Healthcare Professional Standard & Mobile Clinic User Manual
As a healthcare professional (HP), you will use VAMS to manage the COVID-19 vaccine administration process for recipients. In VAMS, you can cancel recipient appointments, review recipient information, log vaccination, and view dates when recipients are eligible to receive their second dose of vaccine (if applicable). Your role in VAMS is critical to making sure recipient vaccinations are successful.
The table below shows VAMS activities by role, including the activities that only you, as an HP, can perform in VAMS and some that you share with other users.
|Activities in VAMS||Healthcare Professional||Clinic Administrator||Inventory Manager (optional)||Front Desk|
|Serve as the clinic point of contact (POC) for your jurisdiction (Typically, the clinic administrator serves as the clinic POC.)|
|Manage clinic information (e.g., physical address)|
|Set and manage clinic schedule|
|Manage (add, edit, remove) VAMS clinic users|
|Manage clinic COVID-19 vaccine inventory|
|View and export Inventory Vaccine Level report|
|Check in vaccine recipients|
|Create walk-in recipient appointments|
|Cancel vaccine recipient appointments|
|Confirm vaccine recipient identity|
|Add vaccine recipients in VAMS|
|Access and review vaccine recipient records (e.g., name, date of birth [DOB], Prevaccination Questionnaire responses); add notes to records|
|Administer and log vaccination (vaccine information, outcome, and waste if applicable)|
|Search for, edit, and invalidate recipient vaccination records|
|View vaccine recipient next-dose eligibility date(s) (if applicable)|
What you’ll need to complete this process:
- Access to the internet
- Access to your email account
- Registration email from firstname.lastname@example.org
You must activate an account in VAMS to use the system. After your clinic administrator 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 email@example.com. 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 clinic administrator.
- 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 from firstname.lastname@example.org to you immediately after clicking the registration link in your email. 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.
After creating your account, you are immediately taken to the Clinic Portal home page, where you see a Manage Appointments table.
As the clinic’s HP, you have access to view the clinic’s scheduled appointments and can cancel recipient appointments, if needed. Review the information below to familiarize yourself with how to view appointments and cancel them.
View Scheduled Appointments
- Once you access the Clinic Portal, the Manage Appointments page will be your default home page and where you can view checked-in appointments at your clinic.
- NOTE: Standard and mobile clinic healthcare professionals can also navigate to the Recipient Details page by clicking on a recipient’s hyperlinked name in the Manage Appointments tab. Third-party clinic healthcare professionals and clinic administrators can access the Recipient Details page by clicking on a recipient’s name in the Recipient management tab.
- Clicking the drop-down menu in the Manage Appointments table header will provide you with three list views that filter recipients listed in the table:
- Today’s Checked-In Appointments view will display your clinic’s appointments scheduled that day and is the default view.
- Prior Checked-in Appointments view will display all checked-in recipients, including that day’s and prior appointments.
- Today’s Completed Appointments view will display your clinic’s appointments that have been completed that day.
- You can sort appointment data in the table by clicking the arrows in the column headers, such as scheduled appointment start date/time, name, DOB, gender, and email address. You may also sort by the following columns:
- Observation – will indicate if the recipient has reported information in the Prevaccination Questionnaire that is important to review prior to vaccination.
- Dose – will indicate which dose of a COVID-19 vaccine the recipient is scheduled to receive (e.g., 1st, 2nd).
- Vaccine name – if the recipient has received a dose, this column will indicate which vaccine they received previously (e.g., Moderna, Pfizer-BioNTech, J&J/Janssen).
- Source – if the recipient has received a dose, this column will indicate if the dose was received at a clinic that does or does not use VAMS (e.g., VAMS, non-VAMS).
- You can also search for appointments by entering the recipient’s name or email address in the search bar at the top right of the appointments table. Note that you can search the recipient’s full name or just the beginning of their name. For example, you can find the appointment for a recipient named William Smith by searching for “Will.”
- Standard and mobile clinic users can now see a list view of Today’s Completed Vaccinations. This new list view can be found in the Manage Appointments tab. The list will display completed vaccination appointment details, including scheduled start, recipient name, date of birth, gender, email, dose, vaccine name, observation, and healthcare professional who administered the vaccine.
- From the Manage Appointments page, next to the recipient appointment you want to cancel, click Cancel in the Cancel Appointment column.
- A screen with the appointment details will appear.
- Select a cancellation reason from the drop-down menu.
- Click Cancel Appointment to cancel the appointment. Click Keep Appointment if you no longer want to cancel the appointment.
- After clicking Cancel Appointment, a cancellation confirmation message will appear. Click OK to return to the Clinic Portal home page.
Below are the steps you’ll follow in VAMS to log vaccine administration.
You will need:
- Recipient’s name or email address
The first step in vaccine administration is accessing the recipient’s record. To access a recipient’s record, you must locate their appointment in VAMS.
- On the Manage Appointments tab, clicking the drop-down arrow in the Manage Appointments table header will provide you with different ways to view recipients. Choose one of the following options.
- Today’s Checked-In Appointments view will display your clinic’s appointments scheduled that day.
- Prior Checked-in Appointments view will display all checked-in recipients, including that day’s and prior appointments.
- Today’s Completed Appointments view will display your clinic’s appointments that have been completed that day.
- You can sort appointment data in the table by clicking the arrows in the column headers.
- You can also search for appointments by entering the recipient’s name, email address, or phone number in the search bar at the top right of the appointments table. Note that you can search the recipient’s full name or just the beginning of their name. For example, you can find the appointment for a recipient named William Smith by searching for “Will.”
- To access the recipient’s record, click the recipient’s name.
- Recipient information (e.g., recipient’s name, age, gender)
- Next dose
- Notes (if applicable)
- Prevaccination Questionnaire
- Recipient details
- Vaccine administration
- Complete the Prevaccination Questionnaire on behalf of the recipient
Reviewing a recipient’s record is a crucial step in deciding whether to administer the vaccine.
- Recipient Information: At the top of the recipient record you will find basic recipient information (e.g., name, birth date, gender, and VAMS System ID).
- Next Dose: Next will be information about when the recipient will be eligible for their next dose of COVID-19 vaccine if they have already received a dose of a two-dose vaccine. The date listed is based on that vaccine’s protocol. This is where you can also view their vaccination certificate if they have completed one or more doses. The vaccination certificate provides details about previous dose(s) the recipient received.
- Notes: In the Notes section of the record, you can log information about the recipient that may be helpful to another HP in the future (e.g., recipient is nervous about needles).
- To log a note, click New Note in the upper right corner of the page. A pop-up window will appear where you can add your note. Click Save.
- Note that you should NOT click Add to Records as it will link the note to other recipient records. You do NOT need to use the Add to Records feature to add your note to the record of the recipient you are preparing to vaccinate.
A note about notes:
- The name of the HP who created the note will be linked to the note.
- If a recipient has a follow-up appointment with another HP at your clinic, notes will be visible to the HP.
- If a recipient has a follow-up appointment at another clinic, notes will be visible to the HP at that clinic.
- You can delete a note you have created by clicking the drop-down arrow next to the note in this table, then clicking Delete.
- Alerts: Below the Notes section, alerts will appear if the recipient has reported information in their Prevaccination Questionnaire that is important to review prior to vaccination or if they have not yet completed the questionnaire. If the recipient has not reported anything of note and has completed their Prevaccination Questionnaire, no alert will be present.
- Finally, there are the three tabs with information to review prior to administering a vaccine:
- Prevaccination Questionnaire: Information relevant to today’s appointment such as allergies, current medical treatment, recipient’s health status today, etc.
- Recipient Details: Name, gender, mailing address, race and ethnicity, preferred method of communication (if provided), etc.
- Vaccine Administration: Record of COVID-19 vaccination history and Log Vaccination button.
If the recipient has not yet completed their Prevaccination Questionnaire, you can walk them through the questions and answer the questionnaire with them or confirm that the Prevaccination Questionnaire was completed outside of VAMS.
- In the Prevaccination Questionnaire tab in the recipient record, click Start Prevaccination Questionnaire in VAMS.
- Discuss the questions with the recipient and input their answers for each question. If applicable, click Set Answers to “no” to answer “no” to all questions in the Prevaccination Questionnaire.
- Click Submit.
- You will then return to the recipient record, where you will receive confirmation of the completed Prevaccination Questionnaire.
- If the recipient completed the Prevaccination Questionnaire outside of VAMS, click Record that Prevaccination Questionnaire was Completed Outside of VAMS.
NOTE: As a healthcare professional you will be able to click Edit Responses to revise previously completed Prevaccination Questionnaire responses. Healthcare professionals will also be able to complete a new Prevaccination Questionnaire if a previous Prevaccination Questionnaire was logged outside of VAMS. After completing their edits, healthcare professionals can click Submit to accept changes and return to the recipient record or click Cancel to revert changes and return to the recipient record.
You can now advance to Step 3: Log Vaccination, but you should be prepared to review the recipient’s medical information and Prevaccination Questionnaire answers prior to administering vaccine to confirm they are eligible to receive a COVID-19 vaccine.
- UoU (vaccine vial) information
NOTE: If you as a healthcare professional try to exit the log vaccination flow early, you will be alerted and asked if you would like to cancel vaccine administration or continue. If you cancel the administration, no data are saved in the system, including vaccine administration date, inventory recorded, or inventory wastage.
3a. Log Vaccine Information
- On the Log Vaccination page, respond to the question shown on the screen.
- If you answer No, the recipient is ineligible for vaccination at this time. You will be taken to a screen that says, “Because the vaccine was not able to be administered, a reschedule prompt has been sent to the recipient’s email.”
- Select a reason for the unsuccessful administration from the drop-down menu and click Log Vaccination Attempt.
- If you answer Yes, additional fields will appear for you to enter vaccine details.
- Select the Manufacturer from the drop- down menu.
NOTE: Based on vaccine inventory data already logged in the system, the drop-down selections for the next two fields will be dependent upon the manufacturer you selected.
- Select a Product from the drop-down menu.
- Select a UoU (vial) lot number.
- The expiration date will prepopulate and cannot be edited.
3b. Select Vaccination Site, Date, and Time
- Under the vaccine details drop-down menus, there are fields to select the vaccine administration site (e.g., left deltoid) and fields to enter the vaccination date and vaccination time. NOTE: The Vaccination Date will default to the day and time of entry, but you can backdate a vaccination event by selecting a previous date and time.
- Select the Vaccination Administration Site.
- Select the Vaccination Administration Date.
- Select the Vaccination Administration Time.
- Indicate if any inventory was wasted during the appointment.
- If you select yes, you will see additional fields to detail the inventory that was wasted (e.g., vial, reason, number of doses wasted).
- If you select no, you will not see additional fields relating to wasted inventory.
- After logging wasted inventory (if necessary), click Log Vaccine in the bottom right of the screen.
- Review the vaccination details you entered on the previous page. If everything is correct, click Submit in the bottom right corner of the page.
Backdating Vaccination Events
- If you are not able to log vaccine administration at the time of vaccination (e.g., due to loss of internet connectivity), you can use the vaccination date and time fields to backdate vaccinations. VAMS will identify the individual who logs the vaccine in VAMS as the same person who also administered the vaccine. If you want to log a past vaccination on behalf of another healthcare professional, the next section will give you detailed instructions on how to do so.
- You cannot use these fields to log future dates.
NOTE: If you are logging multiple past vaccination events for one recipient, you must log the patient’s first dose of vaccine received before entering the second dose of vaccine.
You will need:
- Name or email address of the healthcare professional who administered the vaccination(s)
- Recipient’s name
- Vaccine manufacturer, product, and UoU (vaccine vial) information; vaccination site, date/time of administration
In addition to logging your own vaccinations, you can use VAMS to log vaccinations on behalf of other healthcare professionals at your clinic.
- On the Manage Appointments tab, select Record Past Vaccination(s) in the top right corner of the screen.
- Search for the healthcare professional who administered the vaccine by entering their name or email address.
- Once you start typing, relevant healthcare professionals will populate below the search bar.
- Note this can be your own email address if you are recording for yourself.
- Once you’ve found the correct healthcare professional, select their name/email address, click Search, then click Record vaccination(s) to access the Choose Recipient and Enter Vaccination Details page.
- Search for the name of the recipient who received vaccine. When the name populates in the drop-down list, select the name.
- Remember, in order to record a past vaccination for a recipient, that recipient must be checked in at your clinic. The recipient will not appear in the Choose Recipient page if they are not checked in at your clinic.
- The selected recipient’s name and date of birth now appear below the Recipient Name search bar.
- If there is no record of the recipient completing a Prevaccination Questionnaire within VAMS, you will be asked if the questionnaire was completed. Select Yes or No.
- If you select No, you will receive an error message stating that a Prevaccination Questionnaire must be completed.
- If you select Yes, you can then select the manufacturer, product, and UoU lot number from the drop-down lists.
- The expiration date will prepopulate and cannot be changed.
- Select the vaccination site, date, and time, then click Next.
- After advancing to the Successful Vaccination page, you can either return to the Manage Appointments tab by clicking View Portal or record additional past vaccinations by clicking Record Additional Vaccinations.
Bulk Upload of Vaccinations
Healthcare professionals at all clinic types can now bulk upload vaccinations that occurred at their clinic but were not recorded at the time of vaccination. To do this,
- Navigate to the Manage Appointments tab and click the Record Past Vaccination(s) button.
- You will now see two options for recording past vaccination(s): Record individually within VAMS and Import a template for bulk vaccination. Select Import a template for bulk vaccination to begin the vaccination upload process, then follow the steps below (which are also outlined on the screen in VAMS).
NOTE: You can only bulk upload vaccinations for recipients who have a scheduled, checked-in, or cancelled “no show” appointment.
- Download and prepare Bulk Vaccination Upload Template CSV file for offline vaccination administration data.
- Step 1: Click the blue hyperlink on the screen to download the Bulk Vaccination Upload Template.
- Step 2: Click the Export Recipients In the pop-up window, enter the date and time range for recipient appointments that you want to export, then click Export.
- Step 3: Copy and paste the contents of the recipient export file into the Bulk Vaccination Upload Template. This template has the same first 11 columns as the export template to allow for a simple copy and paste of these data. In the remaining columns of the bulk upload template, use the cell drop-down options and enter data to complete the recipients’ vaccination records. Save the file as a CSV UTF-8 (comma delimited) (.csv)
- Step 4: Click the Upload Files link to upload the populated Bulk Vaccination Upload Template into VAMS.
To view your bulk upload, click the Bulk Imports tab. On the Vaccination Import list view, select the blue hyperlinked Import ID to view the import file and a results log, which you can download to view the upload status for each recipient.
3c. Tell the Recipient When They Can Get Their Second Dose of Vaccine (if applicable)
After clicking Submit on the final screen, a new window appears notifying you when the recipient is eligible to receive their next dose of COVID-19 vaccine, if required for the vaccine product received.
- The vaccine data entered in the system determine the date the recipient is eligible to receive their next dose and will not allow the recipient to book an appointment before that date.
- If the recipient provided contact information, VAMS will send a notification to the recipient that includes the date they are eligible to receive their next dose along with a link to schedule their next appointment on or after that date.
- Inform the recipient they can access their vaccination certificate from the Recipient Portal. You can also view the vaccination certificate by clicking the hyperlinked text on the confirmation page, by accessing the recipient record, or by downloading the certificate as a PDF.
- If no further doses are required, the pop-up window states all COVID-19 vaccine doses have been administered.
- Click Finish to return to the home page.
You will need:
- Recipient’s email address or VAMS ID, or first name, last name, and date of birth
Search for Past Recipient Vaccination Records
- On the Manage Appointments tab, select Search Past Vaccinations in the top right corner of the screen.
- Enter either the recipient’s email address or VAMS ID, or their first name, last name, and date of birth.
- Click Search.
- Scroll down to view your search results. After locating your desired recipient, click View Record in the Action column to view the recipient’s record.
Edit Past Recipient Vaccination Records
- To edit the vaccination record, click Edit Record on the recipient’s Vaccination Record Details page.
- Update any information you need to edit, then select a reason for record update from the drop-down menu in the pop-up window and click Save.
- Any edits made to the record are reflected in the recipient’s account, including their vaccination certificate.
Invalidate Past Recipient Vaccination Records
In addition to editing the vaccination record, you can also invalidate vaccination records that were entered in error on the Vaccination Records Details page.
- To invalidate a vaccination record, click Invalidate Record at the top of the Vaccination Record Details page.
- Select a reason for record invalidation from the drop- down menu, then click Yes to confirm you want to invalidate the record.
- This feature searches for recipient vaccination records at your clinic only.
- Recipients have one vaccination record for each dose received at your clinic.
This section will show you how to perform other infrequent activities in VAMS, such as registering as a COVID-19 vaccine recipient or accessing VAMS support, or actions that will only apply to certain users, such as those who work at multiple clinics.
The boxes below are clickable links to the corresponding sections in this user manual.
Access different clinics in VAMS if you work at multiple vaccination clinics.
Know how to find answers to frequently asked questions (FAQs) about VAMS and submit questions to the VAMS Help Desk.
Review recommended activities leading up to and during scheduled VAMS.
You may need to perform the same or different user roles at multiple clinics. After the clinic administrator at each 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.
- 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.
Where to Find Additional VAMS Resources and Information
The Help page has answers to frequently asked questions (FAQs) about the Clinic Portal roles and access in VAMS.
- If you need help when using VAMS, click the Help link in the upper right corner of the navigation bar to find support.
- 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.
Submit a Question
- If you don’t find the information you’re looking for, you can submit a question.
- From the Help page, click Submit a Question.
- Click Submit a Case and 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, type the 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 your email from email@example.com.
- 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.
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
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
- Make a plan to enter the data from these appointments in VAMS as soon as possible.
- You can backdate vaccinations using the Record Past Vaccination(s) button on the Manage Appointments tab. You can record vaccinations you administered or record them on behalf of another healthcare professional. You can learn more about this functionality in Section 2: Vaccine Administration of this manual.