Support for VAMS Front Desk Staff

VAMS Frequently Asked Questions for Front Desk Staff

Vaccine Recipient Check-In

  • Log into VAMS and access the Clinic Portal. On the Recipient Check-In tab, within the Appointments table, find the recipient’s name, then click on their name to be taken to their details page. Click Check in Recipient.
  • The system will prompt front desk personnel to verify the recipient’s identity by selecting their form of identification. Once verified, the system will update their status to “Checked In.”
  • In addition, front desk personnel can scan the unique QR code the recipient should have received via their preferred contact method after scheduling their appointment. VAMS sends these codes to recipients after they schedule their appointment.
  • Front desk personnel can use a mobile device (e.g., tablet with QR camera capability) to scan the recipient’s QR code to find their appointment in VAMS. If front desk personnel are logged into VAMS on the mobile device, they will be taken to the recipient’s appointment record in VAMS. If they are not logged into VAMS on the mobile device, the log-in screen will appear, and they will need to log in before accessing the recipient’s appointment record.
  • See Section 1: Recipient and Appointment Management in the Front Desk User Manual for step-by-step help.

  • No, front desk personnel do not need to scan a QR code to check in a recipient. If the QR code is unavailable or you do not have a way to scan it, you can manually search for the recipient’s appointment in the Appointments table in VAMS.
  • In the Appointments table, click on the recipient’s name to begin the check-in process.
  • See Section 1: Recipient and Appointment Management in the Front Desk User Manual for step-by-step help.

No, third-party clinics are a walk-in or open type clinics and do not require appointments, nor can appointments be scheduled for third-party recipients.

Manage Recipient Appointments

VAMS processes manual appointment cancellations immediately. Recipients should receive a notification to their preferred method of communication shortly after you submit their appointment cancellation.

Front desk personnel and healthcare professionals can cancel recipient appointments, but they cannot modify them. On the Recipient Check-In page in the Appointments table, click Cancel in the Cancel Appointment column. In the pop-up window, select a cancellation reason from the drop-down menu and click Cancel Appointment to confirm cancellation.

After an appointment is cancelled, the recipient can schedule a new appointment using the steps outlined in their Recipient User Manual.

Vaccine Administration

No, the questions on the Prevaccination Questionnaire are based on the CDC Pre-vaccination Checklist for COVID-19 Vaccinespdf icon 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.

Users should report adverse events to the Vaccine Adverse Event Reporting System (VAERS). More information can be found at https://vaers.hhs.gov/reportevent.htmlexternal icon.

Account Creation

  • Search your email inbox for an email from vams@cdc.gov.
  • Follow the registration link in this email to register your clinic staff account (this step creates your account).
  • If the email isn’t in your inbox, check your junk or spam mail folders.
  • See the Activate Your VAMS Account section in your user manual for step-by-step help.

No, you must register as a recipient to schedule a vaccination appointment or create a walk-in appointment.

To register as a recipient, your clinic’s administrator must request your jurisdiction’s POC to add your clinic in VAMS as an organization. Once your clinic is added as an organization in VAMS, and your clinic’s employer coordinator adds you as an employee of that organization, you will receive an email from VAMS (vams@cdc.gov) with a link to register as a recipient. This email is sent to the same email address you use to log into VAMS.

  • Click that link and follow the prompts in VAMS to complete your recipient registration.
  • Once registered, 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 as a recipient.

See Section 2: Additional VAMS Functionality in your user manual for step-by-step help.

Functionality

VAMS works best in the Google Chrome web browser but can be accessed via any browser except Internet Explorer. VAMS also works on Android and iOS mobile devices.

VAMS is web-based and works on computers, cell phones, and tablets. There is no VAMS smartphone app, but you can access the VAMS website from the internet browser on your cell phone or tablet. VAMS works best in the Google Chrome web browser but can be accessed via any browser except Internet Explorer.

No, VAMS does not integrate with Outlook.

CDC is currently exploring how to use VAMS for later phases of the COVID-19 response.

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?
  • Log wastage if it occurred.

Page last reviewed: August 27, 2021