California COVID-19 Vaccination Program IMM-1319 (12/15/21) Page 1

Reporting Inventory to Vaccine Finder

Providers must report COVID-19 vaccine inventory to VaccineFinder daily once shipments arrive. Adjust counts for shipments, transfers, or nonviable doses removed from inventory. The Organization Coordinator (completed Section A during enrollment) receives the registration email and may choose to report for all affiliated locations or delegate reporting to Location Coordinators. This job aid covers onboarding, reporting inventory, and adding new vaccines and NDCs.

Reporting Options

Report through COVID Locating Health using either File Upload (with a CSV file) or Log Manually option. Your most recent inventory data is reported to CDC at 5 am EST. Data reported after 5 am is reported the following day.

Reporting for Pharmacies

Report using the PIN (state or federal VTrkS PIN) associated with your vaccine orders. Exceptions:

• Pharmacies with federally and state-allocated doses report under federal PIN only

• Pharmacies reporting centrally report under federal PIN only

Location Name for federal PINs end with a number (see image). Federal PINs start with MH1, CP1, GM1, TP1, MS1, IP1, or GN1 followed by 6 characters. (See Federal Pharmacy Partner Inventory Reporting.)

Reporting for Community Health Centers (HRSA)

Report federally allocated inventory to CDC’s VTrckS Provider Order Portal (VPOP) using federal VTrkS PINs. Report state-allocated doses to VaccineFinder using state VTrkS PINs.

California COVID-19 Vaccination Program IMM-1319 (11/5/21) Page 2

Maximum Inventory Quantities

Report these maximum quantities to VaccineFinder for unpunctured vials:

Comirnaty 12+ yrs

(gray cap)

Pfizer 5-11 yrs (orange

cap)

Pfizer 450 (12+ yrs,

purple cap)

Pfizer 1170 (12+ yrs,

purple cap)

Moderna 10

Moderna 14

Janssen

NDC 59267-1025-4

59267-1055-4

59267-1000-3

59267-1000-2

80777-273-99

80777-273-98

59676-580-15

Max Doses Reported

6 10 6 6 10 14 5

Public Display

Vaccines.gov helps the public access COVID-19 vaccines. Providers may opt to display their clinic locations on this website including location hours, web address, phone number, pre-screener link, and additional notes regarding clinics. Sites must be approved locations in myCAvax. Site profiles may be updated using Log Manually or File Upload option.

Resources• VaccineFinder Fact Sheet

• VaccineFinder Updates (FAQs)

• COVID-19 Vaccine Provider Information

• Federal Pharmacy Partner Inventory Reporting

VaccineFinder Support Team

• New Support Desk (starting May 7): COVID-19 Administration Reporting System (CARS) CARS Help Desk: CARS_HelpDesk@cdc.gov or 833-748-1979

• IT Support Desk (password resets, file upload issues): vaccinefinder@castlighthealth.com or 855-886-4317

• myCAvax Help Desk (change organization/location contacts for VF): (833) 502-1245, option 2

• COVID Call Center (general questions about reporting requirements): covidcallcenter@cdph.ca.gov or (833) 502-1245

California COVID-19 Vaccination Program IMM-1319 (11/5/21) Page 3

Instructions for Initial Onboarding

Once your provider enrollment application is approved and the provider data sent to CDC, the registration email is automatically sent to the Organization Coordinator, typically within 24 hours.

Use Edge, Google Chrome or Safari browser when accessing the COVID Locating Health portal.

1. Retrieve your invitation email and click Create Account to complete your registration.

Registration emails are sent from vaccinefinder@auth.castlighthealth.com to the organization’s point of contact email address submitted during enrollment. Link will be active for about 7 days.

Can’t find your invitation email? Instruct the organization point of contact to check their spam or junk folders.

Create Account

Add

2. Sign in with the email address that received the registration email and set your password.

3. Select vaccine you’ll be administering from the dropdown menu and click Add. Repeat for additional vaccines. Selections appear under Vaccines Added. Click the X to remove vaccines.

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4. Click to indicate how your organization will be reporting inventory and click Save.

All affiliated locations submitted during provider enrollment are listed as Your Locations.

IMPORTANT: This option can’t be changed for the duration of the COVID-19 Vaccination Program.

First option: The organization will report daily inventory for all affiliated provider locations.

Second option: The organization has the ability to push reporting responsibility down to the affiliated locations submitted during provider enrollment. A registration email will be sent to the vaccine coordinators identified for each location. Each location must go through this onboarding process and report inventory daily for their location.

Instructions for Reporting Inventory Using Upload File

Follow these instructions to report daily inventory to Vaccine Finder by uploading a spreadsheet. Use Edge, Google Chrome or Safari browser when accessing the COVID Locating Health portal.

1. Click Blank template to open a spreadsheet. Spreadsheet will appear in lower left-hand corner of your browser.

It will be prefilled with your organization and provider location details.

Tip: Click Your most recent file if your inventory hasn’t changed and upload.

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2. Open the spreadsheet. In this example, the organization has two affiliated provider locations each administering three vaccines. Three rows appear for each location so that inventory can be reported by vaccine.

3. Enter Quantity for each vaccine and location. Adjust counts for shipments, transfers, or nonviable doses removed from inventory.

4. Save with filename that includes your Organization Name (first column in your spreadsheet) and current date. Store the file on your desktop or organize in folders.

5. Click Tips under Step 2 for additional guidance: You may enter these values in the Quantity column of your spreadsheet:

• UNKNOWN if quantity is unknown

• REMOVE to remove that row from your spreadsheet the next time you report if no longer stocking a vaccine

• 0 to report no doses left.

Tips

WellnessHospital_2021-5-15

Janssen

Moderna

Pfizer

Janssen

Moderna

Pfizer

Janssen

Moderna

Pfizer

Janssen

Moderna

Pfizer

1170

900

1170

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7. Look for confirmation your inventory was successfully uploaded.

• Success message: Your most recent inventory file will be reported to VaccineFinder at 5 am EST. Files reported after 5 am will be reported the following day.

6. Drag/drop or browse to Upload today’s spreadsheet.

If upload fails due to errors, edit and save your spreadsheet then Try again to upload the corrected file.

Upload

Try again

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1. Click Log Manually.

2. Click Edit to report vaccine doses by location.

3. Enter Quantity for each vaccine and location. Adjust counts for shipments, transfers, or nonviable doses removed from inventory.

4. Repeat for each provider location and click Submit Inventory.

5. Look for confirmation your inventory was successfully reported.

Edit

Instructions for Reporting Inventory Through Manual Edits

Follow these instructions to report daily inventory to Vaccine Finder manually. Use Google Chrome or Safari browser when accessing the COVID Locating Health portal.

Please follow these steps—even if your inventory didn’t change—to ensure your inventory is reported.

Log Manually

Moderna COVID-19 Vaccine 0.5mL dose

Moderna COVID-19 Vaccine 0.5mL dose

Submit Inventory

Pfizer COVID-19 Vaccine 0.3mL dose

Janssen COVID-19 Vaccine 0.5mL dose

California COVID-19 Vaccination Program IMM-1319 (11/5/21) Page 8

Instructions for Adding New Vaccines

Users can add vaccines across multiple locations in a single flow. Newly added vaccines will appear in both file templates (Upload File) and the Log Manually flow for each selected location. The Add Vaccines button is accessible from any screen in the Update Vaccine Inventory tab.

Steps to Add Vaccines

Click the Add Vaccines button from any screen in the Update Vaccine Inventory tab. Then follow these steps, which are numbered on the image below.

1. Choose vaccine(s) to add.

2. Choose location(s) administering the new vaccine.

3. Tracker shows number of selected vaccines & locations.

4. Click Add Vaccines and look for success message.