Uploading Group COVID-19 .CSV Data Files 10.1.1 Feb 2022

May 2022

NHSN Healthcare Personnel COVID-19 Vaccination Module: Groups and

Supergroups - Viewing and Uploading COVID-19 Vaccination Reporting Pathway .CSV Data Files

Description

As part of CDC’s ongoing COVID-19 response, facilities enrolled in the National Healthcare Safety Network (NHSN) Healthcare

Personnel Safety (HPS) Component have the ability to report healthcare personnel (HCP) COVID-19 vaccination data through the HPS

Component. Group and supergroup users can import data on behalf of their member facilities who report through the NHSN HCP

COVID-19 Vaccination Module. The purpose of this guidance document is to provide important information and instructions for how

groups and supergroups can import .CSV files and view summary data in the NHSN HCP COVID-19 Vaccination Module.

Please note that a facility should decide which of the groups that it has granted access to NHSN for the purpose of viewing their data

will upload their data as these same groups will also have access to upload data on their behalf using the .CSV bulk upload process. If

data have been uploaded into NHSN for a facility by one group or supergroup via the .CSV bulk upload, these data can be overwritten

by a second group uploading data for the facility at a later time or date. Therefore, NHSN recommends that facilities only grant access

to one group/supergroup to upload data on their behalf. Groups or supergroups can include health departments. It is also important

to note that if a facility has entered its own data, it will not be overwritten by a bulk upload by a group/supergroup.

Facilities looking to upload their data by working directly with a vendor will need to work with the vendor directly to provide their

OrgID and establish the process. Vendors (e.g., EHR providers, EOC providers, etc.) intending to provide COVID-19 .CSV uploads on

behalf of NHSN facilities please submit an inquiry to NHSN@cdc.gov with the title “Vendor Support for NHSN COVID-19 HCP

Vaccination Reporting.” NHSN will follow up to confirm procedural details as the process may differ by vendor.

Please note: If accessing NHSN through different level

of SAMS credentials, the interface will look slightly

different as shown here, but all functionality related to

COVID-19 data reporting is the same.

May 2022

NHSN HCP COVID-19 Vaccination Module: Groups and Supergroups-

Viewing and Uploading COVID-19 Vaccination Reporting Pathway .CSV Data Files

Instructions for Groups and Supergroups: Defining and Conferring Rights

1. Group – After logging into an NHSN component, select Group from

the menu bar and then select Define Rights.

2. Group – After selecting Define Rights, the Define Rights for the

component will be displayed. Under General, there are new Rights

for COVID-19 vaccination data. The new Rights allow viewing of

COVID-19 Vaccination Module summary data for facilities that are a

part of the group. Check “COVID-19 View Data” and “COVID-19 CSV

Data Upload”. By selecting “COVID-19 CSV Data Upload” the group

will have the ability to import .CSV data files for facilities who

accept the define rights. Group users can also select “Healthcare

Safety Monthly Surveillance Plan” to view monthly reporting plan

data for facilities within the group. Select Save at the bottom of the

page to define the additional Rights.

May 2022

NHSN HCP COVID-19 Vaccination Module: Groups and Supergroups-

Viewing and Uploading COVID-19 Vaccination Reporting Pathway .CSV Data Files

3. Group – The Facility group member will need to confer rights (accept the newly defined right(s)) by clicking on Confer Rights

Not Accepted under Action Items.

4. Group – The Facility will see a Confer Rights Not Accepted List. From the list, select the group for which the facility

would like to view the new Defined Rights.

May 2022

NHSN HCP COVID-19 Vaccination Module: Groups and Supergroups-

Viewing and Uploading COVID-19 Vaccination Reporting Pathway .CSV Data Files

5. Group –The group will have added defined COVID-19 Rights if there is a check in the boxes next to “COVID-19 View

Data” and “COVID-19 CSV Data Upload.” The group will have added defined Rights for monthly reporting plan data if

the box next to “Healthcare Safety Monthly Surveillance Plan” is checked. The facility may select “Accept” to save the

newly conferred Rights. The facility must accept the newly defined Rights for its data to be viewable to the group.

May 2022

NHSN HCP COVID-19 Vaccination Module: Groups and Supergroups-

Viewing and Uploading COVID-19 Vaccination Reporting Pathway .CSV Data Files

Instructions to Upload and Export .CSV Files for both Group and Supergroup Users

1. Group/Supergroup – Select “Vaccination Summary” from the menu bar to get to the “COVID-19 Weekly Vaccination Summary”

page.

A list of facilities in your group or supergroup that have vaccination data by month will be displayed.

Select the Facility ID/Month to view the data for that month.

(All data in screenshots for illustration only.)

May 2022

NHSN HCP COVID-19 Vaccination Module: Groups and Supergroups-

Viewing and Uploading COVID-19 Vaccination Reporting Pathway .CSV Data Files

2. Download Template – The .CSV template for COVID-19 Weekly Vaccination Summary Data for Healthcare Personnel can be

found at the NHSN Weekly HCP COVID-19 Vaccination webpage: https://www.cdc.gov/nhsn/hps/weekly-covid-vac/index.html.

May 2022

NHSN HCP COVID-19 Vaccination Module: Groups and Supergroups-

Viewing and Uploading COVID-19 Vaccination Reporting Pathway .CSV Data Files

3. Enter Data – Using the provided.CSV template for healthcare personnel data, populate each variable with the appropriate

data. Multiple facilities (those that are a part of the group and have conferred rights) may be included. A valid facility identifier

is required. After entering all data, save each file to upload the .CSV file in NHSN.

For complete information on the variables included on the .CSV template, refer to the table at end of this document (“Table 1:

NHSN Non-Long-Term Care Facility Staff COVID-19 Vaccination Data Import File Format”). An example .CSV file that includes

test data in required fields is available for download from the NHSN Weekly HCP COVID-19 Vaccination webpage:

https://www.cdc.gov/nhsn/hps/weekly-covid-vac/index.html.

May 2022

NHSN HCP COVID-19 Vaccination Module: Groups and Supergroups-

Viewing and Uploading COVID-19 Vaccination Reporting Pathway .CSV Data Files

4. Upload CSV – To upload the completed .CSV file in NHSN, select “Vaccination Summary” from the menu bar. Then, select

“COVID-19 Weekly Vaccination Summary”. A list of facilities by month will be displayed. Click on the “Upload CSV” button. A

prompt will appear where a file must be provided for submission. Browse for the file and then click “Upload CSV” to begin the

import.

May 2022

NHSN HCP COVID-19 Vaccination Module: Groups and Supergroups-

Viewing and Uploading COVID-19 Vaccination Reporting Pathway .CSV Data Files

5. View Data – A message that indicates the upload was successful will be generated. The vaccination module will automatically

populate the uploaded data. Users can then select a facility for which data was added to view the record.

If errors are found during upload, please review the alerts and refer to the table at end of this document (“Table 1: NHSN Non-

Long-Term Care Facility Staff COVID-19 Vaccination Data Import File Format”) for complete information on the variables

included on the .CSV template. Questions can be submitted to NHSN@CDC.GOV with “Weekly COVID-19 Reporting CSV upload”

in the subject line.

6. View and Export Line List Data Reports – Users are encouraged utilize the analysis and reporting functionality built within

NHSN to view and export line list data reports for COVID-19 vaccination data for healthcare personnel. For more information,

view the Quick Reference Guide on how to modify and export line lists available under the “Resources” section of NHSN’s

Weekly HCP COVID-19 Vaccination webpage: https://www.cdc.gov/nhsn/hps/weekly-covid-vac/index.html.

May 2022

NHSN HCP COVID-19 Vaccination Module: Groups and Supergroups-

Viewing and Uploading COVID-19 Vaccination Reporting Pathway .CSV Data Files

V1 May 2022

Group - Importing via .csv file - COVID-19 Weekly HCP Vaccination Summary

Non-LTC S taf f - HPS Component - NHSN release 10.1.3 (May 2022)

Table 1: NHSN Non-Long-Term Care Facility Staff COVID-19 Vaccination Data Import File Format

Field

Requirement

Values

Format

†

Description of Field

orgid

Required

Must be a valid NHSN Facility ID (organization

identifier)

summarytype

Required

VACCSUMWK

Summary Type

vacctype

Required

COVID19

Vaccination Type

vaccLoc

Conditionally

Required

Required if

vaccType =

COVID19 and

survWeekEnd

>=10/03/2021

VACCHOSP

VACCIPF

VACCIRF

Vaccination location type

VACCHOSP – For data reported for all non-LTC facility

types, including acute care facilities and dialysis

facilities. This includes all inpatient and outpatient

units/departments of the acute care facility sharing the

same CCN as the acute care facility. Free-standing in-

patient psychiatric facilities or free-standing in-patient

rehabilitation facilities should also use VACCHOSP.

VACCIPF – For data reported by acute care facility for

an inpatient psychiatric unit, as indicated in the

monthly reporting plan. This selection is only available

for acute care facilities reporting data for IPF units with

a different CCN from the acute care facility.

VACCIRF - for data reported by acute care facility for an

inpatient rehabilitation unit, as indicated in the

monthly reporting plan. This selection is only available

for acute care facilities reporting data for IRF units with

a separate CCN from the acute care facility.

May 2022

NHSN HCP COVID-19 Vaccination Module: Groups and Supergroups-

Viewing and Uploading COVID-19 Vaccination Reporting Pathway .CSV Data Files

V1 May 2022

Field

Requirement

Values

Format

†

Description of Field

survweekstart

Required

MM/DD/YYYY

(Monday through Sunday reporting)

Week of data collection, start date

(date must be a Monday; must be no later than current

date)

survweekend

Required

MM/DD/YYYY

(Monday through Sunday reporting)

Week of data collection, end date

(date must be a Sunday; must be no later than current

date)

numEmpHCP

Required

Must be = sum of (totEmpPartial +

totEmpVacc

+ numEmpMed + numEmpDec +

numEmpUnk)

AND

Sum of numEmpHCP, numLIPHCP,

numVolHCP, and numOCPHCP must be

<= 50,000

Must be a

whole number

Number of employee HCP that were eligible to have

worked at this healthcare facility for at least 1 day

during the week of data collection

May 2022

NHSN HCP COVID-19 Vaccination Module: Groups and Supergroups-

Viewing and Uploading COVID-19 Vaccination Reporting Pathway .CSV Data Files

V1 May 2022

Field

Requirement

Values

Format

†

Description of Field

numLIPHCP

Required

Must be = sum of ( totLIPPartial +

totLIPVacc + numLIPMed + numLIPDec +

numLIPUnk)

AND

Sum of numEmpHCP, numLIPHCP,

numVolHCP, and numOCPHCP must be

<= 50,000

Must be a

whole number

Number of licensed independent practitioner HCP that

were eligible to have worked at this healthcare facility

for at least 1 day during the week of data collection

numVolHCP

Required

Must be = sum of (totVolPartial +

totVolVacc + numVolMed + numVolDec

+ numVolUnk)

AND

Sum of numEmpHCP, numLIPHCP,

numVolHCP, and numOCPHCP must be

<= 50,000

Must be a

whole number

Number of adult student/trainee and volunteer HCP

that were eligible to have worked at this healthcare

facility for at least 1 day during the week of data

collection

numOCPHCP

Required

Must be = sum of (totOCPPartial +

totOCPVacc + numOCPMed +

numOCPDec + numOCPUnk)

AND

Sum of numEmpHCP, numLIPHCP,

numVolHCP, and numOCPHCP must be

<= 50,000

Must be a

whole number

Number of other contract personnel HCP that were

eligible to have worked at this healthcare facility for at

least 1 day during the week of data collection

numEmpMed

Required

Must be <= numEmpHCP

Must be a

Cumulative number of employee HCP with a medical

May 2022

NHSN HCP COVID-19 Vaccination Module: Groups and Supergroups-

Viewing and Uploading COVID-19 Vaccination Reporting Pathway .CSV Data Files

V1 May 2022

Field

Requirement

Values

Format

†

Description of Field

whole number

contraindication reason to not receive COVID-19

vaccine

numLIPMed

Required

Must be <= numLIPHCP

Must be a

whole number

Cumulative number of licensed independent

practitioner HCP with a medical contraindication

reason to not receive COVID-19 vaccine

numVolMed

Required

Must be <= numVolHCP

Must be a

whole number

Cumulative number of adult student/trainee &

volunteer HCP with a medical contraindication reason

to not receive COVID-19 vaccine

numOCPMed

Required

Must be <= numOCPHCP

Must be a

whole number

Cumulative number of other contract personnel with a

medical contraindication reason to not receive COVID-

19 vaccine

numEmpDec

Required

Must be <= numEmpHCP

Must be a

whole number

Cumulative number of employee HCP who were

offered but declined COVID-19 vaccine

numLIPDec

Required

Must be <= numLIPHCP

Must be a

whole number

Cumulative number of licensed independent

practitioner HCP who were offered but declined COVID-

19 vaccine

numVolDec

Required

Must be <= numVolHCP

Must be a

whole number

Cumulative number of adult student/trainee and

volunteer HCP who were offered but declined COVID-

19 vaccine

numOCPDec

Required

Must be <= numOCPHCP

Must be a

whole number

Cumulative number of other contract personnel HCP

who were offered but declined COVID-19 vaccine

numEmpUnk

Required

Must be <= numEmpHCP

Must be a

whole number

Cumulative number of employee HCP with an unknown

COVID-19 vaccination status

numLIPUnk

Required

Must be <= numLIPHCP

Must be a

whole number

Cumulative number of licensed independent

practitioner HCP with an unknown COVID-19

vaccination status

numVolUnk

Required

Must be <= numVolHCP

Must be a

whole number

Cumulative number of adult student/trainee &

volunteer HCP with an unknown COVID-19 vaccination

status

numOCPUnk

Required

Must be <= numOCPHCP

Must be a

whole number

Cumulative number of other contract personnel with

an unknown COVID-19 vaccination status

totEmpPartial

Required

Must be <= numEmpHCP

Must be a

Cumulative number of employee HCP, from

May 2022

NHSN HCP COVID-19 Vaccination Module: Groups and Supergroups-

Viewing and Uploading COVID-19 Vaccination Reporting Pathway .CSV Data Files

V1 May 2022

Field

Requirement

Values

Format

†

Description of Field

whole number

numEmpHCP, who have completed only one dose of a

two-dose primary COVID-19 vaccine series at this

facility or elsewhere

totLIPPartial

Required

Must be <= numLIPHCP

Must be a

whole number

Cumulative number of licensed independent

practitioner HCP, from numLIPHCP, who have

completed only one dose of a two-dose primary COVID-

19 vaccine series at this facility or elsewhere

totVolPartial

Required

Must be <= numVolHCP

Must be a

whole number

Cumulative number of adult student/trainee &

volunteer HCP, from numVolHCP, who have completed

only one dose of a two-dose primary COVID-19 vaccine

series at this facility or elsewhere

totOCPPartial

Required

Must be <= numOCPHCP

Must be a

whole number

Cumulative number of other contract personnel, from

numOCPHCP, who have completed only one dose of a

two-dose primary COVID-19 vaccine series at this

facility or elsewhere

totEmpVacc

Required

Must be <= numEmpHCP

Must be a

whole number

Cumulative number of employee HCP, from

NumEmpHCP, who have who have completed any

COVID-19 vaccine series at facility or elsewhere since

December 2020

totLIPVacc

Required

Must be <= numLIPHCP

Must be a

whole number

Cumulative number of licensed independent

practitioner HCP, from numLIPHCP, who have who

have completed any COVID-19 vaccine series at facility

or elsewhere since December 2020

totVolVacc

Required

Must be <= numVolHCP

Must be a

whole number

Cumulative number of adult student/trainee &

volunteer HCP, from numVolHCP, who have who have

completed any COVID-19 vaccine series at facility or

elsewhere since December 2020

totOCPVacc

Required

Must be <= numOCPHCP

Must be a

whole number

Cumulative number of other contract personnel, from

numOCPHCP, who have who have completed any

COVID-19 vaccine series at facility or elsewhere since

December 2020

totEmpVaccAddtlDose

Required

Must be <= totEmpVacc

Must be a

whole number

Cumulative number of employee HCP with complete

primary COVID-19 vaccine series who have received an

additional or booster dose of COVID-19 vaccine at this

May 2022

NHSN HCP COVID-19 Vaccination Module: Groups and Supergroups-

Viewing and Uploading COVID-19 Vaccination Reporting Pathway .CSV Data Files

V1 May 2022

Field

Requirement

Values

Format

†

Description of Field

facility or elsewhere since August 2021

totLIPVaccAddtlDose

Required

Must be <= totLIPVacc

Must be a

whole number

Cumulative number of licensed independent

practitioner HCP with complete primary COVID-19

vaccine series who have received an additional or

booster dose of COVID-19 vaccine at this facility or

elsewhere since August 2021

totVolVaccAddtlDose

Required

Must be <= totVolVacc

Must be a

whole number

Cumulative number of adult student/trainee &

volunteer HCP with complete primary COVID-19

vaccine series who have received an additional or

booster dose of COVID-19 vaccine at this facility or

elsewhere since August 2021

totOCPVaccAddtlDose

Required

Must be <= totOCPVacc

Must be a

whole number

Cumulative number of other contract personnel with

complete primary COVID-19 vaccine series who have

received an additional or booster dose of COVID-19

vaccine at this facility or elsewhere since August 2021

totEmpUpToDate

Required

Must be <= totEmpVacc

Must be a

whole number

Cumulative number of employee HCP, of those with

completed primary vaccine series, who are up to date

with COVID-19 vaccine

totLIPUpToDate

Required

Must be <= totLIPVacc

Must be a

whole number

Cumulative number of licensed independent

practitioner HCP, of those with completed primary

vaccine series, who are up to date with COVID-19

vaccine

totVolUpToDate

Required

Must be <= totVolVacc

Must be a

whole number

Cumulative number of adult student/trainee &

volunteer HCP, of those with completed primary

vaccine series, who are up to date with COVID-19

vaccine

totOCPUpToDate

Required

Must be <= totOCPVacc

Must be a

whole number

Cumulative number of other contract personnel, of

those with completed primary vaccine series, who are

up to date with COVID-19 vaccine