Enter location information - by file upload
- Providers and jurisdictions who have completed registration for a COVID Locating Health Provider Portal account.
- 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.
Screenshot showing visual location of the Provider location file
- 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.
Screenshot of excel file used for uploading location by template
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. |
|
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 |
Bridge Access Program | Enter "Yes" if location participates in the Bridge Access Program. If it doesn't, enter "No" or leave it blank. This field will display on Vaccines.gov. | Yes, No, or blank |
Screenshot of fields in excel file
Screenshot of excel doc being saved
Navigate your computer to find your file, select it, and click
Open.
Screenshot of file being located on desktop
Screenshot of visual location of Step 3
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 29 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"
- 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.