Recording and Reporting

Immunization providers have a responsibility to accurately record and report all administered immunizations. Providers must also report suspected vaccine adverse events and communicable diseases. More information is below.

Recording Administered Vaccines

Federal law requires that, for all vaccines covered by the National Childhood Vaccine Injury Act (NCVIA), regardless of the funding source (public or private), providers must record the following information for each dose of vaccine administered:

  • The type of vaccine
  • The manufacturer and lot number
  • The date administered
  • The signature of the person administering the vaccine
  • Administration site
  • The publication date of the Vaccine Information Statement (VIS)

This information may be maintained in the patient’s chart, EMR/EHR or in a central immunization log but must be available for review by VFC and VFAAR staff members.

For paper records, the Philadelphia Immunization Program recommends the use of a Vaccine Administration Record (VAR) in the patient’s chart. This form consolidates all of the required information on a single sheet, and allows rapid assessment of a patient’s immunization status.

PDPH Vaccine Administration Records

Recording Vaccine Inventory

Paper inventory forms are for providers who still order via paper. Use these forms to record your VFC and VFAAR vaccine inventory. These are then submitted to the Immunization Program when you order vaccine.

Vaccine Inventory Form

Reporting Doses to KIDS Plus IIS

Pursuant to its public health authority under § 6-210 of the Philadelphia Health Code, the Philadelphia Board of Health has issued regulations that mandate reporting of immunization data on all immunizations administered to all individuals in the city of Philadelphia.

The KIDS Plus IIS requires providers to report at least once a month to ensure accurate and up-to-date data. There are several ways in which providers can report data to KIDS Plus IIS.

Learn more about KIDS Plus IIS here.

Reporting Vaccine Adverse Events

The Vaccine Adverse Event Reporting System (VAERS) is a national vaccine safety surveillance program co-sponsored by the CDC and the FDA. The National Childhood Vaccine Injury Act of 1986 requires health professionals and vaccine manufacturers to report to the U.S. Department of Health and Human Services (HHS) specific adverse events that occur after the administration of routinely recommended vaccines.

Reporting Communicable Diseases

Reporting of suspected or confirmed communicable diseases is mandated under Pennsylvania state law and Philadelphia city code. Suspected or confirmed cases should be reported to the Philadelphia Department of Public Health. For each disease or condition, please provide the following information: condition; patient name, age, DOB, sex, address and phone; clinician name and contact information.

Click here for the full list of reportable diseases and conditions.

PDPH Division of Disease Control

Report a disease online on the Health Information Portal

Call to report a disease: (215) 685-6748

Fax a reporting form: (215) 545-8362

After hours call: (215) 686-4514 (ask for the on-call staff)

Mailing Address

PDPH Immunization Program

500 South Broad Street

2nd Floor

Philadelphia, PA 19146


KIDS Plus IIS Hotline


Phone: 215-685-6784


Hours of Operation

8:30 am to 5:00 pm

Monday to Friday

(except city holidays)