COVID-19 vaccination

training for health workers

Module 5:

Recording and monitoring

COVID-19 vaccination

© WHO/Blink Media – Giliane Soupe

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At the end of this module, learners should be

Learning objectives able to:
o explain the importance of proper recording
and reporting;
o recognize recording and registration forms;
o correctly record vaccination data and register
vaccinations in the reporting forms; and
o explain how to track defaulters (if applicable).
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Proper recording and reporting:

Why is proper o provides a certified proof of vaccination;
recording and o serves to monitor progress with vaccine
reporting important? uptake and coverage;
o provides information for vaccine and supply
management; and
o informs vaccine effectiveness and vaccine
safety through COVID-19 surveillance and
adverse effects following immunization
(AEFI) surveillance systems.
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Home-based records (personal/ individual

What types of vaccination records):
records could be • vaccination cards/certificates.
completed at the
health facility level? Facility-based register:
• vaccination register;
• Electronic Immunization Registry and/or
medical record system (only for countries
where available);
• tally sheets (only for countries with
aggregation based system); and
© WHO/Olivier Asselin
• monthly/periodic reports (only for countries
with aggregation based system).
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o As proof of vaccination for individual’s travel,

What purpose do educational or occupational purposes
home-based o To establish vaccination status in coverage
vaccination records surveys
serve? o To provide vaccination information in case of
AEFI or positive COVID-19 test
o To provide an immunization document for
adults and older adults to which other
vaccinations can be recorded, along with
vaccination for COVID-19
o To monitor timing of subsequent vaccination
dose (if required)

What will home-
based
vaccination
records* include?
*Please refer to instructions on
how to use your national or
subnational standard home-
based vaccination record.
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o Personal and contact information of
the vaccine recipient
o One line for each dose and booster
(if applicable):
• date of vaccination
• vaccine product
• dose number
• batch/lot number
• name of facility/provider/institution
• stamp/signature.
o Date for next dose (if applicable)
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What purpose do
facility-based o Broadly the same as personal vaccination
records serve? records, but they also serve to:
• enable providers to send reminders to
patients; and
• report data to public health authorities.

o Facility-based records are kept in the

facility, hospital, long-term care facility,
doctor’s office.
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What information
will facility-based
register* include?
o In addition to information available from the
personal vaccination record:
• contact information of vaccinated person;
• important risk factors of vaccinated
person; and
• any adverse events following
immunization (AEFI).

*Please refer to instructions

on how to use your national
or subnational standard
facility-based vaccination
register.
Tools for aggregation-based reporting |9

o Tally sheets:
• Forms to keep track of vaccinations
administered by a vaccination provider or facility
during an established period
• Allows to tally by target group of interest
(age, sex, pre-existing condition, etc.)
• Separate sheets can be used for sessions
targeting specific groups such as health workers, WHO tally sheet template
schools, long term care facilities

o Periodic reports:
• Used to summarize administered vaccinations by dimension of disaggregation
(age, sex, occupation, etc.) together with vaccines used and other relevant information
• Often prepared as a paper report at the service delivery level, consolidated and
digitized at the district level
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Fill out periodic reports (according to

How to report national/sub-national frequency and
vaccinations? timeliness standards)

o Periodic reports should include:

• vaccinations administered to the target
groups (as defined by your country);
• vaccine balances, vaccines used,
vaccines spoilt, and wastage;
• adverse events following immunization
(AEFI); and
• any other information required by your
national/sub-national reporting standards.
Tracking of defaulters
01
Use reminder cards, facility-
based records (immunization
register books or electronic
system) to track defaulters.
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02
Use SMS, phone calls or
community volunteers to:
- remind the eligible target
groups to get the vaccine; and
- follow up with individuals who
were expected to receive a
dose of COVID-19 vaccine but
did not.
Resources | 12

Look for national/sub-national guidance, reporting forms, and

standard operating procedures (SOPs) that should be used for
COVID-19 vaccination.
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1. Fill in the home-based vaccination record

Summary of and facility-based records after the
key points vaccine has been administered.
2. Fill in the tally sheets after each
vaccination session.
3. Fill in the reporting forms and submit to
next level timely as per requirements.
4. Reporting and recording is needed to
measure progress with COVID-19 vaccine
(uptake and coverage), vaccine safety and
effectiveness evaluations, and for
individual purposes.