VAMS Frequently Asked Questions

Contents

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Clinic Scheduling Issues

How do I cancel an appointment?

How do I check in a Recipient?

How do I create a walk-in appointment?

How do I log a vaccination?

How do I temporary close a clinic?

How do I temporary close a treatment station?

How do I update a Treatment Station Hours?

Where do I select if my clinic is available for Scheduling?

Why is my clinic not appearing to be scheduled?

Clinic Setup Issues

How do I add a Treatment Station?

How do I add an Appointment Duration to my clinic?

How do I add Clinic staff as VAMS users?

How do I add Coordinators to my Organization?

How do I change the name of my clinic?

How do I update a clinic's Operation Hours?

Where do I add the Clinic End Date?

Third Party Clinic Issues

How do I add a 3rd Party Clinic?

How do I add vaccine recipients to a 3rd Party Clinic?

How do I bulk import vaccine recipients to a 3rd Party Clinic?

Vaccinations/Inventory Issues

How do I add an extra dose from a vial?

How do I log inventory?

How do I reduce inventory?

Data Export Issues

How do I customize my Clinic Data?

How do view all Clinic Data?

I do not see any patients under my clinic data.

VAMS Release Notes

VAMS Release Notes - 01-08-2021

VAMS Release Notes - 01-09-2021

VAMS Release Notes - 01-16-2021

VAMS Release Notes - 01-19-2021

VAMS Release Notes - 01-23-2021

VAMS Release Notes - 12-20-2020

VAMS Release Notes - 12-22-2020

VAMS Release Notes - 12-31-2020

VAMS Release Notes - 1-27-2021

 

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Clinic Scheduling Issues

How do I cancel an appointment?

1. Under the "Recipient Check-in" tab click cancel. 
2. Use the drop down menu to select a reason for cancellation. 
3. Click Cancel Appointment. 
4. They will receive an email on rescheduling. 

How do I check in a Recipient?

1. Under the "Recipient Check-In" Tab click Check In Recipient.
2. Complete the questions and select continue. 
3. The Recipient is now under the "Manage Appointments" tab and ready to log the vacination. 

How do I create a walk-in appointment?

1. Under "Recipient Check-In" click Create Appointment
2. Enter the Recipient email.
3. Double check the patient information and click schedule Walk-in.

How do I log a vaccination?

1. Under the "Manage Appointments" tab click on the patient name.
2. Verify that it is the correct patient.
3. Double check the pre-vaccination questionnaire.
4. Check the recipient details and Medical information.
5. Click on the "Vaccine Administration" tab
6. Click on Log Vaccination.
7. Complete the questionnaire
8. Enter vaccine info
9. Confirm informaiton and select the Site
10. Confrim if the vaccine was successful
11. Record waste

How do I temporary close a clinic?

1. Under the "Clinic Absences" click on New
2. Select a Clinic
3. Add a Clinic Absence Name
4. Add a reason for the Absence
5. Add a start and end date
6. Click save

How do I temporary close a treatment station?

1. Under "Treatment Stations" click you the treatment startion you wish to temporary close.
2. Click on the "Station Absences" Tab
3. Click New
4. Select the Treatment Station
5. Add Absence Reason
6. Add Start/End date and time
7. Click on save

How do I update a Treatment Station Hours?

1. Under "Treatment Stations" click on the name of your treatment station.
2. Click on the link below "Station Operating Hours"
3. Click the "Station Operating Hours" Tab
4. Add a new fimeframe by clicking New.
5. Update or remove a timeframe by clicking on the Slot Number.

Where do I select if my clinic is available for Scheduling?

1. Under "Clinic Setup" click on your clinc name. 
2. Click Edit.
3. Select or desselect the "Available for Scheduling" option. 
4. Select Save

Why is my clinic not appearing to be scheduled?

1. Scheduling is not available in 3rd Party clinics. 
2. Check if the clinic is available for scheduling
3. Check if the clinic has an End Date
4. Check if the clinic has an Appointment Duration
5. Check if the clinic has treatment station with operation hours. 

Clinic Setup Issues

How do I add a Treatment Station?

1. Under the "Treatment stations" tab click on New.
2. Select your clinic
3. Add a station name.
4. Add a start date and end date.
5. Add operating hours. 
6. Click save.

How do I add an Appointment Duration to my clinic?

1. Under "Clinic Details" click edit.
2. Using the drop down menu select an appointment duration.
3. Click save.

How do I add Clinic staff as VAMS users?

1. ​Log in to your VAMS account
2. Click the Manage Users tab
3. Click “New”
4. Enter the email address of the person you are adding to your clinic
5. Select the appropriate user roles
6. Repeat for all clinic users

How do I add Coordinators to my Organization?

1. Under the Organization & Employer Portal click on the Manage Coordinators tab.
2. Click on Add Coordinator, they have to be added as an employee before being added as a Coordinator.

How do I change the name of my clinic?

1. Under "Clinic Setup" click on the name of your clinic.
2. Click Edit
3. Update the "Clinic Location Name"
4. Click Save

How do I update a clinic's Operation Hours?

1. Under "Clinic Setup" click on the name of your clinic.
2. The link below "Clinic Operating Hours"
3. Click the "Operating Hours" tab
4. Add a new fimeframe by clicking New.
5. Update or remove a timeframe by clicking on the Slot Number.

Where do I add the Clinic End Date?

1. Under "Clinic Setup" click on the name of your clinic.
2. Click Edit
3. Add an End Date
4. Click Save

Third Party Clinic Issues

How do I add a 3rd Party Clinic?

Contact Jacob Hall, at jhall@wvha.org, with your clinic information, name and address, with point of contact informaiton, name phone and email. 

How do I add vaccine recipients to a 3rd Party Clinic?

1. On the Manage Recipient tab, click “Add Recipient”
2. Enter all vaccine recipient information.Required fields are First Name, Last Name, Gender, Date of Birth, Ethnicity, Race, Street Address, City, State, Zip Code, and Has informed consent been obtained
3. The recipient you added will now appear on the Manage Recipients tab

How do I bulk import vaccine recipients to a 3rd Party Clinic?

1. On the Manage Recipients tab, click “Import Recipients”
2. Click “Recipient Import Template” to download the bulk upload template
3. Enter recipient information onto the template. Ensure all required fields are complete (designated with an asterisk). Required fields are First Name, Last Name, Gender, Date of Birth, Ethnicity, Race, Street Address, City, State, Zip Code, and Has informed consent been obtained (Columns B, D, and E – M)
4. Save template as a CSV
5. On the VAMS screen, click “Upload File” and select the template you just saved. You will see a green notification at the top of the page indicating your upload was successful
6. Go to the Recipient Import tab
7. To verify all recipients were successfully added, click the Import Recipients tab
8. Click the “Import ID” for the file you just uploaded
9. Click the “ResultLog for BulkUpload”. This will open a copy of the template you uploaded with a new Status column at the end.
10. In the Status column, you will see “Success” or the reason that the recipient could not be added. See example below

Vaccinations/Inventory Issues

How do I add an extra dose from a vial?

1. Under the "Inventory Management" tab click Manually log invertoy. 
2. Add the Inventory details. 
3. When adding inventory remeber that you can only add by the vial. 
4. Confirm information by selecting next.
5. Return to the  "Inventory Management" and click on Manually reduce inventory
6. Selecting the correct information. 
7. Select number of doses to reduce. 
8. Click Next
9. Click Next

Eample: A clinic needs to add just one dose. So they add one vial, adding 10 doses, then they remove nine. 

How do I log inventory?

1. Click the Inventory Management tab
2. Click “Manually Log Inventory”
3. Enter the product information and the number of vials you received

How do I reduce inventory?

1. Click the Inventory Management tab
2. Click “Manually reduce inventory”
3. Enter the product information and the number of doses you received

Vaccinations/Inventory Issues

How do I customize my Clinic Data?

1. Under the Clinic Portal click on Clinic Data.
2. Click on Past 30 Days under Vaccination Administration Report
3. On the top Right click on the Filters button, third from the right.

How do view all Clinic Data?

1. Under the Clinic Portal click on Clinic Data.
2. Click on Past 30 Days under Vaccination Administration Report
3. On the top Right click on the Filters button, third from the right.
4. Click the Date Administered button.
5. Under range select All Time.
6. Click Appy.

I do not see any patients under my clinic data.

1. Under the Clinic Portal click on Manage Users
2. Click on your name.
3. Click edit.
4. Add Healthcare Professional
5. Click save.

VAMS Release Notes

VAMS Release Notes - 01-08-2021

Click here to view the VAMS Release Notes (01-08-2021-1).
Click here to view the VAMS Release Notes (01-08-2021-2).

VAMS Release Notes - 01-09-2021

Click here to view the VAMS Release Notes (01-09-2021).

VAMS Release Notes - 01-16-2021

Click here to view the VAMS Release Notes (01-16-2021).

VAMS Release Notes - 01-19-2021

Click here to view the VAMS Release Notes (01-19-2021).

VAMS Release Notes - 01-23-2021

Click here to view the VAMS Release Notes (01-23-2021).

VAMS Release Notes - 12-20-2020

Click here to view the VAMS Release Notes (12-20-2020).

VAMS Release Notes - 12-22-2020

Click here to view the VAMS Release Notes (1.2.4).

VAMS Release Notes - 12-31-2020

Click here to view the VAMS Release Notes (1.2.5).

VAMS Release Notes - 1-27-2021

Click here to view the VAMS Release Notes (1-27-2021).