Vaccines.gov Factsheet for COVID-19 Vaccination Providers

Vaccines.gov is a web-based system that allows COVID-19 vaccination providers to report vaccine supply through the COVID Locating Health Provider Portal. In addition, Vaccines.gov helps the public search for information on provider locations offering vaccination near them and learn how to make an appointment. View additional information on Vaccines.gov for COVID-19 vaccination planners and providers.

Vaccines.gov’s role in the COVID-19 response

Vaccines.gov and the COVID Locating Health provider platforms serve two roles in the COVID-19 Vaccination Program.

Jurisdictions that report vaccine inventory to Vaccines.gov for providers in their jurisdiction are also responsible for uploading their public display information directly into the Vaccines.gov COVID Locating Health Provider platform. These jurisdictions should coordinate with their providers to identify those that should display to the public and collect this information.

Alternatively, jurisdictions may opt to onboard their providers to manage public display administration fields for their site(s) through the provider portal. Jurisdictions that decide on this option should make parallel efforts to update their provider sites’ public display details on behalf of their providers until they are onboarded and able to maintain this information at the provider level.

  1. Inventory reporting (required for all providers): COVID-19 vaccination providers will report on-hand COVID-19 vaccine inventory each day.
  2. Share information about COVID-19 vaccinating locations (optional for providers): It is optional for vaccine providers to display their location to the public. COVID-19 vaccination providers that receive vaccines may choose to make their location publicly visible on Vaccines.gov, making it easier for the public to find information about locations that carry COVID-19 vaccines and learn how to make an appointment.
  3. Visit the Vaccines.gov COVID resources webpage for details on submitting public display information for locations that providers wish to display on Vaccines.gov.
    • Providers who wish to display their locations to the public on Vaccines.gov are highly encouraged to include a weblink to an eligibility screener or appointment scheduler, to help direct people to the appropriate next steps for getting vaccinated at their location(s).
    • Vaccines.gov will be set to NOT display locations to the public by default. Providers must choose to activate their sites.
    • Inventory quantities will never be displayed to the public. Instead, the system simply lets users know that there is inventory in stock.
    • Users are encouraged to use links or follow directions for next steps providers by each site.

What providers need to know

The COVID-19 Vaccination Program Provider Agreement requires providers to report vaccine supply information as directed by CDC. Organizations or provider locations receiving COVID-19 vaccine should report supply information daily to Vaccines.gov using the secure, online COVID Locating Health Provider Portal. In the portal, vaccination providers can report inventory manually or via a secure file upload directly to the COVID Locating Health platform.

The Vaccines.gov public-facing website is available to show provider locations that carry COVID-19 vaccines. This allows the public to know where they can go to find information about COVID-19 vaccination locations and learn how to make an appointment.

Providers will be able to choose whether their location is displayed on the website. For participating providers, the Vaccines.gov website shows the provider’s location (as entered by the provider or jurisdiction) including hours of operation, which vaccines are available, and a space for a link which leads to a scheduling system. If there is no relevant link, the consumer will be informed to call the location for more information. Specific vaccine inventory information will not be available to the public.

Vaccines.gov onboarding, reporting, and public display

This process outlines onboarding and reporting for Vaccines.gov via the COVID Locating Heath Provider Portal.

  1. VTrckS registration: Before providers can onboard to Vaccines.gov and report inventory, jurisdictions must
    • Submit each provider site in the provider enrollment agreement file.
    • Register these provider sites in CDC’s Vaccine Tracking System (VTrckS) as COVID-19 vaccination providers by setting a Special Project Provider for COVID-19 flag in the ExIS file.
    • Jurisdictions should contact their CDC immunization information system subject matter expert if they have questions about these steps.
  1. Onboarding: Once jurisdictions have submitted the provider enrollment agreement file and registered the provider with VTrckS providers will receive a preregistration email from the COVID Locating Health Provider Portal with instructions for completing the onboarding (enrollment) process. This onboarding email will be sent to the provider organization’s email address submitted in the provider enrollment form.
  2. Reporting and public display: Organizations will determine whether they will report daily on-hand inventory on behalf of all their provider locations (e.g., a clinic headquarters office reporting on behalf of satellite clinics), or whether individual provider locations are responsible for reporting this information. Once a determination is made, it must be maintained for the duration of the COVID-19 Vaccination Program.
    • Reporting: For organizations that delegate reporting to their individual provider locations, each provider location will enroll with Vaccines.gov to access their own COVID Locating Health Provider Portal accounts and report daily COVID-19 vaccine inventory for their location.
    • Public display: Both organizations and provider locations will also access the portal to update provider public display details for locations they wish to activate on Vaccines.gov.
      • Providers are highly encouraged to ensure the most up-to-date links and guidance are filled in for their locations that are activated for public display.
      • See the Quick start guide for public display, log manually for more information on provider reporting.
Provider Quick Tips for Public Display

Each location that is set to ‘display’ on https://www.vaccines.gov/ will show the information entered by the provider: which vaccines are available at the site, general website, phone number, hours, and a link to an appointment scheduling system or screener.

Changes made to provider details in the COVID-19 Locating Health Portal are updated every 4-5 hours (6 times a day) on Vaccines.gov.

  • Determine which site(s) to activate to display to the public on Vaccines.gov
    • Only display locations that will receive vaccine deliveries and and are administering vaccines to the public.
    • All sites default to ‘not display’ to the public. Do not activate locations that are not open to the public.
  • Use the ‘In Stock’ field to update your site’s availability of COVID-19 vaccines
  • Include a Link for Action for your site(s) (Screener/Scheduler field)
    • Add a valid URL that points consumers to confirm eligibility to get a vaccine or make an appointment.
    • Some states and jurisdictions use a centralized screener and/or scheduler tool for all their providers and others rely on provider-specific tools. Include the appropriate link for each location.
    • If this field is left blank (NOT populated), Vaccines.gov will direct consumers to call the site for details about scheduling an appointment.
  • Ensure your site(s)’ phone number(s) are listed correctly
  • Include site hours of operation
  • Use the ‘Provider Notes’ field to share important details about your site(s)
    • E.g., appointments are required, no walk-ins, access from Courtland St., etc.
    • For mass vaccination clinics, including CVCs, include dates of the clinic and any specific instructions on access to the center.

More public display tips and checklist: Tips for Providers for Public Display in COVID Locating Health Provider Portal

Vaccines.gov (https://www.vaccines.gov/) is maintained by HealthMap (https://healthmap.orgexternal icon) in partnership with CDC and Castlight Health.

Page last reviewed: July 1, 2021