Enter COVID-19 vaccine inventory - by custom spreadsheet
- Providers and jurisdictions who have completed registration for a COVID Locating Health Provider Portal account.
- 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.
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
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:
|
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:
This is Bad Formatting, and will not be accepted:
|
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:
|
GPI | The 14 digit Generic Product Identifier Code. | Optional | 14 digit GPI code for the medication. This can be with or without the hyphens:
|
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:
|
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:
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:
|
Quantity | The number of doses on-hand for the NDC.
| 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 stock on 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 .
| Optional | Acceptable values:
|
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:
|
➡ Login to your COVID Locating Health Provider Portal account at https://covid.locating.health/login.
➡