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FPP Enter COVID-19 inventory - by sFTP

Who should use this guide

  • Federal pharmacy partners reporting inventory on behalf of all of their pharmacy locations and have been set up as secure file transfer protocol (sFTP) upload partners.
Enrollment to report via sFTP has been completed. No additional sFTP requests can be accommodated at this time.

Setting up your sFTP spreadsheet file

Pharmacies reporting for all locations via sFTP can report their inventory and public display information in a single file.
Your custom file must
  • Be in .csv format
  • Match what is outlined in the tables below
  • Contain column headers are required and must match the below table
  • Any field marked as Optional may be left blank
Preferred naming convention
  • The file name must include the date of the file (MM-DD-YYYY)
  • If you are reporting flu and COVID inventory separately please append FLU to your flu file (e.g., 01-01-2022-flu.csv)
  • If you are reporting inventory for banners separately, please append a suffix to each file indicating which banner(s) are being reported (e.g., 01-01-2022-ACME.csv)

sFTP reporting spreadsheet requirements

Field Name
Description
Required/
Optional
Format
Store Number
The store number for the location included in the pharmacy enrollment file submitted to CDC.
Optional
Integer
CDC Provider
This is the formatted VTrckS Pin for each location – the VTrckS Pin is a unique identifier assigned by VTrckS.
Required
3-digit alphanumeric prefix + up to 6-digit PIN.
Name
The name of the location as it appears in the pharmacy enrollment file submitted to the CDC.
Optional
Alpha-numeric string (255-character limit)
Address
Street number and name of the location.
Optional
Alpha-numeric string (255-character limit)
City
City
Optional
Alpha-numeric string (255-character limit)
State
State
Optional
Two letter state or territory abbreviation.
Zip
Zip code
Optional
5-digit, as well as the 9-digit zip code, the following formats are accepted:
  • "02111"
  • "02919-3232"
Phone
The phone number at the location that members should call to schedule or learn more about scheduling a vaccine.
Required
Accepted formats:
  • (555) 555-5555
  • 5555555555
  • 555-555-555
  • 555-555-5555 ext 5555
Sun Open
Daily hours of operation
Optional
Preferred format: hh:mmAM - hh:mmPM
Acceptable Formats:
  • 9:00 AM- 5:00 PM
  • 9:00(AM)-5:00(PM)
  • 9AM-5:30PM
  • 2pm-4pm
  • 9a-5:05p
  • Closed
  • 24H
Mon Open
Daily hours of operation
Optional
Preferred format: hh:mmAM - hh:mmPM
Acceptable Formats:
  • 9:00 AM- 5:00 PM
  • 9:00(AM)-5:00(PM)
  • 9AM-5:30PM
  • 2pm-4pm
  • 9a-5:05p
  • Closed
  • 24H
Tue Open
Daily hours of operation
Optional
Preferred format: hh:mmAM - hh:mmPM
Acceptable Formats:
  • 9:00 AM- 5:00 PM
  • 9:00(AM)-5:00(PM)
  • 9AM-5:30PM
  • 2pm-4pm
  • 9a-5:05p
  • Closed
  • 24H
Wed Open
Daily hours of operation
Optional
Preferred format: hh:mmAM - hh:mmPM
Acceptable Formats:
  • 9:00 AM- 5:00 PM
  • 9:00(AM)-5:00(PM)
  • 9AM-5:30PM
  • 2pm-4pm
  • 9a-5:05p
  • Closed
  • 24H
Thu Open
Daily hours of operation
Optional
Preferred format: hh:mmAM - hh:mmPM
Acceptable Formats:
  • 9:00 AM- 5:00 PM
  • 9:00(AM)-5:00(PM)
  • 9AM-5:30PM
  • 2pm-4pm
  • 9a-5:05p
  • Closed
  • 24H
Fri Open
Daily hours of operation
Optional
Preferred format: hh:mmAM - hh:mmPM
Acceptable Formats:
  • 9:00 AM- 5:00 PM
  • 9:00(AM)-5:00(PM)
  • 9AM-5:30PM
  • 2pm-4pm
  • 9a-5:05p
  • Closed
  • 24H
Sat Open
Daily hours of operation
Optional
Preferred format: hh:mmAM - hh:mmPM
Acceptable Formats:
  • 9:00 AM- 5:00 PM
  • 9:00(AM)-5:00(PM)
  • 9AM-5:30PM
  • 2pm-4pm
  • 9a-5:05p
  • Closed
  • 24H
Website
Provider location URL
Optional
Web address beginning with either http or https.
Prescreen
URL for the location’s vaccine eligibility screener or appointment scheduler.
If there are user flows for COVID and non-COVID vaccinations, please enter the COVID-19 specific URL for all COVID NDCs - this link will show on Vaccines.gov when users search COVID vaccines. Enter the general or flu specific URL for all other NDCs, this link will show on Vaccines.gov when users search for flu vaccines.
No – if NULL users will be prompted to call the pharmacy for appointments or more information.
Web address beginning with either http or https.
Active
Should this location be included in the vaccine search experience on Vaccines.gov?
Any locations set to ACTIVE will show the entered values for In Stock for each vaccine listed in the file.
Locations will never display quantity data.
Required
True, False
Insurance
Does this location accept insurance?
This field does not currently display on Vaccines.gov
Optional
True, False
Walk-ins
Does this location accept walk-ins (drop-ins)?
If walk-ins are accepted for only certain NDCs, please mark this in the notes section.
Optional
True, False
Provider Type
This field is not used on Vaccines.gov, any value is accepted.
Optional
Integer
Open Date
This field is not used on Vaccines.gov please leave blank.
Optional
NA
Close Date
This field is not used on Vaccines.gov please leave blank.
Optional
NA
Notes
Free text field that displays on the provider details page of Vaccines.gov.
See below for tips on what to include in this section.
Optional
Free text
(1,000-character limit)
GPI
The 14 digit Generic Product Identifier Code
Optional
14 digit GPI code for the medication. This can be with or without the hyphens:
  • 58-20-00-60-10-01-05
  • 58200060100105
Med Type
The type of medication as indicated by the single letter code
Optional
The value will be a single letter, either “B”,
“G”, or “V”. The values stand for the following:
  • "B" - Brand name
  • "G" - Generic
  • "V" - Vaccine
NDC
National Drug Code
Required
10 or 11 digit NDC for the vaccine. Can be either NDC of use or NDC of sale.
PLEASE NOTE: If the same NDC is listed for a location more than once in the same file doses will be summed for that NDC.
This can be entered with or without hyphens or leading 0:
  • 88888-1000-02
  • 88888100002
  • 88888-1000-2
Med Name
The name of the medication or vaccine
Optional
Format and suggested value examples:
  • Drug Name - Dosage Form - Strength
  • Pfizer – COVID Vaccine – 0 mcg/0.3mL dose
  • Pfizer COVID Vaccine 0 mcg/0.3mL dose
Start Date
This field is not used on Vaccines.gov; please leave blank.
Optional
NA
End Date
This field is not used on Vaccines.gov; please leave blank.
Optional
NA
Cost
Cost of the vaccine.
This field does not currently display on Vaccines.gov.
Optional
Numeric string
In Stock
This field indicates whether this NDC is in stock for the general public at this location. Do not include inventory that is allocated for non-public distribution as “in stock.”
If the on-hand quantity entered is greater than 0, In Stock will default to true unless otherwise indicated.
Reported In Stock values will display on vaccines.gov regardless of quantity reported.
Required
True, False
Supply Level
Supply level is an estimation of how long the COVID vaccine inventory will last at each location.
No Supply – this vaccine is out of stuck
Low - <24 hours supply
Medium – 24-48 hours supply
High 0 >48 hours supply
This field does not currently display on Vaccines.gov.
Optional
Valid values are:
-1: No Report
0: No Supply
1: <24 Hour Supply
3: 24-48 Hour Supply
4: >48 Hour Supply
Quantity
Number of doses on-hand for that vaccine.
PLEASE NOTE that if the vaccine is identified by the NDC unit of sale – you are still expected to enter the number of doses on hand for that NDC.
Yes – for COVID NDCs only
Integer
Min Age Months
Together with Min Age Years, this field denotes the minimum age that is able to 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
See above
Optional
Integer If Min Age Months is >12, Min Age Years must be 0.

Data Considerations and Tips

File format and data transfer

  • Vaccines.gov loads sFTP files once per day at 5:00am EST. Any files dropped after that time will be processed the following day.
  • If Vaccines.gov has not received a file in the sFTP for 2 consecutive days, we will reach out to the primary contact to troubleshoot. After 7 days, locations will no longer appear in the COVID search experience.
  • If you need to add a new column to your file, please add the column at the end of your current file headers.

Inventory Data

  • Quantity data is only required for COVID NDCs, if you are reporting flu inventory you only need to indicate stock values for the public.
  • If possible, please include all vaccine NDCs in a single file (COVID and flu). At this time, Vaccines.gov does not display antiviral mediations, routine or travel immunizations. You may however include these in your file.
  • In stock values will take precedence over quantity values for display on Vaccines.gov. This means if you report 0 doses but In Stock = true, that NDC will show as In Stock on Vaccines.gov

Provider Notes

  • Provider notes field will display on the provider details page and should contain any information a user should have before attempting to get a vaccine at the location.
  • Provider notes should contain both COVID and flu information in the same field
  • Common topics include:
    • NDC or vaccine appointment and walk-in information, for example, “Appointments are required for all individuals under 6 years old.”
    • Translation or other language services offered at the location.
    • Accessibility information for the location including parking availability or wheelchair accessibility.