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COVID-19 Vaccination Reporting Systems








Document Vaccinations at Standard and Mobile Clinics in VAMS						Print
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			Standard Workflow to Document VaccinationsSelect Vaccination Site, Date, and TimeRecord Past Vaccinations on Behalf of Another Healthcare ProfessionalBulk Upload Past VaccinationsSearch for, Edit, and Invalidate Past Vaccination Records
Standard Workflow to Document Vaccinations
Log Vaccine Information
Navigate to the **Recipient Record** on the **Recipient Management** tab.
In the **Vaccine Selection** section, the system will display the vaccine the recipient is scheduled to receive. Click **Edit** to modify the selection of vaccines you want to administer as part of this appointment. Select additional vaccines and/or deselect vaccines as necessary. Click **Save**.
Click the **Vaccine Administration** tab.
Click the **Log Vaccination** button.
Respond to the question shown on the screen asking if the vaccine should be administered.
If you answer **No**, the recipient is ineligible for the vaccination at this time. You will be taken to a screen that says, “Because the vaccine was not able to be administered, a reschedule prompt has been sent to the recipient’s email.”
Select a **Reason** for the unsuccessful administration from the drop-down menu and click **Log Vaccination Attempt**. You can also click **Reattempt Vaccination**to return to the previous screen.
If you answer **Yes**, additional fields will appear for you to enter vaccine details.
If there isn’t a record of the recipient completing the Pre-vaccination Questionnaire, the system will ask if the questionnaire was completed on a physical form or a system external to VAMS. Answer **Yes** or **No**.
If you answer **Yes**, you can proceed to enter vaccine details.If you answer **No**, you will be taken to a page where you can select one of the following ways to proceed:
**Start Pre-Vaccination Questionnaire in VAMS**
This option allows the recipient to complete the Pre-Vaccination Questionnaire on a device provided by the Healthcare Professional.
**Record the Pre-Vaccination Questionnaire Was Completed Outside of VAMS**
This option allows the Healthcare Professional to record that the recipient completed a Pre-Vaccination Questionnaire in a physical form for the appointment.Enter Vaccination Details
**NOTE:**If the recipient has been scheduled for a multi-vaccine appointment, you can click **Skip**on any vaccine that did not end up being administered to the recipient during the appointment, for any reason.
Clicking **Skip**will take you to the next vaccine in the appointment, where you can proceed with remaining vaccines, if applicable.
Any vaccines indicated as **Skipped** will not show up on the **Review Vaccination Details** screen, and no records will be kept for those vaccines.
For SLV/VFC Clinics:
Select a **Funding Source** from the drop-down menu.
**NOTE:** The 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 menu.
Select the **Manufacturer**from the drop-down menu.
**NOTE**: Based on vaccine inventory data already logged in the system, the drop-down selections for the next two fields will be dependent upon the manufacturer you selected.
Select a **Product**from the drop-down menu.
Select a **UoU (vial) Lot Number**.
The expiration date will prepopulate and cannot be edited.
Select Vaccination Site, Date, and Time
Once you’ve administered vaccine, under the vaccine details drop-down menus, there are fields to****select the**Vaccine Administration Site**(e.g., left deltoid) and fields to enter the**Vaccination Date**and **Vaccination Time.**
**NOTE:** The Vaccination Date will default to the day and time of entry, but you can backdate a vaccination event by selecting a previous date and time.
Select the**Vaccination Administration Site.**
Select the**Vaccination Administration Date.**
Select the**Vaccination Administration Time.**
Indicate if any****inventory was wasted****during the appointment.
If you select**Yes,**you will see additional fields to detail the inventory that was wasted (e.g., vial, reason, number of doses wasted).
If you select**No,**you will not see additional fields relating to wasted inventory.
After logging wasted inventory (if necessary), click**Log Vaccine**in the bottom right of the screen.
**NOTE**: If the recipient was scheduled for a co-administration appointment there will be another section to enter vaccination details for the second vaccination.
Review the vaccination details****you entered on the previous page. If everything is correct, click**Submit**in the bottom right corner of the page.
Backdating Vaccination Events
If you are not able to log vaccine administration at the time of vaccination (e.g., due to loss of internet connectivity), you can use the vaccination **Date**and **Time** fields to backdate vaccinations.
**NOTE:** VAMS will identify the individual who logs the vaccine in VAMS as the same person who also administered the vaccine. If you want to log a past vaccination on behalf of another healthcare professional, the next section will give you detailed instructions on how to do so.
You cannot use these fields to log future dates.
If you are logging multiple past vaccination events for one recipient, you must log the patient’s first dose of vaccine received before entering the second dose of vaccine.
Record Past Vaccinations
On the **Recipient Management** tab, select **Record Past Vaccination(s) in the top right corner of the screen.**
Select **Record Individually within VAMS**and click the **Record Past Vaccinations button**.
Search for the healthcare professional who administered the vaccine by name or email address. This can be your own email address if you are recording for yourself.
Once you’ve found the correct healthcare professional, select their **Name/Email Address**, click **Search**, then click **Record Vaccination(s)** to access the **Choose Recipient and Enter Vaccination Details** page.
Search for the name of the recipient who received vaccine. When the name populates in the drop-down list, select the **Name**. Click **Continue**.
Reminder: In order to record a past vaccination for a recipient, that recipient must be checked in at your clinic. The recipient will not appear in the **Choose Recipient** page if they are not checked in at your clinic.Answer any Pre-Vaccination questions.
For SLV/VFC clinics:
Select a **Funding Source** from the drop-down menu.
**NOTE:** The 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 menu.
Select the**Manufacturer, Product,**and**UoU Lot Number**from the drop-down lists.
The expiration date will prepopulate and cannot be changed.
Select the vaccination **Site**, **Date**, and **Time**, then click **Done**.
After advancing to the **Successful Vaccination** page, you can either return to the **Recipient Management** tab by clicking **View Portal**or record additional past vaccinations by clicking**Record Additional Vaccinations.**
Bulk Upload Past Vaccinations
Healthcare professionals can bulk upload vaccinations that occurred at their clinic but were not recorded at the time of vaccination.
Download and Prepare Bulk Upload Template File for Offline Vaccination Administration Data
On the **Recipient Management**tab, click **Record Past Vaccination(s)**.
Select **Import a Template for Bulk Vaccination**.
Click the **Bulk Vaccination Upload Template**hyperlink on the screen to download the latest version of the template.
Click the **Export Recipients** In the pop-up window, enter the **Date Range** for recipient appointments that you want to export.
**NOTE:**You can only bulk upload vaccinations for recipients who have a scheduled, checked-in, or cancelled “no show” appointment.
In addition to your date and time range, you can also refine your recipient export by vaccine dose and manufacturer. To export all recipients in your range regardless of dose and manufacturer, select **All Doses** and ensure all manufacturer checkboxes are selected. As a reminder, VAMS exports recipients based on if they were added to your clinic within your date and time range, not the recipient’s next dose eligibility date. Keep in mind that this may result in inadvertently exporting recipients who already received one dose of vaccine but are not yet eligible for their second dose.**Doses**
For COVID-19 Vaccines:
To export all recipients in your range, select **All Doses**.
To export a list of recipients who need their first dose of vaccine, select **1st Dose**.
To export recipients who need their second dose of vaccine, select **2nd Dose**.
To export recipients who need their third dose of vaccine, select **3rd Dose**.
To export recipients who need an additional dose of vaccine, select **Additional Dose**.
To export minor recipients (aged 5-11) who need their first dose of pediatric vaccine, select **1st Dose Pediatric Vaccine (5-11)**.
To export minor recipients (aged 5-11) who need their second dose of pediatric vaccine, select **2nd Dose Pediatric Vaccine (5-11)**.
To export minor recipients (aged 5-11) who need their third dose of pediatric vaccine, select **3rd Dose Pediatric Vaccine (5-11)**.
To export minor recipients (aged 5-11) who need an additional dose of pediatric vaccine, select **Additional Dose Pediatric Vaccine (5-11)**.
To export minor recipients (aged 6 months-4 years) who need their first dose of pediatric vaccine, select **1st Dose Pediatric Vaccine (6 months to 4 years)**.
To export minor recipients (aged 6 months- 4 years) who need their second dose of pediatric vaccine, select **2nd Dose Pediatric Vaccine (6 months to 4 years)**.
To export minor recipients (aged 6 months- 4 years) who need their third dose of pediatric vaccine, select **3rd Dose Pediatric Vaccine (6 months to 4 years)**.
To export minor recipients (aged 6 months- 4 years) who need an additional dose of pediatric vaccine, select **Additional Dose Pediatric Vaccine (6 months to 4 years)**.
For Mpox Vaccines:
To export all recipients in your range, select **All Doses**.
To export a list of recipients who need their first dose of vaccine, select **1st Dose**.
To export recipients who need their second dose of vaccine, select **2nd Dose**.
For MMR Vaccines:
To export all recipients in your range, select **All Doses**.
To export a list of recipients who need their first dose of vaccine, select **1st Dose**.
To export recipients who need their second dose of vaccine, select **2nd Dose**.
To export recipients who need their third dose of vaccine, select **3rd Dose**.
For Polio Vaccines:
To export all recipients in your range, select **All Doses**.
To export a list of recipients who need their first dose of vaccine, select **1st Dose**.
To export recipients who need their second dose of vaccine, select **2nd Dose**.
To export recipients who need their third dose of vaccine, select **3rd Dose**.
To export recipients who need their fourth dose of vaccine, select **4th Dose**.
To export recipients who need their booster dose of vaccine, select **Booster Dose**.
**Manufacturer**
To export recipients who need a second dose or higher of vaccine of a specific manufacturer, use the checkboxes below**Manufacturer**to select which manufacturer(s) you want to include in your export. For example, selecting Moderna will refine your export to only include recipients who have already received one dose of Moderna and were added to your clinic within the specified range.
By default, all manufacturer checkboxes are selected. This will export all recipients within your range and dose criteria regardless of manufacturer.
Click **Export**.Copy and paste the contents of the recipient export file into the **Bulk Vaccination Upload Template**. This template has the same first few columns as the export template to allow for a simple copy and paste of these data.
In the remaining columns of the bulk upload template, use the cell drop-down options and enter data to complete the recipients’ vaccination records. Save the file as a CSV UTF-8 (comma delimited) (.csv) file. Upload Populated Bulk Vaccination Upload Template.
On the **Record Past Vaccination(s)**page, click the **Upload Files** link to upload the populated Bulk Vaccination Upload Template****into VAMS. VAMS will send an email notification when the upload is complete.
To view your bulk upload, click the **Imports** tab.
On the **Vaccination Import** list view, select the hyperlinked **Import ID** to view the import file and a results log, which you can download to view the upload status for each recipient vaccination record.
Search for, Edit, and Invalidate Past Vaccination Records
Search For Past Vaccination Records
On the **Recipient Management** tab, select **Search Past Vaccinations**.
Enter either the recipient’s **Email Address** or **VAMS ID**, or their **First Name**, **Last Name**, and **Date of Birth**.
Click **Search**.
Scroll down to view your search results. After locating your desired recipient, click **View Record** in the Action column to view the recipient’s vaccination record.Edit Past Vaccination Records
Click **Edit Record** on the recipient’s **Vaccination Record**page.
Update any information you need to edit, then select a **Reason** for record update from the drop-down menu in the pop-up window and click **Save**.
Any applicable edits made to the record are reflected in the recipient’s account, including their vaccination certificate.Invalidate Past Vaccination Records
Click **Invalidate Record** on the **Vaccination Record**page.
Select a **Reason** for record invalidation from the drop-down menu, then click **Yes** to confirm you want to invalidate the record.Key Considerations:
This feature searches for recipient vaccination records at your clinic only.
Recipients have one vaccination record for each dose received at your clinic.
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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