Enter location information - by custom spreadsheet
Who should use this guide
Providers and jurisdictions who have completed registration for a COVID Locating Health Provider Portal account.
Providers and jurisdictions with at least one location to display to the public on Vaccines.gov.
Providers and jurisdictions that need to set up or edit a location phone number, website, hours, or other details — and want to do so via a custom spreadsheet.
Provider location name and address must be updated through CDC by the provider’s jurisdiction, or pharmacy network.
Login
Login to your COVID Locating Health Provider Portal account at https://covid.locating.health/login.
Visit login instructions for help.
Setting up your custom spreadsheet file
Jurisdictions that report inventory through their Immunization Information System (IIS) for all provider locations in their jurisdiction and pharmacies that report for all locations in their pharmacy chain may generate a file directly from an external tracking system and then upload into the COVID Locating Health Provider Portal.
Important custom file notes
The file must match what is outlined in the tables below
Column headers are required and must match the below table
Any field marked as Optional may be left blank
Custom public display location spreadsheet requirements
Public Display
Field Name | Description | Required/ Optional | Format |
Organization Name | Name of the organization as entered in the pre-enrollment application | Optional | Free text – 255 character limit |
Provider Location Name | Location name for each provider location as entered in the pre-enrollment application | Optional | Free text – 255 character limit |
Provider ID | This is a unique identifier created by COVID Locating Health Provider Portal | Optional if VTrckS PIN is present | Vaccines.gov generated alphanumeric unique identifier for each location |
VTrckS PIN | This is the unique identifier for each provider location assigned by VTrckS (VTrckS Provider PIN) | Optional if Provider ID is present | 3-digit alphanumeric prefix + up to 6-digit PIN. Examples:
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Street Address | Street number and name | Optional | Address as it appears in the provider agreement. Address must be in one of the following formats to ensure the system can match to a proper mailing address and map it properly:
This is improper formatting, and will not be accepted:
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Street Address 2 | Apartment, suite, or building number | Optional | Free text |
City | Optional | City (example: "Boston") | |
State | Optional | Two Character State (example: "MA") | |
Postal Code | ZIP code | Optional | 5-digit or 9-digit zip code. The following formats are accepted:
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Display to the Public | Should this location be included in the COVID vaccine search experience on vaccines.gov? Any locations set to display to the public will show the entered values for In Stock and Supply Level (if entered) for each vaccine. Locations will never display quantity data. | Required – This field will default to no, unless updated by the provider. | Yes, No |
Public Display Phone Number | This field will be pre-populated with the location administration phone submitted in either the provider or pharmacy agreement. If a different phone number should be displayed. Please enter it here. | Required – if Pre-Screen Web Address is not populated | Accepted formats:
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Sunday Hours | Daily hours of operation | Optional | Preferred format: hh:mmAM - hh:mmPM Acceptable formats:
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Monday Hours | Daily hours of operation | Optional | Preferred format: hh:mmAM - hh:mmPM Acceptable formats:
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Tuesday Hours | Daily hours of operation | Optional | Preferred format: hh:mmAM - hh:mmPM Acceptable formats:
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Wednesday Hours | Daily hours of operation | Optional | Preferred format: hh:mmAM - hh:mmPM Acceptable formats:
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Thursday Hours | Daily hours of operation | Optional | Preferred format: hh:mmAM - hh:mmPM Acceptable formats:
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Friday Hours | Daily hours of operation | Optional | Preferred format: hh:mmAM - hh:mmPM Acceptable formats:
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Saturday Hours | Daily hours of operation | Optional | Preferred format: hh:mmAM - hh:mmPM Acceptable formats:
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Web Address | Provider location URL | Optional | URL |
Pre Screen Web Address | URL for Provider’s COVID-19 Vaccine eligibility screener or online appointment setting system. | Required – if Phone number is not populated | URL |
Min Age Months | Together with Min Age Years, this field denotes the minimum age that can receive a vaccine at your location. The months and years fields are cumulative, which means the amount you have entered for each field will be added and the sum is the age that will display on Vaccines.gov. For example, if your minimum age for administering COVID-19 vaccine is 1.5 years, you can enter it either of the following ways: Option 1: Min Age Months = 18 months Option 2: Min Age Months = 6, Minimum Age Years = 1 Your file will fail if you try to enter Min Age Months = 18 AND Min Age Years = 1 | Optional | Integer If Min Age Years is >0, Min Age Months must be between 0-11. |
Min Age Years | Please see above | Optional | Integer If Min Age Months is >12, Min Age Years must be 0. |
Insurance Accepted | Does this location accept insurance? | Optional | Yes/ No |
Walk-ins Accepted | Does this location accept walk-ins? | Optional | Yes / No |
Notes | Notes to display administrative data for the provider location on the Vaccines.gov website. | Optional | Free text field 1,000 character limit |
When you are ready to upload your filled in custom inventory spreadsheet
➡️ Login to your COVID Locating Health Provider Portal account at https://covid.locating.health/login.
➡️ Follow instructions to upload your public display file into the Covid Locating Health Provider Portal
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