reports
              - Viewing/printing vaccination certificates

**QUICK TIP:** If you need help with access to vaccination certificates, visit the quick reference guide, “Accessing Vaccination Certificates in VAMS”.

## User Access Support

Quick Tip: Some users may not be able to access VAMS and may request your help in gaining access. A quick reference guide on troubleshooting for user access is available with a list of solutions. Additional FAQs about accessing VAMS can be found on the “Getting Started in VAMS” page. You can also find support within VAMS by clicking the Help Link in the upper right corner of the navigation bar.

### Submit a Question to the VAMS Help Desk

              - From the  Help  page, click  Submit a Question.
              - Click  Submit a Case  and select  New Clinic Case.
              - When logged into the system, your name and email address will be prepopulated in your case.
              - Select the  C ategory  of your question (and  **S** **ubcategory** , if applicable), select your  J urisdiction ,  type the  S ubject  of your question, then type your  Q uestion  in the text box.
              - After clicking  Confirm , a message will appear on the screen confirming your question was sent.
              - Once you receive a response to your question, you can communicate back and forth with the support team by replying to the email.

**NOTE:** Do not edit the subject line of the email or the support team member who initially responded to your question will not receive it.

For additional support, complete the contact form for the VAMS Help Desk.

**Toll-Free Number** | +1 833-748-1979

**Email:**CARS_HelpDesk@cdc.gov

**Hours of Operation** | 8:00 AM – 8:00 PM EST | Monday – Friday

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December 15, 2023
National Center for Immunization and Respiratory Diseases

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