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COVID-19 Vaccination Reporting Systems








For Clinic Users: Clinics Offering School-Located Vaccines and Vaccines for Children						Español							Print
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										Clinics (excluding Third-Party) in VAMS can be set up to offer School-Located Vaccines (SLV) and Vaccines for Children (VFC) services.
Jurisdictions under VAMS can add SLV Clinics, where recipients may be eligible for VFC. The VFC Program works to provide vaccines to children whose parents or guardians may not be able to afford them, ensuring that all children have a better chance of getting their recommended vaccinations on schedule.Specifying and Viewing Funding Source(s) for VaccinationsSpecifying Vaccination Funding Source(s)
Inventory Managers and Clinic Administrators in SLV/VFC clinics can specify funding source(s) when logging vaccine inventory.
On the **Inventory** tab, click the **Manually Log Inventory** button.
A new field titled **Funding Source**will be present for SLV/VFC clinics. Select a **Funding Source** from the drop-down options:
Private Funds
Public
Public non-VFC
Public VFC
Only vaccine products associated with the specified funding source will be available for selection in the remaining **Log Vaccine Inventory** steps.
Once the **Log Vaccine Inventory** flow is completed, the clinic will have logged inventory that is associated to specific funding source(s). The vaccine inventory will then be available for use exclusively for vaccine recipients who are eligible for the same funding source.Healthcare Professionals in SLV/VFC clinics can specify funding source(s) and view associated vaccine products when logging vaccinations.
On the **Vaccine Administration**tab in the recipient record, click **Log Vaccination**.On the **Vaccinations Details** page, A new field titled **Funding Source**will be present for SLV/VFC clinics. Select a **Funding Source** from the drop-down options:
Private Funds
Public
Public non-VFC
Public VFCThe drop-down selections for the **Vaccine Type**, **Manufacturer**, and **Product** fields will only display values that match the funding source selection. Healthcare Professionals will only be able to log funded vaccine products for vaccine recipients who are eligible for the same funding source.
Select the recipient’s **Funding Eligibility** from the drop-down options:
Eligibility Not Determined/Unknown
Not VFC eligible
VFC eligible – Medicaid/Medicaid Managed Care
VFC eligible – Uninsured
VFC eligible – American Indian/Alaskan Native
VFC eligible – Federally Qualified Health Center Patient (under-insured)
VFC eligible – Medicaid HMO
Uninsured Adult
CHIP
317
Medicare
State Program Eligibility
FAMIS (State Specific – VA only)
**NOTE:**The system will decrement from inventory that is specific to the funding source for which the recipient was deemed eligible.Viewing Funding Information in Clinic Data Reports
Clinic Administrators in SLV/VFC clinics can view vaccine funding information in the **Vaccines Administration**and **Inventory** Reports.
The **Vaccine Administration**Report for an SLV/VFC clinic includes three new columns:
Provider ID
Identifies the provider ID numbers of the clinic users who administered vaccines within the clinic
Funding Source
Identifies the funding source specified for vaccines administered within the clinic
Funding Eligibility
Identifies the funding eligibility specified for vaccines administered within the clinic
The **Inventory (Vaccine Level and Audit)** Reports for an SLV/VFC clinic include one new column:
Funding Source
Identifies the funding source specified for vaccine inventory logged within the clinicRecipient Check-In at SLV/VFC ClinicsWhen checking in recipients at SLV/VFC clinics, Front Desk Users can update recipients’ pre-vaccination questionnaire, insurance information, funding eligibility, and consent verification.
Step 1: Complete Recipient Pre-Vaccination Questionnaire
Front Desk Users in SLV/VFC clinics can complete the recipient pre-vaccination questionnaire during the recipient check-in.
Choose a **Recipient** to check in to your clinic.
On the **Validate Recipient** screen, VAMS will indicate if the recipient has completed their pre-vaccination questionnaire. If the recipient has not yet completed the questionnaire, you will choose between one of three options below:
The recipient will log into their VAMS account or check their email to complete their pre-vaccination questionnaire.
The healthcare provider will complete the pre-vaccination questionnaire with the recipient at the beginning of the appointment.
Upload a pre-vaccination questionnaire completed outside of VAMS.
Start the pre-vaccination questionnaire in VAMS.
Select an option and click **Continue**.
If you select the first or second option, proceed with remaining **Recipient Check-In** steps.
If you select the third option, to upload a pre-vaccination questionnaire completed outside of VAMS, you will be taken to a page where you can upload file(s) for the completed pre-vaccination questionnaire.
Once you have uploaded the necessary file(s) (.jpg, .jpeg, .png, or .pdf format), click **Done**and then **Next** to proceed with remaining **Recipient Check-In** steps.
If you select the fourth option, to start the pre-vaccination questionnaire in VAMS, you will be taken to a page with the pre-vaccination questionnaire. Allow the recipient to fill out the pre-vaccination questionnaire on the screen.
Once the recipient has completed all the required fields and clicked **Continue**, they will be taken to a confirmation screen indicating that their responses have been recorded and prompting them to return the device to the clinic front desk. Confirm the recipient’s ID to proceed with remaining **Recipient Check-In** steps.Step 2: Collect Recipient Insurance Information and Identify Funding Eligibility
The insurance information and funding eligibility assigned to a recipient will inform the Clinic on how their administered vaccination(s) will be covered (i.e., recipient will be charged, vaccination will be fully funded, etc.)
Navigate to the **Insurance Information** section on the **Recipient Info** page and indicate whether the recipient has valid health insurance.
If the answer is **Yes**, fill out the **Insurance Provider**, **Group Number**, and **Policy Number** fields and upload files (jpg, jpeg, or png format) for the **Insurance Card**.
If the answer is **No**, proceed with remaining steps.
Select the recipient’s **Funding Eligibility Status** from the **Recipient Funding Eligibility**drop-down options:
Eligibility Not Determined/Unknown
Not VFC eligible
VFC eligible – Medicaid/Medicaid Managed Care
VFC eligible – Uninsured
VFC eligible – American Indian/Alaskan Native
VFC eligible – Federally Qualified Health Center Patient (under-insured)
VFC eligible – Medicaid HMO
Uninsured Adult
CHIP
317
Medicare
State Program Eligibility
FAMIS (State Specific – VA only)
**NOTE:** The funding eligibility will be stored and displayed on the Log Vaccination screen when the Healthcare Professional is recording a vaccination for the recipient. The Healthcare Professional has the ability to review and modify this information prior to logging the vaccination.Step 3: Confirm Recipient Consent
Indicate whether the recipient (or their representative/parent/guardian) have completed the pre-vaccination questionnaire and consent forms.
Proceed with remaining **Recipient Check-In** steps.Uploading Recipient Insurance Cards to VAMSFront Desk Users and Healthcare Professionals in SLV/VFC clinics can upload recipient insurance cards to VAMS for clinics to access when charging Recipients and Guest Recipients for Provided services. This can be done during the **Recipient Check In** process (See Recipient Check-In at SLV/VFC Clinics) or when adding a new recipient/editing an existing recipient’s information:
Within the **Insurance Information** section of both the **Add New Recipient**flow and **Edit Existing Recipient** **Information** flow, there will be an option to upload images of a recipient’s insurance card.
Click **Upload Files** under the **Upload Vaccination Card** field and select the file (jpg, jpeg, or png format) you’d like to upload. Alternatively, drag and drop your desired file into the **Drop Files** space under the **Upload Vaccination Card** header.
Once uploaded, the recipient’s insurance card can be accessed by the Clinic User who is charging the recipient for a provided service.Completing/Uploading Deemed Consent Form in VAMSHealthcare Professionals can ensure that a recipient’s deemed consent form(s) are complete by navigating to **Deemed Consent** tab within the recipient record. There, they can select one of two options:
Complete deemed consent forms in VAMS
This option allows the recipient to complete their deemed consent form(s) right then, with a device provided by the Healthcare Professional.
Upload a completed deemed consent form
This option allows the Healthcare Professional to upload files (.jpg, .jpeg, .png, or .pdf format) for deemed consent forms that were completed outside of VAMS, on a physical form.
VAMS Help Desk Contact InformationFor 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 – FridayTop of Page
							
					
							Last Reviewed:  December 15, 2023						Source: 	National Center for Immunization and Respiratory Diseases
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