Skip directly to site content Skip directly to search


Español  Other Languages


Centers for Disease Control and Prevention. CDC twenty four seven. Saving Lives, Protecting People
 Search
		×
			Vaccines site
			Vaccines site
				All CDC
				Submit
			For a full list of topics:A-Z Index
			Advanced Search
		Advanced Search


COVID-19 Vaccination Reporting Systems








Documenting Vaccinations at Third-Party Clinics in VAMS						Print
																Related Pages
										On This Page
			Standard Workflow to Document VaccinationsBackdating Vaccination EventsRecord Past Vaccinations on Behalf of Another Healthcare ProfessionalBulk Upload Past VaccinationsTrack Vaccine Recipients’ Next-Dose EligibilitySearch, Edit, or Invalidate Past Vaccination Records
		
Standard Workflow to Document VaccinationsStep 1: Document Prevaccination Actions Are Complete**Roles:** Clinic Administrator and Healthcare Professional
Prevaccination actions will vary by clinic but can include things such as screening the recipient for contraindications, providing the Emergency Use Authorization (EUA) Fact Sheets, and acquiring authorization, if required. In third-party clinics, clinic administrators have access to recipient PHI (protected health information).
Click a **Recipient’s Name** in the **Recipient Management**table to access their recipient record. After accessing the recipient record from the **Recipient Management**tab, you will see an alert that indicates whether a recipient’s pre-vaccination actions are complete.
To update this response to indicate their pre-vaccination actions are complete, click **Edit Information**in the **Recipient Details** tab.
Enter a **Response**into the text box under**“Have the pre-vaccination actions been completed?”**, then click**Save**.
Step 2: Log Vaccine InformationOn the recipient record, click the **Vaccine Administration** tab.
Click **Log Vaccination**.
Select the vaccine(s) you want to administer as part of this appointment. Options include COVID-19 vaccine, Mpox vaccine, and routine vaccines. Click **Continue**.
If you selected **COVID-19 Vaccine**, select the **Dose** for this vaccination and click **Continue**.
If you selected **Mpox Vaccine**, select the **Dose** for this vaccination and click **Continue**.
If you selected a **Routine Vaccine**, select the **Dose** for this vaccination (if applicable) and click **Continue**.
Using the radio buttons, respond to the question shown on the next screen asking if the vaccine should be administered.
If you answer **No**, the recipient is ineligible for the vaccination at this time.
Select a **Reason** for the unsuccessful administration from the drop-down menu and click **Log Vaccination Attempt**.
If you answer **Yes**, additional fields will appear for you to continue the vaccination process for the vaccine(s) selected.
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.
Step 3: Select Vaccination Site, Date, and TimeAfter administering the vaccine, log the vaccination by selecting the administration **Site**,**Date**, and**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.
**Review**the vaccination details you entered on the previous page.
If everything is correct, click **Submit**in the bottom right corner of the page.
The next page will display a Vaccination Successful message. You can click **Back to Portal** to return to the homepage, or **View Recipient Record** to view the recipient’s details.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 Behalf of Another Healthcare Professional
On the **Recipient Management**tab, select **Record Past Vaccination(s),** then select **Record Individually within VAMS**. Click **Record Past Vaccinations**.
Search for the healthcare professional who administered the vaccine by name or email address. This can be your own name or 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 their name populates in the drop-down list, select it. Next click **Done**.
**NOTE:**In order to record a past vaccination for a recipient, that recipient must be listed on the Recipient Management or Other Recipient list at your clinic. Otherwise, the recipient will not appear on the **Choose Recipient**page.
If there is no record of the recipient completing Pre-vaccination actions within VAMS, you will receive an error message stating that a Pre-vaccination actions must be completed. If this occurs, exit the Vaccine Administration page and complete the necessary pre-vaccination actions before reattempting to log the vaccination.
Select the vaccines you want to administer as part of this appointment. Options include COVID-19 vaccine, Mpox vaccine, and routine vaccines. Click **Continue**.
If you selected **COVID-19 Vaccine**, select****the **Dose** for this vaccination and click **Continue**.
If you selected **Mpox Vaccine**, select the **Dose** for this vaccination and click **Continue**.
If you selected a **Routine Vaccine**, select the **Dose** for this vaccination and click **Continue**.
Using the radio buttons, respond to the question shown on the next screen asking if the vaccine should be administered.
If you answer **No**, the recipient is ineligible for the vaccination at this time.
Select a **Reason** for the unsuccessful administration from the drop-down menu and click **Log Vaccination Attempt**.
If you answer **Yes**, additional fields will appear for you to continue the vaccination process for the vaccine(s) selected.
Enter the **Vaccination Details**, following the same steps as the standard Log Vaccination process (reference Standard Workflow to Document Vaccinations earlier in this Quick Reference Guide).Bulk Upload Past Vaccinations
Healthcare professionals can bulk upload vaccinations that occurred at their clinic but were not recorded at the time of vaccination.
On the **Recipient Management**tab, click **Record Past Vaccination(s).**
Select **Import a Template for Bulk Vaccination**.
Select the **Type of Vaccine** for your bulk upload.
Click the **Bulk Vaccination Upload Template**hyperlink on the screen to download the latest version of the template.
Click the **Export Recipients button.**In the pop-up window, enter the **Date Range**and **Doses**required for recipient appointments that you want to export, then click **Export**.
Copy and paste the contents of the recipient export file into the **Bulk Vaccination Upload Template**. This template has the same first 11 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. Required fields are marked with an asterisk (*). Save the file as a CSV UTF-8 (comma delimited) (.csv) file. Upload the 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.**
To view your bulk upload, click the **Data 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.
**NOTE:**You can only bulk upload past vaccinations administered by healthcare professional already added to your clinic, for recipients already added to your clinic, using inventory already logged at your clinic.Track Vaccine Recipients’ Next-Dose Eligibility
Roles: Clinic Administrators and Healthcare Professionals
Navigate to the **Recipient Management**tab.
Review the recipient list.
Review the **COVID-19 Vaccine Status**column.
Review the **Follow-Up Vaccination Date**column. The recipient is eligible for their next dose of COVID-19 vaccine on the date in the **Follow-up Vaccination Date******column (this is only applicable for primary vaccine series, not for additional or booster doses). The vaccine data entered in the system determine the date the recipient is eligible to receive their next dose, but this will not prevent a recipient from receiving their vaccine before that date.Search, Edit, or Invalidate Past Vaccination Records
Search for Past Vaccination Records
On the **Recipient Management******or **Other Recipients** tab, select the **Name** of the recipient you want to review.
Once in the **Recipient Record**, navigate to the **Vaccine Administration**tab.
On this tab, you can view information on any vaccine(s) administered to the recipient.
Click the **View Record** link on the right side of the **Vaccines Administered** table for a detailed view of the administered vaccine.Edit Past Vaccination Records
To edit the vaccination record, click **Edit Record** on the recipient’s **Vaccination Record Details**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**.Invalidate Past Vaccination Records
In addition to editing the vaccination record, you can also invalidate vaccination records that were entered in error from the **Vaccination Records Details** page.
To invalidate a vaccination record, click **Invalidate Record** at the top of the **Vaccination Record Details**page.
Select a **Reason** for record invalidation from the drop-down menu, then click **Invalidate Record**.
**NOTE:**Recipients have one vaccination record for each dose received. You can only edit/invalidated vaccination records for doses administered 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
					Facebook
        Twitter
        LinkedIn
        Syndicate homeCOVID-19 Vaccination
Product Info by U.S. Vaccineplus icon
EUA
EUI
Interim Clinical Considerationsplus icon
Use of COVID-19 Vaccines in the U.S.
Use of COVID-19 Vaccines in the U.S.: Appendices
FAQs for the Interim Clinical Considerations
Myocarditis and Pericarditis Considerations
Clinical Care
Provider Requirements and Support
Vaccine Recipient Educationplus icon
Talking with Patients about COVID-19 Vaccination
How to Tailor COVID-19 Information to Your Audience
How to Address COVID-19 Vaccine Misinformation
Health Departments
Planning & Partnerships
6 Things to Know
Equity in Childhood COVID-19 Vaccination
COVID-19 Vaccine Data Systemsplus icon
Overviewplus icon
Vaccine IT Overview
Data Reporting Requirements
Vaccine Administration Management System (VAMS)plus icon
Getting Started in VAMS
General Public User
Resources for Jurisdictions, Clinics, and Organizations
VAMS Program Information
Vaccinate with Confidenceplus icon
What Is Vaccine Confidence?
Vaccine Confidence Strategies
Rapid Community Assessment Guide
COVID-19 Vaccine Confidence Data
12 COVID-19 Vaccination Strategies for Your Community
How to Engage the Arts to Build COVID-19 Vaccine Confidence
Strategies for Reaching People with Limited Access to COVID-19 Vaccines


About CDC
					Contact Us
					800-232-4636
 Facebook Twitter Instagram LinkedIn Youtube Pinterest Snapchat
 CONTACT CDC
				Contact Us
							Call 800-232-4636
							Email Us
			ABOUT CDC
				About CDC
							Jobs
							Funding
			POLICIES
				Accessibility
							External Links
							Privacy
							Policies
							No Fear Act
							FOIA
							OIG
							Nondiscrimination
							Vulnerability Disclosure Policy
			CONNECT WITH US
				Facebook
								Twitter
								Instagram
								LinkedIn
							Youtube
								Pinterest
								Snapchat
								Email
			LANGUAGES
				Español
							繁體中文
							Tiếng Việt
							한국어
							Tagalog
							Русский
							العربية
							Kreyòl Ayisyen
							Français
							Polski
							Português
							Italiano
							Deutsch
							日本語
							فارسی
							English


U.S. Department of Health & Human Services
			Accessibility
			External Links
			Privacy
			Policies
			No Fear Act
			FOIA
			Nondiscrimination
			OIG
			Vulnerability Disclosure Policy
			USA.gov


Exit Notification / Disclaimer Policy Close
 Links with this icon  indicate that you are leaving the CDC website. The Centers for Disease Control and Prevention (CDC) cannot attest to the accuracy of a non-federal website.
				Linking to a non-federal website does not constitute an endorsement by CDC or any of its employees of the sponsors or the information and products presented on the website.
				You will be subject to the destination website's privacy policy when you follow the link.
				CDC is not responsible for Section 508 compliance (accessibility) on other federal or private website. Website Disclaimers
 Cancel Continue