Support for VAMS Jurisdiction POCs

VAMS Frequently Asked Questions for Jurisdiction POCs

Adding Clinics to VAMS

Yes, jurisdictions can bulk upload lists of clinics through the “Import Clinics” button.

No. If jurisdiction and clinic users are having issues with their passwords, they should contact the VAMS Help Desk or have another user submit a ticket on their behalf. If recipient and organization member users are having issues with their passwords, they should contact their organization’s point of contact (POC) to reach out to you, the jurisdiction POC, who can submit a ticket on their behalf.

Adding Employers to VAMS

  • Yes, you can bulk upload organizations/employers into VAMS.
  • See Section 2: Organizations in VAMS in the Jurisdiction POC User Manual for step-by-step help.

Fulfill and Monitor Clinic Vaccine Inventory Requests

  • Vaccination clinic inventory managers or clinic administrators will submit COVID-19 vaccine inventory requests in VAMS for jurisdiction points of contact (POCs) to receive and fulfill.
  • You can view and manage inventory requests from clinics on the Inventory Requests page. Here you can also communicate with clinics about the status of their request.
  • While you will receive inventory requests in VAMS, you will place all vaccine orders from manufacturers outside of VAMS through your existing supply ordering processes.
  • See your Jurisdiction POC User Manual for more information on the inventory management process.

  • Jurisdiction POCs receive inventory requests from clinics through VAMS.
  • While you will receive inventory requests in VAMS, you will place all vaccine orders from manufacturers outside of VAMS through your existing supply ordering processes.
  • You can view and manage inventory requests from clinics on the Inventory Requests page. Here, you can also communicate with clinics about the status of their request.
  • See Section 3: Inventory Request Management in VAMS in the Jurisdiction POC User Manual for step-by-step help.

For most COVID-19 vaccines, the same vaccine product and volume must be used for all doses. Because all vaccines produced by a specific manufacturer are intended to be administered in the same way for both first and second doses (same product and dosage), inventory for initial and follow-up doses is treated the same way in VAMS.

Data and Recipient Interaction

CDC owns the data entered in VAMS. CDC stores VAMS data in the Salesforce Government Cloud.

VAMS collects a variety of recipient information. The following information is required:

  • Name
  • Date of birth
  • Ethnicity
  • Race
  • Gender (female/male/transgender/other)
  • Home address
  • Preferred method of contact
  • Cell phone
  • Medical history (pregnancy, nursing mother, nursing home resident, allergies, existing conditions)

The following information is optional:

  • Home phone
  • Emergency contact information
  • Current medications
  • Medical history outside the questions noted above
  • Insurance information
  • Employer role/position

Yes, you can export data for jurisdiction-level reporting.

  • VAMS automatically produces the first available date for follow-up doses(s). Recipients cannot schedule a follow-up vaccination appointment before their first available date.
  • VAMS sends a notification to recipients when their next-dose availability date is coming up.

Vaccination certificates are available for both recipients and healthcare professionals immediately upon vaccination. Both recipients and healthcare professionals can access these certificates in the recipient’s record in VAMS.

  • Recipients receive a scheduling reminder after completing their initial appointment. This reminder indicates how much time must pass before their next appointment (if applicable).
  • Recipients will receive an additional reminder if they have not yet scheduled their next appointment and their next-dose availability date is coming up.

Responding to Clinic Cases/Requests and Questions

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.

Policy-Enabled Registration

Yes, if an organization becomes authorized or unauthorized for policy-enabled registration after you have added them in VAMS, you can edit their record to change the response you selected for the policy-enabled registration field.

Dashboards and Reporting

VAMS does not allow jurisdiction POCs or organization coordinators to generate custom reports of this nature with PHI (protected health information) or PII (personally identifiable information).

In order to view the dashboards, Jurisdiction POCs must be granted access. Jurisdiction POCs who are granted dashboard access can use the Jurisdiction Overview page to view doses administered, registration, inventory levels, and appointments dashboards. To request dashboard access, contact your onboarding advisor.

  • Jurisdiction POCs who are granted dashboard access can use the Jurisdiction Overview page to monitor the following dashboards.
  • The Doses Administered dashboard gives you a snapshot of:
    • Total number of doses administered
    • Total number of doses administered by age
    • Total number of doses administered by race/ethnicity
    • Total number of doses administered by gender
    • Total number of doses administered by clinic
    • Total number of doses administered by clinic type
    • Total number of doses administered by type of co-morbidity
    • Total number of doses administered by critical infrastructure group
    • Total number of doses administered to long-term care or nursing home residents
    • Total number of initial doses administered
    • Total number of follow-up doses administered
    • Proportion of COVID-19 vaccine series completion
  • The registration dashboard tab gives you a snapshot of:
    • Total number of organization enrollments
    • Total number of recipients notified
    • Total number of recipients registered
    • Total number of recipients who received vaccinations
    • Total number of activated clinics
    • Total number of deactivated clinics
  • The inventory dashboard can be filtered by clinic and vaccine and gives you a snapshot of:
    • Total number of doses delivered
    • Total number of requested vaccine doses
    • Total number of vaccine doses successfully administered
    • Total number of doses wasted
    • Total number of vaccine doses part of inventory
    • Percentage of available vaccines administered
  • The appointments dashboard gives you a snapshot of:
    • Average appointment duration
    • Total number of scheduled appointments
    • Total number of cancelled appointments
    • Total number of completed appointments

Account Creation

  • Search your email inbox for an email from vams@cdc.gov.
  • Follow the registration link in this email to register your Jurisdiction POC account (this step creates or “activates” your account).
  • If the email isn’t in your inbox, check your junk or spam mail folders.

  • No, you and your jurisdiction staff must register as recipients to schedule vaccination appointments or create walk-in appointments.
  • To register as a recipient, add your jurisdiction as an employer in VAMS, then add yourself and other jurisdiction staff as employees of that employer. VAMS will then send these employees recipient registration links.
  • Once you have registered as a recipient, when you log into VAMS, you will see three portals to choose from: Jurisdiction, Organization and Employer, and Recipient. You’ll use the Recipient Portal to schedule your own vaccination appointment.

Functionality

No, VAMS does not integrate with Outlook.

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

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.

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?
  • Whether wastage occurred. Note: Log waste if it did occur.

Page last reviewed: March 1, 2021