# Healthcare Professional Standard & Mobile Clinic User Manual

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**On This Page**

                - Your Role and Activities in VAMS
                - Getting Started in VAMS
                - Vaccine Administration
                - Testing Administration
                - Additional VAMS Functionality

## Your Role and Activities in VAMS

As a **Healthcare Professional (HP)**, you will use VAMS to:
              - Manage the vaccine administration process for recipients,
              - Cancel recipient appointments,
              - Review recipient information,
              - Log vaccination, and
              - View dates when recipients are eligible to receive their second dose of vaccine (if applicable)

Your role in VAMS is critical to making sure recipient vaccinations are successful. The VAMS Role and Activity Matrix below shows VAMS activities by role, including the activities that only you, as an HP, can perform in VAMS and some that you share with other users.

### VAMS Role and Activity Matrix

Other role-specific user manuals are available within “Resources for Jurisdictions, Clinics and Organizations ”. If you have questions about specific tasks in VAMS that are relevant to your role or other roles at your clinic, quick reference guides are also available on this page.

### Clinic Types in VAMS

In VAMS, clinics are assigned to a C**linic****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 Services and Clinic Types within VAMS, visit the Quick Reference Guide for Clinic Types.

## Getting Started in VAMS

Activate Your User AccountView and Manage Scheduled Appointments

### Activate Your User Account

You must activate an account in VAMS to use the system. After your clinic administrator enters your name and email address in VAMS, you will receive an email with a VAMS registration link.

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.

After creating your account, you will be immediately taken to the Clinic Portal home page in VAMS, where you will see a **Recipient Management** table.

### View and Manage Scheduled Appointments

As the clinic’s HP, you have the ability to view the clinic’s scheduled appointments and cancel recipient appointments, if needed. Review the information below to familiarize yourself with how to view appointments and cancel them.

#### View Scheduled Appointments

              - Once you access the Clinic Portal, the  Recipient Management tab  page will be your default home page and the page where you can view checked-in appointments at your clinic.                 - NOTE : You can also navigate to the  Recipient Details  page by clicking on a  Recipient’s Hyperlinked Name  in the  Recipient Management  tab. 
              - Expanding the  Drop-Down  menu in the  Recipient Management  table header will provide you with three list  views  that filter recipients listed in the table:                 - Today’s Checked-In Appointments  view will display your clinic’s appointments scheduled that day and is the default view.
                - Prior Checked-in Appointments  view will display all checked-in recipients, including that day’s and prior appointments.
                - Today’s Completed Appointments  view will display your clinic’s appointments that have been completed that day.
                - Specimen Collected  view will display all completed COVID-19 testing appointments ( this is only available at testing clinics). 
              - You can sort appointment data in the table by clicking the  Arrows  in the column headers, such as scheduled appointment start date/time, name, DOB, gender, and email address. You may also sort by the following columns:                 - Observation  (vaccination clinics only) – will indicate if the recipient has reported information in the Pre-Vaccination Questionnaire that is important to review prior to vaccination.
                - Vaccine name  (vaccination clinics only) – if the recipient has received a dose, this column will indicate which vaccine they received previously.
                - Source  (vaccination clinics only) – if the recipient has received a dose, this column will indicate if the dose was received at a clinic that does or does not use VAMS (e.g., VAMS, non-VAMS).
                - Test Type  (testing clinics only) – will indicate which test type the recipient is scheduled to receive (e.g., Diagnostic Lab Test – PCR [Molecular-PCR SARS-CoV2], Rapid Diagnostic Test [IDNow Rapid COVID-19 PCR], Rapid Antigen Test [BinaxNOW Rapid COVID-19 Antigen], or COVID-19 Antibody [SST]). 
              - You can also search for appointments by entering the  Recipient’s Name  or  Email Address  in the search bar at the top right of the appointments table. Note that you can search the recipient’s full name or just the beginning of their name. For example, you can find the appointment for a recipient named William Smith by searching for “Will.”
              - Standard and mobile clinic users can see a list view of  Today’s Completed Appointments . This list view can be found in the  Recipient Management  tab. The list will display completed vaccination appointment details, including scheduled start, recipient name, date of birth, gender, email, dose (vaccination clinics only), vaccine name (vaccination clinics only), observation (vaccination clinics only), test type (testing clinics only), and healthcare professional who administered the vaccine or test.

#### Cancel Appointments

              - From the  Recipient Management  tab, next to the recipient appointment you want to cancel, click  Cancel  in the  Cancel Appointment  column.                 - A screen with the appointment details will appear. 
              - Select a  Cancellation Reason  from the drop-down menu.
              - Click  Cancel Appointment  to cancel the appointment. Click  Keep Appointment  if you no longer want to cancel the appointment.
              - After clicking  Cancel Appointment , a cancellation confirmation message will appear. Click  OK  to return to the Clinic Portal home page.

**Recipient Appointments: Frequently Asked Questions**

## 

Healthcare professionals can cancel and modify recipient appointments. To cancel an appointment, click Cancel in the Cancel Appointment column next to the recipient appointment you want to cancel. To modify an appointment, click the applicable recipient’s name on the Recipient Management tab. In the Vaccine Selection and Appointment Selection sections of the Recipient Details screen (for vaccination clinics) or COVID-19: Testing Type & Log Specimen section (for testing clinics), you can click Edit and change the vaccines, doses, or test type you want to administer as part of this appointment.

After an appointment is cancelled, the recipient can schedule a new appointment.

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## Vaccine Administration

This section contains three steps you’ll follow to** log vaccine administration in VAMS****, as well as other actions****to log****vaccinations in VAMS****.**

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

Step 1: Access the Recipient’s RecordStep 2: Review the Recipient's RecordStep 3: Log VaccinationRecord Past Vaccination(s)Search For, Edit, and Invalidate Past Vaccinations

### Step 1: Access the Recipient’s Record

**You will need:**
              - Recipient’s name or email address

The first step in vaccine administration is accessing the recipient’s record. To access a recipient’s record, you must locate their appointment in VAMS.
              - On the  Recipient Management  tab, clicking the  Drop-Down Arrow  in the  Recipient Management  table header will provide you with different ways to view recipients. Choose one of the following options.                 - Today’s Checked-In Appointments  view will display your clinic’s appointments scheduled that day.
                - Prior Checked-in Appointments  view will display all checked-in recipients, including that day’s and prior appointments.
                - Today’s Completed Appointments  view will display your clinic’s appointments that have been completed that day. 
              - You can  sort  appointment data in the table by clicking the  Arrows  in the column headers.
              - You can also  search  for appointments by entering the  Recipient’s Name,  Email Address , or  Phone Number  in the search bar at the top right of the appointments table. Note that you can search the recipient’s full name or just the beginning of their name. For example, you can find the appointment for a recipient named William Smith by searching for “Will.”
              - To access the recipient’s record, click the  Recipient’s Name .

### Step 2: Review the Recipient’s Record

                - Recipient information (e.g., recipient’s name, age, gender)
                - Vaccine selection
                - Appointment Selection
                - Next dose (if applicable)
                - Notes (if applicable)
                - Alerts
                - Pre-Vaccination Questionnaire
                - Recipient details
                - Vaccine administration

                - Complete the Pre-Vaccination Questionnaire on behalf of the recipient

Reviewing a recipient’s record is a crucial step in deciding whether to administer the vaccine.
              - Recipient Information:  At the top of the recipient record you will find basic recipient information (e.g., name, birth date, and sex).
              - Vaccine Selection : This section details the vaccine(s) originally scheduled for this appointment. Here, you can select additional vaccines for the appointment and/or deselect vaccines as necessary.
              - Notes:  In the Notes section of the record, you can log information about the recipient that may be helpful to another HP in the future (e.g., recipient is nervous about needles).                 - To  log a note,  click  New Note  in the upper right corner of the page. A pop-up window will appear where you can add your note. Click  Save .  **A note about the Notes section:**                  - The name of the HP who created the note will be linked to the note.
                - If a recipient has a follow-up appointment with another HP at your clinic, notes will be visible to the HP.
                - If a recipient has a follow-up appointment at another clinic, notes will be visible to the HP at that clinic.
                - You can delete a note you have created by clicking the Drop-Down arrow next to the note in this table, then clicking  Delete . 
              - Alerts (if applicable):  Below the Notes section,  alerts  will appear if the recipient has reported information in their Pre-Vaccination Questionnaire that is important to review prior to vaccination or if they have not yet completed the questionnaire. If the recipient has not reported anything of note and has completed their Pre-Vaccination Questionnaire, no alert will be present.
              - Prior to administering the vaccine, you will be presented with  three tabs of information  for review, which contain the  Pre-Vaccination Questionnaire ,  Recipient Details  and the  Vaccine Administration  record.                 - Pre-Vaccination Questionnaire:  Information relevant to today’s appointment such as allergies, current medical treatment, recipient’s health status today, etc.                   - NOTE:  If the recipient has not yet completed their Pre-Vaccination Questionnaire, you will see a note here telling you the questionnaire is not complete and giving you options for recording the questionnaire. See the Pre-Vaccination Questionnaire section below for more information. 
                - Recipient Details:  Name, sex, VAMS System ID, mailing address, race and ethnicity, preferred method of communication (if provided), etc.
                - Vaccine Administration:  Record of vaccinations administered in VAMS,  Log Vaccination  button, and  View IIS Immunization Records  button, if applicable (if your jurisdiction has opted into the IIS Querying Functionality, you will have the ability to trigger a query from the IIS to retrieve a live IIS immunization record and forecast for a recipient).
                - NOTE:  If at an SLV/VFC Clinic, you will be presented with a fourth tab— **Deemed Consent** . For more information, visit the Clinic User SLV/VFC Quick Reference Guide. 

**Vaccine Recipient Records: Frequently Asked Questions**

## 

Only healthcare professionals with access to the Recipient Record can view notes in a patient’s record. This includes other healthcare professionals at your clinic with whom the recipient has a follow-up appointment and healthcare professionals at any other clinic where the recipient has an appointment.

No, healthcare professionals can only view recipient information once the recipient is checked in or if the recipient has received a vaccination previously in VAMS.

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#### Pre-Vaccination Questionnaire

If the recipient has not yet completed their Pre-Vaccination Questionnaire, you can walk them through the questions and answer the questionnaire with them or confirm that the Pre-Vaccination Questionnaire was completed outside of VAMS.
              - In the  Pre-Vaccination Questionnaire  tab in the recipient record, click  Start Pre-Vaccination Questionnaire in VAMS.  If the recipient completed the Pre-Vaccination Questionnaire outside of VAMS, click Record that  Pre-Vaccination Questionnaire was Completed Outside of VAMS  instead.
              - Discuss the questions with the recipient and   input their answers   for each question. If applicable, check the box next to  **Answer ‘No’ to All Questions**  to answer “no” to all questions in the Pre-Vaccination Questionnaire.
              - Confirm they have received the  EUA Fact Sheet(s) for Recipients and Caregivers  and that they have received a copy of the  Privacy Policy and Terms and Conditions.
              - Click  Submit.
              - You will then return to the recipient record, where you will receive confirmation of the completed Pre-Vaccination Questionnaire.

**NOTE:**As a healthcare professional you will be able to click **Edit Responses** to revise previously completed Pre-Vaccination Questionnaire responses. Healthcare professionals will also be able to complete a new Pre-Vaccination Questionnaire if a previous Pre-Vaccination Questionnaire was logged outside of VAMS. After completing their edits, healthcare professionals can click **Submit**to accept changes and return to the recipient record or click **Cancel**to revert changes and return to the recipient record.

**Pre-Vaccination Questionnaire: Frequently Asked Questions**

## 

No, the questions on the Pre-Vaccination Questionnaire are based on the CDC Pre-vaccination Checklist for COVID-19 Vaccines which is based on the U.S. Food and Drug Administration’s EUA (emergency use authorization) and recommendations from the Advisory Committee on Immunization Practice (ACIP). If you need to include additional questions, you will have to manage that process outside of VAMS.

Yes, the **clinic healthcare professional** can complete the Pre-Vaccination Questionnaire with the recipient during their appointment.

#### Query Recipient Immunization Records from the IIS (If Applicable)

**NOTE:** Your jurisdiction will need to be opted into the IIS Querying Functionality in order to have access to the **View IIS Immunization Records**button under the **Vaccine Administration**tab.
              - Navigate to the  Vaccine Administration  tab and click the  View IIS Immunization Records  button. This will trigger VAMS to query the jurisdiction IIS for any immunization records and forecast data that may be available in the IIS for the chosen recipient.                 - If a match is found in the IIS for your chosen recipient, you will see a  Recipient Demographic Information  section. Review the demographic information to ensure that the record matches your recipient.                   - If multiple matches are found during the query, VAMS will inform you that multiple matches were found for the recipient. You can update the recipient’s information in VAMS and re-query, for a more accurate IIS response.
                  - If there is no match found for your recipient during the query, VAMS will inform you that the patient record was not found, and it will direct you to contact your local jurisdiction immunization registry.
                  - If the chosen recipient has opted out from the IIS sharing their data with other providers, VAMS will notify you as such. 
                - The  IIS Immunization Records  section then provides a table list of the recipient’s IIS immunization record, with columns for Date Administered, Vaccine Type, Vaccine Product, Manufacturer, Dose Number, Lot Number, and Clinic Name.
                - The  IIS Recommended Immunizations  section then provides a table list of the recipient’s immunization forecast data (upcoming vaccines recommended for the recipient) based on immunization data stored for the recipient in the IIS. The table includes columns for Vaccine Type, Earliest Date (that a recipient can receive the vaccine), Recommended Date (for the recipient to receive the vaccine), and Past Due (for any vaccines that are past due for the recipient).
                - All data queried from the IIS is read-only (cannot be edited), and it shows up exactly as it was pulled from the IIS (VAMS does not censor or modify any data). This data is not stored in VAMS—it only appears each time the system queries the IIS. 

You can now advance to** Step 3: Log Vaccination**, but you should be prepared to review the recipient’s medical information and Pre-Vaccination Questionnaire answers prior to administering vaccine to confirm they are eligible to receive a vaccine.

### Step 3: Log Vaccination

You will Need:
              - The vaccine vial’s unit of use (UoU) information

**NOTE:**If you as a healthcare professional try to exit the log vaccination flow early, you will be alerted and asked if you would like to cancel vaccine administration or continue. If you cancel the administration, no data are saved in the system, including vaccine administration date, inventory recorded, or inventory wastage.

### Log Vaccine Information

              - On the recipient record, ensure the vaccine selection and appointment selection are correct.
              - 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  to update the selection or  Cancel  to revert to the original selection. On the  Vaccine Administration  tab in the recipient record, click  Log Vaccination.  On the  **Enter** **V** **accination** **D** **etails** page, respond to the question shown on the screen.                 - If you answer  No,  the recipient is ineligible for 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. 
                - 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 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**s creen, 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)  L ot  Number.
              - The expiration date will prepopulate and cannot be edited.

**Logging Vaccinations: Frequently Asked Questions**

## 

No, there are no electronic signatures in VAMS.

No, only users with the healthcare professional role can enter vaccination administration data.

Any individual with the healthcare professional role in VAMS can access a recipient’s record and log a vaccination event at their clinic. However, the healthcare professional who logs the vaccination will be the healthcare professional of record in all data reporting. A healthcare professional cannot assign a vaccination they log to another healthcare professional.

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### 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 additional 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.

### Tell the Recipient When They Can Get Their Next Dose of COVID-19 Vaccine (if applicable)

After clicking** Submit **on the final screen of the log vaccination flow, a new window appears notifying you when the recipient is eligible to receive their next dose of COVID-19 vaccine, if required for the vaccine product received.
              - The vaccine data entered in the system determine the date the recipient is eligible to receive their next dose and will not allow the recipient to book an appointment before that date.
              - If the recipient provided contact information, VAMS willsend a notification to the recipient that includes the date they are eligible to receive their next dose along with a link to schedule their next appointment on or after that date.
              - Inform the recipient they can access their vaccination certificate from the Recipient Portal. You can also view the vaccination certificate by clicking the hyperlinked text on the confirmation page, by accessing the recipient record, or by downloading the certificate as a PDF.
              - If no further doses are required, the pop-up window states all COVID-19 vaccine doses have been administered.
              - Click  Back to Portal  to return to the home page.

**NOTE:** VAMS will only send next-dose eligibility date notification to recipients receiving a COVID-19 vaccination.

#### 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. 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.

**NOTE:**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.

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

## 

VAMS sends vaccination event data back to each jurisdiction’s immunization information systems (IIS) for aggregation. There is no direct connection between VAMS and clinic EHRs. Clinic administrators should coordinate with their jurisdiction IIS for retrieving or capturing these data in a clinic EHR system.

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

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### Record Past Vaccination(s)

**You will need:**
              - Name or email address of the healthcare professional who administered the vaccination(s)
              - Recipient’s name
              - Vaccine manufacturer, product, and UoU (vaccine vial) information; vaccination site, date/time of administration

**QUICK TIP: **In addition to logging your own vaccinations, you can use VAMS to log vaccinations on behalf of other healthcare professionals at your clinic.
              - 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  Record Past Vaccinations
              - Search for the Healthcare Professional who administered the vaccine by entering their Name or Email A                 - Once you start typing, relevant Healthcare Professionals will populate below the search bar.
                - This can be your own email address if you are recording for yourself. 
              - Once you’ve found the correct Healthcare Professional, select their  N ame/ E mail  A ddress,  click  Search,  then click  Record Vaccination(s)  to access the  **Choose Recipient** **and**  **Enter Vaccination Details**
              - Search for the name of the recipient who received vaccine. When the name populates in the drop-down list,   select the  **N** ame .                  - 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  M anufacturer,  P roduct,  and  UoU  L ot  N umber  from the drop-down lists.                 - The expiration date will prepopulate and cannot be changed. 
              - Select the  V accination  S ite,  D ate , and   T ime,  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 of Vaccinations

Healthcare professionals at all clinic types can now bulk upload vaccinations that occurred at their clinic but were not recorded at the time of vaccination. NOTE: At this time Influenza vaccinations cannot be recorded via bulk upload in VAMS. To bulk upload vaccinations:
              - Navigate to the  Recipient Management  tab and click the  Record Past Vaccination(s)  button.
              - You will now see two options for recording past vaccination(s):  Record  I ndividually within VAMS  and  Import a  T emplate for  B ulk  Vaccination . Select  Import a  T emplate for  B ulk  V accination  to begin the vaccination upload process, then follow the steps below (which are also outlined on the screen in VAMS).

**NOTE:** You can only bulk upload vaccinations for recipients who have a scheduled, checked-in, or cancelled “no show” appointment.
              - Step 1:  Click the  **B** **lue** **H** **yperlink**  on the screen to download the  Bulk Vaccination Upload Template.
              - Step 2:  Click the  Export Recipients   In the pop-up window, enter the  D ate and  T ime  R ange  for recipient appointments that you want to export, then click  **E** **xport** .                 - 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 .
              - Step 3:  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.
              - Step 4:  Click the  Upload Files  link to upload the populated Bulk Vaccination Upload Template into VAMS.

To view your bulk upload, click the **Data Bulk Imports** tab. On the **Vaccination Import** list view, select the blue hyperlinked **Import ID** to view the import file and a results log, which you can download to view the upload status for each recipient.

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### Search For, Edit, and Invalidate Past Vaccinations

**You will need:**
              - Recipient’s email address or VAMS ID; or first name, last name, and date of birth.

#### Search for Past Recipient Vaccination Records

              - On the  Recipient Management  tab, select  Search Past Vaccinations  in the top right corner of the screen.
              - Enter either the recipient’s  **E** **mail** **A** **ddress**  or  **VAMS ID** , or their  **F** **irst** **N** **ame** ,  **L** **ast** **N** **ame** ,  and   **D** **ate of** **B** **irth** .
              - 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 Recipient Vaccination Records

              - To edit the vaccination record, 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 edits made to the record are reflected in the recipient’s account, including their vaccination certificate.

#### Invalidate Past Recipient Vaccination Records

In addition to editing the vaccination record, you can also invalidate vaccination records that were entered in error on the **Vaccination Records** page.
              - To invalidate a vaccination record, click  Invalidate Record  at the top of 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.

**NOTE:**
              - This feature searches for recipient vaccination records at your clinic only.
              - Recipients have one vaccination record for each dose received at your clinic.

## Testing Administration

This section contains three steps you’ll follow to log COVID-19 test administration in VAMS, as well as other actions to log COVID-19 tests in VAMS.

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

Step 1: Access the Recipient’s RecordStep 2: Review the Recipient’s RecordStep 3: Log COVID-19 Test

### Step 1: Access the Recipient’s Record

** ****You will need:**
              - Recipient’s name or email address

The first step in COVID-19 test administration is accessing the recipient’s record. To access a recipient’s record, you must locate their appointment in VAMS.
              - On the  Recipient Management  tab, clicking the  Drop-Down Arrow  in the  Recipient Management  table header will provide you with different ways to view recipients. Choose one of the following options.                 - Today’s Checked-In Appointments  view will display your clinic’s appointments scheduled that day.
                - Prior Checked-in Appointments  view will display all checked-in recipients, including that day’s and prior appointments.
                - Today’s Completed Appointments  view will display your clinic’s appointments that have been completed that day.
                - Specimen Collected  view will display all completed COVID-19 testing appointments . 
              - You can sort appointment data in the table by clicking the  Arrows  in the column headers.
              - You can also  search   for appointments by entering the   R ecipient’s  N ame,  E mail  A ddress , or   P hone  N umber  in the search bar at the top right of the appointments table. Note that you can search the recipient’s full name or just the beginning of their name. For example, you can find the appointment for a recipient named William Smith by searching for “Will.”
              - To access the recipient’s record, click the  R ecipient’s  N ame .

### Step 2: Review the Recipient’s Record

                - Recipient information (e.g., recipient’s name, age, gender)
                - COVID-19 Test type selection
                - Notes (if applicable)
                - Alerts
                - Pretesting Questionnaire
                - Recipient details

                - Complete or update the Pretesting Questionnaire on behalf of the recipient

Reviewing a recipient’s record is a crucial step in deciding whether to administer the test.
              - Recipient Information:  At the top of the recipient record you will find basic recipient information (e.g., name, birth date, and sex).
              - COVID-19  Testing Type & Log Specimen : This section details the COVID-19 test type originally scheduled for this appointment and is the section where you will record the test administration.
              - Notes:  In the  Notes  section of the record, you can log information about the recipient that may be helpful to another HP in the future (e.g., recipient is nervous about swabs).                 - To log a note, click  New Note  in the upper right corner of the page. A pop-up window will appear where you can add your note. Click  Save . 
              -  **A note about the Notes section:**                  - The name of the HP who created the note will be linked to the note.
                - If a recipient has a follow-up appointment with another HP at your clinic, notes will be visible to the HP.
                - If a recipient has a follow-up appointment at another clinic, notes will be visible to the HP at that clinic.
                - You can delete a note you have created by clicking the  Drop-Down  arrow next to the note in this table, then clicking  Delete . 
              - Alerts (if applicable):  Below the  Notes  section, alerts will appear if the recipient has reported information in their Pretesting Questionnaire that is important to review prior to their test or if they have not yet completed the questionnaire.
              - Prior to administering the COVID-19 test, you will be presented with two tabs of information for review, which contain the  Pretesting Questionnaire  and  Recipient Details .                 - Pretesting Questionnaire:  Information relevant to today’s appointment such as reason for COVID-19 test request, current signs/symptoms, recipient’s health status today, vaccination status,                   - NOTE:  If the recipient has not yet completed their Pretesting Questionnaire, you will see a note here telling you the questionnaire is not complete and giving you options for recording the questionnaire. 
                - Recipient Details:  Name, sex, VAMS System ID, mailing address, race and ethnicity, preferred method of communication (if provided), etc. 

You can now advance to** Step 3: Log COVID-19 test**, but you should be prepared to review the recipient’s medical information and Pretesting Questionnaire answers prior to administering the COVID-19 test to confirm they are eligible to receive a COVID-19 test.

### Step 3: Log COVID-19 Test

              - On the recipient record, in the  COVID-19 Testing Type & Log Specimen  section, click  Edit.
              - Use the radio buttons to select the  COVID-19 Test  that you are administering.
              - Use the drop-down to indicate the  Specimen Collection Source  (e.g., nasopharyngeal, sterile saline, anterior nares, dry swab [rapid only]).
              - Select the  Date  and  Time  for the COVID-19 test.
              - Enter the  Collector’s Initials .
              - Click  Save .

## Additional VAMS Functionality

This section will show you how to perform other tasks in VAMS that occur less frequently than the tasks described in this user manual, such as accessing VAMS support, or actions that will only apply to certain users, such as those who work at multiple clinics.

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

Access Multiple Clinics in VAMS
Access different clinics in VAMS if you work at multiple vaccination clinics.
VAMS Downtime Procedures
Review recommended activities leading up to and during scheduled VAMS.
User Access Support
Know how to find answers to frequently asked questions (FAQs) about VAMS and submit questions to the VAMS Help Desk.

### Access Multiple Clinics in VAMS

You may need to perform the same or different user roles at multiple clinics. After the clinic administrator at each clinic adds you as a user for their clinic, you can easily access multiple clinics after logging into VAMS.
              - From any page in VAMS, click the  Drop-Down Arrow  next to your name in the upper right corner to access the drop-down menu.
              - Click  Switch Portals.                  - If you have multi-portal access (i.e., you have access to more than one portal—Clinic Portal and Recipient Portal, for example) this will take you to the  Portal Selection  page. Click the  Clinic Portal  button, then you will see the  Clinic Selection  page.
                - If you only have multi-clinic access (i.e., you have a clinic role at more than one clinic but do not have access to another portal) clicking  Switch Portals  will take you straight to the  Clinic Selection  page. 
              - From the  Clinic Selection  page, choose which clinic you want to switch to by clicking the  Access Portal  button under the clinic name.

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

## 

                        - You must be added in VAMS as a recipient in order to schedule a vaccination appointment for yourself. 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 registered as a recipient, log into VAMS and you will see the portal selection page. Click Clinic Portal for your clinic staff duties or Recipient Portal to schedule your own appointment(s) as a recipient.

### VAMS Downtime Procedures

VAMS is occasionally taken down for scheduled system maintenance. All VAMS functions will be 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:
              - Completing Pre-Vaccination or Pretesting Questionnaires
              - 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 ”. 

**Clinics should consider these temporary processes so they can continue to administer vaccine successfully during downtimes:**
              - Review your upcoming appointments to see if your clinic has scheduled appointments during this time.
              - Print or otherwise document the names of recipients who have appointments during this time.
              - Print  CDC’s Pre-Vaccination Screening Checklist
              - Print  FDA’s Emergency Use Authorization Fact Sheets , if necessary:
              - Print  CDC’s Immunization Information System Data Requirement Form  to document the vaccine administration information so you can add it into VAMS when the system comes back online.
              - Make a plan to enter the data from these appointments in VAMS as soon as possible.                 - You can backdate vaccinations using the  Record Past Vaccination(s)  button on the  Recipient Management  tab .  You can record vaccinations you administered or record them on behalf of another healthcare professional. You can learn more about this functionality in  Vaccine Administration . 

**VAMS Downtime: Frequently Asked Questions**

## 

VAMS allows for healthcare professionals to backdate vaccinations, allowing vaccination to continue even if VAMS is unavailable. Healthcare professionals will need to document the following information from recipients during vaccination to enter in VAMS once the system is available again.

Information requested during vaccination:
                        - Vaccine information, including UoU (vial) barcode, manufacturer, product, and UoU (vial) lot number.
                        - Administration site (e.g., left deltoid).
                        - Vaccination outcome: successful or unsuccessful. If unsuccessful, was it possible to re-attempt vaccination?
                        - Whether wastage occurred. Note: Log waste if it did occur.

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### 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  Category  of your question (and  Subcategory , if applicable), select your  Jurisdiction,  type the  Subject  of your question, then type your  Question  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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