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Enter COVID-19 vaccine inventory - by custom spreadsheet

Who should use this guide

  • Providers and jurisdictions who have completed registration for a COVID Locating Health Provider Portal account.
  • You have already set up COVID-19 vaccines that will be available at your location(s).
  • You are ready to log COVID-19 vaccines and want to log your data using a spreadsheet but you want to generate you own inventory spreadsheet externally instead of the template supplied in the COVID Locating Health platform.

Setting up your custom spreadsheet file

Jurisdictions reporting inventory through their Immunization Information System (IIS) for all provider locations in their jurisdiction or pharmacies reporting 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 platform.
Your custom file must
  • 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

Custom inventory spreadsheet requirements

​
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 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:
  • “ALA123456”
  • “ALA 456”
Street Address
Street number and name
Optional
Address as it appears in the provider agreement.
Address must be in one of the following formats in order to ensure that the system can match to
a proper mailing address and therefore map it properly:
​
  • "123 Main St"
  • "123 Main St #456"
  • "123 Main St, Suite 7"
  • "123 Main St, Building A"
This is Bad Formatting, and will not be accepted:
  • 123-127 Main St
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, as well as the 9 digit zip code, the following formats are accepted:
  • "02111"
  • "02919-3232"
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
Medication Type
The type of medication (one digit letter)
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
The National Drug Code
Required
10 or 11 digit NDC for the vaccine. Can be either NDC of use or NDC of sale.
This can be entered with or without hyphens or leading 0:
  • 88888-1000-02
  • 88888100002
  • 88888-1000-2
  • 8888810002
PLEASE NOTE: Only one NDC per vaccine presentation is allowed for a single location. If there are multiple rows for single NDC and location the file will fail.
Medication Name
The name of the medication
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
Quantity
​
The number of doses on-hand for the NDC.
  • Use Unknown or if you don't know the quantity at the time of reporting. The quantity that was last reported (with date of when that quantity was reported) for that NDC will be sent to the CDC. If you have the same number of doses on-hand for multiple days, please report that number each day to correctly reflect the quantity on-hand.
  • Use Remove if you no longer administer that vaccine.
Required
Acceptable values:
• 0 or positive integer • UNKNOWN
• REMOVE
In Stock
​
If you want to report quantity but want the vaccine to show as out of stockon Vaccines.gov, you can report Quantity but mark In Stock as No.
​
If you leave it blank, this field will default based on your Quantity.
  • If Quantity >0: In Stock, Yes
  • If Quantity = 0: In Stock, No
Optional
Acceptable values:
  • Yes
  • No
  • Blank
Supply Level
Choose the option that best describes how long you expect your supply to last. This should be some expectation of how likely the vaccine is to be available. This field does not yet display on Vaccines.gov.
​
Optional
​
Acceptable values:
  • NO SUPPLY
  • LOW (<24 hours supply)
  • MEDIUM (24-48 hours supply)
  • HIGH (>48 hours supply)
​

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.

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