Support for VAMS Third-Party Clinic Administrators

VAMS Frequently Asked Questions for Third-Party Clinic Administrators

Register Clinic

  • Only clinic administrators can register clinics in VAMS.
  • Log into the Clinic Portal in VAMS. Enter your information as the clinic’s point of contact, then enter the clinic information. You will need to know your clinic’s name, type, primary and shipping address(es), and phone number.

  • Long-term care facilities operate as third-party clinics, which are different from general-population clinics. Third-party clinics can restrict who registers for an appointment at their clinic and manage which recipients get vaccinated and when.

  • Yes, you can have a stand-alone third-party clinic. A third-party clinic is independent of any other clinic types.

  • However, they will need to add a slightly different address for one of the clinics to avoid the duplicate address check in VAMS. For example, they can have the standard clinic at “1234 Main Street” and the third-party clinic at “1234 Main Street (3rd Party Room A).”

  • Yes, any provider can be a third-party clinic in VAMS as long as doing so is in accordance with their jurisdiction’s vaccine roll-out strategy.

Modify Clinic Details

  • VAMS provides an “other” field for ID requirements, so each clinic can determine what kind of identity verification they would like to require. This is a process each clinic should decide in coordination with their jurisdiction or local policies.

Add VAMS Users

  • A clinic administrator can add clinic staff from the Manage Users tab on the Clinic Portal home page.
  • From that tab, click the New button and add a user’s information including their name and email address.
  • See Section 1, Step 3: Add Clinic Staff as VAMS Users in the Third-Party Clinic Administrator user manual for step-by-step help.

  • Each clinic role has its own permissions and pages that can be accessed within VAMS.

  • Yes, a clinic can have more than one clinic administrator. When a clinic is set up in VAMS, the jurisdiction point of contact (POC) assigns one clinic POC. Once added, that clinic POC can then add additional VAMS users as clinic administrators.

  • No, the front desk user role is not needed in VAMS at third-party clinics since recipients are not checked into the system.

Vaccine Administration

  • Healthcare professionals can print information displayed in VAMS, including recipient information, using the internet browser’s print options.

  • Third-party clinic administrators and healthcare professionals can search for a recipient in the Other Recipients tab to see if the recipient has been added in VAMS and if a vaccine administration has been logged in their record. To search for a recipient in the Other Recipients tab, you must know the recipient’s first name, last name, date of birth (DOB), and gender. If you do not find them in VAMS, you must still confirm whether the recipient received a previous dose of COVID-19 vaccine, and which product they received.

  • 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.

  • Yes, both clinic administrators and healthcare professionals can add medical notes to a recipient record in third-party clinics. However, clinicians should continue to report adverse events for a recipient in VAERSexternal icon (the federal government’s Vaccine Adverse Event Reporting System).

Reporting

Clinic administrators and inventory managers can use the Inventory Management page to monitor inventory levels and view snapshots of available and booked appointments. This page gives you a complete view of important information about your vaccine inventory level.

VAMS sends vaccination event data back to each jurisdiction’s immunization information systems (IIS) for aggregation. There is no direct connection between VAMS and clinic EHRs. Clinic administrators should coordinate with their jurisdiction IIS for retrieving or capturing these data in a clinic EHR system.

As a clinic administrator or inventory manager, the Inventory Management tab gives you a snapshot of:

  • The number of appointments available at your clinic over the next 28 days (including the current day).
  • The total number of appointments booked at your clinic.
  • The total number of vaccine doses your clinic has in its on-hand vaccine inventory.

Note the total on-hand inventory data on this dashboard come from the inventory and waste that your clinic logs in VAMS.

The data from these waste and inventory logs will enter the on-hand inventory table in near-real time, representing the number of doses received and remaining from each unit of sale (UoS) lot.

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.

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

Page last reviewed: March 1, 2021