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COVID-19 Vaccination Reporting Systems








Vaccination Clinic Data Reports						Print
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			Vaccination Administration ReportScheduled Appointment ReportInventory- Vaccine Level ReportInteract with Report DataExport Report Data
		Available reports depend on both vaccination clinic type and a user’s assigned role(s). Depending on your vaccination clinic type/service, select clinic users will see up to four types of clinic data reports on the **Clinic Data** tab in VAMS. Reports available at standard and mobile vaccination clinics will include all four types:
Vaccination Administration,
Scheduled Appointments,
Inventory **–**Vaccine Level, and
Inventory – Audit.Third-party clinic reports will **not** include the **Scheduled Appointments** report as they do not use VAMS scheduling functionality.
Access to clinic data reports is also dependent upon a user’s assigned role(s) in VAMS. Due to personally identifiable information (PII) and protected health information (PHI) privacy restrictions, only users who have been assigned both the clinic administrator and healthcare professional roles in VAMS can access the Vaccination Administration Reports. Clinic administrators who have not been assigned the healthcare professional role in VAMS can access the **Scheduled Appointment Reports**, **Inventory – Vaccine Level Reports**, and the **Inventory – Audit Report**. User access for each report is noted below and in each section.
**Vaccination Administration Report:**Includes a range of data on vaccines administered at your clinic, including recipient information, vaccine administration dates, administering healthcare professional information, and vaccine information. For SLV/VFC Clinics, this report will also include provider ID, funding source, and funding eligibility. Accessible to users who have been assigned both the clinic administrator and healthcare professional roles in VAMS because it contains recipient PII and PHI.
**Scheduled Appointments Report:**Contains data on scheduled appointments at your clinic, including appointment date/time/status and recipient information. Accessible to clinic administrators at standard and mobile clinics only.
**Inventory – Vaccine Level Report:**Includes data on your clinic’s current inventory, including total doses remaining as well as doses remaining by manufacturer and product. For SLV/VFC Clinics, this report will also include inventory funding source. Accessible to all clinic administrators.
**Inventory – Audit Report:**Includes data on your clinic’s total inventory, including total number of doses added, total number of doses wasted, and total number of doses remaining. For SLV/VFC Clinics, this report will also include inventory funding source. Accessible to all clinic administrators.Access the Reports
You can access your clinic’s reports from the **Clinic Data** tab. Under each report header, click the **Time Frame** to view its data and visualizations.Vaccination Administration Report
Users include those with both clinic administrator and healthcare professional roles assigned in VAMS at all clinic types. This report includes the following data on vaccines administered at your clinic:
Clinic name
Appointment address
Recipient name (first, middle, last)
Recipient date of birth, gender
Recipient mailing address (state, city, street, etc.)
Recipient phone number, email address
Recipient demographic information (race, etc.)
VAMS System ID
Date of vaccine administration
Dose number (first, second, etc.)
Recipient insurance information (if applicable)
Administering healthcare professional name
Recipient record creation date/time
Vaccination record modification date/time
Vaccine information (CVX code, manufacturer, product, UoU, NDC, dose, lot number, and expiration date)
Vaccine status
Recipient insurance information (if applicable)
Provider ID (for SLV/VFC)
Funding source (for SLV/VFC)
Funding eligibility (for SLV/VFC)The **Vaccination Administration** Report can be filtered by date administered:
Today
Past 7 days
Past 30 daysTop of PageScheduled Appointment Report
Users include clinic administrators at standard and mobile clinics only. This report includes the following data on scheduled appointments at your clinic:
Appointment date
Appointment start time
Appointment status
Appointment address
Guardian name (first and last), email, and phone
Recipient name (first, middle, last)
Recipient date of birth
Recipient gender
Recipient mailing address (state, city, street, etc.)
Recipient phone number
Recipient email
Recipient demographic information (race, etc.)
Recipient dose information (first, second, etc.)
Vaccine name and source (received within or outside of VAMS)
Recipient insurance information (if applicable)The **Scheduled Appointment** Report can be filtered by scheduled start:
Today
Next 7 days
Next 30 days
Clinic Capacity**The**Clinic Capacity Report**allows you to view appointment availability based on the number of appointments that are currently booked at your clinic for a time frame you select; the default time frame is 60 days.
This report includes the following data on your clinic’s appointment capacity and utilization:
Total capacity
Total booked
Remaining available
Available capacity percentage
Dose breakdown**NOTE:** The **Scheduled Appointment** Report is not available for third-party clinics because they do not use VAMS scheduling functionality.Top of PageInventory – Vaccine Level Report
Users include clinic administrators at all clinic types. This report includes the following data on current clinic inventory:
Total manufacturers
Total doses remaining
Doses remaining by manufacturer and product
Vial expiration dates
Funding source (for SLV/VFC))**NOTE:** Inventory – Vaccine Level reports provide data on current inventory levels only.
Inventory – Audit Report
Users include clinic administrators at all clinic types. This report includes the following data on vaccines administered at your clinic:
Record Type
Total doses added
Total doses wasted
Total doses remaining
Reason for wastage
UoU Expiration Date
Funding source (for SLV/VFC)Top of PageInteract with Report Data
After selecting and viewing a clinic data report, you can interact with the data by filtering, sorting, and grouping them and creating charts within the different reports.
**Filter:** Filter data by clicking the **Filter**icon in the top right corner of the screen. You can filter vaccination administration and scheduled appointment reports by administration date and scheduled start date, respectively.
**Sort:** Sort data by clicking the **Arrow**on the right side of each column header within a report. From the drop-down, you can select how you want to sort the data in the report.
**Group:** Group data by clicking the **Arrow**on the right side of each column header****within a report. From the drop-down, you can select to group the report by the data in that column by selecting **Group Rows by This Field**.
**Charts:**Create charts to represent data by first grouping the data you want to transition into a chart.
After grouping your desired data (e.g., doses remaining by manufacturer), you can click **Add Chart** in the top right corner of the screen to create a chart. After your chart is created, you can change the chart type by clicking the **Gear**icon on the top right corner of the chart.Top of PageExport Report Data
Export clinic data reports in **Formatted**or**Details Only**views.
**Formatted** includes the report header, groupings, and filter settings and can only be exported in Excel (.xlsx) format.
**Details Only** includes only the detail rows.
**To export a report:**
From the **Clinic Data**tab, select the **Report** and **Time Frame** you want to view (e.g., **Vaccination Administration** report for the past 30 days).
Click **Export**in the top right corner of the screen.
Select your desired **Export View**(Formatted or Details Only).
If choosing a **Details Only**view, select the **File Type** from the **Format** drop-down menu (.xls or .csv) and select from the **Encoding Options** drop-down menu.
Click **Export**.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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