This option uses the COVID Locating Health Provider Portal to walk you through the various details. It's typically used by providers who are reporting for a small number of locations.
This option uses the COVID Locating Health Provider Portal to provider a spreadsheet that can be downloaded, filled out, then uploaded again. It's typically used by providers and jurisdictions who are reporting for a large number of locations.
This option is only available to federal pharmacy partners reporting on behalf of all of their pharmacy locations and have been set up as sFTP upload partners.
Providers and jurisdictions who have completed registration for a COVID Locating Health Provider Portal account.
You have already set up flu vaccines that will be available at your location(s).
You are ready to log flu vaccine stock status and want to log data manually.
Although it is not required, we encourage you to report if your location(s) have flu vaccines in stock
or out of stock
every two weeks so the public using Vaccines.gov can easily find a flu vaccine near them. If you haven't updated your flu vaccine stock status in over two weeks, your stock status on Vaccines.gov will change from "in stock" to "call to confirm" and your location will not appear in searches.
Visit login instructions for help.
All your locations will be listed out on the screen along with the most recently entered information for each location.
Use the Display to the Public
toggle for each location or see instructions for selecting locations to display to the public. If a location is not set to display to the public, you will not be able to edit the stock status for any flu vaccine.
You will receive a success message letting you know your stock status has been recorded. The new stock status will be visible on the public facing Vaccines.gov site within 5 hours.
Tip: Flu vaccines don't show on Vaccines.gov using their manufacturer or brand names. Visit How flu vaccines display for details.
Congratulations, you have now updated your flu stock status!
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.
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
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 improper 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 or 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. 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 Remove
if you no longer administer that vaccine.
Required
Acceptable values:
Yes
No
Blank
Remove
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)
Providers and jurisdictions who have completed registration for a COVID Locating Health Provider Portal account.
You have already set up flu vaccines that will be available at your location(s).
You are ready to log flu vaccine stock and want to upload by template.
Although it is not required, we encourage you to report if your location(s) have flu vaccines in stock
or out of stock
every two weeks so the public using Vaccines.gov can easily find a flu vaccine near them. If you haven't updated your flu vaccine stock status in over two weeks, your stock status on on Vaccines.gov will change from "in stock" to "call to confirm" and your location will not appear in searches.
Visit login instructions for help.
The first time you visit this page to upload your stock status, you will only have the Blank template
option to select.
After you've submitted at least one file with stock status, you will have the option to choose your Blank template
or Your most recent file
. Either can be used to update and submit new vaccine stock status.
Blank template
The file name will include other vaccine inventory template and the date other-vaccine-inventory-template_YYYY-MM-DD.csv
The file will pre-populate with all the locations and NDCs for your organization. Any new locations added after provider setup will automatically appear in the template files.
The In Stock
column starts with <Enter Yes or No>
for each NDC and location
Your most recent file
templateThe file name will be other-vaccine-inventory_YYYY-MM-DD.csv
The file will come with all location data pre-filled, including any NDC selected during provider setup or added through the manual form. The file will have your last reported stock value pre-filled in the In Stock
column.
Tip: save the file to your desktop so that it is easier to find to upload.
Navigate on your computer to find your file, select it, and click Open
.
If there are no errors, the file will upload successfully, Step 3 will change to a green Success!
message. It will also tell you how many records were updated so you can make sure that is correct.
Your new stock values will be visible on Vaccines.gov within 5 hours.
If you get an error message, the upload has failed. Check the error message for information on what is causing the error. Once you have fixed the error, click Try Again
to upload the new file.
Make sure you are only using supported values.
Make sure you aren't missing any required fields VTrckS Pin or Provider ID, NDC, or a stock status for at least one vaccine.
Tip: Flu vaccines don't show on Vaccines.gov using their clinical names. Visit How flu vaccines display to see how they display.
Congratulations, you have now updated your flu stock status!
Field
Details
Acceptable values
In Stock
Enter yes
if you have flu vaccines available to the public.
Yes
No
Supply level
Optional. This data does not currently display to the public on Vaccines.gov but may display in the future.
Choose the option that best describes how long you expect your supply to last — just enough information to give the public using Vaccines.gov some expectation of how likely the vaccine is to be available.
NO SUPPLY
LOW (<24 hours supply)
MEDIUM (24-48 hours supply)
HIGH (>48 hours supply)