Providers and jurisdictions who have completed registration for a COVID Locating Health Provider Portal account.
Providers and jurisdictions with at least one location to display to the public on Vaccines.gov.
Providers and jurisdictions that need to set up or edit a location phone number, website, hours, or other details — and want to do so via a custom spreadsheet.
Provider location name and address must be updated through CDC by the provider’s jurisdiction, or pharmacy network.
Visit login instructions for help.
Jurisdictions that report inventory through their Immunization Information System (IIS) for all provider locations in their jurisdiction and pharmacies that report 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 Provider Portal.
Important custom file notes
The file must match what is outlined in the tables below
Column headers are required and must match the below table
Any field marked as Optional may be left blank
Providers and jurisdictions who have completed registration for a COVID Locating Health Provider Portal account.
Providers and jurisdictions that need to set up or edit a location phone number, website, hours, and other details — and want to do so via the file upload method.
Provider location name and address must be updated through CDC by the provider’s jurisdiction, or pharmacy network.
The file will download as a .CVS file with the date in the name, the file name will be provider-profile-template_YYYY-MM-DD.csv
Save the file to your desktop so it is easy to find for upload.
If you have set locations to be publicly viewable, make sure the information in these fields on your file is correct to the public have accurate information about how to access vaccines.
Navigate your computer to find your file, select it, and click Open
.
If there are no errors, you will see a green Success!
screen. You will be able to see how many records were updated. Public display data is updated on Vaccines.gov every 5 hours.
If the file contains errors, the upload will fail and you will see an error message with details about what’s causing the error. Once you have updated the file, press Try Again
to upload the new file.
Make sure you aren't missing required fields: VTrckS Pin or Provider ID, Display to the Public, Public Display Phone Number or Pre-Screen Web Address.
Providers and jurisdictions with at least one location to display to the public on .
Provider location file
in the Step 1
box to download the current set of administrative details listed for your locationsFor all locations set to display to the public, the information you provide here will be displayed to the public at .
Only locations that have reported COVID-19 vaccine inventory in the last 29 days and have turned their locations to display will show in searches on .
Make sure you are only using the above.
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 PIN 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 to ensure the system can match to
a proper mailing address and 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"
Display to the Public
Should this location be included in the COVID vaccine search experience on vaccines.gov?
Any locations set to display to the public will show the entered values for In Stock and Supply Level (if entered) for each vaccine. Locations will never display quantity data.
Required – This field will default to no, unless updated by the provider.
Yes, No
Public Display Phone Number
This field will be pre-populated with the location administration phone submitted in either the provider or pharmacy agreement.
If a different phone number should be displayed. Please enter it here.
Required – if Pre-Screen Web Address is not populated
Accepted formats:
(555) 555-5555
5555555555
555-555-5555
555-555-5555 ext 5555
Sunday Hours
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
Monday Hours
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
Tuesday Hours
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
Wednesday Hours
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
Thursday Hours
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
Friday Hours
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
Saturday Hours
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
Web Address
Provider location URL
Optional
URL
Pre Screen Web Address
URL for Provider’s COVID-19 Vaccine eligibility screener or online appointment setting system.
Required – if Phone number is not populated
URL
Min Age Months
Together with Min Age Years, this field denotes the minimum age that can receive a vaccine at your location. The months and years fields are cumulative, which means the amount you have entered for each field will be added and the sum is the age that will display on Vaccines.gov.
For example, if your minimum age for administering COVID-19 vaccine is 1.5 years, you can enter it either of the following ways:
Option 1: Min Age Months = 18 months
Option 2: Min Age Months = 6, Minimum Age Years = 1 Your file will fail if you try to enter Min Age Months = 18 AND Min Age Years = 1
Optional
Integer If Min Age Years is >0, Min Age Months must be between 0-11.
Min Age Years
Please see above
Optional
Integer If Min Age Months is >12, Min Age Years must be 0.
Insurance Accepted
Does this location accept insurance?
Optional
Yes/ No
Walk-ins Accepted
Does this location accept walk-ins?
Optional
Yes / No
Notes
Notes to display administrative data for the provider location on the Vaccines.gov website.
Optional
Free text field
1,000 character limit
Updating public display information is required if you turn on your location for public display, making it searchable on Vaccines.gov for COVID-19 or flu vaccines.
In this option the Provider Portal walks you through the various location details. It's typically used by providers that report for a small number of locations.
This option uses the Provider Portal to provide a spreadsheet that can be downloaded, filled out, then uploaded. It's typically used by providers and jurisdictions that report for a large number of locations.
This option is only for jurisdictions that have been approved for this method. It allows them to generate their own custom inventory spreadsheet to upload instead of using the template.
Field | Details | Acceptable values |
First 6 columns | Not editable |
Display to the Public | Default is set to "No" for all locations unless indicated by the provider through the file upload or log manually page. Mark as "Yes" to have your location visible on Vaccines.gov. | Yes or No |
Hours | Hours can be updated for each day of the week. For any day that your location is closed, please mark CLOSED in that column. |
|
Public display phone number | Required if General/COVID Screener or Appointment link web address is blank. Starts pre-filled with the location administration phone number entered on the provider or pharmacy agreement. If you want a different number to show on Vaccines.gov, enter it in this field. | Free text Preferred format: (XXX) XXX-XXXX (XXX) XXX-XXXX ext XX |
Web Address | URL for the provider location's website | Free text |
General Screener or Appointment Link | Required if public display phone number is blank. Direct link to the provider or jurisdictional eligibility screener or appointment scheduler that is required to make an appointment at the location. This link will appear in both flu and COVID-19 searches if there is no COVID screener. If you have a COVID-19 specific screener or scheduler, please put that link in the COVID Screener or Appointment Link field. | Free text |
COVID Screener or Appointment Link | Required if public display phone number is blank. Direct link to the provider or jurisdictional eligibility screener or appointment scheduler for COVID-19 only. This link will appear in COVID-19 searches on Vaccines.gov. | Free text |
Min Age Months | Together with Min Age Years, this field denotes the minimum age that can receive a vaccine at the location. This is an optional field. The months and years fields are cumulative, which means the amount you have entered for each field will be added and the sum is the age that will display on Vaccines.gov. For example, if your minimum age for administering COVID-19 vaccine is 1.5 years, you can enter it either of the following ways: Option 1: Min Age Months = 18 months Option 2: Min Age Months = 6, Minimum Age Years = 1 Your file will fail if you enter Min Age Months = 18 AND Min Age Years = 1 | Integer If Min Age Years is >0, Min Age Months must be between 0-11. |
Min Age Years | Together with Min Age Months, this field denotes the minimum age that can receive a vaccine at your location. This is an optional field. The months and years fields are cumulative, which means the amount you have entered for each field will be added and the sum is the age that will display on Vaccines.gov. For example, if your minimum age for administering COVID-19 vaccine is 1.5 years, you can enter it either of the following ways: Option 1: Min Age Months = 18 months Option 2: Min Age Months = 6, Minimum Age Years = 1 Your file will fail if you enter Min Age Months = 18 AND Min Age Years = 1 | Integer If Min Age Months is >12, Min Age Years must be 0. |
Insurance Accepted | Enter "Yes" if location accepts insurance. If it doesn't, enter No or leave it blank. This field doesn't show on Vaccines.gov. | Yes, No, or blank |
Walk-ins Accepted | Enter "Yes" if location offers walk-ins. If it doesn't, enter No or leave it blank. | Yes, No, or blank |
Provider Notes | Use this to provide any additional information the public might find helpful for getting their vaccine (Spanish interpreter available, special services for people with disabilities, etc.). | Free text |
Bridge Access Program | Enter "Yes" if location participates in the Bridge Access Program. If it doesn't, enter "No" or leave it blank. This field will display on Vaccines.gov. | Yes, No, or blank |
Providers and jurisdictions that have completed registration for a COVID Locating Health Provider Portal account.
You have at least one location to display to the public on Vaccines.gov.
You need to set up or edit your location phone number, website, hours, and other details — and want to do so via the manual method.
Provider location name and address must be updated through CDC by the provider’s jurisdiction, or pharmacy network.
Visit login instructions for help.
All locations will initially default to not display to the public but we encourage you to turn on your display to the public setting so more people can find your location on Vaccines.gov.
Once the location is set to display, the toggle will move to the right and turn blue. If you would like to switch all locations to display, you can toggle the button at the top of the page above all the locations.
If you want to display most of your locations, but not all, you can toggle all to display to the public and then toggle off the locations you wish not to display.
The number of locations set to the public will display at the top of the location box, e.g., "1 location set to display".
In Stock
and Supply Level
will only be editable for those locations set to display to the public.
On-hand inventory quantities will never display to the public.
For all locations set to display to the public, the information you provide will be displayed to the public at Vaccines.gov.
It is extremely important to keep your location information correct so the millions of Vaccines.gov users can easily find or contact your locations and get vaccinated!
You can also cancel at any time. If you cancel, your updates will not be saved.
Information saved on this page is updated on Vaccines.gov within 5 hours.
Only locations that have reported COVID-19 vaccine inventory in the last 29 days and have turned their locations to display will show in searches on Vaccines.gov.
These are read only and pre-populated with the administrative data sent to by CDC Immunization Data Lake (IZDL). Guidance to update this information is coming soon.
Field
Details
Display phone number
Required if COVID/General screener or appointment link address is blank.
Starts pre-filled with the location administration phone number provided on the provider or pharmacy agreement. If you want a different number to show on Vaccines.gov, enter it in this field.
Open Hours
Select a schedule from the drop down menu. Based on the schedule you select, enter the hours for the day(s) of the week from the drop-downs provided. You may also select CLOSED.
Web Address
URL for the provider location's website. Make sure to include www
, https
, or http
.
General Screener or Appointment Link
Required if public display phone number is blank.
Direct link to the provider or jurisdictional eligibility screener or appointment scheduler. This link will appear in both flu and COVID-19 searches if you don't enter anything in the COVID Screener or Appointment Link field. If you have a COVID-19 specific screener or scheduler please put that link in the COVID Screener or Appointment Link field. Make sure to include www
, https
, or http
.
COVID Screener or Appointment Link
Required if public display phone number is blank.
Direct link to the provider or jurisdictional eligibility screener or appointment scheduler for COVID-19 only. This link will appear in COVID-19 searches on Vaccines.gov. Make sure to include www
, https
, or http
.
Minimum age vaccinated at this location
This field denotes the minimum age that is able to receive a vaccine at your location. This is an optional field with two drop down selection options. The months and years fields are cumulative, which means the amount you have entered for each field will be added and the sum is the age that will display on Vaccines.gov.
For example, if your minimum age for administering COVID-19 vaccine is 1.5 years, you can enter it either of the following ways:
Option 1: Minimum age months = 18 months
Option 2: Minimum age months = 6, minimum age years = 1
Participates in Bridge Access Program
Select Yes
if the location is participating in the Bridge Access Program, select No
if it is not. This field will populate on Vaccines.gov for users who are searching for Bridge providers. Click here for more information about the Bridge Access Program.
Accepts Insurance
Select Yes
if location accepts insurance, select No
if it does not. This field doesn't show on Vaccines.gov.
Accepts Walk ins
Select Yes
if location accepts walk-ins for COVID-19 vaccines or No
if vaccines at that location are by appointment only.
Notes
Use this to provide any additional information the public might find helpful for getting their vaccine (Spanish interpreter available, services for people with disabilities, etc.). 1000 character limit.