FAQs on Reporting COVID-19 Vaccination Data

April 2021

Data Reporting: General

Q1. Where can facilities access training materials on reporting COVID-19 vaccination data through NHSN?

Facilities can visit the following webpage to access training materials on reporting COVID-19 vaccination data through NHSN:

These webpages contain data collection forms, tables of instructions for reporting data, training slides, reporting and analysis guides, data tracking worksheets and .CSV file templates and instructions.

 

Q2. Should facilities complete all data fields of the COVID-19 Vaccination Modules?

CDC encourages facilities to complete all data fields of the COVID-19 Vaccination Modules. However, not all data fields are required. Only fields designated with a red asterisk (*) next to the question and a red box around the field are required to save the data.

 

Q3. How should facilities report cumulative data?

Report the total number of individuals at the facility for that week. Then, of these individuals, report the number who have ever received COVID-19 vaccination (at that facility or elsewhere) since it became available in December 2020. Do not limit reporting to just the individuals who were vaccinated that week; instead, report the cumulative total of all individuals vaccinated to date.

For example, 50 healthcare personnel received only dose 1 of the Moderna COVID-19 vaccine during the first week of reporting. During the second week, 5 more healthcare personnel received only dose 1 of the Moderna COVID-19 vaccine. Therefore, the facility should report that 55 individuals received only dose 1 of the Moderna COVID-19 vaccine by the end of the second week.

 

Q4. Are there tools to help account for staff or resident turnover at my facility?  

CDC has developed data tracking worksheets that will automatically calculate data for entry each week for the COVID-19 Vaccination Modules. For example, the worksheet for residents of long-term care facilities can be used to track the number of residents who receive COVID-19 vaccination. After entering COVID-19 vaccination data for each resident in the worksheet, simply select a reporting week, and the worksheet will automatically calculate each entry that should be reported to NHSN for that week.

The data tracking worksheets can be found under the “Supporting Materials” section of the following webpages:

Q5. How should facilities report data for individuals receiving dose 1 and dose 2 of the COVID-19 vaccine?

For question 2 of the COVID-19 Vaccination Modules, facilities report the number of individuals who have received only dose 1 of COVID-19 vaccine and separately report the number of individuals who have received dose 1 and dose two of the COVID-19 vaccine.

For example, 10 individuals received dose 1 of the Moderna COVID-19 vaccine. One month later, 3 of the 10 individuals received dose 2 of the Moderna COVID-19 vaccine. The 3 individuals who received dose 2 of the Moderna COVID-19 vaccine would then be reported as receiving dose 1 and dose 2 of the Moderna vaccine. The other 7 individuals would still be reported as receiving only dose 1 of the Moderna COVID-19 vaccine.

 

Q6. How should facilities report data for individuals who are less than 16 years of age?

Individuals less than 16 years of age should not be counted in question 1 of the COVID-19 Vaccination Modules. COVID-19 vaccines have not yet been authorized for administration to these individuals.

 

Q7. What is considered a medical contraindication or exclusion for COVID-19 vaccination?

Please see the most up-to-date complete list of medical contraindications and exclusions here: Interim Clinical Considerations for Use of COVID-19 Vaccines Currently Authorized in the United States.

Examples of medical contraindications include severe allergic reaction (e.g., anaphylaxis) after a previous dose or to a component of the COVID-19 vaccine and immediate allergic reaction of any severity to a previous dose or known (diagnosed) allergy to a component of the vaccine.

Examples of current exclusions include: (a) receipt of monoclonal antibodies or convalescent plasma as part of COVID-19 treatment in the previous 90 days; (b) in quarantine or isolation for known COVID-19 exposure or known current SARS-CoV-2 infection; and (c) receipt of another vaccine in the previous 14 days.

For the purpose of NHSN COVID-19 vaccination surveillance, philosophical, religious, or other reasons for declining COVID-19 vaccine not listed in the Interim Clinical Considerations for Use of COVID-19 Vaccines Currently Authorized in the United States are not considered medical contraindications or exclusions for COVID-19 vaccination.

 

Q8. Question 4 on the data collection form pertains to COVID-19 vaccine supply at a facility. Question 4.1 asks about if a facility is enrolled as COVID-19 vaccination provider. What is the definition of a COVID-19 vaccine provider?

At this time, all COVID-19 vaccine in the United States has been purchased by the U.S. government for administration exclusively by providers enrolled in the CDC COVID-19 Vaccination Program. Only healthcare professionals enrolled as vaccination providers directly through a health practice or organization can legally store, handle, and administer COVID-19 vaccine in the United States. Check here for additional details. How to Enroll as a COVID-19 Vaccination Provider | CDC.

Q9. Can facilities enter data into NHSN retroactively?

Yes, facilities can enter (and edit) data for previous weeks.

 

Q10. Can facilities submit COVID-19 vaccination data through NHSN using .CSV files?

Yes. One option for submitting COVID-19 vaccination data to NHSN is using .CSV upload. The .CSV file templates and instructions for uploading COVID-19 vaccination data can be found under the “Supporting Materials” section of the following webpages:

 

Q11. Why should facilities report data through NHSN if vaccination data are already submitted through other systems, such as the Immunization Information Systems (IIS)?

Facilities are encouraged to report data through NHSN (in addition to any other data reporting systems), because NHSN collects COVID-19 vaccination data for your facility. Most state Immunization Information Systems do not include the information needed to determine if an immunized person is a resident of a nursing home, a dialysis patient, or a healthcare worker. Using the NHSN COVID-19 Vaccination Modules allows tracking vaccination coverage among the residents, patients, or healthcare personnel in your facilities.

 

Q12. Who should facilities contact for questions about reporting COVID-19 vaccination data through NHSN?

Please send an e-mail to: nhsn@cdc.gov and include ‘Weekly COVID-19 Vaccination’ in the subject line of the e-mail.

Data Reporting: Long-term Care Facilities

Q13. What level of Secure Access Management Service (SAMS) access do long-term care facilities need to report COVID-19 vaccination data through NHSN?

Long-term care facilities can currently access the COVID-19 Vaccination Modules with Level 1 SAMS access. However, Level 1 access is an interim measure with limited access to the NHSN application, and facilities should obtain Level 3 access once Level 1 registration is completed. Please reach out to NHSN@cdc.gov for next steps on upgrading from Level 1 to Level 3.

 

Q14. If a pharmacy conducted COVID-19 vaccination clinics at my facility, do they report the vaccination data to NHSN or does my facility report the data?

Pharmacies and other vaccinating organizations are not reporting COVID-19 vaccination data to NHSN, so it is important for long-term care facilities to report these data to NHSN.