Document Vaccinations at Standard and Mobile Clinics in VAMS

Standard Workflow to Document Vaccinations

Log Vaccine Information

Enter Vaccination Details

Select Vaccination Site, Date, and Time

• Once you've administered vaccine, under the vaccine details drop-down menus, there are fields toselect 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 anyinventory was wastedduring 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.
  • NOTE: If the recipient was scheduled for a co-administration appointment there will be another section to enter vaccination details for the second vaccination.
• Review the vaccination detailsyou 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.
  • NOTE: 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.
• 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.

Record Past Vaccinations

• On the Recipient Management tab, select Record Past Vaccination(s) in the top right corner of the screen.
• Select Record Individually within VAMS and click the Record Past Vaccinations button.
• Search for the healthcare professional who administered the vaccine by name or email address. 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. Click Continue.
  • Reminder: 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.

• Answer any Pre-Vaccination questions.
• For SLV/VFC clinics:
  • Select a Funding Source from the drop-down menu.
    • NOTE: The drop-down selections for the Vaccine Type, Manufacturer, and Product fields will only display values that match the funding source selection. Healthcare Professionals will only be able to log funded vaccine products for vaccine recipients who are eligible for the same funding source.
  • Select the recipient's Funding Eligibility from the drop-down menu.
• 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 Done.
• After advancing to the Successful Vaccination page, you can either return to the Recipient Management tab by clicking View Portal or record additional past vaccinations by clicking Record Additional Vaccinations.

Bulk Upload Past Vaccinations

Healthcare professionals can bulk upload vaccinations that occurred at their clinic but were not recorded at the time of vaccination.

Download and Prepare Bulk Upload Template File for Offline Vaccination Administration Data

Search for, Edit, and Invalidate Past Vaccination Records

Search For Past Vaccination Records

• On the Recipient Management tab, select Search Past Vaccinations.
• 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 vaccination record.

Edit Past Vaccination Records

• Click Edit Record on the recipient's Vaccination Record 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 applicable edits made to the record are reflected in the recipient's account, including their vaccination certificate.

Invalidate Past Vaccination Records

• Click Invalidate Record on the Vaccination Record page.
• Select a Reason for record invalidation from the drop-down menu, then click Yes to confirm you want to invalidate the record.

Key Considerations:

• This feature searches for recipient vaccination records at your clinic only.
• Recipients have one vaccination record for each dose received at your clinic.