Import vaccine services from VCF Connect (if applicable)

These steps are for registered Vaccine Clinic Finder Connect (VCFC) registered users to import their VCFC services into PCA. If you do not have VCFC services, go to Add your healthcare services.

Before importing your vaccine services

To import Vaccine Clinic Finder Connect (VCFC) services into PCA, you will need your CVAS ids (COVID-19 Vaccine Administration System Site Location Ids) for your vaccine services in VCFC.

You should have received your CVAS ids in an email from the Australian Digital Health Agency before you started the PCA registration process. If you cannot locate them, please email [email protected]

Note: If you were the person who originally set up your vaccine services in VCFC, PCA will already know which services to import as these services will be linked to your PRODA account. You will only need your CVAS ids if a VCFC service hasn’t been linked to your PRODA account. 

Import VCFC Clinics into PCA using PRODA

Follow the steps below to import Vaccine Clinic Finder Connect (VCFC) clinics that are linked to your PRODA Id.

Detailed steps:

Step 1

Log into the PCA Portal using your PRODA login details: https://pca.digitalhealth.gov.au/PcaPortal/

From Your Organisations screen:

1.1 Click on the organisation name (next to the PO icon)

Step 2

On Your Organisations screen:

2.1 Click the Locations tab

2.2 Click the Import Vaccine Service button

Step 3

On the Import Vaccine Service screen:

3.1 Select the Search using my PRODA Id option (selected by default)

3.2 Click on the Search button

Step 4

Provider Connect Australia retrieves and lists one or more VCFC vaccine services that are linked to your PRODA Id.

4.1 Select the vaccine services with the same Clinic Site Id that you wish to import into PCA

Note: If you select multiple vaccine services and their Clinic Site Ids don't match, you will get an error message – “ You cannot import multiple vaccine services which are from locations with different site location IDs ”.

ONLY select vaccine services that have the same Clinic Site Ids.

Step 5

Under Organisation Name :

5.1 Select the organisation that will manage the selected vaccine service(s)

Step 6

Under the Locations heading:

6.1 Select an existing PCA location to import the service(s) to, or

6.2 Select Add using VCFC location details to import the service(s) to a new PCA location

Step 7

Once a location option has been selected, a confirmation message will appear.

7.1 Click the Import Service button

Note: If you are importing one or more vaccine services with the same Clinic Site Id, and one or more of their addresses are different to the existing PCA location address you selected, you will get an warning message and a prompt to check the addresses before importing. You can either continue with your selections or change your vaccine service selection options.

Step 8

8.1 Once the service import has completed, you will see a successfully imported message.

If more VCFC vaccine services were listed in step 4, and you wish to import them, repeat steps 6 to 10.

Step 9

For each location created using the Add using Vaccine Service location details option in step 7, you will need to provide additional details against the newly created location.

9.1 Navigate back to the Locations tab of the organisation to view the newly imported VCFC vaccine service(s)

To edit the location details:

9.2 Click on the location name of the imported VCFC vaccine service location

Step 10

On the Location screen:

10.1 Click on the Edit Location button at the top right of the screen

Step 11

On the Edit Location screen:

11.1 Edit location details and/or provide additional location details as required

Step 12

12.1 Once complete, click on the Update Location button at the bottom of the Edit Location screen

Step 13

PCA allows more details to be included against VCFC Vaccine service records.

To add additional details for vaccine service(s) imported into PCA:

13.1 On the Location Details screen, click on the Healthcare Service tab

13.2 Select the name of a listed vaccine service

Step 14

14.1 On the Healthcare Service Details screen, click the Edit healthcare service button (top right-hand corner)

Step 15

15.1 On the Edit Healthcare Service screen, update details for the imported vaccine service

Step 16

16.1 Click the Update Healthcare Service button when editing is complete

Import VCFC Clinics into PCA using CVAS Site Location ID

If your PRODA account is NOT linked to the vaccine service(s) that you want to import into PCA, you can import them using a COVID-19 Vaccine Administration System (CVAS) Site Location Ids. This would have been provided to you in a letter from the Australian Digital Health Agency.

Summary of steps to import vaccine service clinics

Login to the PCA Portal using your PRODA details: https://pca.digitalhealth.gov.au/PcaPortal/

1. From the Your Organisations screen, click on the organisation name (next to the PO icon)

2. Click on the Locations tab

3. Click on the Import Vaccine Service button

4. On the Import VCFC Clinic screen:

Select the Search using CVAS Site Location Id option

Click in the CVAS Site Location Id field and paste the CVAS Site Location Id for one or more VCFC vaccine services you wish to import into PCA.

Click on Search

5. PCA will list all VCFC vaccine service clinics linked to the CVAS Site Location Id

6. Select the vaccine service or services you wish to import into PCA 

7. Under Organisation Name , select the organisation that will manage this location

8. Under the Locations heading:

Select an existing location to import the service to, or

Select Add using VCFC location details to import the service(s) to a new location

9. Once selected, a confirmation message will appear. Click on Import Service.

10. Once complete, a successfully imported message will appear.

11. If Add using VCFC location details was selected, you will need to add additional details to the newly created location for the imported VCFC services. Navigate to the Locations tab of the organisation you selected, and select the location record for the imported vaccine service(s). To add details for the selected location, click on the:

Click the Edit Location button at the top right of the screen

Once you have finished editing the details, click on the Update Location button

12. To edit an imported vaccine service, on the Location Details screen of the organisation you selected:

• select the Healthcare Services tab
• select a listed vaccine service
• click on the Edit Healthcare Service button at the top right of the screenonce you have finished editing details, click on the Update Healthcare Service button

Import steps with screen shots

Step 1

Log into the PCA Portal using your PRODA login details: https://pca.digitalhealth.gov.au/PcaPortal/

From Your Organisations screen:

1.1 Click on the organisation name (next to the PO icon)

Step 2

2.1 Click the Locations tab

2.2 Click the Import Vaccine Service button

Step 3

On the Import VCFC Clinic screen:

3.1 Select the Search using CVAS Site Location Id option

3.2 Click in the CVAS Site Location Id field and paste the code copied from the VCFC screen, and

3.3 Click on the Search button

Step 4

Once retrieved, you will see one or more VCFC vaccine services that match the CVAS Site Location ID provided.

4.1 Select the vaccine services you wish to import into PCA

Under Organisation Name :

4.2 Select the organisation that will manage the vaccine service or services selected for importing into PCA

Step 5

Under the Locations heading:

5.1 Select an existing PCA location to import the service(s) to, or

5.2 Select Add using VCFC location details to import the service(s) to a new PCA location

Step 6

Once a location option has been selected, a confirmation message will appear.

6.1 Click on Import Service button

Step 7

Once complete, a successfully imported message will appear

Step 8

For a location created using the Add using Vaccine Service location details option in step 5, you will need to provide additional details against the newly created location.

8.1 Navigate back to the Locations tab of the organisation to view the newly imported VCFC vaccine service(s)

To edit the location details:

8.2 Click on the location name of the imported VCFC vaccine service

Step 9

On the Location screen:

9.1 Click on the Edit Location button at the top right of the screen

Step 10

On the Edit Location screen:

10.1 Edit location details and/or provide additional location details as required

Step 11

11.1 Once complete, click on the Update Location button at the bottom of the Edit Location screen

Step 12

VCFC Vaccine service records do not include the same number of details as records in PCA. As such, you will need to add additional details to each imported vaccine service.

To edit the details for vaccine service(s) imported into PCA:

12.1 On the Location Details screen, click on the Healthcare Service tab

12.2 Select the name of a listed vaccine service

Step 13

12.1 On the Healthcare Service Details screen, click the Edit healthcare service button (top right-hand corner)

Step 14

14.1 On the Edit Healthcare Service screen, update details for the imported vaccine service

Step 15

15.1 Click the Update Healthcare Service button when editing is complete

Continue to next step: Add your healthcare services