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Healthcare Professional Third-Party Clinic
User Manual
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VAMS Healthcare Professional Third-Party Clinic User Manual

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Third-Party Clinic Healthcare Professional User Manual

User Manual
Healthcare Professional
Third-Party Clinic
v2 | rev Apr 08 2021
User Manual

Table of Contents

Title Page
Introduction
• Welcome to VAMS ____________________________________________________________
• About Third-Party Clinics in VAMS________________________________________________
• Your Role and Activities in VAMS_________________________________________________
• User Manual Guidance _________________________________________________________
• Navigating VAMS _____________________________________________________________
• Getting Started in VAMS - Activate Your User Account________________________________
Section 1 | Add Recipients in VAMS____________________________________ 8
• Add Recipients One At A Time___________________________________________________
• Bulk Upload Recipients________________________________________________________
• Other Recipients______________________________________________________________
• Export Recipients_____________________________________________________________
Section 2 | Vaccine Administration ____________________________________
• Document Completion of Prevaccination Actions__________________________________
10
10
13
14
15
16
2
3
4
5
6
7
• Log Vaccination_______________________________________________________________
• Track Vaccine Recipients’ Next-Dose Eligibility______________________________________
• Record Past Vaccinations_______________________________________________________
• Search for Past Vaccination Records ______________________________________________
17
20
21
22
Section 3 | Additional VAMS Functionality ______________________________ 23
• Access Multiple Clinics in VAMS __________________________________________________
• Access Support_______________________________________________________________
• VAMS Downtime Procedures____________________________________________________
24
25
26
Glossary of Terms ___________________________________________________ 27
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User Manual

Welcome to VAMS

The Vaccine Administration Management System (VAMS) is an easy-to-use, secure, online tool to manage vaccine administration from the time the vaccine arrives at a clinic to when it is administered to a recipient. VAMS is free for public-health-approved clinics, and can be used on computers, tablets, and other mobile devices. It is not a smartphone app, and no installation or download is required for this web-based platform. It supports operations as well as vaccine inventory and administration data collection and tracking for analysis and reporting.
VAMS Portals | Each of the four portals were designed with end users in mind.
Jurisdiction Portal users can use VAMS to:
• Designate specific organizations that serve priority groups (including volunteers) for initial allocation.
Jurisdiction
Portal
• Identify at-risk populations that are a high priority for vaccination.
• Build a database of COVID-19 vaccination clinics in their jurisdiction.
• Access COVID-19 vaccine inventory and administration data for analysis and reporting.
Clinic Portal
Organization
Portal
Recipient
Portal
Clinic Portal users can use VAMS to:
• Register their clinic location and add clinic staff as users.
• Set up their clinic schedule with ability to cancel, modify, and/or change recipient
appointments
(standard and mobile clinics only).
• Document and track COVID-19 vaccine administration and waste.
• Monitor vaccine inventory levels.
• View clinic-level reports.
*
Organization
Portal users can use VAMS to:
• Add priority group members to VAMS to be considered for COVID-19 vaccination.
• Automatically send email notifications to those individuals to register in VAMS and
schedule their vaccination appointment(s).
**
Recipient Portal users
who receive vaccine at a standard or mobile clinic and can use
VAMS to:
• Register their account online or using a mobile device.
• Locate a clinic and schedule or cancel vaccination appointments.
• Receive notifications about upcoming appointments or documents for the day of
vaccination.
• Schedule and track follow-up vaccination appointments
(if applicable).
• Receive proof of vaccination.
NOTE: Vaccine recipients at third-party clinics will not use VAMS at all.
*
”Organization” refers to any institution, association, company, or other group that identifies and adds members (individuals eligible for COVID-19
vaccine) in VAMS.
**
To use VAMS, vaccine recipients must have an email address, internet access, and the ability to navigate the system or have someone assist them.
Introduction | Return to Table of Contents
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User Manual

About Third-Party Clinics

Third-party clinics in VAMS are denoted as clinics responsible for both adding and managing recipient records as well as administering and tracking recipient vaccination in VAMS.
In VAMS, Third-party Clinics:
• Are not publicly searchable and only administer vaccine to select recipients added by the clinic.
• Do not allow for scheduling of appointments as recipients do not self-register or self-schedule
appointments in VAMS.
Outside of VAMS, third-party clinic staff must establish local processes for activities such as:
• Managing the schedule for the clinic and recipient vaccinations
• Confirming prevaccination actions are complete
• Notifying recipients they are eligible for vaccination at the clinic
• Notifying recipients when they are eligible to receive their next dose of vaccine (if recipients do not elect
to receive communications from VAMS)
Third-Party Clinic Users:
• Include the clinic administrator, healthcare professional, and inventory manager roles. Since the clinic administrator can manage inventory in VAMS, you are not required to fill the inventory manager role but we recommend it.
• Does not include a front desk role because recipients will not be checked in to VAMS.
Introduction | Return to Table of Contents
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Serve as the clinic point of contact (POC) for your jurisdiction.
(Typically, the clinic administrator serves as the clinic POC.)
Manage clinic information (e.g., shipping address).
Manage (add, edit, remove) VAMS clinic users.
Manage clinic COVID-19 vaccine inventory (place and track inventory requests; log and reduce inventory).
Add vaccine recipients and their information in VAMS.
Document in recipient records that Prevaccination Actions have been completed and edit recipient details (if necessary).
Search for, edit, or invalidate recipient vaccination records.
Track recipients’ next

Introduction

User Manual
Your Role and Activities in VAMS
Your role in VAMS is critical to making sure recipient vaccinations are successful.
As the healthcare professional, you or the clinic administrator will serve as the third party for vaccine recipients who cannot activate an account or record their medical history in VAMS.
As a healthcare professional (HP), you will use VAMS to manage the COVID-19 vaccine administration process for recipients. In VAMS, you can review recipient information, log vaccination, and view/track dates when recipients are eligible to receive their second dose of vaccine (if applicable).
The table below illustrates the activities that only you, as the HP, can perform in VAMS and some that you share with other users.
Activity in VAMS
Administer and log vaccination (vaccine information, outcome, and waste if applicable).
-dose eligibility (if applicable).
Quick Tip: Standard and mobile clinics operate differently than third-party clinics. As such, standard and
mobile clinics have different role requirements and permissions. For information and instructions specific to the role of a standard and mobile clinic healthcare professional, please visit CDC’s
Reporting Data Systems
site to access the standard and mobile clinic user manuals.
Healthcare
Professional
Clinic
Administrator
COVID-19 Vaccination
Inventory
Manager
(optional)
Introduction | Return to Table of Contents
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User Manual

Third-Party Clinic Healthcare Professional User Manual

This user manual is designed for you.
This manual describes your role and activities (often referred to as “tasks” in this user manual) in VAMS. Detailed instructions on how to perform your tasks are included in each section. This manual also includes an overview of other VAMS user roles and responsibilities to provide context on how you will work with other users in the system.
How to Use this User Manual
Throughout this user manual, you will see the following components.
Component
NOTE:
Quick Tip: Quick Tips are good-to-know pieces of information and tips for getting the most out of VAMS.
Arrows Arrows indicate action items (e.g., “Click the button”).
• Bullets
Bright blue hyperlinks
Gray hyperlinks
Dark blue hyperlinks
Description
Notes are need-to-know pieces of information you should be aware of.
Circular bullets indicate information about steps in a process that don’t require action (e.g., “A pop-up window will appear”).
Bright blue hyperlinks link to external pages (e.g., https://vams.cdc.gov/vaccineportal/s/vams-
non-recipient-login).
Gray hyperlinks in the footer link to section dividers and to this manual’s table of contents (e.g., “Return to Table of Contents” links in the page footers).
Dark blue hyperlinks link to other pages in this manual (e.g., Step 1: Activate Your Account in VAMS).
Buttons like the one pictured also link to other pages in this user manual.
A Note About Privacy
To receive COVID-19 vaccine, vaccine recipients must enter data that are considered personally identifiable information (PII) and protected health information (PHI). PII is any data that could potentially identify a specific individual. PHI is information, including demographic information, that relates to the individual’s past, present, or future physical or mental health or condition. VAMS complies with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) privacy and security rules. For more information about HIPAA, visit https://www.cdc.gov/phlp/publications/topic/hipaa.html.
Introduction | Return to Table of Contents
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User Manual

Navigating VAMS

Quick Tip: VAMS works best in the Google Chrome browser but can be accessed via any browser except
Internet Explorer. VAMS also works on mobile browsers.
To access VAMS once registered, visit the landing page (
https://vams.cdc.gov/vaccineportal/s/vams-non-recipient-login)
and log in with your user name and password (see the next page for how to activate your VAMS account).
The components listed below are in VAMS to help you navigate the system.
Header/Banner
• The VAMS logo takes you to your portal’s
home page.
• The Help link takes you to a list of
frequently asked questions (FAQs) that will help you navigate the system.
• The drop-down menu located next to your name in the upper right corner of the page allows you to:
o Set your preferred method of contact (email or SMS) for receiving temporary codes for multi-factor
authentication login by clicking My Profile.
o Access another clinic or portal by clicking Switch Portals. See Access Multiple Clinics for additional
information.
o Log out of the system by clicking Logout.
Buttons
Buttons like those shown on the right allow you to start, advance, and complete tasks.
Tabs
Click tabs on a page to move between pages or page sections. The tab you are currently viewing will be underlined and bolded. Tabs not being viewed will be grayed out.
Tables
Tables allow users to sort or filter information previously entered in VAMS. You can view entry details by clicking the links in each row.
Introduction | Return to Table of Contents
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User Manual

Activate Your VAMS Account

What you’ll need to complete this process
• Access to the internet
• Access to your email account
• Registration email from vams@cdc.gov
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.
Search your inbox for an email from vams@cdc.gov.
Quick Tip: If this email is not in your inbox, you may need to check
your junk or spam mail folders. If you still cannot find the email, contact your clinic administrator.
Click the registration link in the email. This takes you to the account
creation page in VAMS.
NOTE: The registration link in your email is for your
registration only and cannot be used to register anyone else. Please do not forward it to anyone as the link will not work for them.
Verify your email address (the email address where you
received the original VAMS invitation will be prepopulated). Your email address will be your user name when logging in to VAMS.
Create and verify your password.
Check your email account for a verification code that will be
sent to you immediately after clicking the registration link in your email from vams@cdc.gov. Enter the verification code.
Read the terms and conditions and check the box saying
you agree.
Click Create Account.
NOTE: Every time you log into VAMS, you must verify your identity
by entering your password, and a number you receive via email or SMS, depending on the preferred contact method you choose (two-factor authentication process). After five log-in attempt failures, you will be locked out of the system for one hour.
After creating your account, you will be immediately taken to your clinic’s home page, where you will see the Manage Recipients table.
Introduction | Return to Table of Contents
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Section 1
Manage Recipients in VAMS
This section will show you how to add and manage recipients in VAMS.
The boxes below are clickable links to the corresponding pages in this user manual.
Adding Recipients
User Manual
Add Recipients One at a Time
Bulk Upload Recipients
Other Recipients
Managing Recipients
Document Prevaccination
Actions
Track Next-Dose Eligibility
(if applicable)
Manually add recipients in VAMS one at a time.
Fill in the most recent version of the Recipient Import Template to bulk upload multiple recipients in VAMS.
Use the search feature on the Other Recipients tab to search for recipients who have already been added in VAMS. If desired, add them to your clinic to receive vaccination.
Both the clinic administrator and the healthcare professional at a third-party clinic can document the completion of Prevaccination Actions.
Both the clinic administrator and the healthcare professional at a third-party clinic can track next-dose eligibility.
Export Recipients
Remove Recipients
Section 1 | Return to Table of Contents
Export recipient data from your clinic and download the file to your device.
Remove recipient records from your clinic.
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User Manual

Add Recipients in VAMS

Since vaccine recipients will not be creating their own account and entering their information in VAMS, they will need to be added in VAMS by a clinic administrator or healthcare professional.
You will need the following information about the recipient to add them in VAMS:
• First and Last Name
• External System ID (optional). You can use this field to capture existing patient IDs, if applicable. When
entered, clinic administrators and healthcare professionals can then search for recipients by their External System ID.
• Gender
• Date of Birth
• Ethnicity
• Race
• Home Address
• Contact Information (optional). A recipient’s email address, home phone number, and/or cell phone
number as well as their preferred method of contact can be added in VAMS. If SMS is selected as the preferred contact method, VAMS will send the recipient a verification code via SMS. You must enter this code to continue adding the recipient. You can also add contact information to an existing third-party recipient’s record in VAMS. Third-party recipients who provide an email address or phone number and elect to receive communications from VAMS will receive follow-up communications from VAMS via their preferred contact method (e.g., communications about reporting adverse events and reminders for next­dose eligibility).
• Whether the prevaccination actions have been completed. Prevaccination actions include screening
the recipient for contraindications, providing the Emergency Use Authorization (EUA) Fact Sheet or a Vaccine Information Statement (VIS) depending on the vaccine product(s) available to the recipient, and acquiring authorization, if required. If the prevaccination actions have not been completed, you or the healthcare professional can edit this response at any time after the recipient has been added in VAMS.
• Insurance information (optional)
Notes about adding recipients in VAMS:
• An auto-generated number called a VAMS ID will be created for each recipient added in VAMS. These
system-generated IDs are not editable and are assigned to all existing and future recipients upon record creation. VAMS IDs are searchable on the Manage Recipients and Other Recipients tabs and will appear on recipients’ vaccination certificates.
• The system will perform a duplication check when recipients are added to a third-party clinic, regardless
whether they are added individually or via bulk upload. The duplication check will review first and last name, date of birth (DOB), ZIP code, and External System ID (if provided) and will not allow two recipients with the same name, DOB, ZIP code, and External System ID (if provided) to be added.
• After adding recipients, you can edit their information, including name and home address and whether
their Prevaccination Actions have been completed, by navigating to the Manage Recipients tab, clicking on the name of the user you want to edit, then clicking Edit Recipient Details under the Recipient Details tab.
• Prior to adding a recipient in VAMS, you can search on the Other Recipients tab to see if they have
already been added by another VAMS clinic. If desired, you can then add them to your clinic to receive vaccination. to administer vaccine. More information about the search functionality on the Other Recipients tab can be found on page 13 of this user manual.
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User Manual

Add Recipients One at a Time, via Bulk Upload

On the Manage Recipients tab, there are two ways to add recipients in VAMS - one at a time or via bulk upload.
Add Recipients One at a Time
Click the Add Recipient on the Manage Recipients tab,
which is also your third-party clinic’s home page in VAMS.
Enter the recipient’s information. Note that fields marked
with a red asterisk are required. Click Next.
Enter the recipient’s insurance information (optional).
Click Next.
Review all information entered on the Add Recipient
pages and verify everything is correct. If so, click Next. If not, click Previous to make corrections.
After clicking Next, the recipient’s record is saved in VAMS.
Add Recipients via Bulk Upload
Bulk uploading allows you to add multiple recipients at once by adding their information in a comma delimited (.csv) template and uploading it in VAMS.
Click Import Recipients on the Manage
Recipients tab.
Click the Recipient Import Template link in the pop-up window that appears. After clicking the link, the
template file will download to your computer.
Open the file and enter the recipients’ information.Save the file as a CSV UTF-8 (Comma delimited) (.csv)
file. You can find this option under the “Save As” drop­down menu in Excel.
Click Upload Files in the Import Recipients pop-up
window. You can also drag and drop your organization list in the “Drop Files” area of the pop-up window.
Click Close.
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Add Recipients via Bulk Upload
Add Recipients via Bulk Upload
Important Notes About the Recipient Import Template File:
• The file opens on your computer as an .xlsx file, but you must save it as a “CSV UTF-8” (comma delimited or .csv) file after entering all information and before uploading it to VAMS. No other types of csv files are accepted in VAMS.
• You must use the most recent version of this template when uploading a list of recipients in VAMS. Please ensure you download the latest version of the import template each time you attempt to bulk upload recipients in VAMS to take advantage of constant improvements and to avoid data issues/inconsistencies.
• All fields within the template marked with an asterisk are required. VAMS will not upload a recipient if any of the required fields are left blank.
(continued)
Quick Tip: A comma-separated values (CSV) file
is a delimited text file that uses a comma to separate values. A CSV file stores tabular data (numbers and text) in plain text.
(continued)
• Fields that contain a pick list or drop-down options must contain a selection.
• The recipient’s DOB must be in MM/DD/YYYY format.
• VAMS will not upload duplicates if someone is listed in the csv file multiple times or if they have
already been added in VAMS. The system identifies duplicates using a combination of the recipient’s first name, last name, and DOB.
• There is a file size limit of 25 MB.
• You are limited to uploading a maximum of 9,999 recipients at one time. If the file contains 10,000 or
more recipients, the following error message will appear: "The file uploaded has more than 9,999 records which exceeds the limit of the Import Functionality. Please try again."
• After inputting recipient information and saving the Recipient Import Template as a CSV UTF-8 file, you should close the file and immediately upload it into VAMS. Do not computer between conversion and upload. In some cases, reopening the file after saving as a CSV UTF- 8 file could alter field properties and cause the recipient upload to fail.
reopen the file on your
Confirm Bulk Upload
After importing a list of recipients, the following processes automatically occur in VAMS:
• A message will appear on screen that your list is in the import queue.
• After your list has processed, you will receive an email from vams@cdc.gov, stating it is uploaded.
• A result log will appear on the Recipient Import tab.
Click the Recipient Import tab to check the results of your bulk upload.
• On the Recipient Import tab, you will see information about your upload, including the system­generated Import ID number, who imported the list, and when it was imported.
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User Manual
Add Recipients via Bulk Upload
Confirm Bulk Upload
Click the Import ID number of the recipient
import to open the Import Details page.
There are two main sections on the Import Details page:
• Import details, which include the import ID, who created it, and the date created.
• Notes and Attachments table, which includes two files: a Result Log for Bulk Upload file and the recipient import file you uploaded.
o The Result Log for Bulk Upload file shows the results of
your file upload.
Click the Result Log for Bulk Upload link to open the file.
(continued)
(continued)
Scroll to the right until you see the status column. The
status column shows whether a recipient was added in
the system.
• All recipients who have a status of Success have been uploaded in the system.
• Recipients whose statuses include an error message were not uploaded in the system and the message will tell you why.
NOTE: When bulk uploading recipients, VAMS will cross-check them against existing recipients who have
been entered in VAMS.
• If a recipient does not exist in VAMS, the system will create a new record for that person on the Manage Recipients tab.
• If a recipient was previously removed from your third-party clinic or if a recipient already exists in VAMS, they will not be added to your clinic via bulk upload. To add them to your clinic, use the search feature on the Other Recipients tab in VAMS to search for recipients and then add them to your clinic. See page 13 for information about the Other Recipients tab in VAMS.
Quick Tip: Once recipients have been added in VAMS, you can edit their information, including if their
Prevaccination Actions have been completed from the Manage Recipients tab. Click the name of the recipient whose record you want to edit, then click Edit Recipient Details below the Recipient Details tab within the recipient’s record.
Remove Recipients
You can remove recipients by clicking the drop-down arrow on the right side of their row in the Manage Recipients table. After clicking Remove, you must confirm you wish to remove them before VAMS will remove the recipient from your clinic.
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User Manual

Other Recipients

Search for Recipients Already in VAMS
Prior to adding a recipient in VAMS, you can use the search feature on the Other Recipients tab to see if they have already been added in the system. The search feature will search for all recipients in VAMS, including those who have registered their own accounts at standard and mobile clinics as well as those who were added by other third-party clinics. It will also search for recipients who were previously removed from your clinic. Once you find a recipient in the system, you can then add them to your clinic to receive vaccination.
NOTES:
• You cannot add recipients to your clinic who already have an appointment scheduled at another clinic.
• You cannot add recipients to your clinic who have completed their vaccination schedule.
Click the Other Recipients tab.
Click Find a Recipient in the top right corner of the screen.
Search for the recipient’s record by entering their email address, VAMS ID, or external ID, or by entering
their first and last name and date of birth. Note in the second option, the first three fields are required as indicated by a red asterisk.
Click Search.
• The results of your search will appear at the bottom of the page.
Once you find your desired recipient, click the checkbox to the left of their name, then click Add
Recipient in the top right corner of the Search Results table.
• After adding the recipient, you will see a green alert at the top of the screen confirming you successfully added the recipient to your clinic.
If you cannot find the recipient you’re looking for and still want to add the recipient to your clinic, click
Back to Portal. After returning to the Manage Recipients tab, click Add Recipient to add the recipient as a new recipient in VAMS.
NOTE: Recipients added to your clinic by using the search feature on the Other Recipients tab will remain on
that tab and will not newly added in VAMS by your clinic staff.
Section 1 | Return to Table of Contents
appear on the Manage Recipients tab. The Manage Recipients tab will contain recipients
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Export Recipients

If desired, you can use VAMS to export recipient data from your third-party clinic. You can use Export Recipient Data on the Manage Recipients tab to export recipient data within a certain date and time range.
Note that VAMS only exports recipients added to your third-party clinic during your specified date and time range. For example, if you added a recipient to your clinic on March 1, and you export recipient data from March 5 to March 15, the recipient you added on March 1 will not appear in your export file.
From the Manage Recipients tab, click Export Recipient Data on the left side of the screen.
Select the start date and time and end date and time for the recipients you want to export.
Click export.
• The export file will download to your device and can be opened as an Excel document.
• Your VAMS export file contains the following
recipient information:
o Date added to your clinic
o Salutation (if applicable)
o First name
o Last name
o Date of birth
o Email address (if provided)
o Phone number (if provided)
o Dose (1st/2nd)
o Vaccine name
o If prevaccination actions are
complete
o Next COVID-19 vaccine eligible date
o Recipient type (e.g., recipient or other
recipient, if the recipient was added via the Other Recipients tab)
NOTE: You can export up to 5,000 recipient records at one time. If the export file does not successfully
download to your device, please revise your export start date and time and end date and time and try again.
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User Manual
Section 2
Vaccine Administration
Below are the steps you’ll follow in VAMS to log vaccine administration.
The links below are clickable links to the corresponding pages in this user manual.
Step Details
Step 1: Document
Completion of Prevaccination Actions
Step 2: Log Vaccination
Step 3: Track Next-Dose
Eligibility
(if applicable)
Prevaccination Actions will vary by clinic but can include things such as screening the recipient for contraindications, providing the Emergency Use Authorization (EUA) Fact Sheet, and acquiring authorization, if required.
You will need:
• Recipient’s name
You will need:
Vaccine manufacturer, product, and UoU (vaccine vial)
•
information; vaccination site
You will perform these steps:
2a. Log vaccine information
•
2b. Select vaccination site, date, and time
•
2c. Review vaccine information
•
You will need:
• Access to the Manage Recipients tab
Below are actions you can take to log past vaccinations on behalf of yourself or another healthcare professional or if you need to edit or invalidate a past vaccination record.
Action Details
Record Past Vaccination(s) for
yourself or on behalf of another healthcare professional.
Search Past Vaccinations so you
can edit or invalidate past recipient vaccination records.
Section 2 | Return to Table of Contents
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
You will need:
Recipient’s name
•
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Step 1: Document Completion of Prevaccination Actions

You will need:
• Recipient’s name
Prevaccination Actions will vary by clinic but can include things such as screening the recipient for contraindications, providing the Emergency Use Authorization (EUA) Fact Sheet for Recipients and Caregivers, and acquiring authorization, if required.
NOTE: Both the clinic administrator and the healthcare professional at a third-party clinic can document the
completion of Prevaccination Actions.
Search for a recipient’s record in the Manage Recipients table.
• You can search by name using the search bar in the table header. Note that you can search for full names or just the beginning of the recipient’s name. For example, you can find the record for a recipient named William Smith by searching for “Will.”
Click a recipient’s name in the Manage Recipients table to access their recipient record.
NOTE: On the Manage Recipients tab, you can filter your list view of recipients by All Vaccine Recipients
(default view), New Vaccine Recipients (those who have received zero doses), Today’s Eligible Recipients, Tomorrow’s Eligible Recipients, and Vaccine Protocol Completed (those who have completed their vaccination schedule). These list views include standard recipient details such as name, date of birth, gender, contact information (if provided), whether Prevaccination Actions are completed, vaccine status, and External System ID.
• After accessing the recipient record from the Manage Recipients tab, you will see an alert that indicates whether a recipient’s prevaccination actions are complete.
To update this response to indicate their prevaccination
actions are complete, click Edit Recipient Details in the Recipient Details tab.
Select a response from the drop-down menu, then click
Next through the Insurance and Review pages.
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Step 2: Log Vaccination

User Manual
You will need:
Vaccine manufacturer, product, and UoU
•
(vaccine vial) information; vaccination site
You will perform these steps:
2a. Log Vaccine Information
•
2b. Select Vaccination Site, Date, And Time
•
2c. Review Vaccine Information
•
Click the Vaccine Administration tab.Click Log Vaccination.Answer if the recipient has ever received a COVID-19 vaccine.
If you answer Yes, you will enter which vaccine the recipient received and the prior vaccination
date.
If you answer No, you do not need to provide additional information on this page.
After answering the question(s) about past COVID-19 vaccinations, click Continue.
On the Log Vaccination 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 Next.
If you answer yes, additional fields will appear for you to
continue the vaccination process.
NOTE: While VAMS will notify you that a reschedule prompt has been sent to the recipient’s email address,
be aware that this will not apply to you or the recipient since third-party clinic recipients do not need to add email address to their record, do not have access to the Recipient Portal, and do not schedule vaccination appointments in VAMS.
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Step 2: Log Vaccination
(continued)
2a. Log Vaccine Information
After confirming you can administer the vaccine, additional fields will appear for you to enter vaccine
•
details.
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.
2b. Select Vaccination Site, Date, And Time
Under the vaccine details drop-down menus,
•
you can see 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.
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Step 2: Log Vaccination
(continued)
2c. Review Vaccine Information
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. 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 information on page 21 will give you detailed instructions on 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.
Vaccinate Early
• If necessary, you can vaccinate recipients ahead of their designated next-dose eligibility date.
Navigate to the Recipient Record of the recipient you want to vaccinate.
Click the Vaccine Administration tab in the recipient record.
Click Log Vaccination.
• When you click Log Vaccination, a pop-up window will appear notifying you that, based on the recipient’s last date of vaccination, the recipient is not yet eligible for vaccination. The window will then ask you if you want to vaccinate the recipient early.
If you want to vaccinate the recipient ahead of their designated next-dose eligibility date, click Yes ,
vaccinate early.
• You are then taken to the standard log vaccination page and can continue through the process as you normally would.
If you do not want to vaccinate the recipient ahead of their next-dose eligibility date, click No, cancel.
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Step 3: Track Next-Dose Eligibility (if applicable)

After clicking Submit on the final screen, 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 sends a
•
notification to the recipient that includes the date they are eligible to receive their next dose along.
Inform the recipient of their follow-up vaccination
eligibility date.
You can view the vaccination certificate by clicking the
•
hyperlinked text on the confirmation page (see screenshot), 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 Finish to return to the home page.
NOTE: The recipient’s vaccination
certificate will only reflect the dose(s) administered in VAMS.
Track Dates When Recipients Can Get Second Dose of Vaccine (if applicable)
The Manage Recipients tab contains a list of the recipients who have been added in VAMS. This list includes key information that will help you keep track of how many doses each recipient has received as well as the date they are eligible to receive their next dose (if applicable). You can use this tab to track recipient next­dose eligibility outside the recipient record.
Navigate to the Manage Recipients tab.Review the Recipient List.Review the Vaccine Status column.Review the Follow-up Vaccination Date column.
The recipient is eligible for their next dose of COVID-19 vaccine on or after the date listed in the Next COVID­19 eligible date column.
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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
In addition to logging your own vaccination events, you can use VAMS to log vaccination events on behalf of other healthcare professionals at your clinic.
On the Manage Recipients tab, select Record Past Vaccination(s) in the top right corner of the screen.
Search for the healthcare professional who administered the vaccine by name or email address.
• 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 name/email address, click Search, then click Record vaccination(s).
• This brings you to the Choose Recipient and Enter Vaccination Details page.
Search for the Recipient’s Name who received vaccine. When the
name populates in the drop-down list, select the name.
• The selected recipient’s name and date of birth will now appear blow the Recipient Name search bar.
If you select Ye s, you can then 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.
If there is no record of the recipient completing the
Prevaccination Actions, an error message will appear reading “Warning, Prevaccination Actions have not been completed. COVID-19 vaccine administration cannot be performed without a record of Prevaccination Actions.” If this occurs, exit the Vaccine Administration page and complete the necessary Prevaccination Actions before reattempting to log the vaccination.
After advancing to the successful vaccination page, you can
either return to the Manage Recipients tab by clicking View
Portal, or record additional past vaccinations by clicking Record Additional Vaccinations.
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Search Past Vaccination Records

You will need:
• Recipient’s email address or VAMS ID; or first and last name, and date of birth
Search for, edit, and invalidate past recipient vaccination records.
NOTES:
• This feature can be used to review recipient vaccination records for recipients added to your clinic.
• Recipients have one vaccination record for each dose received.
• You can only edit/invalidate vaccination records for doses administered at your clinic.
Search for Past Recipient Vaccination Records
On the Manage Recipients tab, select 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 Recipient 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 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 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 Ye s to confirm you want to invalidate the record.
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Section 3
Additional VAMS Functionality
This section will show you how to perform other infrequent activities in VAMS, such as accessing VAMS support, or actions that will only apply to certain users, such as those who work at multiple clinics.
The boxes below are clickable links to the corresponding pages in this user manual.
Access Multiple Clinics in
VAMS
Access Support
VAMS Downtime Procedures
Access different clinics in VAMS if you work at multiple vaccination clinics.
Know how to find answers to frequently asked questions (FAQs) about VAMS and submit questions to the VAMS Help Desk.
Review recommended activities leading up to and during scheduled VAMS maintenance downtime.
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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.
o 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 shown below.
o 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.
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Access Support

Where to Find Additional VAMS Resources and Information
Help Page
The Help page has answers to frequently asked questions (FAQs) about the Clinic Portal roles and access in VAMS.
If you need help when using VAMS, click the Help link in the upper right corner of the navigation bar to
find support.
• You can read through the list of FAQs or you can search for a particular topic in the search bar located below the FAQs tab.
Submit a Question
If you don’t find the information you’re looking for, you can submit a question.
From the Help page, click Submit a Question.
Click Submit a Case and select New Clinic Case.
• When logged into the system, your name 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.
• A response to your question will be sent to you via email from vamshelp@cdc.gov.
• 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.
Help Desk
If you need additional support, contact the VAMS Help Desk. To ensure jurisdictions and clinics are fully supported, VAMS Help Desk support is limited to jurisdiction and clinic personnel only.
Toll -Free Number: +1 833-957-1100 Hours of Operation: 8:00 AM – 8:00 PM EST Monday through Friday
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VAMS Downtime Procedures

VAMS is occasionally taken down for scheduled system maintenance. All VAMS functions are 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:
• Reviewing inventory requests
• Downloading data reports
• Scheduling vaccination appointments, completing Prevaccination Questionnaires, and viewing/printing
vaccination certificates
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 Prevaccination Screening Form: https://www.cdc.gov/vaccines/covid-19/downloads/pre-
vaccination-screening-form.pdf.
• Print FDA’s Emergency Use Authorization Fact Sheets, if necessary: https://www.cdc.gov/vaccines/covid-
19/eua/index.html.
• 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:
https://www.cdc.gov/vaccines/covid-19/reporting/downloads/IIS-data-requirement-form.pdf.
• Make a plan to enter the data from these appointments in VAMS as soon as possible.
o You can manually enter the vaccination date and time while logging any recipient’s vaccination.
You can also record vaccinations on behalf of another healthcare professional using the Record Past Vaccination(s) button on the Manage Recipients tab. You can learn more about this functionality in Step 5: Record Past Vaccinations.
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Glossary of Terms

Term Definition
2D Barcode A two-dimensional barcode that stores information vertically and horizontally. It
may contain the vaccine product identification information, lot number, and expiration date.
.csv A comma-separated values (CSV) file is a delimited text file that uses a comma to
separate values.
Emergency Use Authorization (EUA) Fact Sheet
External System ID Optional field to capture patient IDs, if applicable, when adding recipients manually
Member An individual being added in VAMS to receive a COVID-19 vaccine.
Multi-Clinic User A clinic user who performs the same or different roles at multiple clinics registered
Multi-Portal User A VAMS user with access to multiple VAMS portals (e.g., a clinic administrator who is
National Drug Code (NDC)
Organization Any institution, association, company, or other group that identifies and adds
Prevaccination Actions
A document produced by the vaccine manufacturer that informs vaccine recipients or their parents or legal representatives about the benefits and risks of a vaccine they are receiving.
or via bulk upload. Third-party clinic administrators and healthcare professionals can search for recipients by their External System ID.
in VAMS. This user can switch between clinic accounts within the Clinic Portal.
also registered as a VAMS recipient can access the Clinic Portal and Recipient Portal).
A unique 10-digit or 11-digit, 3-segment number and a universal product identifier for human drugs in the United States.
members (individuals eligible for COVID-19 vaccine) in VAMS.
Prevaccination Actions include screening the recipient for contraindications, providing the Emergency Use Authorization (EUA) Fact Sheet or a Vaccine Information Statement (VIS) depending on the vaccine product(s) available to the recipient, and acquiring authorization, if required.
Third-Party Clinic Clinics responsible for both adding and managing recipient records as well as
administering and tracking recipients in VAMS.
Unit of Use (UoU) The vaccine vial.
Vaccine Information Statement (VIS)
Vaccination Clinic A clinic administering COVID-19 vaccine. Sometimes referred to as a “vaccine clinic”
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A document that informs vaccine recipients or their parents or legal representatives about the benefits and risks of a vaccine they are receiving.
in VAMS and this user manual.
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Glossary of Terms

Term Definition
User Manual
Vaccination Schedule
VAMS ID An auto-generated number created for each recipient in VAMS. These system-
A series of vaccinations, including the timing of all doses, which may be either recommended or compulsory (e.g., there are two vaccine doses that must be administered with an appropriate time interval between them for a COVID-19 vaccination schedule to be complete).
generated IDs are not editable and are assigned to all existing and future recipients upon record creation. VAMS IDs are searchable on the Manage Recipients and Other Recipients tabs and will appear on recipients’ vaccination certificates.
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