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Enter location information - by file upload

Who should use this guide

  • Providers and jurisdictions who have completed registration for a COVID Locating Health Provider Portal account.
  • You have at least one location you want to display to the public on Vaccines.gov.
  • You need to set up or edit your location phone number, website, hours, and other details — and want to do so via the file upload method.
Provider location name and address must be updated through the 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.

Entering your location information

Click Public Display in top right of page

Click Provider location file in the Step 1 box to download the current set of administrative details listed for your locations

Screenshot showing visual location of the Provider location file

Tips

  • The file will download as a .CVS file with the date in the name, the file name will be provider-profile-template_YYYY-MM-DD.csv
  • Save the file to your desktop so that it is easier to find to upload.
For all locations set to display to the public, the information you provide here will be displayed to the public at Vaccines.gov.

Update your provider display data

Screenshot of excel file used for uploading location by template

Details

If you have set your locations to be publicly viewable, make sure the information in these fields on your file is correct to help guide the public to accurate information about how to access vaccines.
Field
Details
Acceptable values
First 6 columns
These are read only and pre-populated with the administrative data sent to Vaccines.gov by the CDC Immunization Data Lake (IZDL). Any changes to this data will need to be re-submitted by the jurisdiction or pharmacy network to the CDC IZDL.
Not editable
Display to the Public
Default is set to "No" for all locations unless indicated by the provider through the file upload or log manually page. Mark as "Yes" if you want to have your location visible on Vaccines.gov.
Yes or No
Hours
Broken out by day of the week.
For any day that your location is closed, please mark CLOSED in that column.
  • CLOSED
  • HH:MMAM-HH:MMPM (preferred)
  • h:mm am – h:mm pm (acceptable)
Public display phone number
Required if General/COVID Screener or Appointment link web address is blank.
Starts pre-filled with the location administration phone number entered on the provider or pharmacy agreement. If you want a different number to show on Vaccines.gov, enter it in this field.
Free text Preferred format: (XXX) XXX-XXXX (XXX) XXX-XXXX ext XX
Web Address
URL for the provider location's website
Free text
General Screener or Appointment Link
Required if public display phone number is blank.
Direct link to the provider or jurisdictional eligibility screener or appointment scheduler that is required to make an appointment at the location.
This link will appear in both flu and COVID-19 searches, if there is no COVID screener. If you have a COVID-19 specific screener or scheduler please put that link in the COVID Screener or Appointment Link field.
Free text
COVID Screener or Appointment Link
Required if public display phone number is blank.
Direct link to the provider or jurisdictional eligibility screener or appointment scheduler for COVID-19 only. This link will appear in COVID-19 searches on Vaccines.gov.
Free text
Min Age Months
Together with Min Age Years, this field denotes the minimum age that is able to receive a vaccine at your location. This is an optional field. 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
Integer If Min Age Years is >0, Min Age Months must be between 0-11.
Min Age Years
Together with Min Age Months, this field denotes the minimum age that is able to receive a vaccine at your location. This is an optional field. 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
Integer If Min Age Months is >12, Min Age Years must be 0.
Insurance Accepted
Enter "Yes" if location accepts insurance. If it doesn't, enter No or leave it blank. This field doesn't show on Vaccines.gov.
Yes, No, or blank
Walk ins Accepted
Enter "Yes" if location offers walk-ins. If it doesn't, enter No or leave it blank.
Yes, No, or blank
Provider Notes
Use this to provide any additional information the public might find helpful for getting their vaccine (Spanish interpreter available, special services for people with disabilities, etc.).
Free text
Screenshot of fields in excel file

Save the changes to the file

Screenshot of excel doc being saved

Select the Browse button in the Step 3 box on the Upload File screen

Navigate your computer to find your file, select it, and click Open.
Screenshot of file being located on desktop

Select the file that has now appeared in the Step 3 box and click the Upload button

Screenshot of visual location of Step 3

Check that your file was successfully validated

If there are no errors, you will see a green Success! screen. You will be able to see how many records were updated. Public display data is updated on Vaccines.gov every 5 hours.
Only locations that have reported COVID-19 vaccine inventory in the last 7 days and have turned their locations to display will show in searches on Vaccines.gov.
Screenshot of "Success" message
If the file contains errors, the upload will fail and you will see an error message with details about what’s causing the error. Once you have updated the file, press Try Again to upload the new file.
Screenshot of an error message "Row number 3. Display to the Public Maybe is not supported"

Trouble shooting common errors

  • Make sure you aren't missing required fields: VTrckS Pin or Provider ID, Display to the Public, Public Display Phone Number or Pre Screen Web Address.
  • Make sure you are only using the acceptable values listed in the table above.