COVID-19 Vaccine Management System (CVMS) Steps For Providers :: OLD

CVMS Provider Enrollment Portal

Step 1 - How Do I Register my Overall Organization?

Step 1 - How Do I Register my Overall Organization?

Assigned to:

Organization Administrator

Website:

CVMS Provider Enrollment Portal - Section B

Note:

You do not need NCID credentials to access the CVMS Provider Enrollment Portal.

Organization Administrators can submit an enrollment application for the CVMS Provider Enrollment Portal in one of two ways:

  1. Through an email invitation to register from a NCDHHS Immunization Coordinator
  2. Initiating self-registration directly at https://covid-enroll.ncdhhs.gov

Follow steps within the CVMS Provider Enrollment Portal to complete Section A. To complete this section you will be asked for:

  • Organization details
  • Organization administrator contact informaton
  • Location(s) administering vaccinations
  • Executive officers' (CMO/CEO) contact information

Once all required fields have been completed for Section A, confirm details are correct and submit to progress to Section B.

Start Provider Enrollment

Additional Help

 

Step 2 - How Do I Register Each Vaccine Location?

Step 2 - How Do I Register Each Vaccine Location?

Assigned to:

Organization Administrator, Vaccine Coordinator and CEO & CMO

Website:

CVMS Provider Enrollment Portal - Section B

Processing time:

Submitted applications undergo an extensive approval process by the NCDHHS team. Due to high volume of applications, you may have a delay in response. Please allow up to two weeks for a response.

Note:

You must complete and submit Sections A and B together. CEO and CMO signature is required at completion of sections A and B.

To complete Section B, the Vaccine Coordinator will receive a welcome email to register for the CVMS Provider Enrollment Portal. To complete this section you will be asked for:

  • Location details
  • Primary and back-up Vaccine Coordinator contact info
  • Shipment availability
  • Provider type and setting
  • Population(s) served
  • Storage capacity and storage unit specifications
  • List of providers, including license numbers, with prescriptive authority

*For locations with 25 or more practicing providers who will be administering COVID-19 vaccines, you can receive support entering your providers into CVMS via the Provider Bulk Upload Process:

Once all required fields have been completed for Section B, the vaccine coordinator must:

  • Review and sign the Storage and Handling Attestation
  • Review and sign the CDC COVID-19 Vaccination Program Provider Agreement

Upon completion of Section B, the organization's CEO and CMO will receive a welcome email to register and access the CVMS Provider Enrollment Portal to:

  • Review submitted organization information
  • Provide an e-signature to approve submitted organization information
  • Review and sign the CDC COVID-19 Vaccination Program Provider Agreement
  • Review and sign the Storage and Handling Attestation

*You must complete and submit Sections A & B together. The CEO and CMO signature is required at completion of sections A & B.

Submitted applications undergo an extensive approval process by NCDHHS. You will be notified if your file has been approved, denied or requires additional information.

Due to high volume of applications, there may be a delay in response. Please allow up to two weeks for a response.

Complete Step 2 

Additional Help

NCID Registration

Step 3 - How Do I Obtain NCID Credentials?

Step 3 - How Do I Obtain NCID Credentials?

Assigned to:

Organization Administrator or Vaccine Coordinator

Website:

ncid.nc.gov

Processing time:

N/A

All health care providers and employees who require access to CVMS to manage the COVID-19 vaccines distribution process must register for NCID credentials.

If you do not have a Business NCID, go to ncid.nc.gov. Follow the steps below to obtain your credentials:

  • Click register
  • Select Business
  • Choose a username
  • Confirm email address by clicking link in the automated verification email
  • Complete all required fields
  • Set up security questions
  • Finish and submit

Email your NCID username to your assigned Vaccine Coordinator or Organization Administrator who will onboard your organization and grant you access to the CVMS PROVIDER PORTAL. 

IMPORTANT: If you are employed or responsible for two or more locations for your organization, you only need to create a single NCID login to access each of your locations.

Complete Step 3 

CVMS Helpdesk Portal

Step 4 - How Do I Onboard my Organization’s CVMS Users

Step 4 - How Do I Onboard my Organization’s CVMS Users

Assigned to:

Organization Administrator or Vaccine Coordinator

Website:

CVMS Helpdesk Portal

Processing time:

Expect 1-2 business days for processing. Providers may be prioritized on ability to reach certain populations and based on vaccination capacity needs.

 

Vaccine Coordinators (or similar roles within your organization) will need to complete the Health Care Provider (HCP) User Onboarding Template for users in their organization who will need access to CVMS. Types of users may include:

  • Health care providers administering the vaccine and checking in recipients
  • Location managers responsible for supervising vaccine inventories and uploading recipient access to CVMS

To begin, download the HCP User Onboarding Template (can also be opened from the CVMS Readiness Checklist) Save and rename the file according to the following naming convention: [Insert Organization] HCP [Insert Date].xlsx

Instructions for filling out the HCP Onboarding Template

1. Complete Preparer Information. If there are issues or errors with the HCP User Onboarding Template, a member of the NCDHHS COVID-19 Vaccine Program Team will contact you. The preparer of the file will need to enter their contact information:

  • Organization name
  • Preparer name
  • Role/title
  • Email address
  • Phone number

2. Add User Data to HCP User Onboarding Template. You will need to collect and enter the following information into the template for all health care providers or employees who require access to the CVMS Provider Portal:

  • First name and last name
  • Email address
  • NCID username
  • Profile (Drop-down field, select either “Healthcare Provider” or “Healthcare Location Manager”)
  • Location information

If a user needs to be associated with multiple locations, you will need to create a line item for each location. Make sure to duplicate the same user details in the first five columns for all locations.

Ensure that the First name, Last name, and Email address matches the information used to register for an NCID. Any discrepancy will delay the user from receiving system access to CVMS.

3. Verify and Save Data to Submit File. Review all required HCP User Data you have entered and save the file.

While processing your HCP User Onboarding Template, the team may encounter issues or errors within the file. If any employees or individuals included in your HCP User Onboarding Template failed, you will receive an email notification from the IT Service Desk (ncgov@servicenowservices.com)

4. Submitting the HCP User Onboarding Template. Create a new ticket or refer to your existing ticket on the CVMS. We have streamlined our processes for onboarding providers to CVMS and have launched a new intake form available on the CVMS Helpdesk Portal. Please follow the below instructions:

  • Visit the CVMS Helpdesk Portal and login with your account
  • Click on the “HCP User Onboarding Template / Recipient Bulk Upload” tile to create a ticket
  • Submit a case via the intake form and attach your .xlsx file(s)
  • Your ticket will be automatically routed to our onboarding team for processing

Please expect 1-2 business days for NCDHHS to process your file.

Once your users have been granted system access to the CVMS Provider Portal, each user will receive a system auto-generated welcome email with instructions on how to complete account setup.

Complete Step 4 

 

 

Additional Help

HCP User Onboarding Process User Guide

 

 

 

CVMS Provider Portal (Requires NCID)

Step 5 - How Do I Navigate the CVMS Provider Portal?

Step 5 - How Do I Navigate the CVMS Provider Portal?

Assigned to:

Location Manager and Health Care Providers

Website:

CVMS Provider Portal

Please note:

We strongly advise new CVMS users attend a live training CVMS session.

Approved CVMS Organization Portal users' applications will receive an automated welcome email from the CVMS Organization Portal inviting them to log in.

Access CVMS Provider Portal

  1. On the CVMS Provider Portal log-in page, click the blue NCID button.
  2. Use your NCID username and password to sign-in.

Health Care Location Managers tabs:

  • Home
  • Bulk Registration
  • Shipments
  • Appointments
  • Recipients
  • Vaccine Inventory
  • Help & Information
  • Reports

Healthcare Providers tabs:

  • Home
  • Recipients
  • Help & Information
  • Appointments


Healthcare Providers tabs:

  • Home
  • Recipients
  • Help & Information
  • Appointments



It is strongly advised that Health Care Providers and Locations managers who recently received access to the CVMS Provider Portal sign up to attend a live training session to learn how to navigate the portal.


Complete Step 5 

Step 6 - How Can I Receive and Manage Inventories of the Vaccine?

Step 6 - How Can I Receive and Manage Inventories of the Vaccine?

Assigned to:

Location Manager

Website:

CVMS Provider Portal (Requires NCID)

Users designated as a “Healthcare Location Manager” in the CVMS Provider Portal will have the ability to receive and process their COVID-19 vaccine inventories through the system. If you are responsible for multiple locations within your organization, you will be able to switch locations within the CVMS Provider Portal to view and mange vaccine inventories for each of your locations.

It is important to maintain accurate COVID-19 vaccine inventory levels for the location(s) that you support to remain in alignment with the CDC’s COVID-19 vaccine guidelines.You will also receive an email notification when a vaccine inventory shipment is on its way to your location.

Once a COVID-19 vaccine shipment is on its way, a vaccine shipment record will be available for you to review in your Shipments tab.

You will also receive an email notification when a vaccine inventory shipment is on its way to your location.

At the top of your home page, click on the Shipments tab. You will see a List view on your page. To see all your Shipment Records, you will have to switch to the All Shipment Records list view. You will be able to switch back and forth between list views.

On the Shipment record, you will be able to review details about your expected order. On the Shipment record, select the Details tab.

Primary Vaccine Coordinators will be notified via email from the manufacturer Pfizer or McKesson (Moderna) if a vaccine shipment has been processed for location(s) they support.

Please reference the user guides in the Additional Help section, for detailed instructions on how to complete the following actions relating to your vaccine inventories:

Adding COVID-19 Vaccine Inventory

When you physically receive a COVID-19 vaccine inventory shipment, you will want to add the inventory to your location’s overall COVID-19 vaccine inventory. Processing your COVID-19 vaccine shipments correctly will ensure that your COVID-19 vaccine levels are accurate for your reporting.

Receiving an Inbound Vaccine Transfer

If you are receiving an inbound transfer from another location, you will want to review the inbound transfer page to stay up- to-date. When you receive the inbound transfer, you will be able to process the inventory via the inbound transfer page.

Updating Vaccine Records

You will ONLY be able to update the vaccine inventory name on the vaccine inventory record. It will be very important to ensure accurate data entry when processing a new COVID-19 Vaccine inventory shipment.

If you need to make additional corrections to the Vaccine Inventory record, you will need to contact the CVMS Helpdesk Portal.

Redistribution

This is the planned and scheduled movement of inventory between two enrolled sites within the same organization with an approved redistribution agreement.

NC COVID-19 Vaccine Redistribution or Transfer Request Form

Transfer

This is the unplanned and unscheduled movement of inventory between two enrolled sites (move inventory between those who have vaccine to those who do not).

Generating Reports

There are three separate reports currently available for Healthcare Location Managers:

Updating Total Inventory Dose Quantities Job Aid

  • HCP Healthcare Roles Report - identify all users and associated roles at the location of the logged-in user
  • Inventory Summary Report - view your location(s) COVID-19 vaccine inventories
  • Recipient Vaccination Report - view all recipient vaccination details of your location

Complete Step 6

Additional Help

Step 7 - How Do We Invite Recipients to Register?

Step 7 - How Do We Invite Recipients to Register?

Assigned to:

Location Manager

Website:

CVMS Recipient Portal (Requires NCID)

Please note:

Health care providers can register recipients before or at time of vaccine appointment using the "walk-in" functionality.

Complete the Recipient Bulk Upload Template by entering the following information in the template:

  • Employee/Recipient First Name
  • Employee/Recipient Last Name
  • Employee/Recipient Email Address

Submitting the Recipient Bulk Upload Template

Upload the completed Recipient Bulk Upload File by navigating to the Bulk Registration tab in the CVMS Provider Portal.

View uploaded recipient records for completeness and accuracy. If you find errors or missing information, click cancel to remove the file and edit.

If the data is correct, click Create Records.

Once upload is complete, you will receive an alert message stating the number of successful employee/recipient uploads and the number of failed.

Once you click OK, the successful uploads will receive an automatic email notification with instructions on how to complete their account setup and register in the CVMS Recipient Portal.

If any employees or individual recipients included in your upload failed, you will automatically receive an email with the attachment that contains the failed records and the reason for failure. Correct the errors in the same file based on the failure reason and re-upload the file in the Bulk Registration tab.

Complete Step 7
 

Additional Help

Recipient Bulk Upload User Guide

Step 8 - Check-in Recipients and Document Vaccination

Step 8 - Check-in Recipients and Document Vaccination

Assigned to:

Healthcare Providers

Website:

CVMS Provider Portal

 

1) Search for Recipient in CVMS Provider Portal

Search for the Recipient by their name, DOB or email address.

If a Recipient is already registered in CVMS you will be able to locate their record and view their information: Priority Tier, Eligibility Status and Vaccine Dose Status.

If errors were flagged on the registered Recipient's health questionnaire or it is incomplete, correct them with the Recipient's help.

If you encounter one of the following scenarios while searching for a Recipient in CVMS, proceed to step 1a to complete the Point of Care registration.

  • Recipient was not located in the system
  • Recipient was invited, but has not completed registration
  • Recipient completed their first dose vaccination at a Long-term Care Facility and was not logged or registered in CVMS

 

1a) Point of Care Process for Unregistered Recipients

A designated person will need to create a Recipient record within the CVMS Provider Portal for the unregistered Recipient. On the Recipient tab, click Create New Recipient and enter in the Recipient’s personal information including their email address.

For Recipients with a mobile phone and email address

  • Once the personal information has been submitted in the CVMS Provider Portal, the Recipient will receive an automated email inviting them to complete their registration via the mobile friendly CVMS Provider Portal.

For Recipients without a mobile phone accessible or an email address

  • Go to the Help & Information tab and download the COVID-19 Vaccination.pdf
  • Print out the full questionnaire for the recipient to physically complete. The designated person will then need to carefully enter the results from the printout into the CVMS Provider Portal.

Complete this process with the recipient present. If something is entered incorrectly, you will need to submit a ServiceNow ticket for any record updates. Please validate your inputs before submitting the recipient record.

 

2) Confirm Recipient Identity & Vaccine Eligibility

Confirm registered Recipient is eligible to receive the vaccine by validating their priority and eligibility status as listed in CVMS.

Note: The HCP can use discretion to administer a COVID-19 vaccine to a Recipient with a "not eligible" status.

The HCP can determine if a Recipient falls under a currently eligible Priority Tier group and proceed with vaccination (in accordance with the CDC and NCDHHS prioritization of COVID-19 vaccine recipients). 

The State of North Carolina does not require proof of identity to proceed with vaccine. ID checking is up to the location and/or facility protocols.

 

3) HCP Locates Recipient Record Receives Verbal Consent

The administering HCP searches for Recipient in CVMS Provider Portal by their name, DOB or email address.

HCP reads vaccine health disclaimers to Recipient who will give verbal consent that they authorize to receive COVID-19 vaccination.

HCP records they have received the Recipient's verbal consent in CVMS.

 

4) HCP Administers COVID-19 Vaccine

HCP administers vaccine and captures key details in CVMS: 

  • Injection site
  • Dose (first or second)
  • Route (intramuscular (IM) or subcutaneous (SQ)) Date/time of dose
  • Vaccine product (Pfizer or Moderna)
  • Recipient notes (if applicable)
  • On behalf of Clinician statement (if applicable) Please review information for correctness before submitting.

CVMS Automatic Notifications

Recipients will receive TWO second dosage reminder notifications:

  • First Reminder: 24-HOURS after first dosage
  • Second Reminder: ONE WEEK after first dosage

Recipients will also receive a proof of vaccination notification instructing them to access their vaccination details via the COVID-19 Vaccine Portal.

Emails from @vaccineInfo: Communications will be shared regarding CVMS enhancement updates, planned outages, training event invitations and information about new user guides and video demonstrations. 

 

5) HCP Reviews Post-Vaccine Reminders with Recipient

At the end of the appointment, the HCP will: 

  • Print out and provide the CDC COVID-19 Vaccination Record from CVMS 
  • Review V-Safe information • Share timing requirements for second dosage
  • Schedule 2nd dose appointment 

Recipients can view their vaccination status and re-print their vaccine card in the CVMS Provider Portal by going to My dashboard > Vaccine Record. 

For Recipients without email addresses, print out the proof of vaccination screen on the CVMS Provider Portal or assist them in taking a screenshot of the page from their phone.

5a: EUA Fact Sheets: Obtain copy of Emergency Use Authorization Fact Sheet for each COVID-19 vaccine product your organization receives and establish process to provide a printed copy of this document to each recipient prior to administration of the vaccine (both first and second dose).
5b: V-Safe Sheets: Establish process to provide a printed copy of the v-safe Information Sheet to each recipient after administration of the COVID-19 vaccine (both first and second dose) to support adverse effect monitoring. This can be accessed in Appendix D of the COVID-19 Vaccine Readiness Checklist.