Document Vaccinations at Standard and Mobile Clinics in VAMS

Standard Workflow to Document Vaccinations

Log Vaccine Information

• Navigate to the Recipient Record on the Recipient Management tab.
• In the Vaccine Selection section, the system will display the vaccine the recipient is scheduled to receive. Click Edit to modify the selection of vaccines you want to administer as part of this appointment. Select additional vaccines and/or deselect vaccines as necessary. Click Save.
• Click the Vaccine Administration tab.
• Click the Log Vaccination button.
• Respond to the question shown on the screen asking if the vaccine should be administered.
  • If you answer No, the recipient is ineligible for the vaccination at this time. You will be taken to a screen that says, “Because the vaccine was not able to be administered, a reschedule prompt has been sent to the recipient’s email.”
    • Select a Reason for the unsuccessful administration from the drop-down menu and click Log Vaccination Attempt. You can also click Reattempt Vaccination to return to the previous screen.
  • If you answer Yes, additional fields will appear for you to enter vaccine details.
• If there isn’t a record of the recipient completing the Pre-vaccination Questionnaire, the system will ask if the questionnaire was completed on a physical form or a system external to VAMS. Answer Yes or No.
  • If you answer Yes, you can proceed to enter vaccine details.

• • If you answer No, you will be taken to a page where you can select one of the following ways to proceed:
    • Start Pre-Vaccination Questionnaire in VAMS
      • This option allows the recipient to complete the Pre-Vaccination Questionnaire on a device provided by the Healthcare Professional.
    • Record the Pre-Vaccination Questionnaire Was Completed Outside of VAMS
      • This option allows the Healthcare Professional to record that the recipient completed a Pre-Vaccination Questionnaire in a physical form for the appointment.

Enter Vaccination Details

• NOTE: If the recipient has been scheduled for a multi-vaccine appointment, you can click Skip on any vaccine that did not end up being administered to the recipient during the appointment, for any reason.
  • Clicking Skip will take you to the next vaccine in the appointment, where you can proceed with remaining vaccines, if applicable.
  • Any vaccines indicated as Skipped will not show up on the Review Vaccination Details screen, and no records will be kept for those vaccines.
• For SLV/VFC Clinics:
  • Select a Funding Source from the drop-down menu.
    • NOTE: The drop-down selections for the Vaccine Type, Manufacturer, and Product fields will only display values that match the funding source selection. Healthcare Professionals will only be able to log funded vaccine products for vaccine recipients who are eligible for the same funding source.
  • Select the recipient’s Funding Eligibility from the drop-down menu.
• Select the Manufacturer from the drop-down menu.
  • NOTE: Based on vaccine inventory data already logged in the system, the drop-down selections for the next two fields will be dependent upon the manufacturer you selected.
• Select a Product from the drop-down menu.
• Select a UoU (vial) Lot Number.
  • The expiration date will prepopulate and cannot be edited.

Select Vaccination Site, Date, and Time

• Once you’ve administered vaccine, under the vaccine details drop-down menus, there are fields to select the Vaccine Administration Site (e.g., left deltoid) and fields to enter the Vaccination Date and Vaccination Time.
  • NOTE: The Vaccination Date will default to the day and time of entry, but you can backdate a vaccination event by selecting a previous date and time.
• Select the Vaccination Administration Site.
• Select the Vaccination Administration Date.
• Select the Vaccination Administration Time.
• Indicate if any inventory was wasted during the appointment.
  • If you select Yes, you will see additional fields to detail the inventory that was wasted (e.g., vial, reason, number of doses wasted).
  • If you select No, you will not see additional fields relating to wasted inventory.
• After logging wasted inventory (if necessary), click Log Vaccine in the bottom right of the screen.
  • NOTE: If the recipient was scheduled for a co-administration appointment there will be another section to enter vaccination details for the second vaccination.
• Review the vaccination details you entered on the previous page. If everything is correct, click Submit in the bottom right corner of the page.

Backdating Vaccination Events

• If you are not able to log vaccine administration at the time of vaccination (e.g., due to loss of internet connectivity), you can use the vaccination Date and Time fields to backdate vaccinations.
  • NOTE: VAMS will identify the individual who logs the vaccine in VAMS as the same person who also administered the vaccine. If you want to log a past vaccination on behalf of another healthcare professional, the next section will give you detailed instructions on how to do so.
• You cannot use these fields to log future dates.
• If you are logging multiple past vaccination events for one recipient, you must log the patient’s first dose of vaccine received before entering the second dose of vaccine.

Record Past Vaccinations

• On the Recipient Management tab, select Record Past Vaccination(s) in the top right corner of the screen.
• Select Record Individually within VAMS and click the Record Past Vaccinations button.
• Search for the healthcare professional who administered the vaccine by name or email address. This can be your own email address if you are recording for yourself.
• Once you’ve found the correct healthcare professional, select their Name/Email Address, click Search, then click Record Vaccination(s) to access the Choose Recipient and Enter Vaccination Details page.
• Search for the name of the recipient who received vaccine. When the name populates in the drop-down list, select the Name. Click Continue.
  • Reminder: In order to record a past vaccination for a recipient, that recipient must be checked in at your clinic. The recipient will not appear in the Choose Recipient page if they are not checked in at your clinic.

• Answer any Pre-Vaccination questions.
• For SLV/VFC clinics:
  • Select a Funding Source from the drop-down menu.
    • NOTE: The drop-down selections for the Vaccine Type, Manufacturer, and Product fields will only display values that match the funding source selection. Healthcare Professionals will only be able to log funded vaccine products for vaccine recipients who are eligible for the same funding source.
  • Select the recipient’s Funding Eligibility from the drop-down menu.
• Select the Manufacturer, Product, and UoU Lot Number from the drop-down lists.
  • The expiration date will prepopulate and cannot be changed.
• Select the vaccination Site, Date, and Time, then click Done.
• After advancing to the Successful Vaccination page, you can either return to the Recipient Management tab by clicking View Portal or record additional past vaccinations by clicking Record Additional Vaccinations.

Bulk Upload Past Vaccinations

Healthcare professionals can bulk upload vaccinations that occurred at their clinic but were not recorded at the time of vaccination.

Download and Prepare Bulk Upload Template File for Offline Vaccination Administration Data

• On the Recipient Management tab, click Record Past Vaccination(s).
• Select Import a Template for Bulk Vaccination.
• Click the Bulk Vaccination Upload Template hyperlink on the screen to download the latest version of the template.
• Click the Export Recipients In the pop-up window, enter the Date Range for recipient appointments that you want to export.
  • NOTE: You can only bulk upload vaccinations for recipients who have a scheduled, checked-in, or cancelled “no show” appointment.
  • In addition to your date and time range, you can also refine your recipient export by vaccine dose and manufacturer. To export all recipients in your range regardless of dose and manufacturer, select All Doses and ensure all manufacturer checkboxes are selected. As a reminder, VAMS exports recipients based on if they were added to your clinic within your date and time range, not the recipient’s next dose eligibility date. Keep in mind that this may result in inadvertently exporting recipients who already received one dose of vaccine but are not yet eligible for their second dose.

• • Doses
    • For COVID-19 Vaccines:
      • To export all recipients in your range, select All Doses.
      • To export a list of recipients who need their first dose of vaccine, select 1st Dose.
      • To export recipients who need their second dose of vaccine, select 2nd Dose.
      • To export recipients who need their third dose of vaccine, select 3rd Dose.
      • To export recipients who need an additional dose of vaccine, select Additional Dose.
      • To export minor recipients (aged 5-11) who need their first dose of pediatric vaccine, select 1st Dose Pediatric Vaccine (5-11).
      • To export minor recipients (aged 5-11) who need their second dose of pediatric vaccine, select 2nd Dose Pediatric Vaccine (5-11).
      • To export minor recipients (aged 5-11) who need their third dose of pediatric vaccine, select 3rd Dose Pediatric Vaccine (5-11).
      • To export minor recipients (aged 5-11) who need an additional dose of pediatric vaccine, select Additional Dose Pediatric Vaccine (5-11).
      • To export minor recipients (aged 6 months-4 years) who need their first dose of pediatric vaccine, select 1st Dose Pediatric Vaccine (6 months to 4 years).
      • To export minor recipients (aged 6 months- 4 years) who need their second dose of pediatric vaccine, select 2nd Dose Pediatric Vaccine (6 months to 4 years).
      • To export minor recipients (aged 6 months- 4 years) who need their third dose of pediatric vaccine, select 3rd Dose Pediatric Vaccine (6 months to 4 years).
      • To export minor recipients (aged 6 months- 4 years) who need an additional dose of pediatric vaccine, select Additional Dose Pediatric Vaccine (6 months to 4 years).
    • For Mpox Vaccines:
      • To export all recipients in your range, select All Doses.
      • To export a list of recipients who need their first dose of vaccine, select 1st Dose.
      • To export recipients who need their second dose of vaccine, select 2nd Dose.
    • For MMR Vaccines:
      • To export all recipients in your range, select All Doses.
      • To export a list of recipients who need their first dose of vaccine, select 1st Dose.
      • To export recipients who need their second dose of vaccine, select 2nd Dose.
      • To export recipients who need their third dose of vaccine, select 3rd Dose.
    • For Polio Vaccines:
      • To export all recipients in your range, select All Doses.
      • To export a list of recipients who need their first dose of vaccine, select 1st Dose.
      • To export recipients who need their second dose of vaccine, select 2nd Dose.
      • To export recipients who need their third dose of vaccine, select 3rd Dose.
      • To export recipients who need their fourth dose of vaccine, select 4th Dose.
      • To export recipients who need their booster dose of vaccine, select Booster Dose.
  • Manufacturer
    • To export recipients who need a second dose or higher of vaccine of a specific manufacturer, use the checkboxes below Manufacturer to select which manufacturer(s) you want to include in your export. For example, selecting Moderna will refine your export to only include recipients who have already received one dose of Moderna and were added to your clinic within the specified range.
    • By default, all manufacturer checkboxes are selected. This will export all recipients within your range and dose criteria regardless of manufacturer.
  • Click Export.

• Copy and paste the contents of the recipient export file into the Bulk Vaccination Upload Template. This template has the same first few columns as the export template to allow for a simple copy and paste of these data.
• In the remaining columns of the bulk upload template, use the cell drop-down options and enter data to complete the recipients’ vaccination records. Save the file as a CSV UTF-8 (comma delimited) (.csv) file. Upload Populated Bulk Vaccination Upload Template.
• On the Record Past Vaccination(s) page, click the Upload Files link to upload the populated Bulk Vaccination Upload Template into VAMS. VAMS will send an email notification when the upload is complete.
• To view your bulk upload, click the Imports tab.
• On the Vaccination Import list view, select the hyperlinked Import ID to view the import file and a results log, which you can download to view the upload status for each recipient vaccination record.

Search for, Edit, and Invalidate Past Vaccination Records

Search For Past Vaccination Records

• On the Recipient Management tab, select Search Past Vaccinations.
• Enter either the recipient’s Email Address or VAMS ID, or their First Name, Last Name, and Date of Birth.
• Click Search.
• Scroll down to view your search results. After locating your desired recipient, click View Record in the Action column to view the recipient’s vaccination record.

Edit Past Vaccination Records

• Click Edit Record on the recipient’s Vaccination Record page.
• Update any information you need to edit, then select a Reason for record update from the drop-down menu in the pop-up window and click Save.
  • Any applicable edits made to the record are reflected in the recipient’s account, including their vaccination certificate.

Invalidate Past Vaccination Records

• Click Invalidate Record on the Vaccination Record page.
• Select a Reason for record invalidation from the drop-down menu, then click Yes to confirm you want to invalidate the record.

Key Considerations:

• This feature searches for recipient vaccination records at your clinic only.
• Recipients have one vaccination record for each dose received at your clinic.