Obtaining Accurate Q4 NHSN Covid Vaccine Counts

Purpose

This guide provides step-by-step instructions on how to obtain accurate "up-to-date" COVID-19 vaccine counts for the Q4 2024 reporting period. Due to specific reporting requirements, this quarter requires a slightly different approach than relying solely on your NHSN dashboard. We have updated your account configurations to differentiate between 2023-2024 and 2024-2025 COVID-19 vaccines, and migrated records to the correct year based on their occurrence date.

This guide will walk you through the necessary steps.

Key Information

"Up-to-date" definition (Q4 2024): Received a 2024-2025 updated COVID-19 vaccine, OR received a 2023-2024 COVID-19 vaccine within the past 2 months.

• Up-to-date definition linked here.

🚨 Reporting period: September 30, 2024 - December 29, 2024

Step-by-step Guide

1. 2024-2025 Vaccine Counts

• You can use your NHSN dashboard to get the vaccine counts from 2024-2025.
• Important: Set the Date Filter on your NHSN dashboard to the end of the Q4 reporting period: December 29, 2024. This ensures you capture the correct data.

  

2. 2023-2024 Vaccine Counts

• To get the 2023-2024 vaccine counts, you will need to run a specific report:

  • Report Name: Records by Occurrence Date
  • Date Range: July 30, 2024 to December 29, 2024
  • Record Types: Include both "Administered - 2023-2024" and "Offsite Documentation - 2023-2024" record statuses.

  Note: This report will provide the vaccine counts for the specified period and record types.

  

3. Calculating the Q4 2024 Total "Up-to-date" Count

• To calculate the total "up-to-date" count for Q4 2024, combine the data from the two sources:
  • 2024-2025 Counts: Take the total counts from your NHSN dashboard (from Step 1).
  • 2023-2024 Counts: Take the total number of lines returned from the "Records by Occurrence Date" report (from Step 2).
  • Add the 2024-2025 total and the 2023-2024 total.
  • The result is your complete and accurate Q4 2024 "up-to-date" vaccine count.

4. Obtaining Counts for Other Categories The total counts for "Medical contraindication", "Offered but declined", and "Unknown/other" can all be pulled directly from the dashboard.

Important Notes

• Ensure you enter the date range for the "Records by Occurrence Date" report exactly as specified (July 30, 2024 to December 29, 2024) to capture the correct data.
• Double-check your totals to avoid errors in your reporting.