External Documentation

Qualifying external documentation, uploading and internal second dose scheduling

NOTE: The following information and details apply to employees of Emory Healthcare and Emory University ONLY. If you are a patient or community member looking for more information on the COVID-19 vaccine and how to sign up to receive the vaccine once available to you, please visit https://www.emoryhealthcare.org/covid/covid-vaccines-faq.html.

For any questions related to the processes below, please email COVIDVaccine@emoryhealthcare.org.
Qualifying external documentation
If you received dose 1 or both doses of the COVID-19 vaccine outside of an Emory Healthcare or Emory University vaccine location, you may upload your external documentation in the HOME portal so that it appears in your Emory Employee Health vaccination record. Qualifying external documentation is the CDC Vaccination Record Card that you received from your health care professional after receiving your vaccine.
Uploading external documentation
Whether you received the first dose or both doses of the COVID-19 vaccine outside of an EHC distribution location, you can upload your documentation in the HOME portal. There are three ways you can submit your CDC Vaccination Record Card:
  1. Through the HOME portal using a PC (instructions below)
  2. Through the HOME using a smart device (instructions below
Instructions for uploading documentation with a PC
Follow the steps below on how to upload your card using a PC (click here for printable instructions) or watch the instructional video HERE.
  1. Log in to e-Vantage. Open link in Google Chrome and outside of EHC Workspace.
  2. Log in to the HOME portal through the e-Vantage Employee Health tile.
  3. Click on the Vaccine Consents/Questionnaires tab.
  4. Click on the COVID-19 Vaccine Outside Documentation tile and select which dose you are providing documentation for, dose 1 or dose 2. Use dose 2 to document the J & J vaccine.
  5. Complete the questionnaire and upload your CDC Vaccine Record Card as an image (jpg or png). 
  6. Click Submit. You will receive an email notification from Employee Health as to whether your external documentation was approved or denied.
 

Instructions for uploading documentation with a smart device
Follow the steps below to upload an image of your card using a smart device, such as a phone or tablet or watch the video HERE.
  1. Open the web browser app on your device and go to https://webchartnow.com/emory/
  2. Log in under, "Remote Log In: Emory Users Click Here"
  3. A Single-Sign-On screen will pop up. In the text box, click on, "Please allow popups and click here to try again."
  4. Log in with your EHC username and password. The same combination you use to log in to EHC Workspace.
  5. Once logged in, you will receive a DUO notification. Tap Approve. If you do not have DUO on your device, click here for instructions: http://ourehc.org/departments/is/Security/duo/index.html (link is on the EHC intranet)
  6. Tap Emory H.O.M.E. portal to get to the EHC employee portal.
  7. Click on the COVID-19 Vaccine consents/Questionnaires tab.
  8. Click on the COVID-19 Vaccine Outside Documentation tile and select which dose you are providing documentation for, dose 1 or dose 2. Use dose 2 to document the J & J vaccine.
  9. Complete the questionnaire and take a photo using your camera app on your smart device to upload your CDC card.
  10. Click Submit. You'll receive an email notification from Employee Health as to whether your external documentation wa approved or denied.
Click here for printable instructions (Instructions are on the EHC intranet. You must be logged in to EHC Workspace to access.
Scheduling your appointment for Dose #2 with Emory
If you received dose 1 of the COVID-19 vaccine outside of an Emory facility and would like to schedule dose 2 with Emory, please follow the steps below.
  1. Upload your dose 1 documentation in the HOME portal per the instructions above.
  2. You will receive an email notification as to whether the external documentation was approved or denied.
  3. If the documentation for dose 1 was approved, you will receive an email with a link to schedule your dose 2. Dose #2 instructions can be found HERE.

Recommended timing for the second vaccine dose differs depending on whether you receive the Pfizer or Moderna vaccine. 

Pfizer-BioNTech
The CDC recommends that dose 1 and dose 2 of the Pfizer-BioNTech vaccine be administered at least 21 days apart. Read more here.

Moderna
The CDC recommends that dose 1 and dose 2 of the Moderna vaccine be administered at least 28 days apart. Vaccine doses administered at/after day 24 are considered valid. Read more here.
REMINDERS:
What to Bring (dose #2): 
  • Consent confirmation email (must be printed or available on your phone)
  • Appointment confirmation email (must be printed or available on your phone)
  • Photo ID (driver's license or state ID)
  • CDC vaccine card (received at your first dose appointment)
  • Emory badge

What to know: 
  • Visitor Policy: Please do not bring visitors or family members inside the in-door clinic with you when you come to your appointment, as we have limited space at our clinics. They may wait in the car in the parking lot. This policy does not apply to the drive-thru clinic.
     
  • Need to reschedule or cancel? (IMPORTANT): If you are unable to make it to your appointment, please help us provide as many vaccines as we can by cancelling or rescheduling your appointment in the booking system. Please do not double book. Click here for instructions to reschedule. The dates with appointment availability are bolded. Always try clicking on the date you want in our system to ensure access.
Return to home page  |  Dose 1 information  | Dose 2 information | FAQs


More information and additional FAQs are available on the EHC intranet (log in through EHC Workspace/VDT/VDI). If you have specific vaccine-related questions, please send them to communications@emoryhealthcare.org.

Printable mRNA Vaccination Education Materials: EDH  |  EHH  |  EJCH  |  ESJH  |  EUH  |  EUHM