Jurisdiction Point of Contact (POC) User Manual

This section shows you how to complete the specific tasks you need to do so that you, other jurisdiction staff, and clinic staff can register as recipients in VAMS.

Enable Recipient Registration in VAMS for Jurisdiction Staff

Enable Recipient Registration in VAMS for Clinic Staff

Add Jurisdiction as an Organization

To add your jurisdiction as an organization in VAMS, you will follow a similar process as what is described in Step 2 in Section 1 of this user manual. However, there are a few adjustments to the process, as explained below.

• Within the Jurisdiction Portal, click the Manage Organizations
• Click Add Organization to access the Register Organization page.
• Enter yourself as the organization coordinator using the same email address you use to log into VAMS as a jurisdiction POC. Click

Quick Tip: Name your organization to match your jurisdiction (e.g., State of Georgia) to prevent confusion from jurisdiction employees receiving a VAMS recipient registration email.

• Enter your organization’s (jurisdiction’s) information (address, phone number, etc.). Click
• Review all information entered in the Register Organization pages and verify everything is correct. If so, click Next. If not, click Previous to make corrections.

Register Jurisdiction as an Organization

After clicking Next, a message will appear confirming the organization is created in the system. You will then receive an email notification from vams@cdc.gov with a link to register your organization in VAMS.

• If you’re currently logged into VAMS, log out by clicking the drop-down arrow next to your name in the upper right corner of the page, then click
• Open your email notification and click the organization registration link.
• Click Login to VAMS.
• Enter the email address you use for your jurisdiction login. This should be the same email you entered for yourself as the organization coordinator.
• Enter the same password you use when logging in as a jurisdiction POC, complete the reCAPTCHA, then click

NOTE: You must use the same email address and password to log into VAMS for every user role you hold.

• After logging in, you will be taken to the Portal Selection screen where you now have two portals to choose from: the Jurisdiction Portal and the Organization Portal.

You are now officially a multi-portal user!

• Click Access Portal below the Organization Portal to complete the registration of your jurisdiction’s organization.

NOTE: Use the Jurisdiction Portal for your role as the jurisdiction POC and the Organization Portal for the new organization account you just registered for your jurisdiction.

Quick Tip: While logged into VAMS, you can switch portals by clicking the drop-down arrow next to your name in the upper right corner and selecting Switch Portals.

After accessing the Organization Portal, you will be taken to the Register Organization page.

• Verify the information entered for the jurisdiction is correct and click
• Enter additional required information about your jurisdiction (if applicable) in the Organization Information Click Next.
• Review all of your jurisdiction’s information. If everything is correct, click Next. If not, click Previous to make corrections.

Quick Tip: After completing your registration, you can add coordinators to your jurisdiction organization by clicking Add Coordinator at the top right of the screen. Note that, once added, coordinators cannot be removed.

Add Jurisdiction Staff as Organization Members

After adding a member in VAMS, a registration email is sent to them from no- reply@envelope.mail.vams.cdc.gov with a link to register their account.

Quick Tip: Don’t forget to add yourself as a member! Use the same email address you use to log in as a jurisdiction POC and organization coordinator.

Follow the process outlined in Register as a Recipient jump link to section. Once registered, you will have access to three portals: Jurisdiction, Organization, and Recipient.

Add Jurisdiction Members in VAMS via Bulk Upload

You can add multiple members in VAMS at one time with bulk upload.

• Click the My Members
• Click Import Members in the top right corner of the page.
• Click the Member Import Template link in the pop-up window that appears. After clicking the link, the template file downloads to your computer.

• Open the file and enter your members’ information.
• Save the file as a CSV UTF-8 (Comma delimited) (.csv) You can find this option under the Save As drop-down menu in Excel.
• In the Import Member List pop-up window, click Upload Files or drag and drop your member list in the Drop Files area of the page.
• Click Close

Confirm Bulk Upload

Once you have imported a list of members, the following processes will occur in VAMS:

• A message will appear on screen that your list is in the import queue.
• VAMS will send a registration email from vams@cdc.gov to each member if their information was entered in the csv file completely.
• After your list has fully processed, you will receive an email from vams@cdc.gov, stating that it has been uploaded. Depending on the size of the import file, your member list may not upload immediately.
• A Result Log for Bulk Upload file will appear in the Member Imports tab. This file will show you all the members added to the system and explain why some may not be added. See the instructions below to view the Result Log for Bulk Upload file.
• Click the Member Imports tab to check the results of your bulk upload.
• The Member Imports tab shows information about your uploads including the system-generated Import ID number, who imported the list, and when it was imported.
• Click the Import ID number of the member import to open the Import Details page.
• Below the Member Import details is the Notes and Attachments This includes two files: a Result Log for Bulk Upload and the member import file you uploaded.
• Click the Result Log for Bulk Upload link to open the file.
• Scroll to the right until you see the status column. This column indicates whether a member was added in the system.
  • If there were duplicates or missing information, you will see an error message saying why a member was not uploaded in VAMS.
  • All members who have a status of Success have been uploaded in the system. Members whose statuses include an error message have not been uploaded in the system.

View Member List and Search

View a comprehensive list of jurisdiction members entered in VAMS by clicking the My Members tab. You can also search for a particular member on this tab (see below).

The default view on this tab is an abbreviated list of all members added in VAMS. To view them all, click the View All link at the bottom of the list.

There are multiple ways to search for members on the My Members tab.

• You can search by clicking the arrows in the columns to sort them by the column headers (e.g., first name, email, etc.).
• You can also use the search bar to enter information such as first name, last name, or email.

Resend Member Registration Email

• From the My Members tab, select the checkbox next to the names of the members you want to resend the registration email to, then click Resend Registration Email at the top right of the screen.

NOTES:

• You can only resend the email one time per hour.
• You can only resend a registration email a maximum of five times per individual.
• You cannot resend a registration email to an individual who has already registered their VAMS account.

Edit Member Information

You can edit first name, last name, and email address for individuals in your organization after uploading them to your organization in VAMS.

• From the My Members tab, hover your mouse over the name or email address you want to edit.
• Click the pencil icon on the right side of the cell.
• Enter the updated information, then click enter.
• The updated information will then be highlighted yellow to confirm it has been updated.

NOTES:

• You cannot change the information of an individual who has already registered their VAMS account.
• The recipient can edit their own first name and last name during the recipient registration process and once their account is registered.
• Recipients cannot change their email address.

Remove Members

You can remove members from your organization after uploading them to your organization in VAMS.

• From the My Members tab, select the checkbox next to the names of the members you wish to remove from your organization.
• After ensuring the boxes are checked, click Remove Registration on the right side of the page.
• You will then see a success message on the top of the screen confirming the employees were removed.

NOTES:

• You cannot remove members after they have registered their account.
• If members try to register after being removed, VAMS will inform them there was an error processing their registration and that they should contact their administrator for more information.

Register as a Recipient

After you’re added as a member in VAMS, a registration email is sent to you from vams@cdc.gov with a link to register as a COVID-19 vaccine recipient.

• If you’re logged into VAMS, log out by clicking the drop-down arrow next to your name in the upper right corner of the page, then click Lo
• Open the recipient email notification you received and click the link to register your account.

Quick Tip: If this email is not in your inbox, you may need to check your junk or spam mail folders.

• On the next screen, enter the email address you use for your clinic user log-in.
• Enter the same password you use when logging in as a clinic user. Complete the reCAPTCHA, then click Login.

NOTE: Every time you log into VAMS, you must verify your identity by entering your password, and a number you receive via email or SMS, depending on the preferred contact method you choose (two-factor authentication process). After five log-in attempt failures, you will be locked out of the system for one hour.

After logging in, you will be taken to the Portal Selection page where you now have multiple portals to choose from including Jurisdiction, Organization, and Recipient.

• Click Access Portal below the Recipient Portal to complete your recipient registration.

Quick Tip: While logged into VAMS, you can switch portals by clicking the drop-down arrow next to your name and selecting Switch Portals.

Add Clinics as Organizations

Once the clinic is added as an organization in VAMS, the system sends a registration email from vams@cdc.gov to the clinic’s organization coordinator with a link to register their organization.

You can add a clinic as an organization in VAMS the same way you add other organizations.

• Within the Jurisdiction Portal, Click the Manage Organizations
• Click Add Organization to get to the Register Organization page.
• Enter the coordinator’s contact information. Be sure to use the same email address the coordinator uses to log into VAMS in their normal role. Click

Quick Tip: Naming the organization to match the name of the clinic is helpful in preventing duplications.

• Enter all required information on the Register Organization pages (e.g., Organization POC, Organization Information).
• Review all information on the Register Organization pages and verify everything is correct. If so, click
• If not, click Previous to return to make corrections.

Access Support

• If you don’t find the information you’re looking for, you can submit a question.
• From the Help page, click Submit a Question.
• Click Submit a Case and select New Jurisdiction Case.
• When logged into the system, your name will be prepopulated in your case.
• Select the category of your question (and subcategory, if applicable), select your jurisdiction, type the subject of your question, then type your question in the text box.
• After clicking Confirm, a message will appear on the screen confirming your question was sent.
• A response to your question will be sent to you via email from vamshelp@cdc.gov.
• Once you receive a response to your question, you can communicate back and forth with the support team by replying to the email.

NOTE: Do not edit the subject line of the email or the support team member who initially responded to your question will not receive it.

Help Desk