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

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.