Enter flu vaccine stock status - 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 the flu vaccines that will be available at your location(s).
You are ready to log flu vaccine stock status 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 and provider organization reporting stock status centrally for all providers 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 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:
|
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 improper 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 or 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. Quantity is optional for flu vaccines. | Optional | Acceptable values: • 0 or positive integer • UNKNOWN |
In Stock | In Stock is a required field for flu vaccines to show on Vaccines.gov. Use | Required | 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:
|
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.
➡️ Follow instructions to upload your flu file to the COVID Locating Health Provider Portal through the Other Vaccines tab.
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