FAQs on Reporting Respiratory Pathogens and Vaccination Data

Clicking on the RPV: Residents tab will populate the Weekly Respiratory Pathogen and Vaccination Summary for Residents of Long-Term Facilities form. 

 Facilities should report vaccination, case, hospitalization, and optional therapeutics data for the week corresponding to the reporting week on the weekly RPV calendar view. For example, to report data in the RPV summary form for the week of 1/26/2026 – 2/01/2026, select the reporting week labeled 1/26/2026 – 2/01/2026 on the calendar view. This reporting should include all new cases and hospitalizations that occurred during 1/26/2026 – 2/01/2026, and the vaccination status of all residents in the facility that week.  

Additional specific questions related to CMS reporting requirements for long-term care facilities and data submission deadlines should be sent to the following e-mail box: DNH_TriageTeam@cms.hhs.gov.

Data for the current reporting week should be entered into NHSN by the Sunday of the following reporting week. For example, data for week-ending 2/01/26 should be reported in NHSN by Sunday, 2/08/26. 

Any day of the week is fine to report, as long as a facility reports once a week. For questions about CMS compliance, please contact DNH_Enforcement@cms.hhs.gov.

Note: previously submitted data can be updated and re-saved. For example, suppose a facility reported 3 positive COVID-19 tests for the week of 1/26/2026 – 2/01/2026 on Wednesday (1/28), and then on Thursday and Friday, 2 additional residents tested positive for COVID-19. In that case, a user should revise the case count to 5 for the week of 1/26/2026 – 2/01/2026 because there was a total of 5 positive tests that week. To update data, select the correct reporting week from the calendar view, update the appropriate data, and select save. 

For the current definition of up to date for COVID-19 vaccination, please refer to the CDC NHSN COVID-19 Vaccination Modules: Understanding Key Terms and Up to Date Vaccination [PDF – 1 MB] at least once per quarter.

For the current definition of vaccination of RSV and Influenza as well as positive cases and hospitalizations for LTC Residents, please refer to the Influenza and RSV Vaccination: Key Terms [PDF – 448 KB] at least once per quarter.

These documents contain the current definitions and example scenarios pertaining to vaccination, positive cases, and hospitalization.

As of September 30, 2024, facilities report resident COVID-19 cases, hospitalizations, vaccinations on a combined reporting form: Weekly Respiratory Pathogen and Vaccination Summary for Residents of Long-Term Care Facilities. To find this form within the NHSN application, please hover over the “Respiratory Pathogens and Vaccination” tab found on the left-side menu of the NHSN homepage and click on “RPV – Residents.” 

Facilities may review  the following resource for more information on data entry: Summary Resident and HCP Data Entry Guide [PDF – 884 KB].

All facilities can submit Respiratory Pathogens and Vaccination data through NHSN in two ways:

1) Direct data entry into the Weekly Respiratory Pathogens and Vaccination Summary for Residents of Long-Term Care Facilities Form

2)  Through .CSV file upload into the Weekly Respiratory Pathogens and Vaccination Summary for Residents of Long-Term Care Facilities Form

The .CSV file templates and instructions for uploading data can be found under the “CSV Data Import” section of the following webpages:

• Long-term care facilities reporting data on healthcare personnel and residents

Long-term care facilities can also submit data using the Person-Level COVID-19 Vaccination Forms. These forms are enhanced versions of the Excel documents that have previously been used to submit data. Entering COVID-19 vaccination data into the Person-Level COVID-19 Vaccination Forms can be done in two ways:

1) Direct data entry into the Person-Level COVID-19 Vaccination Form

2) Through .CSV file upload into the Person-Level COVID-19 Vaccination Form

For more information on how to submit data using the Person-Level COVID-19 Vaccination Forms, please see the following webpages:

Long-term Care Facilities

As of March 30, 2026, the therapeutics questions became available at the bottom of the Weekly Respiratory Pathogen and Vaccination Summary for Residents of Long-Term Care Facilities Form. The questions related to therapeutics reporting are currently optional. All facilities can submit Respiratory Pathogens and Vaccination data through NHSN in two ways:

1) Direct data entry into the Weekly Respiratory Pathogens and Vaccination Summary for Residents of Long-Term Care Facilities Form

2) Through .CSV file upload into the Weekly Respiratory Pathogens and Vaccination Summary for Residents of Long-Term Care Facilities Form

The .CSV file templates and instructions for uploading data can be found under the “CSV Data Import” section of the following webpages:

• Long-term care facilities reporting data on healthcare personnel and residents

Please include residents occupying a bed at the facility for at least 1 day (at least 24 hours) during the week of data collection.

For example, if a resident stayed at a facility for two days during the current reporting week but was then discharged, you would still include the resident in the data for the current reporting week.

However, you would remove the resident from your data for subsequent reporting weeks.

As of September 30, 2024, data on medical contraindications, declinations, or unknown vaccination status are no longer collected on the Weekly Respiratory Pathogens and Vaccination Summary for Residents of Long-Term Care Facilities Form.  

Please refer to the UpTo Date Guidance Influenza RSV 112023_508 (cdc.gov) [PDF – 465 KB] resource to determine if the resident should be counted as receiving influenza vaccine.  This resource outlines the definitions associated with the reporting periods for which facilities report data.

If a resident was administered an influenza or RSV vaccine in the long-term care facility they are residing in, documentation from the facility is sufficient for the resident to be counted as receiving COVID-19, influenza and/or RSV vaccination.

If a resident received a COVID-19, influenza, or RSV vaccine outside of the long-term care facility they are residing in, a resident should provide written (paper or electronic) documentation that the vaccine(s) were received elsewhere to be counted as receiving COVID-19, influenza, and/or RSV vaccination.

Yes, facilities can run line list reports to view their data submitted to the Weekly Respiratory Pathogen and Vaccination Summary for Residents of Long-Term Care Facilities Form. The “Line Listing – Respiratory Pathogens and Vaccination – Resident” line listing report allows facilities  to view weekly data.

The NHSN  website contains quick reference guides on how to run these reports. Resources are listed below.

June 2023 and Forward: https://www.cdc.gov/nhsn/pdfs/ltc/covidvax/QRG-Run-Reports-LTC-508c.pdf [PDF – 986 KB]

The data dictionary can be used to identify the variables of interest.  https://www.cdc.gov/nhsn/xls/covid-19-rpv-public-data-dictionary.xlsx [XLS – 72 KB]

The “RPV – Residents” tab in the Weekly Vaccination Calendar view within NHSN will be highlighted in green if a long-term care facility has successfully reported and submitted vaccination, case, and hospitalization data.  

Users can follow the guidance document “How to check NHSN Timestamps: Completed Date [1 MB]“ to run a line list of completed dates for when data was successfully entered and saved into NHSN.  

NHSN has developed many resources for facilities. Facilities can visit the following webpages to access training materials on reporting vaccination data through NHSN. 

Resources such as data collection forms, tables of instructions for reporting data, and .CSV file templates and instructions can be found on the main webpage: Long-term care facilities reporting data on healthcare personnel and residents. 

Training slides, reference guides, and reporting and analysis guides can be found on the resource webpage: Long-Term Care Respiratory Pathogens: Resources | NHSN | CDC. 

Facilities can find the exact language of the applicable CMS Reporting Programs on the CMS website using the links below:

• CMS Hospital Inpatient Quality Reporting Program (IQR)
• CMS Hospital Outpatient Quality Reporting Program (OQR)
• CMS Long Term Care Quality Reporting Program (LTCHQR)
• CMS Inpatient Rehabilitation Facility Quality Reporting Program (IRFQR)
• CMS End Stage Renal Disease (ESRD) Quality Incentive Program (QIP)
• CMS PPS-Exempt Cancer Hospital Quality Reporting Program (PCHQR)
• CMS Ambulatory Surgical Center Quality Reporting Program
• CMS Inpatient Psychiatric Facility Quality Reporting Program (IPFQR)
• Skilled Nursing Facility (SNF) Quality Reporting Program (QRP) | CMS

NHSN allows for, and encourages, weekly submission of COVID-19 vaccination data on healthcare personnel.

Facility types that are part of certain*  CMS Quality Reporting Programs and dialysis facilities participating in the End-stage Renal Disease Quality Incentive Program (ESRD-QIP) will need to submit COVID-19 vaccination data via the Weekly COVID-19 Vaccination Module for at least one week per month to fulfill CMS reporting requirements.

A week is designated as belonging to the month of the week-end date. For example, reporting data for the week of January 26, 2026 through February 1, 2026, is considered as submitting data for a week in February.

Facilities can select any week within the month to report data.

COVID-19 vaccination data should be submitted by the end of the quarter as defined by CMS.

Please review the operational guidance document for additional information: Operational Guidance COVID-19 Vaccination Reporting Rule [PDF – 179 KB].

*Long Term Care Quality Reporting Program (LTCHQR), End Stage Renal Disease (ESRD) Quality Incentive Program (QIP), PPS-Exempt Cancer Hospital Quality Reporting Program (PCHQR), and Skilled Nursing Facility Quality Reporting Program (SNFQRP)

Please see the chart below for information on the upcoming CMS deadlines. Additionally, more guidance can be found here: Healthcare Facility HAI Reporting Requirements to CMS via NHSN Current or Proposed Requirements (cdc.gov) [PDF – 141 KB]

CMS provides CDC with a list of CMS certification numbers (CCNs) from which they expect to receive data for required reporting.

CDC then takes that list and extracts the appropriate data from each NHSN facility for CCNs on the CMS list.

Data are ‘frozen’ at midnight on the day of the reporting deadline, and CDC sends data to CMS according to CCN the next business day.

Healthcare personnel (HCP) COVID-19 vaccination summary data submitted to NHSN will be reported by CDC to CMS for each facility by CMS Certification Number (CCN).

For facilities that report more than one week per month, data from the last reported week of the reporting month will be shared with CMS.

CDC will provide HCP COVID-19 vaccination coverage rates for each reporting CCN.

Each quarter, CDC will calculate the quarterly HCP COVID-19 vaccination coverage rates for each CCN, by taking the average of the data from the three weekly rates submitted by the facility for that quarter.

This calculation includes data from the core HCP categories of employees, licensed independent practitioners, and adult students/trainees and volunteers who received the recommended COVID-19 vaccines.

HCP with NHSN-defined medical contraindications to COVID-19 vaccination are excluded from the denominator.

Tips for submitting healthcare personnel COVID-19 vaccination data through the Healthcare Personnel (HPS) Component are outlined in the following document: Tips for Submitting Healthcare Personnel (HCP) COVID-19 Vaccination Data [PDF – 249KB]

Review the “COVID-19 Weekly Vaccination Summary” form that can be accessed by clicking on “Vaccination Summary” on the left-hand navigation bar in NHSN. 

For complete reporting instructions see: 57.149 Instructions for Completion of the Weekly Healthcare Personnel Vaccination Summary Form Non-LTCF HCP (cdc.gov) [PDF – 345KB]. 

Review instructions on how to run a line list report to verify multiple weeks of saved data:  Quick Reference Guide, How to Run Reports for Healthcare Personnel Safety (HPS) Component [PDF – 583 KB].  

Yes, these checks are described in detail in the following resource: COVID-19 Vaccination Quick Reference Guides in Response to Quarterly [PDF – 3 MB]. 

Please contact the programs listed below for specific facility types:

• Inpatient quality reporting program (hospitals): CMS Q&A Tool
• PPS-exempt cancer hospital quality reporting program: QRFormsSubmission@hsag.com
• Inpatient psychiatric facility quality reporting program: IPFQualityReporting@hsag.com
• Inpatient rehabilitation facility quality reporting program: IRF.questions@cms.hhs.gov
• Long-term acute care quality reporting program: LTCHQualityQuestions@cms.hhs.gov
• Skilled nursing facilities (SNF) QRP HelpDesk: SNFQualityQuestions@cms.hhs.gov
• Ambulatory Surgery Centers: CMS QualityNet Question and Answer Website
• Dialysis facilities: CMS QualityNet Question and Answer Website

For the current definition of Up to Date for COVID-19 vaccination, please refer to the CDC NHSN COVID-19 Vaccination Modules: Understanding Key Terms and Up to Date Vaccination [PDF – 1 MB] at least once per quarter.

This document contains the current definition of Up to Date and example scenarios on how to report data. Definitions and examples from prior quarters are also included in the document. Always report vaccination data according to the definitions corresponding to the week you are reporting. For example, if you need to go back and enter and/ or modify data for the week of August 7-13, 2023, you will use the definition of Up to Date that was in place for Quarter 3 2023 (June 26, 2023 – September 24, 2023.

All facilities can submit COVID-19 vaccination data through NHSN in three ways:

1) Direct data entry into the COVID-19 Cumulative Vaccination Summary Form

2) Through .CSV file upload into the COVID-19 Cumulative Vaccination Summary Form

The .CSV file templates and instructions for uploading COVID-19 vaccination data can be found under the “CSV Data Import” section of the following webpages:

• Non-long-term care facilities reporting data on healthcare personnel
• Long-term care facilities reporting data on healthcare personnel and residents

3) Facilities can also submit data using the Person-Level COVID-19 Vaccination Forms. Entering COVID-19 vaccination data into the Person-Level COVID-19 Vaccination Forms can be done in two ways:

1) Direct data entry into the Person-Level COVID-19 Vaccination Form

2) Through .CSV file upload into the Person-Level COVID-19 Vaccination Form

For more information on how to submit data using the Person-Level COVID-19 Vaccination Forms, please see the following webpages:

HPS Facilities

Long-term Care Facilities

Facilities should report COVID-19 vaccination data on healthcare personnel who were eligible to have worked at this healthcare facility for at least 1 day during the week of data collection, regardless of clinical responsibility or patient contact.

To save a data record in the NHSN application, facilities must enter data on four categories of healthcare personnel: employees, licensed independent practitioners (non-employee physicians, advanced practice nurses, and physician assistants), adult students/trainees and volunteers aged 18 and over, and other contract personnel.

Healthcare personnel eligible to have worked include those scheduled to work in the facility at least one day every week.

For example, an employee who is scheduled to work in the facility every Monday would be included in the data.

However, an employee who is scheduled to work in the facility once a month would not be included in the data.

Working any part of a day is considered as working one day.

Facilities should include healthcare personnel even if they are on temporary leave during the week of data collection.

Temporary leave is defined as less than or equal to two weeks in duration.

If they are on leave that is greater than two weeks, then they should not be included for the week of data collection.

Advanced practice nurses include nurse practitioners, nurse midwives, clinical nurse specialists, and nurse anesthetists.

Advanced practice nurses paid through a contract should be reported in the licensed independent practitioner category.

However, advanced practice nurses who are employees of the facility should be reported under employees (staff on payroll).

Please note that travel nurses should be included under ‘other contract personnel’ if they are not considered advanced practice nurses and are paid through a contract.

Ambulance workers who physically perform work duties inside the facility (such as patient transporters) and who are eligible to have worked at the facility for at least 1 day during the week of data collection would be included (under the other contract personnel category if they are paid through a contract or vendor, or under the employee category if they are directly employed by the facility).

However, ambulance drivers who do not physically work inside the facility on a regular, weekly basis would not be included.

Vendors providing care, treatment, or services should be included in the other contract personnel category if they are eligible to have worked in the facility on a regular (weekly) basis, regardless of clinical responsibility or patient contact. The list below includes examples of contracted and vendor HCP who may or may not be involved in patient care. This list is not exhaustive.

• Admitting staff/clerical support/registrars
• Agency nurses
• Ambulance drivers (who enter the facility to assist with transportation)
• Biomedical engineers
• Central supply staff
• Chaplains
• Construction workers (working inside the facility)
• Dietary/food service staff
• Dieticians
• Dialysis technicians
• EKG technicians
• EMG technicians
• Home health aides
• Housekeeping staff
• Information Technology staff
• Laboratory: Phlebotomists
• Laboratory: Technicians
• Landscapers (working inside the facility)
• Laundry staff
• Maintenance staff/engineers
• Nursing aides
• Occupational therapists
• Patient care technicians
• Patient transporters
• Pharmacists
• Pharmacy/medication technicians
• Physical therapists
• Psychologists
• Psychology technicians/Mental health workers
• Radiology: X-ray technicians
• Recreational therapists/Music therapists
• Respiratory therapists
• Security staff
• Social workers/Case managers
• Speech therapists
• Surgical technicians
• Traveling nurses
• Ultrasound technicians
• Utilization review nurses

Facilities should include healthcare personnel if they are on temporary leave during the week of data collection.

Temporary leave is defined as less than or equal to 2 weeks in duration.

Examples of temporary leave may include sick leave or vacation.

In instances where temporary leave extends past 2 weeks, the healthcare worker should not be included in question 1 for the current week of data collection.

Therefore, facilities would include an individual who was on sick leave for 3 days during the week.

However, an individual on maternity leave for 2 months would not be included in the data.

Yes. NHSN surveillance assesses vaccination rates among individuals working at individual facilities, so all eligible individuals must be counted at each facility where they work during the week of data collection.

Please include healthcare personnel who were eligible to have worked at this healthcare facility for at least 1 day during the week of data collection, regardless of clinical responsibility or patient contact.

For example, if an individual worked at the facility from Monday through Thursday but was terminated on Friday of the current reporting week, facilities would still include the individual in the data for the current reporting week.

However, facilities would remove the individual from the data for following reporting weeks.

The latest information on medical contraindications may be found in Clinical Guidance for COVID-19 Vaccination | CDC

For NHSN COVID-19 vaccination surveillance, philosophical, religious, or other reasons for declining COVID-19 vaccine that are not listed as medical contraindications in the Interim Clinical Considerations for Use of COVID-19 Vaccines Currently Approved or Authorized in the United States are not considered medical contraindications for COVID-19 vaccination and should be reported under question 3.2, offered but declined COVID-19 vaccine.

If a facility is not able to obtain information on medical contraindications, then the facility can enter a zero (0) in the NHSN application for this question.

An individual who declines to receive vaccination for any reason other than the medical contraindications listed in Interim Clinical Considerations for Use of COVID-19 Vaccines Currently Approved or Authorized in the United States should be categorized as declined to receive COVID-19 vaccination in question 3.2.

This is true even if a facility permits religious or philosophical exemptions for COVID-19 vaccination.

NHSN has developed many resources for facilities. Facilities can visit the following webpages to access training materials on reporting vaccination data through NHSN:

Non-long-term care facilities reporting data on healthcare personnel

LTCF | Respiratory Pathogens and Vaccination Module | NHSN | CDC

These webpages contain data collection forms, tables of instructions for reporting data, training slides, reporting and analysis guides, , and .CSV file templates and instructions.

Cumulative vaccination data are the total number of individuals in the facility who have ever received a vaccine since it became available.

NHSN’s surveillance definition of Up to Date with COVID-19 vaccines is based on CDC’s clinical considerations and Up to Date definition. To avoid discrepancies in data reporting within quarters, any new definition is applied starting with the first day of the new reporting quarter even if the definition guidelines were announced mid-way through the previous quarter.

NHSN surveillance definitions are designed to assess trends in the population and inform public health response.

NHSN must be able to standardize criteria and apply definitions in a consistent manner. Therefore, for the purpose of surveillance tracking, the NHSN surveillance definition must remain stable for a reporting quarter and will not be updated until the following quarter even if CDC’s clinical considerations and Up to Date definition change.

Please refer to COVID-19 Vaccination Modules: Understanding Key Terms [PDF – 212KB] for definitions of key terms related to COVID-19 vaccination.

Acceptable forms of documentation for the purpose of NHSN surveillance, include a signed statement or form, or an electronic form or e-mail from the individual indicating when and where they received the COVID-19, influenza, and/or RSV vaccine.

A note, receipt, vaccination card, etc. from the outside vaccinating entity stating that the individual received the COVID-19, influenza, and/or RSV vaccine at that location is also permitted.

Verbal statements are not acceptable to document vaccination outside the facility for the purposes of NHSN data reporting.

If there are no changes to the data (for example, there are not any changes in the number of individuals and their vaccination status), then facilities would report the same numbers as the previously reported week.

Because there could be new staff, residents, and/or patients joining or leaving the facility, vaccination coverage could change week by week even if no new vaccines, cases, or hospitalizations occurred.

Please use NHSN-ServiceNow to submit questions to the NHSN Help Desk. This link should be used in place of nhsn@cdc.gov, nhsntrain@cdc.gov, and nhsndua@cdc.gov. Users will be authenticated using CDC’s Secure Access Management Services (SAMS), the same way you access NHSN. If you do not have a SAMS login, or are unable to access ServiceNow, you can still e-mail the NHSN Help Desk at: nhsn@cdc.gov.

Find further Location and Enrollment details and examples here: cdc.gov/nhsn/pdfs/cms/How-Facilities-Report.C19-VaxData-508.pdf [PDF – 233 KB]

Information specific to IPF and IRF location types can be found on the following resources: IPF-Locations.pdf [PDF – 420 KB]; CMS certified IRF Locations [PDF – 504 KB]

No.

The Person-Level Vaccination Forms are optional tools that can be used to report COVID-19, influenza, and RSV vaccination data for Residents and COVID-19 vaccination data for HCP.

We encourage facilities to use these forms to simplify aggregating data for the Respiratory Pathogens and Vaccination Modules.

If facilities do not choose to use the Person-Level Vaccination Forms, they can continue to submit summary-level data through the following ways:

1. Directly into the data entry screens of the COVID-19 Weekly Vaccination Summary Form for LTC and HPS Healthcare Personnel and Respiratory Pathogens and Vaccination Weekly Summary Form for LTC Residents.
2. Through .CSV file upload into the COVID-19 Weekly Vaccination Summary Form for LTC and HPS Healthcare Personnel and Respiratory Pathogens and Vaccination Weekly Summary Form for LTC Residents.

The Person-Level Vaccination Form for HCP permits data entry only for COVID-19 vaccination, whereas the Person-Level Vaccination Form for Residents permits data entry for COVID-19, influenza, and RSV vaccination. 

The Person-Level Vaccination Form for HCP auto-calculates counts for Questions #1 (total number of HCP), #2 (up-to-date COVID-19 vaccination), #3.1 (medical contraindication to COVID-19 vaccination), #3.2 (declination of COVID-19 vaccination), and #3.3 (unknown/other COVID-19 vaccination status) of the COVID-19 Weekly Vaccination Summary Form. 

The Person-Level Vaccination Form for Residents auto-calculates counts for Questions #1 (total number of Residents), #2a (up-to-date COVID-19 vaccination), #2b (received seasonal annual influenza vaccine), and #2c (received RSV vaccine) of the Respiratory Pathogens and Vaccination Weekly Summary Form.   

While the Person-Level Vaccination Form for HCP and Residents are optional, both forms can be used to submit data to the Respiratory Pathogens and Vaccination Modules. 

If using the Person-Level Vaccination Form for HCP, you can click on the Add Row button to type the HCP identifier into the identifier search value box, and press Find to easily find individuals and edit their data.  

Alternatively, you can use the identifier search value box located inside the Resident Identifier column header. Type the HCP Identifier into the identifier search value box and the Person-Level Vaccination Form for HCP will only display the row(s) corresponding to the HCP Identifier that was entered.  

If using the Person-Level Vaccination Form for Residents, you can click on the Add Vaccination button, and then click on the Lookup Resident button to easily find individuals and edit their data. Alternatively, you can use the identifier search value box located inside the Resident ID column header. Type the Resident Identifier into the identifier search value box and the Person-Level Vaccination Form for Residents will only display the row(s) corresponding to the Resident Identifier that was entered.

The optional Person-Level Vaccination Form is a tool that can assist facilities with managing and reporting Respiratory Pathogens and Vaccination data to the main weekly Respiratory Pathogens and Vaccination modules for the LTC component and weekly COVID-19 Vaccination module for the HPS component.  

If facilities choose to use the Person-Level Vaccination Form for HCP, they must select View Reporting Summary and Submit, select the week of interest from the “Week of Data Collection first day (Monday)” drop-down field, and click Save and Submit Data to submit data to the Weekly COVID-19 Vaccination Modules at least one week per month for healthcare personnel.  

If facilities choose to use the Person-Level Vaccination Form for Residents, they must select “View Reporting Summary”, click the Add button for the week of interest, and click Save to submit data to the Respiratory Pathogens and Vaccination Modules at least once per week for residents. 

If using the Healthcare Personnel Safety Person-Level Vaccination Form for Healthcare Personnel, a facility can report data beginning the week of June 26, 2023 – July 2, 2023.  

If using the LTC Person-Level Vaccination Form for Healthcare Personnel, a facility can report data beginning the week of March 28, 2022 – April 3, 2022. If using the LTC Person-Level Vaccination Form for Residents, a facility can report data beginning the week of September 30, 2024 – October 6, 2024.  

When using the Person-Level Vaccination Form for Residents and clicking on the View Reporting Summary button, you will see the calendar year and weeks for each month in that year listed on cards. Select the week you are interested in submitting data for by clicking the Add or Edit button next to it. Note: the label next to the date with information about the data for that week. A description of the meaning for each label is listed below: 

Not eligible for submission using the Person-Level Vaccination Form/Not Eligible: Weeks already reported to the Weekly COVID-19 Vaccination Summary Modules or Respiratory Pathogens and Vaccination Modules using the weekly summary form or weekly summary .CSV file upload are not eligible for submission using the Person-Level Vaccination Form. Instead, please update those weeks by navigating to the Weekly COVID-19 Summary Form for LTC and HPS Healthcare Personnel or the Respiratory Pathogens and Vaccination Summary Form for LTC residents directly.  

Never submitted/Not Reported: Data for the reporting week have not been submitted and are eligible for submission using the Person-Level Vaccination Form. 

Changed since submitted using the Person-Level Form/Changed: The data for one or more questions for the reporting week have changed since the week was last submitted using the Person-Level Vaccination Form. Please re-submit data for these weeks. You may also use the Re-submit all changed weeks button to re-submit all weeks at the same time where the counts have changed.  

If you only see a date, and there is no corresponding text/Reported: This indicates that data have already been submitted via the Person-Level Form for the week, and there have been no changes to the counts for the week since the last submission. No action is needed! 

Yes, facilities should review data and submit for all weeks affected by updated or newly entered person-level data at least once per week. Next, confirm the data are saved by checking the Weekly Vaccination Calendar view to see that the week appears green to verify completion.  

Even if there are no new changes during the reporting week, facilities should still make sure to review the data and submit it in the recommended reporting time frame per your facility type to fulfill CMS reporting requirements. You must review and submit data for a week to be shared to   the Respiratory Pathogens and Vaccination Module or the Weekly COVID-19 Vaccination Module. 

Vaccination data are not shared with CMS at the person-level. 

However, if a facility reports data as part of a CMS Quality Reporting Program and the facility uses the Person-Level Vaccination Forms to submit their data to the Weekly COVID-19 Vaccination Modules or the Respiratory Pathogens and Vaccination Modules (by selecting “View Reporting Summary”), then this aggregate (summary) data are reported to CMS. This will fulfill the CMS reporting requirement. 

Yes, facilities can hide rows for discharged healthcare personnel.  

Click on the Hide all HCP with an end date button of the Person-Level Vaccination Form for Healthcare Personnel to hide all healthcare personnel that have a date entered in the HCP End of Employment Date column. 

Note: Facilities can click on the same button above to unhide the rows. On the Person-Level Vaccination Form for Healthcare Personnel, the Unhide all HCP with an end date button will appear. Please note that data rows for hidden HCP exist and are included in the appropriate counts when submitting summary data. 

Yes, facilities can still access person-level data that have been entered in the archived Person-Level Vaccination Form for Residents. Facilities can import/export data and modify data entered in the archived Person-Level Vaccination Form for Residents. However, please note that facilities will only be able to submit data to the Respiratory Pathogens and Vaccination Modules using the archived Person-Level Vaccination Form for Residents up until the week 5/25/2026 – 5/31/2026. Beginning the week of 6/1/2026 – 6/7/2026, the Person-Level Vaccination Form for Residents must be used to submit data to the Respiratory Pathogens and Vaccination Modules. 

To add a new healthcare worker to the Person-Level Vaccination Form, please follow the following steps: 

Step 1: Click + Add Row button. 

Step 2: A new yellow section will appear at the top of the form to enter this individual’s data. 

Step 3: Enter required and applicable fields. 

Step 4: Click Save Row. 

To add a new resident to the Person-Level Vaccination Form, please follow the following steps: 

Step 1: Click the Add Vaccination button. 

Step 2: Enter the resident’s information then click the Add Admit/Discharge History button and enter date(s). 

Step 3: Click the Add Vaccination button. 

Step 4: Enter required and applicable fields for COVID-19, Influenza, and RSV vaccination and then click the OK button to save the vaccination history for the resident.  

Step 5: Click the Save button at the top of the page. A green “Successfully saved vaccinations” message will appear to confirm that the data has been saved.  

Notes:  

The Add Vaccination button must be selected each time you wish to add a resident and their vaccination data for a respiratory pathogen.  

To ensure data are saved properly after adding or editing data, be sure to click Save at the top or bottom of the page before exiting the Person-Level Vaccination Form for Residents. Data may be saved at any point of the data entry process.  

When reporting COVID-19 vaccination data for healthcare personnel in the HPS Component, you can designate which units the individual works in the Vaccine Location Type column. The choices are Hospital, IPF unit(s), and IRF unit(s). You will only see and be able to select the location types that are already associated with your NHSN Facility ID.  

When you click View reporting summary and submit, each unit has a reporting week listed that can be selected to save and submit data for the specific unit. If your facility is enrolled in one location type, only that location type will display. 

Please note that data that are reported for individual units will be counted towards the summary/aggregate data for the unit. For example, if an employee works in both the hospital and the IPF unit, their data would be reflected in both the hospital and IPF weekly summary forms. 

For more information about vaccine location, see FAQ Locations and Enrollment andGuidance on Enrollment and Reporting for Physically Separate Facilities/Units* in NHSN. [PDF – 233 KB] 

No. 

The Person-Level Vaccination Form for HCP captures changes in individuals’ vaccination status over time. If an individual’s vaccination status changes, such as they received a newer COVID-19 vaccine or have a medical contraindication to the COVID-19 vaccine, add the new status date to the existing row and do not remove prior vaccine information. 

No.  

The Person-Level Vaccination Form for Residents can capture all of the COVID-19, Influenza, and RSV vaccines a resident has received. If a resident has received a new vaccine, please enter the new vaccine as a separate entry by clicking on the Add Vaccination button on the Vaccination History table and do not replace older vaccine information.  

If the HCW goes on leave and returns to work in 2 weeks (14 days) or less, nothing on their row needs to be changed, and their information can continue to be maintained on the original row. 

If the HCW goes on leave for longer than 2 weeks (14 days) and returns to work after more than 2 weeks, a facility should enter an end date on the day they begin leave. 

When they return to work, duplicate their row (using the + button next to their row) and enter a new start date on their new row. 

The new start date on the new row is the day they return to work. 

Note: This is consistent with our guidance for the weekly summary forms that says to continue including HCP on temporary leave (2 weeks or less) and to exclude HCP if their leave is longer than 2 weeks. 

• If the resident is discharged or leaves the facility for any reason and returns or is re-admitted within 1 week (7 days) or less, nothing in their Admit/Discharge History needs to be updated.  If the resident is discharged or leaves the facility for any reason for longer than 1 week (7 days) and returns or is re-admitted after more than 1 week, please enter a discharge date (using the Edit button) on the day they were discharged or left the facility. When they return or are re-admitted, please add a new row to their Admit/Discharge History (using the + Add Row button) and enter a new admission date. Note: This is consistent with our guidance for the weekly summary forms that says to count all residents occupying a bed at this facility for at least 1 day (at least 24 hours) during the week of data collection.   
  

  –	Residents
  Include on same row if:	Re-admitted within 1 week (7 days)        If you entered a discharge date and they returned within 1 week, simply remove the discharge date and       re-save the row.
  Add end date and create new row using the + Add Row button of the Admit/Discharge Dates table (Residents) if:	Re-admitted after more than 1 week (7 days)     New admission date must be more than 1 week later than prior’s rows’ discharge date.

No.  

If data are entered and saved, the row cannot be deleted. It is recommended that facilities do one of the following: 

• Edit the row/ repurpose the row with someone else’s data or 

• Change the discharge/end date to a date that is before the person-level forms can be used to submit data (i.e., before 2022 for Healthcare Personnel and before 2024 for Residents). This way, the incorrect individual won’t contribute to any data that can be submitted. 

Note: If a facility does this, then they should also change the name and ID to avoid confusion. Also, add a note to the “Comments” column that this entry is incorrect. 

• Information about the LTCF Person-Level Vaccination Forms can be found on the LTCF | Respiratory Pathogens and Vaccination Module | NHSN | CDC webpage under the “Person Level” sections. 

• Information about the HPS COVID-19 Person-Level Vaccination Forms can be found on the HPS | Weekly HCP COVID-19 Vaccination | NHSN | CDC webpage Under the “Person-Level Respiratory Pathogens” sections.