Enter location information - by file upload

Who should use this guide

• 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, 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.

Login

Login to your COVID Locating Health Provider Portal account at https://covid.locating.health/login.

Visit login instructions for help.

Entering your location information

➡️ Click Public Display in top right of page

➡️ Click Provider location file in the Step 1 box to download the current set of administrative details listed for your locations

Screenshot showing visual location of the Provider location file

Tips

• 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.

For all locations set to display to the public, the information you provide here will be displayed to the public at Vaccines.gov.

➡️ Update your provider display data

Screenshot of excel file used for uploading location by template

Details

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.

Field	Details	Acceptable values
First 6 columns	These are read only and pre-populated with the administrative data sent to Vaccines.gov by CDC Immunization Data Lake (IZDL). Guidance to update this information is coming soon.	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.	CLOSED HH:MMAM-HH:MMPM (preferred) h:mm am – h:mm pm (acceptable)
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

Screenshot of fields in excel file

➡️ Save the changes to the file

Screenshot of excel doc being saved

➡️ Select the Browse button in the Step 3 box on the Upload File screen

Navigate your computer to find your file, select it, and click Open.

Screenshot of file being located on desktop

➡️ Select the file that has now appeared in the Step 3 box and click the Upload button

Screenshot of visual location of Step 3

➡️ Check that your file was successfully validated

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.

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.

Screenshot of "Success" message

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.

Screenshot of an error message "Row number 3. Display to the Public Maybe is not supported"

Trouble shooting common errors

• 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.

• Make sure you are only using the acceptable values listed in the table above.