COVID-19 vaccine providers are required to report data to two sources:
- Washington Immunization Information System (WAIIS)
You can refer to the COVID-19 vaccine provider schedule (PDF) for a calendar view of the reporting and ordering cycles.
Washington Immunization Information System (WAIIS)
COVID-19 vaccine administration data should be tracked in the WAIIS within 24 hours of vaccine administration. The WAIIS is a lifetime registry that keeps track of immunization records for people of all ages. The system is a secure, web-based tool for health care providers and schools. The WAIIS connects people who receive, administer, record, and order vaccines in Washington.
Your organization can use direct data entry, PrepMod, or an existing HL7 interface connection to report your data into the WAIIS.
The data elements guide (PDF) covers the required COVID-19 data fields.
- WAIIS training materials portal
- Searching, adding and editing patients (PDF)
- Adding patients video
- Adding, editing and deleting vaccines (PDF)
- Adding vaccinations video
- Extra dose reconciliation (PDF)
- Online vaccine returns (PDF)
- Report wastage of the COVID-19 vaccine (PDF)
Providers must also report daily inventory to VaccineFinder. This is for reporting purposes only and will not be on the public facing website. However, we encourage you to also display your location for people using VaccineFinder to find a vaccine appointment.
Use these Vaccine Finder provider resources to help you get set-up.
If someone becomes sick after receiving the vaccine, you should report the adverse event to the Vaccine Adverse Event Reporting System (VAERS). Patients or caregivers can also report the event to VAERS. For more information, watch this VAERS overview video (also available in Spanish).
The Centers for Disease Control and Prevention is also implementing v-safe, a new smartphone-based tool that uses texts and web surveys to check in with people who received the COVID-19 vaccine to see if they've had any side effects. CDC may follow up with them to get more information. V-safe will also remind patients to get their second COVID-19 vaccine dose, if needed. You should give patients the v-safe information sheet and encourage them to enroll and fill out the surveys.
Frequently Asked Questions
- Why do I need to collect race and ethnicity data?
The COVID-19 pandemic affects everyone, but it does not affect everyone equally. A primary goal of Washington's vaccine allocation and prioritization is to be equitable in our approach. One way we can achieve this is by getting vaccine as quickly as possible to communities that face the highest rates of disease and death from COVID-19.
Data from cities across the United States show that communities disproportionally impacted by COVID-19 are not the ones getting the vaccine. Instead, it is the more affluent and less at-risk communities who have been able to access vaccine first. Our communities here in Washington state have called for increased transparency about who is getting vaccinated. Vaccine recipients race and ethnicity data is available on the COVID-19 vaccine data dashboard.
These data will help us identify gaps in vaccine access and find ways to more equitably distribute vaccine. Sharing these data helps us and providers stay accountable for reaching our equity goals.
All COVID-19 vaccine providers are required to collect race and ethnicity data at the point of vaccination and report it as accurately as possible along with other metrics. Please gather and enter this information every time you vaccinate someone and when you report your site's vaccine data. This information is key to helping us understand where we can do better. When you collect this information from your patients, you are helping to ultimately serve your community in a more equitable way.
- How do I reconcile my inventory for extra vaccine doses?
You may find that some vaccine vials contain extra doses. If you administer extra doses, you will need to reconcile your inventory in the Washington State Immunization Information System (WAIIS). We recommend you do this every Tuesday for accurate reporting. If you use an electronic health record (EHR) to input data into the WAIIS, you may need to reconcile more often. Instructions are available in the extra dose reconciliation guide (PDF).
- Do I need to report to Vaccine Finder every day, even when I don't have vaccine?
Yes, after you receive your first shipment of COVID-19 vaccines, you should continue to report your inventory to Vaccine Finder daily even when you don't have vaccine doses. This helps us make sure we have an accurate view of the inventory statewide.
If you haven't received any COVID-19 vaccines yet, you do not need to report to Vaccine Finder until you receive your first shipment.
- Should I report to WA HEALTH?
As of mid-March, providers are no longer required to report vaccine metrics to WA HEALTH. However, if you want to share your clinic's information on the DOH Vaccine Locator page, you should continue to update your vaccine location information in WA HEALTH. Visit the WA HEALTH webpage for assistance and additional resources.