Clinic Administrator Standard and Mobile Clinic User Manual

Your Role and Activities in VAMS

Your role in VAMS is critical to your clinic’s success.

As a clinic administrator at a standard or mobile clinic, you will use VAMS to define and manage your clinic’s information (e.g., shipping address), your clinic’s schedule (e.g., operating hours), your clinic’s COVID-19 vaccine inventory, and add clinic staff as VAMS users.

The table below illustrates the activities that only you, as the clinic administrator, can perform in VAMS and some that you share with other users. A more detailed VAMS Role and Activity Matrix is available on Step 4: Add Clinic Staff as VAMS Users.

VAMS Role and Activity Matrix
Activity in VAMS Clinic Administrator Inventory Manager (optional) Front Desk Healthcare Professional
Serve as the clinic point of contact (POC) for your jurisdiction. (Typically, the clinic administrator serves as the clinic POC.) checkmark image
Manage clinic information (e.g., shipping address). checkmark image
Set and manage clinic schedule. checkmark image
Manage (add, edit, remove) VAMS clinic users. checkmark image
Manage clinic COVID-19 vaccine inventory. checkmark image checkmark image
Search for and/or add recipients. checkmark image
Check in vaccine recipients. checkmark image
Create walk-in vaccine recipient appointments. checkmark image
Cancel vaccine recipient appointments. checkmark image checkmark image
Administer and log vaccination. checkmark image
View vaccine recipient next-dose eligibility date(s) (if applicable). checkmark image

Additional Information about Roles

If you are your clinic’s point of contact (POC) for your jurisdiction, you will register your clinic in VAMS after activating your user account. If you are not your clinic’s POC, you will skip Step 2: Register Your Clinic in Section 1 of this user manual. Additionally, since the clinic administrator can manage inventory in VAMS, you are not required to fill the inventory manager role, but we recommend it.

Your clinic must have the clinic administrator, front desk, and healthcare professional roles filled to maintain clinic operations.

Quick Tip: Third-party clinics operate differently than standard and mobile clinics. As such, third-party clinics have different role requirements and permissions. For information and instructions specific to the role of a third-party clinic administrator, please visit CDC’s COVID-19 Vaccination Reporting Data Systems site to access the Third-Party Clinic Administrator User Manual.

This user manual is designed for you.

This manual describes your role and activities (often referred to as “tasks” in this user manual) in VAMS. Detailed instructions on how to perform your tasks are included in each section. This manual also includes an overview of other VAMS user roles and responsibilities to provide context on how you will work with other users in the system.

Section 1: Four Steps to Set Up Your Clinic in VAMS

Once the four steps listed below are completed, your clinic will be active in the system, which means:

  • You or your inventory manager will be able to place vaccine inventory requests,
  • Recipients will be able to schedule appointments at your clinic,
  • Your front desk staff will be able to check in recipients, and
  • Your healthcare professionals will be able to log vaccine administration.
Step 1: Activate your user account
Step 2: Register Your Clinic in VAMS
Step 3: Set Up Your Clinic’s Schedule in VAMS
Step 4: Add Clinic Staff as VAMS Users

Step 1: Activate Your User Account

What you’ll need to complete this process

  • Access to the internet
  • Access to your email account
  • Registration email from vams@cdc.gov

You must activate an account in VAMS to use the system. After your jurisdiction POC enters your name and email address in VAMS, you will receive an email with a VAMS registration link.

  • Search your inbox for an email from vams@cdc.gov.
    Quick Tip: If this email is not in your inbox, you may need to check your junk or spam mail folders. If you still cannot find the email, contact your jurisdiction POC.
  • Click the registration link in the email. This takes you to the account creation page in VAMS.
    NOTE: The registration link in your email is for your registration only and cannot be used to register anyone else. Please do not forward it to anyone as the link will not work for them.
  • Verify your email address (the email address where you received the original VAMS invitation will be prepopulated). Your email address will be your user name when logging in to VAMS.
  • Create and verify your password.
  • Check your email account for a verification code that will be sent to you immediately after clicking the registration link in your email from vams@cdc.gov. Enter the verification code.
  • Read the terms and conditions and check the box saying you agree.
  • Click Create Account.

NOTE: Every time you log into VAMS, you must verify your identity by entering your password, and a number you receive via email or SMS, depending on the preferred contact method you choose (two-factor authentication process). After five log-in attempt failures, you will be locked out of the system for one hour.

Upon logging into VAMS, you will immediately be taken to the Vaccination Clinic Registration page if you are your clinic’s POC, where you will follow the instructions in Step 2: Register Your Clinic in VAMS. If you are not the clinic POC, you will be taken to your clinic’s home page in VAMS.

Step 2: Register Your Clinic

This only applies to your work if you are the filling the Clinic POC role and the clinic administrator role.

What you’ll need to complete this step:

  • Clinic name
  • Clinic type
  • Primary address
  • Shipping address
  • Phone number
  • Clinic Facility ID (required for reporting to CDC )
  • Provider PIN (required to identify your clinic for ordering in VTrckS)
  • Parent Organization ID (if required by your jurisdiction for HL7 integration)

Quick Tip: Most of this information may have already been added in VAMS by your jurisdiction POC, so you will simply be confirming it is all correct and making any necessary edits.

Clinic Types in VAMS

In VAMS, clinics are categorized within three main types — standard, mobile, and third-party. Within the standard clinic type, there are four sub-types. Below is a brief description of the different clinic types along with a list of accompanying clinic users, and examples of each type.

Standard – Uses all four clinic user roles, searchable by recipients in VAMS

Sub-type

Description

Examples

Sub-type

Clinic

Description

Healthcare setting providing outpatient care with one permanent location for vaccination

Examples

Urgent care centers, retail clinics, federally qualified health centers

Sub-type

Hospital

Description

Healthcare setting providing inpatient and/or outpatient care with one permanent location for vaccination

Examples

For-profit community hospitals, Veterans Affairs medical centers, nongovernment not-for-profit community hospitals

Sub-type

Pharmacy

Description

Clinic with one permanent location for vaccination

Examples

Retail, community, or clinical pharmacies

Sub-type

Pop-up

Description

Temporary clinic location for vaccination

Examples

Temporary vaccination sites at workplaces, schools, government facilities

Mobile – Uses all four clinic user roles, searchable by recipients in VAMS

  • Clinic with multiple locations for vaccination
  • Examples: Mobile clinic bus, mobile clinic van

Third-Party – Does not use front desk clinic user role, not searchable by recipients in VAMS

  • Clinics responsible for both adding and managing recipient records as well as administering and tracking recipients next-dose eligibility in VAMS
  • Examples: Long-term care facility (LTCF), employees- only clinic within a hospital, etc.

Other – You can select Other if a clinic doesn’t fall within one of the categories listed above.

  • On the Point of Contact page, confirm your information is correct. If not, make the necessary edits, then click Next.
    Note the fields marked with a red asterisk (*) are required.
  • On the Clinic Information page, confirm your clinic’s information is correct. If not, make the necessary edits, then click Next.
  • NOTES about clinic information:
    • If the incorrect clinic type was selected, you may edit it by clicking the drop-down arrow in that field. You cannot edit your clinic type after completing registration. Be sure to confirm your selection is accurate before continuing with registration.
    • Your clinic’s Facility ID and Provider PIN are required to ensure your data is reported accurately. If either of those fields are blank, contact your jurisdiction POC.
    • The Parent Organization ID may also be required by your jurisdiction.
    • Confirm the time zone is correct for your clinic’s physical location or make any necessary changes. You cannot edit your clinic’s time zone after completing registration.
    • Physical and Shipping Addresses:
      • You cannot edit your clinic’s physical address after completing registration.
      • Your clinic’s shipping address can be different from the physical address if you prefer vaccine to be shipped to another location. Your clinic’s shipping address can be edited at any time.
      • Mobile clinics must have a permanent shipping address for inventory but can add multiple locations for their clinic. If you work for a mobile clinic, see Mobile Clinic Locations and Operating Hoursfor more information on how to add additional locations after you’ve completed your mobile clinic’s registration.
    • Review all information. If it is correct, check the box at the bottom left of the screen, then click Finish. If you want to make edits, click Previous.

CONGRATULATIONS!

Your clinic is now active in VAMS!

  • Click the Access Clinic Portal button, then click the Clinic Setup tab to begin Step 2: Set Up Your Clinic’s Schedule in VAMS.
    NOTE: After registering your clinic in VAMS, it shows as “active” to your jurisdiction POC in the system. However, it is not visible to recipients until your clinic’s schedule is set up in VAMS.

Step 3: Set Up Your Clinic’s Schedule

What you’ll need to complete this step

  • Desired appointment duration at your clinic (5, 10, 15, 20, or 30 minutes)
  • Clinic start and end date
  • Clinic operating hours (hours and days your clinic will be open)
  • Number of vaccination stations (referred to as treatment stations in VAMS). Each treatment station represents an available appointment slot based on the selected appointment duration.
  • Operating hours for each treatment station (hours each station will be staffed on each day)
    NOTE: You must set up at least one treatment station group to make appointments available.

Quick Tip: Guidance on other settings in VAMS you can use to manage your clinic’s availability for scheduling is provided below. The steps outlined below are the minimum you must complete in VAMS for your clinic to appear in search results and be available for scheduling.

You will set up your clinic’s schedule within the Clinic Setup tab, which includes a checklist of items that must be completed in order for your clinic to be Ready for Operation in VAMS.

3a. Select an appointment duration for appointments scheduled in VAMS

3b. Set operating hours for your clinic

3c. Create a group of one or more treatment stations and set its operating hours

3d. Check the Available for Scheduling checkbox

3a. Select Appointment Duration

The appointment duration selection applies to all treatment stations within your clinic and will determine how many appointment slots are available at each treatment station each day of operation. You can set the duration of appointments for your clinic in VAMS for 5, 10, 15, 20, or 30 minutes.

NOTE for mobile clinics: The appointment duration selected for your mobile clinic will apply to all clinic locations you add in VAMS.

Quick Tip: Your appointment duration should include time for patient intake, vaccine administration and education, and station reset for the next appointment.

  • To select an appointment duration for your clinic, click the Clinic Setup tab.
  • Click the Edit button located at the top right of the Clinic Details window.
  • On the next page, click the Edit button in the top left of the page.
  • Select an appointment duration from the drop-down menu, then click Save at the top of the page. This will set the appointment duration for all treatment stations you add for your clinic in VAMS.

3b. Set Operating Hours for Your Clinic

Now that you have selected an appointment duration for your clinic, set clinic operating hours to determine when you will be open for recipient appointments. These hours, along with the appointment duration and number of treatment stations active at your clinic, will determine how many appointments your clinic can accommodate each day.

Quick Tips:

  • Before you begin, plan the weekly schedule for your clinic, including which days and hours you want your clinic to be open.
  • Operating hours can vary each day (e.g., hours from 8 AM–5 PM on Monday and 8 AM–12 PM on Tuesday).

NOTE for mobile clinics:

  • Operating hours must be set for each clinic location you add in VAMS. Mobile Clinic Locations and Operating Hours provides detailed information on how to add new locations in VAMS.
  • To set operating hours for your clinic, click the Clinic Setup tab.
  • Within the Clinic Setup tab, navigate to the Clinic Location(s) window.
    • The Clinic Location(s) window displays the clinic’s primary location as provided during registration.
    • NOTE: Only mobile clinics can add multiple clinic locations.
  • Click the Finish Setup button at the top right of the Clinic Location(s) window.

Location End Date

  • Your clinic start date will auto-populate to today’s date but can be edited. An end date will determine how far in advance appointments can be scheduled. If you do not enter an end date, the system will default to set an end date 365 days in the future. This allows your clinic to accept recipient appointments even if you did not manually enter an end date.

Clinic Operating Hours

  • Click the Add Hours button to add time slots for the hours your clinic will be open each day.
  • The time slots allow you to break your operating hours into intervals to account for down time during the day (e.g., you can set hours from 8 AM–12 PM, then again for 1 PM–5 PM to account for a shift change or lunch break).
  • Click New in the Clinic Operating Time Slots table.
  • In the pop-up window, select a day of the week and a start and end time for the time slot you are adding.
  • Once you have made your selections, click Save.
  • If you want to add another time slot for the same day or for other days, click Save & New. This will save your time slot and open a new pop-up window for you to add another time slot.
  • Continue this process until all time slots are set for each day your clinic is open.
  • Once clinic location operating hours have been set up, you can click the drop-down arrow and select from the options within the drop-down menu to view or edit your location’s operating hours.

3c. Create a Group of One or More Treatment Stations and Set Its Operating Hours

VAMS uses the term Treatment Station to refer to a vaccination station. The instructions listed below will use the term Treatment Station to align with what you see in VAMS.

  • You will create a group of one or more treatment stations in VAMS for each vaccination station in your clinic. Each treatment station represents an available appointment slot based on the selected appointment duration. No appointments will show as available to recipients until you set up at least one treatment station group.
  • The number of treatment stations and their operating hours affect the number of available appointment slots each day at your clinic. For example:
    • Scenario 1: You have one treatment station whose operating hours are 8 PM–5 PM on Tuesday, with an appointment duration of 20 minutes. This means a total of 27 appointment time slots will be available.
    • Scenario 2: You have two treatment stations with the same operating hours and appointment duration. This means a total of 54 appointment time slots will be available.
    • In the first scenario, if a recipient schedules an appointment for 2 PM on Tuesday, they have taken the only time slot available at 2 PM because there is only one treatment station open at that time. This means no other recipient can select the 2 PM time slot for that day.
    • In the second scenario, the 2 PM time slot on Tuesday will be available for two recipients since there are two treatment stations operating from 8 PM–5 PM that day.
  • Treatment station hours will automatically default to your clinic’s operating hours unless you want a treatment station to have its own unique operating hours.

Create a Group of One or More Treatment Stations

  • Navigate to the Treatment Stations Groups window within the Clinic Setup tab.
  • Click the Add Treatment Station Group button.
  • Enter the station group name.
  • Select the start and end dates (i.e., the dates you want the stations within this group to be available for recipient appointments) for your treatment station group.
  • Enter the number of stations you want in this group.
  • Click Continue.

Set Treatment Station Operating Hours

You can have your treatment station hours to default to your clinic operating hours, or you can set unique operating hours for a treatment station group.

  • To set up operating hours for the treatment station group, select the treatment station name from the Treatment Stations Groups window. On the Treatment Station Group page, click Edit in the upper right corner of the Operating Hours window.
  • Select Use My Clinic Location’s Operating Hours for This Treatment Station Group or Set New Operating Hours for This Treatment Station Group.
    • If you select Use My Clinic Location’s Operating Hours for This Treatment Station Group, your treatment station will inherit the same operating hours as your clinic location.
      • NOTE: If you are a mobile clinic with multiple locations, the treatment station will inherit the hours for each location that overlaps with the date range set for the treatment station group.
    • To Set New Operating Hours for This Treatment Station Group, you will need to add operating hours by clicking the Add Hours A pop-up window will appear to enter the day of week, start time, and end time. Click Save to save and close. Click Save And New to save and enter additional operating hours.
      • NOTE: Treatment station group operating hours that do not overlap with the clinic’s operating hours will not create appointment slots. A warning message will appear if this occurs.
    • The system will calculate the total number of appointments. You can view more information about this calculation by clicking the blue Information button to the right of the column header.
    • You can edit treatment stations after setup from the Clinic Setup tab by clicking the treatment station group you want to edit. This will direct you to that treatment station group’s page.
    • To change the number of treatment stations in a treatment station group, click Edit in the upper-right hand corner of the Treatment Station Group Details window.
      • Enter the new number of treatment stations for this group in the Number of Treatment Stations in This Group field.
      • If you reduce the number of treatment stations in a treatment station group, a pop-up will inform you if there are existing appointments scheduled against those treatment stations.
        • Select Keep All Existing Appointments That Are Affected or Cancel Any Existing Appointments That Are Affected.
        • Click Remove.
    • To edit operating hours for a treatment station group, click Edit in the upper right-hand corner of the Operating Hours window.
        • Click the down arrow next to the operating hour line you want to edit. Click Edit.
        • A pop-up window will appear and you can enter changes.
        • Click Save.
          • If you reduce operating hours, you will receive a warning message asking you if you’d like to cancel or keep existing appointments.
    • To quickly view operating hours for a treatment station group, scroll to the Treatment Stations Groups window on the Clinic Setup tab and click the drop-down arrow next to the group whose hours you want to view. Click View Operating Hours and a window will pop-up with operating hours for that treatment station group.

NOTE: You can add as many treatment station groups in VAMS as you need. You can edit a treatment station group’s name, start and end date, or delete a treatment station group from the Treatment Stations Groups window within the Clinic Setup tab. Making edits to or deleting your clinic’s treatment stations will impact recipient appointments scheduled during those treatment stations’ operating hours. Deleting or editing operating hours will impact the number of time slots available for recipients who want to schedule an appointment at your clinic.

3d. Check the Available for Scheduling Checkbox

Once you have completed steps 3a–3c, your final step will be to check the Available for Scheduling checkbox in the Scheduling Permissions window from the Clinic Setup tab.

As a reminder, the Available for Scheduling checkbox must be checked if you are ready to start allowing appointments to be scheduled at your clinic; however, note that it cannot be checked until all Ready for Operation tasks have been completed.

  • To access the Scheduling Permission window, click the Clinic Setup tab.
  • In the Clinic Location(s) box, click the drop-down arrow on the right side of your clinic location’s row. Click Edit.
  • Click the Available for Scheduling once on the Clinic Location page, click Edit on the top of the page.
  • Scroll to the Scheduling Permissions box and select the Available for Scheduling checkbox.
  • Click Save.

Step 4: Add Clinic Staff as VAMS Users

What you’ll need to complete this step

  • Familiarity with the VAMS Role and Activity Matrix Roles in VAMS include clinic administrator, healthcare professional, front desk, and inventory manager.
  • First and last name and email address for each user you plan to add.

NOTE: Your clinic must have the clinic administrator, front desk, and healthcare professional roles filled to maintain clinic operations in VAMS. Since the clinic administrator can manage inventory in VAMS, you are not required to fill the inventory manager role, but we recommend it.

Adding clinic staff as VAMS users gives them access to perform their role(s) in the system.

As shown in the VAMS Role and Activity Matrix below, the four VAMS clinic user roles should generally align with each user’s existing scope of responsibility at your clinic (e.g., the front desk user role has access in VAMS to perform the activities of a front desk employee, including recipient check-in and appointment management).

However, as the clinic administrator, you can assign multiple user roles to one user, giving them access to perform additional roles in VAMS.

For example, a healthcare professional at your clinic should be assigned a healthcare professional role in VAMS. You can also assign the front desk role to that healthcare professional user so they have access in VAMS to check in recipients or create appointments.

NOTE: Prior to assigning multiple roles to clinic staff, it is important to be familiar with the VAMS Role and Activity Matrix below, which provides a detailed description of the access each user has based on their role(s) in VAMS.

The healthcare professional role must be assigned only to healthcare professionals and other authorized staff because they have access to view recipient personally identifiable information (PII) and protected health information (PHI). Assigning a healthcare professional role in VAMS to a non-healthcare professional or authorized staff is strictly prohibited.

VAMS Role and Activity Matrix

VAMS Role and Activity Matrix overall
Activity in VAMS Clinic Administrator Inventory Manager (optional) Healthcare Professional Front Desk
Serve as the clinic POC for your jurisdiction.
(Typically, the clinic administrator serves as the clinic POC.)
checkmark image
Manage clinic information (e.g., shipping address). checkmark image
Set and manage clinic schedule. checkmark image
Manage (add, edit, remove) VAMS users. checkmark image
Place COVID-19 vaccine inventory requests. checkmark image checkmark image
Log COVID-19 vaccine inventory when received. checkmark image checkmark image
Reduce COVID-19 vaccine inventory. checkmark image checkmark image
Monitor clinic COVID-19 vaccine inventory levels to match appointments scheduled. checkmark image checkmark image
Search for and/or add recipients. checkmark image
Check in vaccine recipients. checkmark image
Create walk-in vaccine recipient appointments. checkmark image
Cancel vaccine recipient appointments. checkmark image checkmark image
Confirm vaccine recipient identity. checkmark image checkmark image
Access and review vaccine recipient record (name, date of birth [DOB], Prevaccination Questionnaire responses, etc.); add notes to record. checkmark image
Administer and log vaccination (vaccine information, outcome, and waste if applicable). checkmark image
Search for, edit, and invalidate recipient vaccination records. checkmark image
View vaccine recipient next-dose eligibility date(s) (if applicable). checkmark image
Clinic Data Reports Access:
View and export Vaccination Administration Report; requires user to have both clinic administrator (CA) and healthcare professional (HP) roles in VAMS. checkmark image + HP role checkmark image + CA role
View and export Scheduled Appointment Report. checkmark image
View and export Inventory-Vaccine Level Report. checkmark image
  • To add clinic staff as VAMS users, click the Clinic Setup tab and navigate to the Manage Users window.
  • Click the Add User button in the top right corner of the Clinic Users table.
  • In the Add or Update User pop-up window, enter the user’s email address, and click Search.

NOTE: This feature searches to see if the user’s email address has already been activated in VAMS. For detailed information about adding clinic staff members who are already VAMS users for other clinics, see Multi-Clinic Users in Section 2.

  • In the next pop-up window, enter the user’s information and select the role(s) you want them to perform in VAMS.

NOTE: Prior to adding additional roles to a user’s record in VAMS, refer to the VAMS Role and Activity Matrix above for clarity on each role’s access in the system.

  • Click Save.
  • After you click Save, a registration email will automatically be sent to the user with a registration link to set up their account in VAMS.

Quick Tip: After adding clinic staff, you can edit or remove a user by navigating to the Manage Users window within the Clinic Setup tab and clicking the drop-down arrow next to the user you want to edit or remove.

CONGRATULATIONS!

You have completed all four steps necessary to set up your clinic in VAMS. The next two sections will provide guidance on how to perform additional tasks in VAMS.

Section 2: Manage Your Clinic in VAMS

Now that you have completed the four steps to set up your clinic in VAMS, you can use the system to perform tasks such as managing your clinic’s details, schedule, and user access; communicating with recipients; and accessing clinic data reports.

The boxes below are clickable links to the corresponding sections in this user manual.

Manage Clinic Details

Update your clinic’s shipping address, Facility ID, Provider PIN, and Parent Org ID; or deactivate or reactivate your clinic.

Manage Clinic Schedule

Set up clinic absences to define time frames during which you want to stop or pause appointments scheduled at your clinic; set appointment rules; set up limited service groups; restrict clinic scheduling; indicate which vaccines your clinic offers; set up clinic reservation tiers; and create a message visible to recipients.

Manage VAMS Clinic Users

Edit a user record, remove a VAMS user, or add a multi-clinic user.

Clinic Data Reports

Reports available to view and export include: Vaccination Administration, Scheduled Appointments, and Inventory-Vaccine Level.

Manage Clinic Details

Access and edit information such as your clinic’s shipping address, your clinic’s Facility ID, Provider PIN, and Parent Org ID, and deactivate or reactivate your clinic from the Clinic Details window within the Clinic Setup tab.

To edit any of your clinic information referenced above:

  • Click the Clinic Setup tab, then navigate to the Clinic Details window.
  • Click the Edit button.
  • Click Save after you’ve made the desired updates.

To deactivate your clinic when it is no longer needed to administer COVID-19 vaccines:

  • Click the Deactivate button in the upper right corner of the page.
  • A Deactivate Clinic pop-up will appear and ask you to confirm deactivation. It will also give you the number of total booked appointments and vaccine doses in your clinic’s inventory.
  • Click Deactivate Clinic to continue. If you change your mind, click Cancel. This closes the pop-up window and redirects you to the Account page.

NOTE: Deactivating a clinic in VAMS tells the system to:

  • Send an email to the jurisdiction POC informing them your clinic is deactivated.
  • Cancel all recipient appointments booked at your clinic.
  • Send a cancellation email to recipients whose appointments are cancelled.
  • Remove your clinic in the search results for recipients.
  • Deactivate all vaccine inventory requests.
  • Close all open appointments.

Deactivating a clinic does not remove user permissions in VAMS.

  • Once a clinic is deactivated, you must remove each clinic user from the system following the same process outlined in Manage VAMS Users.

If you would like to reactivate your clinic, simply click the Reactivate button in the upper right left corner of the Clinic Details tab.

  • A pop-up window will appear, confirming you want to reactivate your clinic.
  • Click Reactivate or Cancel.

 

Manage Clinic Schedule

As you learned in Step 3: Set Up Your Clinic’s Schedule, the following settings and processes affect your clinic’s schedule and if/how it appears to recipients in VAMS:

  • Appointment duration
  • Checking or unchecking the Available for Scheduling checkbox to make your clinic available or unavailable for recipients to schedule appointments in VAMS
  • Changing your clinic’s operating hours by editing or deleting time slots
  • Adding or deleting treatment station groups
  • Changing treatment station group operating hours

This section provides guidance on other settings in VAMS you can use to manage your clinic’s availability for scheduling.

  • Set up clinic or treatment station group absences to define time frames during which you want to stop or pause appointments scheduled at your clinic.
  • Set appointment rules to limit how far out appointments can be scheduled at your clinic and/or stop accepting appointments at a set time each day to limit same-day or next-day appointments.
  • Set up limited service groups to limit your clinic’s visibility in VAMS to members from only select organizations you specify.
  • Restrict clinic scheduling to the people or groups that are permitted to schedule appointments at your clinic: Recipients and/or Jurisdiction Contact Center users.
  • Set up clinic reservation tiers to reserve a percentage of appointments for first dose, second dose, and walk-in appointments.

Set Up Clinic or Treatment Station Group Absences

Pause accepting appointments at your clinic without cancelling existing appointments or create an absence that cancels all existing appointments. During a clinic absence, the system will show your clinic as closed and appointments will not be available to recipients. During a treatment station group absence, the treatment stations in the group will appear as closed in the system, so the number of available appointments shown to recipients will not include any treatment stations with an absence.

To set up a clinic absence, follow these steps:

  • Click the Appointment Management tab.
  • Navigate to the Clinic Absences window and click Add Absence to create a clinic absence.
  • Enter the absence name and reason.
  • Select Pause–Keep existing appointments to create a temporary absence that will not affect currently scheduled appointments or Absence–Cancel existing appointments.
  • Enter a start date. Adding an end date is optional.
  • If you choose to pause and keep appointments, you also have the option to select the applicable scheduling group(s) (Jurisdiction Contact Center or Recipients).
  • Once you’ve made all your selections, click Save.
  • All clinic absences will appear in the Clinic Absences window. Here you can edit or delete them by clicking the drop-down arrow on the right side of the absence’s row, then clicking Edit or Delete in the drop-down.

To set up a treatment station group absence, follow these steps:

  • Navigate to the Clinic Setup tab and click the drop-down arrow in the Treatment Stations Groups window.
  • Click the name of the treatment station group you want to create an absence for. This will bring you to the Treatment Station Group page.
  • Scroll to the Treatment Station Group Absence window and click Add Absence.
  • Enter how many treatment stations the absence will apply to, the absence reason, a start and end date and time (end date and time are optional) and select the absence type. Once finished, click Save.

Quick Tip: You can quickly view any absences set for a treatment station group from the Clinic Setup tab. In the Treatment Stations Groups window, click the drop-down arrow next to the group you want to view, then click View Absences. A window will pop-up with any absences scheduled for that treatment station group.

Set Appointment Rules

Limit how far out appointments can be scheduled at your clinic and/or stop accepting appointments at a set time each day to limit same-day or next-day appointments.

NOTE: If you are a mobile clinic, these rules will apply to all locations that fall within your clinic.

  • Click the Appointment Management tab.
  • Navigate to the Appointment Rules window of the page.

To limit how far out appointments can be scheduled at your clinic:

  • Click Edit in the top right corner of the window.
  • Enter the number of days in advance you want to accept appointments.
    • You must enter a number between 35 and 365. This will allow appointments to be scheduled only for a set number of days based on your selection. For example, specifying a 35-day rolling basis on March 1 will allow appointments to be scheduled only for the next 35 days (through April 5). On March 2, appointments will be allowed to be scheduled only for the next 35 days (through April 6). This will continue until you remove your selection.
  • Click Save.

To stop accepting appointments at a set time every day:

  • Enter a time you want to stop accepting appointments each day in the Start Time field.
  • Select a duration to stop accepting appointments from the drop-down menu.
    • Duration options are available in 4-hour increments from 12 to 36 hours. For example, if you want to limit same-day or next-day appointments, you can set the start time to 6:00 PM and the duration to 18 hours. This will prevent recipients and Jurisdiction Contact Center users from scheduling appointments between 6:00 PM today and 12:00 PM the next day.
    • This rule does not apply to clinic users, who can always schedule appointments on behalf of recipients.
  • Click Save.
  • To remove these preferences in the future, click the Edit button, click Reset, and click Save.

Set Up Closed PODs (Limited Service Groups)

Establish closed PODs (points of dispensing), known in the system as limited service groups, to limit your clinic’s visibility in VAMS to members from only select organization(s) you specify. This means your clinic will only be visible in search results to members of the organization(s) you choose.

NOTES:

  • You can only add organizations that are already registered in VAMS.
  • You can establish up to 10 limited service groups.
  • Your clinic will not be visible to anyone outside of the selected organization as long as your clinic has active limited service groups. If all of your clinic’s limited service groups are inactive, your clinic will be visible to all VAMS recipients.

To establish a limited service group:

  • Click the Appointment Management tab.
  • Navigate to the Limited Service Groups window.
  • To create a limited service group, click Create New in this window. This will direct you to the Create New Limited Service Groups page.
  • Name the limited service group (e.g., Memorial Hospital Employees COVID-19 Vaccination Clinic).
  • Select your clinic’s name in the Location drop-down menu.
  • The Limited Service Group Type field will auto-fill to Organization, which is currently the only option available.
  • Search for the organization you are limiting your clinic to and select the appropriate organization with the correct address from the drop-down list that populates. NOTE: Only registered VAMS organizations in your jurisdiction will appear in this drop-down menu. If the organization you are searching for does not appear in the list, contact your jurisdiction POC to confirm the organization’s registration status.
  • Select the Activate this Limited Service Group checkbox.
  • Click Create.
  • Repeat this process to add additional limited service groups, if necessary.

To edit or deactivate a limited service group:

In the Limited Service Groups table, click the hyperlinked name of the group you want to edit. On the Group Details page, you can edit fields directly and deselect the Active checkbox, then click Save. Deactivating a limited service group does not remove it from the Limited Service Groups table. To reactivate a group, you can select the group’s name in the table and click Reactivate.

To allow Jurisdiction Contact Centers to override limited service groups: If a clinic is restricted to limited service groups, you can allow Jurisdiction Contact Centers to schedule appointments at your clinic for recipients who do not belong to a limited service group. To set up this feature, navigate to the Clinic Location record by clicking the Clinic Setup tab, scrolling to the Clinic Location(s) box, then clicking your clinic’s hyperlinked name in the table. Click Edit at the top of the screen, then scroll to the Scheduling Permissions box. Under the Restrict Scheduling Groups header, select the Allow Jurisdiction Contact Centers to Ignore Limited Service Groups checkbox and click Save.

Restrict Clinic Scheduling

Select any group(s)—Recipients and/or Jurisdiction Contact Center users—you do not want to schedule appointments at your clinic.

  • To restrict clinic scheduling to select group(s), navigate to the Clinic Location record by clicking the Clinic Setup tab, then scrolling to the Clinic Locations window.
  • Click your clinic name in the Clinic Locations table.
  • Click Edit.
  • Under the Scheduling Permissions section and Restrict Scheduling Groups sub-header, select any group(s) youdo not want to schedule appointments at your clinic (e.g., selecting Jurisdiction Contact Center will prevent Contact Center users from scheduling appointments at your clinic).
  • If you do not select a group, your clinic will be visible to recipients and Jurisdiction Contact Centers. Clinics are always visible to that clinic’s staff.
  • Once you’ve made your selections, click Save.
  • Note this is also where you can allow Jurisdiction Contact Centers to override limited service groups as mentioned above.

Set Up Clinic Reservation Tiers

Appointment reservation tiers allow standard and mobile clinics to allocate percentages of appointment capacity for each of the four appointment types: first dose, second dose, walk-in, and first come, first served (referred to in VAMS as Free for All, these are any appointments not allocated to first dose, second dose, or walk-in appointments). Appointment reservation tiers allow clinics to have more flexibility in constructing their schedules and reserving appointments for specific types.

The reservation tiers are rolling time frames (with day 1 always being the current day) during which the reservation percentages are in effect. The tiers are based on vaccine protocol and allow clinics to set different percentages for different time periods if they anticipate their needs changing as recipients return for a second dose. VAMS updates tiers as protocols and vaccine availability change.

Tier 1


Tier 1 is the percentage of appointments available for each appointment type, on a rolling basis, for the first 20 days out from the current date.

Duration of Tier 1: Current Day–20 Days Out

Consider allocating the highest percentage for first- come, first-served appointments in this tier so that most availability in this 20-day time frame is open to any individual who needs an appointment (i.e., first or second dose). Consider allotting a small percentage of appointments for walk-ins based upon clinic forecasting.

Tier 2


Tier 2 appointments have start dates consistent with the recommended time frames for second doses based on the vaccine product. There are two kinds of Tier 2 appointments to account for the different recommended intervals between doses.

Tier 2a (Pfizer-BioNTech)

Tier 2a is to accommodate the first week Pfizer- BioNTech vaccine recipients would be eligible for their second dose. This tier is the percentage of appointments available for each appointment type, on a rolling basis, for 21–27 days out from the current date.

Duration of Tier 2a: 21–27 Days Out

If your clinic administers Pfizer-BioNTech vaccine, consider allocating a higher percentage for second dose appointments and a lower percentage for first dose appointments in this tier to accommodate recipients ready to schedule their second dose after 21 days. Use the walk-in appointment allocation in this tier to reduce clinic capacity. This will block any appointment capacity you would like to become available when a date in time reaches Tier 1 eligibility.

Tier 2b (Moderna)

Tier 2b is to accommodate the first week Moderna recipients would be eligible for their second dose. This tier is the percentage of appointments available for each appointment group, on a rolling basis, for 28–34 days out from the current date.

Duration of Tier 2b: 28–34 Days Out

If your clinic administers Moderna vaccine, consider allocating a higher percentage for second dose appointments and a lower percentage for first dose appointments in this tier to accommodate recipients ready to schedule their second dose after 28 days. Use the walk-in appointment allocation in this tier to reduce clinic capacity. This will block any appointment capacity you would like to become available when a date in time reaches Tier 1 eligibility.

Tier 3


Tier 3 is the percentage of appointments available for each appointment type, on a rolling basis, for 35 days onward from the current date.

Duration of Tier 3: 35 Days Out–Clinic End Date

Consider allocating percentages that make up your clinic’s ideal mix of appointment types (except for walk-ins) in this tier. Use the walk-in appointment allocation in this tier to reduce clinic capacity. This will block any appointment capacity you’d like to become available when a date in time reaches Tier 1 eligibility.

Reservation Tier Allocation example

Clinic Appointment Reservation Tiers Table

*Tiers are broken down based upon vaccine protocol (Pfizer-BioNTech second dose eligibility at day 21, Moderna second dose eligibility at day 28).

**First-come, first-served appointments are the appointments not allocated to first doses, second doses, or walk-ins.

***Blocked walk-in appointments are not available for scheduling by recipients. In tiers 2a, 2b, and 3, allocating a percentage of appointments available to walk-ins reduces clinic capacity, helping ensure appointments are available to recipients in earlier tiers (e.g., blocking 10% for walk-ins in Tier 3 and 7% for walk-ins in Tier 2b will open up 3% further capacity that can then be booked by recipients).

Allocate Percentages of Appointments at Your Clinic

Your jurisdiction may have already allocated percentages for appointments at your clinic. If so, you will see a message when you click the Clinic Reservations tab telling you the percentages have been set. You may override their settings at any time by clicking the View Appointment Reservations button to review or edit the reservations.

Edit or Allocate New Percentages

  • Click the Clinic Reservations tab. On this page, you will see a table with the tiers listed in rows and appointment type percentages listed in columns.
  • Hover over a cell within the table you want to edit (see the example below where we have hovered over the cell Tier 1, % Reserved for First Doses cell) until you see the pencil icon in the right corner of the cell.
  • Click the pencil icon to edit the percentage set for the appointment type in that tier.
  • Enter a whole number percentage (e.g., 20) in each editable column for each tier. Press Enter or click out of the field after each number you type.
  • When you finish entering all percentages, click Save underneath the table.

NOTE: To see another graphic that explains the tiers, click View This Infographic above this table in VAMS.

Quick Tips for Allocating Appointment Type Percentages

  • You only need to allocate percentages for first dose, second dose, and walk-in appointments when setting tiers. Any percentage left over after adding up the first dose, second dose, and walk-in percentages will automatically allocate to first-come, first-served appointments (any dose). For example: If first dose allocation is 25%, second dose is 50%, and walk-in is 15%, the remaining 10% of appointments will be allocated to the first-come, first-served appointment type.
  • Use walk-in appointments in Tier 3, Tier 2b, and Tier 2a as a way to reduce clinic capacity in a tier. By lowering the walk-in percentage from Tier 3 to Tier 2b to Tier 2a to Tier 1, you can ensure appointments are available for booking in all tiers. Use walk-in appointments in Tier 1 as a way to reduce capacity and accommodate actual clinic walk-ins.
  • For Tier 1, consider setting first and second dose reservation percentages to 0% so your clinic can book to full capacity. This will automatically allocate 100% of appointments not allocated for walk-ins as first come, first served.
  • If you would like to have a first dose-only clinic, set the first dose appointment percentages to 100% for all tiers.
  • If you would like to have a second dose-only clinic, set the second dose appointment percentage to 100% for all tiers.
  • If you want your clinic to remain open to all recipients on a first-come, first-served basis, set first dose, second dose, and walk-in percentages in all tiers to 0%.
  • The Johnson & Johnson/Janssen vaccine is considered a first dose in VAMS. Adjust first dose appointments across all tiers accordingly based upon expected inventory.

Notes About Allocating Appointment Type Percentages

  • Tiers will not change previously booked appointments. If your clinic already has booked appointments, it may take several weeks to see results of clinic reservation percentage tiers. In addition, tiers will not allow your clinic to go over capacity (e.g., setting a second dose percentage in a tier to 50% when 60% of clinic capacity is already second dose appointments does not mean your clinic will book to 110% capacity).
  • If you do not customize your percentages and your jurisdiction did not set them for you, your clinic will not have tiers activated and all appointments will book as first come, first served.

Communicate with Recipients

This section provides guidance on settings in VAMS you can use to communicate with recipients who have completed or scheduled and appointment at your clinic.

  • Indicate which vaccines your clinic offers for recipients to see prior to scheduling appointments.
  • Create an appointment note visible to recipients before/after they schedule an appointment.
  • Send messages to recipients with scheduled or completed appointments at your clinic.

Indicate Which Vaccines Your Clinic Offers

Indicate which vaccines your clinic offers for recipients to see prior to scheduling appointments. These selections will appear to recipients on the Find a Clinic screen and Appointment Review screen prior to booking their appointments. Selecting these vaccine offerings is optional for clinics. This functionality will not prevent a recipient from scheduling an appointment with a clinic that does not currently have the corresponding vaccine product in their inventory.

  • To select which vaccines your clinic offers, click the Clinic Setup tab, and navigate to the Clinic Location(s) window on the page.
  • Click your clinic name in the Clinic Locations table.
  • Click Edit.
  • Under the Vaccine Products Carried section, select the checkboxes for the different vaccine products you offer (Moderna, Pfizer-BioNTech, and/or Johnson & Johnson/Janssen).
  • Once you’ve made your selections, click Save at the top of the page.

Create an Appointment Note Visible to Recipients

Create an appointment note that is visible to recipients before and after they schedule an appointment at your clinic. Recipients will see this message as A Note from the Clinic on the Date and Time screen, below the QR code on their Appointment Review screen, Appointment Confirmation page, the View Appointment page in the Recipient Portal, and in their appointment confirmation email. This message will also be visible on the Appointment Confirmation page to jurisdictions and clinics scheduling appointments on behalf of recipients.

NOTE: Any messages you add will also appear for currently scheduled appointments on the recipients’ View Appointment pages in VAMS.

  • To create an appointment note, click the Appointment Management tab and navigate to the Appointment Notes window on the page.
  • Click the drop-down arrow next to the clinic name where you want to add a note, then click Edit.
  • Enter a message with no more than 1,000 characters. You can enter both an English and Spanish version of the note if you wish. If you enter both languages, recipients will see the appointment note in the language they chose during their account registration for receiving VAMS communications. If you do not enter a Spanish version, all recipients will receive the note in English.
  • Click Save.
  • To edit the note in the future, return to the Appointment Management tab, navigate to the Appointment Notes window, click the drop-down arrow to the right of the corresponding appointment note row, and click Edit. Make your changes and click Save.

Send Messages to Recipients with Scheduled or Completed Appointments

The Messaging window within the Appointment Management tab allows you send messages to recipients with scheduled appointments.

  • To send a new message, click the drop-down arrow in the Messaging window of the Appointment Management tab.
  • Click the Send New Message button.
  • Search for the appointments of the recipients you want to message.
  • Set parameters for your search, including appointment date range, dose, and manufacturer, then click Search. The system will display the number of appointments that meet your parameters.
  • Click Message Recipients to send a message to all recipients with appointments in the selected time frame. To view a more detailed list of these appointments, click View Selected Appointments to see a list of the first 2,000 appointments in that time frame.
  • When you select Message Recipients, you must enter your message in both the email and SMS fields and select when you want the message sent: Now or At a Scheduled Time. If you are attempting to message 1,500 recipients or more, you must schedule the message—it cannot be sent immediately.
  • Check the box near the top of the screen if you’d like to include the clinic administrator in the recipient list.
  • Click Next when finished. This brings you to a review screen. Once you’ve reviewed all information, click Send Message.
  • If you would like to send a message in Spanish, check the box at the top of the screen that asks, “Add text for Spanish speakers?”
  • Enter the Spanish version of your communication in the applicable text boxes that appear. Once you’ve entered both Spanish and English text in the corresponding boxes, continue sending the message as you normally would. VAMS will only send the language you entered in the Spanish text box to any recipient who elected to receive VAMS communications in Spanish. Please note that this feature sends exactly the language you entered into the text box and will not translate any text.

Manage VAMS Clinic Users

From the Clinic Setup tab, navigate to the Manage Users window to edit a user record, remove a VAMS user, or add a multi-clinic user.

Edit or Remove a VAMS Clinic User

  • To edit a user’s information, click the user’s name in the Clinic Members table.
  • On the user’s Information page, you can edit the user’s details by clicking the Edit button in the upper right corner or remove the user by clicking the Remove button.
  • If you edit the user’s record, click Save.

If you click the Remove user button, another pop-up window will appear and ask you to confirm that you want to remove the user. The user will not be notified that they have been removed from your clinic.

  • Answer Yes or No and click Next.

NOTES: VAMS will disable inactive Clinic Portal user accounts after 60 days of inactivity.

To remove a clinic administrator role from a user’s profile, you must submit a case on the Help page as described in Access Support. To remove a user who has been assigned the clinic administrator role from your clinic, navigate to the Manage Users tab, click on their name in the Clinic Members table, then click Remove in the top right corner of the screen.

Multi-Clinic Users: Add a clinic user who is already a registered VAMS user

You can add a user to your clinic who is already a registered VAMS user at another clinic. The system will recognize the user through their email address.

  • In the Add or Update User pop-up window, enter the user’s email address and click Search.
    NOTE:
    This feature searches to see if the user’s email address has been used to create an account in VAMS.
  • In this example, the healthcare professional (HP) added to your clinic is already a VAMS user. You will know this because the HP’s first and last name is populated in those fields, and roles are already selected for them.
  • The roles they are assigned by another clinic’s administrator carry over to your clinic. Similarly, roles you select for them will carry over to any other clinic for which they are a VAMS user. For example: If you select the inventory role for your new HP, they will also have that role at all other clinics for which they work. Similarly, if you remove the inventory manager role from this HP, they will no longer have that role at any other clinic for which they work.
  • After you add them as a user in your clinic, they will receive an email notification from vams@cdc.gov that they are identified as a user for your clinic, with a link for them to log into the VAMS portal.
  • After logging in and accessing the Clinic Portal, they will see all clinics they are linked to in VAMS, including yours.

Clinic Data Reports

Within the Clinic Data tab, there are three clinic data reports available to standard and mobile clinics in VAMS.

  • Scheduled Appointments Report: Contains data on scheduled appointments at your clinic, including appointment date/time/status and recipient information.
  • Inventory – Vaccine Level Report: Includes data on your clinic’s current inventory, including total doses remaining as well as doses remaining by manufacturer and product.
  • Vaccination Administration Report: Includes a range of data on vaccines administered at your clinic, including recipient information, vaccine administration dates, administering healthcare professional information, and vaccine information.

Access to clinic data reports is dependent upon a user’s assigned role(s) in VAMS. User access for each report is noted below and below each report section header.

  • Clinic users with only the clinic administrator role assigned in VAMS can view:
    • Scheduled Appointments Report for today, next 7 days, and next 30 days.
    • Inventory – Vaccine Level Report for today. Note the inventory manager does not have access to this report since they do not have access to the Clinic Data tab.
  • Clinic users with both the clinic administrator and healthcare professional roles assigned in VAMS can view this additional report:
    • Vaccination Administration Report for data on vaccines administered at your clinic today, past 7 days, and past 30 days.

Access the Reports

Access your clinic’s reports from the Clinic Data tab. Under each report header, click the time frame to view its data and visualizations.

Vaccination Administration Report

  • Users with both Clinic Administrator and Healthcare Professional Roles assigned to them in VAMS

This report includes the following data on vaccines administered at your clinic:

  • Clinic name
  • Appointment address
  • Recipient name (first, middle, last)
  • Recipient date of birth, gender
  • Recipient mailing address (state, city, street, etc.)
  • Recipient phone number, email address
  • Recipient demographic information (race, etc.)
  • Date of vaccine administration
  • Dose number (first or second)
  • Recipient Patient: Account ID
  • Recipient insurance information (if applicable)
  • Administering healthcare professional name
  • Vaccine information (CVX code, manufacturer, product, UoU, NDC, dose, lot number, and expiration date)

The Vaccination Administration Report can be filtered by date administered:

  • Today
  • Past 7 days
  • Past 30 day

Scheduled Appointment Report

  • Clinic Administrators

This report includes the following data on scheduled appointments at your clinic:

  • Appointment date
  • Appointment start time
  • Appointment status
  • Appointment address
  • Guardian first and last name and contact information (email/cell phone), if applicable
  • Recipient name (first, middle, last)
  • Recipient date of birth
  • Recipient gender
  • Recipient mailing address (state, city, street, etc.)
  • Recipient phone number
  • Recipient email address
  • Recipient demographic information (race, etc.)
  • Recipient dose information (first/second dose, vaccine name, source, etc.)
  • Recipient insurance information (if applicable)
  • Recipient Patient: Account ID

The Scheduled Appointment Report can be filtered by scheduled start:

  • Today
  • Next 7 days
  • Next 30 days
  • Clinic Capacity*

*The Clinic Capacity Report allows you to view appointment availability based on the number of appointments that are currently booked at your clinic for a time frame you select; the default time frame is 60 days.

This report includes the following data on your clinic’s appointment capacity and utilization:

  • Total capacity
  • Total booked
  • Remaining available
  • Available capacity percentage
  • Dose breakdown (e.g., dose 1 appointments booked, dose 2 appointments booked)
Inventory – Vaccine Level Report
  • Clinic Administrators

This report includes the following data on current clinic inventory:

  • Total manufacturers
  • Total doses remaining
  • Doses remaining by manufacturer and product
  • Inventory expiration dates

NOTE: Inventory-Vaccine Level reports provide data on current inventory levels only.

Interact with Report Data

After selecting and viewing a clinic data report, you can interact with the data by filtering, sorting, and grouping them and creating charts within the different reports.

  • Filter: Filter data by clicking the filter icon in the top right corner of the screen. You can filter vaccination administration and scheduled appointment reports by administration date and scheduled start date, respectively.
  • Sort: Sort data by clicking the arrow on the right side of each column header within a report. From the drop- down menu, you can select how you want to sort the data in the report.
  • Group: Group data by clicking the arrow on the right side of each column header within a report. From the drop-down menu, you can select to group the report by the data in that column by selecting Group Rows by This Field.
  • Charts: Create charts to represent data by first grouping the data you want to transition into a chart.
    After grouping your desired data (e.g., doses remaining by manufacturer), you can click Add Chart in the top right corner of the screen to create a chart.
    • After your chart is created, you can change the chart type by clicking the gear icon on the top right corner of the chart.
Export Report Data

Export clinic data reports in Formatted or Details Only views.

  • Formatted includes the report header, groupings, and filter settings and can only be exported in Excel (.xlsx) format.
  • Details Only includes only the detail rows.

To export a report:

  1. From the Clinic Data tab, select the report and time frame you want to view (e.g., Vaccination Administration report for the past 30 days).
  2. Click Export in the top right corner of the screen.
  3. Select your desired export view (Formatted or Details Only). If choosing a Details Only view, select the file type from the Format drop-down menu (.xls or .csv) and select from the encoding options drop-down menu.
  4. Click Export.

Congratulations! You have successfully exported the report and can access it as a downloaded file on your device.

Section 3: COVID-19 Vaccine Inventory Management

Managing your clinic’s COVID-19 vaccine inventory will primarily be the inventory manager’s role, but as the clinic administrator, you also have access to manage it in VAMS.

This section will show you how to manage your clinic’s COVID-19 vaccine inventory in VAMS.

The boxes below are clickable links to the corresponding sections in this user manual.

Place COVID-19 Vaccine Inventory Requests Support

The clinic administrator and/or inventory manager can submit inventory requests to your clinic’s jurisdiction POC.

Track COVID-19 Vaccine Inventory Requests

Track inventory requests and communicate with jurisdiction POCs about them.

COVID-19 Vaccine Information

View information about vaccine-related packaging, labeling, and expiration dates.

Log COVID-19 Vaccine Inventory

Log vaccine inventory manually or via 2D barcode scanner (if available).

Reduce Vaccine Inventory

Reduce vaccine inventory manually or via 2D barcode scanner (if available).

Monitor COVID-19 Vaccine Inventory Levels

Use the Inventory Management tab to monitor inventory levels and view snapshots of available and booked appointments.

Place COVID-19 Vaccine Inventory Requests

You will place your COVID-19 vaccine inventory requests in VAMS to your jurisdiction’s POC. This crucial process will allow you to ensure your clinic has enough inventory on hand to administer vaccines to recipients. While you will place all inventory requests in VAMS, the jurisdiction POC will place all COVID-19 vaccine orders outside of VAMS through an established process determined by the jurisdiction.

NOTE: Inventory requests let your jurisdiction know how much inventory you need. An inventory request does not place an order or guarantee you will receive all inventory requested right away. The jurisdiction will place an order through their public health agency for the amount of inventory they can accommodate.

You can place, view, and manage your inventory requests on the Inventory tab in VAMS. To place an inventory request, you’ll need to know your desired product type, the number of doses you want to request, which type of dose you want to request (e.g., first or second dose), and the date by which you need to receive the requested inventory.

The Inventory tab shows you a list of all inventory requests you’ve submitted. This list includes a system-generated inventory request number, product type (vaccine type) requested, manufacturer, date requested and required, number of doses requested, and notes.

  • Click the Inventory tab on your clinic’s home page.
  • Click the drop-down arrow in the Inventory Requests window.
  • Click the New Request button.
  • The Create Site Inventory Request pop-up window includes several required fields (noted by a red asterisk).
  • Click in the Product field and select the vaccine product from the drop-down or type in the name of a product and click Show All Results to be taken to the Product pop-up window.
  • In the Product pop-up window, click the number in the Vaccine Name column of the table to select the vaccine product you want to request.
  • After selecting the vaccine product, it will populate in the Create Site Inventory Request pop-up window.
  • Enter the number of vaccine doses you are requesting.
  • Enter the date of your inventory request.
  • Enter the date by which you want to receive the doses you are requesting.
  • Select the dose type you are requesting (first dose, second dose, first and second dose, or single dose).
  • Your clinic’s name will auto-populate in the clinic field. If you wish to change the clinic selection, click the “X” in the field to select from a list of clinics to which you are assigned.
  • The inventory request status will auto populate to Submitted. Click the drop-down arrow in the status box if you need to change the status.
  • If desired, you can add a note for the jurisdiction POC in the Clinic Notes field.
  • Click Save to save your inventory request. VAMS will send your request to your jurisdiction POC.

Track COVID-19 Vaccine Inventory Requests

After your inventory request is submitted, a record of that request appears on the Inventory tab. The inventory request record shows important details about the request. It also offers a way to monitor and communicate with the jurisdiction POC.

  • Click the Inventory Request Number link in the list to access the inventory request record.

From the inventory request record, you can:

View Inventory Request details. This section of the record has details about the inventory request.

Communicate with the jurisdiction POC. Send the jurisdiction POC a message by typing in the Post box and clicking Share.

Monitor or follow comments made to your posts. Like you would on a social media platform, click the Follow button to receive email notifications when the jurisdiction POC responds to a post you make in the inventory request record. You will not receive notifications for new posts.

COVID-19 Vaccine Information

Vaccine Packaging Terms

  • Unit of sale, or UoS, is the packaging in which the vaccine vials are delivered.
  • Unit of use, or UoU, is the vaccine vial.

Example: One box, or UoS, could contain 10 UoUs, or vaccine vials.

Vaccine Labeling Terms

Lot Numbers

  • UoS lot number is shown on the package label.
  • UoU lot number is shown on the vial label.

NOTE: UoS and UoU Lot numbers will be the same.

National Drug Code (NDC) Numbers

  • UoS NDC is shown on the package label.
  • UoU NDC is shown on the vial label.

NOTE: UoS and UoU NDC numbers will not be the same.

Expiration Dates

  • For some manufacturers, expiration dates can be found on both the UoS and UoU labels. Others supply expiration date information on their website.

Examples of vaccine labeling are shown below.

third-party clinic administrator example vaccine

Log COVID-19 Vaccine Inventory

When you receive a COVID-19 vaccine delivery, you can log it in VAMS in two ways:

  • Manually enter the information on the vaccine packaging and vials.
  • Use a 2D barcode scanner to scan the barcodes on the vaccine vials. This automatically enters the information in VAMS. NOTE: Current COVID-19 vaccine vials do not have barcodes that can be scanned by 2D barcode scanners, so information will have to be entered manually at this time.

Log Vaccine Inventory Manually

  • On the Inventory tab, click the Manually Log Inventory button.
  • Select the manufacturer and product from the drop-down menus. Enter the remaining vaccine information.
  • Click Next.
  • Review and confirm the information you entered is correct, then click Next.
  • Click Finish in the pop-up window.

NOTE: You will be able to select between a 10- or 15-dose vial when logging Moderna inventory. The 10- and 15-dose Moderna vials are the same product but have different NDCs, which is why they are differentiated in VAMS.

The 15-dose Moderna vial is expected to yield 14 doses, so VAMS will add 14 doses every time a 15-dose vial is added to your inventory. If a 15th dose is administered from a vial, please add the extra dose individually.

Quick Tips:

  • UoU and UoS lot numbers must be an exact match, including case.
  • It’s possible you may enter new inventory that only partially matches an existing entry. If this happens, you will receive an error message. Follow the instructions in the message to invalidate the old record and add remaining inventory to a new record.

Log Vaccine Inventory by Scanning a 2D Barcode

VAMS is compatible with 2D barcode scanners (Bluetooth wireless and those that are not wireless). However, integrated mobile device scanning (i.e., an app that can scan a 2D barcode) will not connect with or automatically transfer information to VAMS.

NOTE: Current COVID-19 vaccine vials do not have barcodes that can be scanned by 2D barcode scanners, so information will have to be entered manually at this time.

  • On the Inventory tab, click Scan Inventory.
    • NOTE: You must scan each UoS individually. Each UoS contains multiple vials or UoUs. When logging inventory, you must scan one UoU from each UoS. See the step-by-step instructions below.
  • When the Scan Inventory pop-up appears, scan the UoS barcode on the vial with your 2D barcode scanner. The barcode will appear in the UoS barcode field.
  • Select the vaccine manufacturer from the drop-down menu, then click Next.
  • The UoS Information screen will appear with prepopulated UoS information. Enter the Total UoU (vials) in UoS, then click Next.
  • Scan the UoU barcode on one of the vials from the UoS you are logging, and it will appear in the UoU barcode field. Click Next.
  • Review and confirm the information you entered is correct, then click Next.
  • Click Finish in the pop-up window.

Reduce Vaccine Inventory

Similar to how you log vaccine inventory, you can reduce vaccine inventory in VAMS in two ways:

  • Manually enter the information on the vaccine packaging and vials.
  • Use a 2D barcode scanner to scan the barcodes on the vaccine vials.

Reduce Vaccine Inventory Manually

  • On the Inventory tab, click the Manually Reduce Inventory button.
  • In the Manually Reduce Inventory pop-up window, enter the manufacturer name, product, and UoU lot number.
  • The expiration date will auto-populate and cannot be changed.
  • Select a reason for reduction.
  • Enter the number of doses reduced, then click Next.
    • NOTE: VAMS will not allow you to reduce more inventory than you have on hand.
  • Review and confirm the information you entered is correct, then click Next.
  • Click Finish in the pop-up window.

Reduce Vaccine Inventory by Scanning a 2D Barcode

  • On the Inventory tab, click the Reduce Inventory (Scan) button.
  • When the Reduce Inventory (Scan) pop-up window appears, scan the UoU barcode on the vial with your 2D barcode scanner.
  • Enter the required information in the Reduce Inventory (scan) pop-up window. The expiration date will auto-populate and cannot be changed. Click Next.
  • Review and confirm the information you entered is correct, then click Next.
  • Click Finish in the pop-up window.

Monitor COVID-19 Vaccine Inventory Levels

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

This 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*.

*The total on-hand inventory data on this tab come from the inventory you log and reduce in VAMS as well as what your clinic healthcare professional logs during vaccine administration. The healthcare professional’s method of logging inventory and waste is similar to yours. They can either scan a 2D barcode or log the information manually.

Inventory will automatically update if a healthcare professional edits a recipient’s vaccination record to change a lot number or type of vaccine. Once the change is made, it will update across the system and there will be no further action required by the inventory manager or clinic administrator. NOTE: For a more detailed inventory report, see Clinic Data Reports in Section 2 for how to access the Inventory-Vaccine Level Report. As inventory managers do not have access to the Clinic Data tab, they cannot view the Inventory-Vaccine Level Report.

If you need to edit a vaccine lot number’s expiration date, follow these steps:

  • Navigate to the On-Hand Inventory Totals window on the Inventory tab.
  • Click the hyperlinked UoS Lot Number of the inventory you wish to update.
  • Scroll to the bottom of the page you are directed to until you see Expiration Date.
  • Click the pencil icon to the right of the expiration date and enter the correct expiration date for that lot number.
  • Click Save.
Section 4: Additional VAMS Functionality

This section will show you how to complete clinic administration tasks in VAMS that occur less frequently than the tasks described in Section 2: Manage Your Clinic in VAMS.

The boxes below are clickable links to the corresponding sections in this user manual.

Mobile Clinic Locations/Operating Hours

Are you a clinic administrator for a mobile clinic? Learn how to add locations and set operating hours for your mobile clinic.

Multi-Clinic User

Do you work at multiple clinics? Learn how to access different clinics in VAMS if you will be working at multiple vaccination clinics and become a multi-clinic user.

COVID-19 Vaccine Eligibility for Clinic Staff

Do you want to enable your clinic staff to register as recipients in VAMS? If you or your clinic staff want to register as recipients in VAMS, follow the process outlined in this section.

Mobile Clinic Locations and Operating Hours

Mobile clinics are those with multiple locations for vaccination (e.g., mobile clinic bus or van). These clinics can change their physical address but must have a permanent shipping address to receive inventory.

After completing your mobile clinic’s registration by following the same process outlined in Step 2: Register Your Clinic and selecting an appointment duration on the Clinic Details tab as outlined, you can add new locations for your mobile clinic and set up operating hours for each location.

Add New Clinic Location

  • Click the Clinic Setup tab to view the Clinic Locations This table shows all clinic locations you added and is where you can edit or delete them.
  • Click New in the upper right corner of the table to add a clinic location.
  • Click in the Clinic field and select your clinic from the populated results.
  • Name the clinic location, enter the address, and select the time zone.
    Quick Tip:
    Consider using a standard naming convention for your mobile clinic location names.
  • Enter the start and end dates this clinic location will be active and available for recipient appointments.
    NOTE: If you enter start and end dates that overlap with dates already set for another location, you will receive an error message. VAMS will not allow you to have two locations with overlapping start and end dates.
  • Click in the Operating Hours field and select New Clinic Operation Hours from the drop-down menu.
  • Name the operating hours in the pop-up window, then click Save.
  • Click Save in the New Location pop-up window.

Set Operating Hours for a New Clinic Location

  • To set operating hours for each new clinic location, you will follow the same process outlined in Step 3b. Set Operating Hours for Your Clinic. Note that you must set operating hours for each mobile clinic location you add in VAMS.
  • When you want this new location to be available for recipients to schedule appointments during the start and end dates you set, check the Available for Scheduling checkbox on the Clinic Location Details You can edit this setting at any time.
  • Click Save.

Guidance on other settings in VAMS you can use to manage your clinic’s availability for scheduling is provided in Section 2: Manage Your Clinic in VAMS.

Access Multiple Clinics in VAMS

You may need to perform the same or different user roles at multiple clinics. After a clinic administrator at another clinic adds you as a user for their clinic, you can easily access multiple clinics after logging into VAMS.

  • From any page in VAMS, click the drop-down arrow next to your name in the upper right corner to access the drop-down menu.
  • Click Switch Portals.
    • If you have multi-portal access (i.e., you have access to more than one portal—Clinic Portal and Recipient Portal, for example) this will take you to the Portal Selection page. Click the Clinic Portal button, then you will see the Clinic Selection page shown below.
    • If you only have multi-clinic access (i.e., you have a clinic role at more than one clinic but do not have access to another portal) clicking Switch Portals will take you straight to the Clinic Selection page.
  • From the Clinic Selection page, choose which clinic you want to switch to by clicking the Access Portal button under the clinic name.

Clinic-Specific QR Codes

If your clinic uses guest registration, you can print and download clinic-specific QR codes to share with recipients, who can scan the code to schedule an appointment or pre-register as a walk-in recipient. Front desk staff can also access this QR code to share with recipients.

  • You can find your clinic’s QR code by clicking the link at the top of your Clinic Portal home page that says, “View QR code for recipient registration.”
  • Download and print this code to share in your clinic for recipients to scan.
  • When a recipient scans the code, they will be directed to the Pre-Scheduling Questions page in VAMS where they will answer a few pre-screening questions and either preregister as a walk-in appointment or schedule a future appointment.
  • If a recipient selects Pre-Register for a Walk-in Appointment, they will be directed to the pre-register screen where they can complete the existing registration process for your clinic.
  • If they select Schedule a Future Appointment, they will be directed to the Date and Time page to select a future appointment date and time for your clinic. They can then proceed with the remaining steps of the existing guest registration process.
  • NOTE: If the recipient responds Yes to the question, “Have you ever received a COVID-19 vaccine?” and selects a product that is not available at your clinic, an error message will appear that asks the recipient to search for a different clinic.
  • NOTE for mobile clinic scheduling: If a recipient selects Schedule a Future Appointment and the clinic is a mobile clinic, they will be directed to the Select a Clinic Location They will then select the location where they want to receive their vaccination and will be directed to the Date and Time page where they can proceed with the existing guest registration process.

VAMS Downtime Procedures

VAMS is occasionally taken down for scheduled system maintenance. All VAMS functions will be unavailable for all users during these scheduled downtimes. You will be notified prior to scheduled system downtimes.

All users should consider any processes they may need to complete prior to the downtime, such as:

  • Reviewing inventory requests
  • Downloading data reports
  • Scheduling vaccination appointments, completing Prevaccination Questionnaires, and viewing/printing vaccination certificates

Clinics should consider these temporary processes so they can continue to administer vaccine successfully during downtimes:

  • Review your upcoming appointments to see if your clinic has scheduled appointments during this time.
  • Print or otherwise document the names of recipients who have appointments during this time.
  • Print CDC’s Prevaccination Screening Form: https://www.cdc.gov/vaccines/covid-19/downloads/pre- vaccination-screening-form.pdfpdf icon.
  • Print FDA’s Emergency Use Authorization Fact Sheets, if necessary: https://www.cdc.gov/vaccines/covid- 19/eua/index.html.
  • Print CDC’s Immunization Information System Data Requirement Form to document the vaccine administration information so you can add it into VAMS when the system comes back online: https://www.cdc.gov/vaccines/covid-19/reporting/downloads/IIS-data-requirement-form.pdfpdf icon.
  • Work with the healthcare professionals at your clinic to make a plan to enter the data from these appointments in VAMS as soon as possible.
    • Users assigned the healthcare professional role can backdate vaccinations using the Record Past Vaccination(s) button on the Manage Appointments tab. They can record vaccinations they administered or can record them on behalf of another healthcare professional. You can learn more about this functionality in the VAMS Healthcare Professional Standard and Mobile Clinic User Manual.

Access Support

Where to Find Additional VAMS Resources and Information

Help Page

If you need help when using VAMS, click the Help link in the upper right corner of the navigation bar to find support.

The Help page has answers to frequently asked questions (FAQs) about the Clinic Portal roles and access in VAMS.

  • You can read through the list of FAQs or you can search for a particular topic in the search bar located below the FAQs tab.
  • Find VAMS resources, such as user manuals, quick reference guides, or release notes by typing those key words into the search bar.

Submit a Question to the VAMS Help Desk

  • If you don’t find the information you’re looking for in the FAQs, you can submit a question to the Help Desk.
  • From the Help page, click Submit a Question.
  • Click Submit a Caseand select New Clinic Case.
  • When logged into the system, your name will be prepopulated in your case.
  • Select the category of your question (and subcategory, if applicable), select your jurisdiction, typethe subject of your question, then type your question in the text box.
  • After clicking Confirm, a message will appear on the screen confirming your question was sent.
  • A response to your question will be sent to you via email from CARS_HelpDesk@cdc.gov.
  • Once you receive a response to your question, you can communicate back and forth with the support team by replying to the email.

NOTE: Do not edit the subject line of the email or the support team member who initially responded to your question will not receive it.

 

Help Desk

If you need additional support, contact the VAMS Help Desk. To ensure jurisdictions and clinics are fully supported, VAMS Help Desk support is limited to jurisdiction and clinic personnel only.

Toll-Free Number | +1 833-748-1979 Hours of Operation | 8:00 AM – 8:00 PM EST | Monday – Friday

Page last reviewed: June 1, 2021