Blog COVID Vaccine Verification

5 Ways Tech Can Help Manage Vaccine Verification & Test Tracking

In the wake of the pandemic, electronic health records management is no longer just for doctors’ offices, hospitals, or university health systems. An effective and well-designed vaccine verification software system can help employers track vaccination status as outlined in the U.S. Department of Labor’s Occupational Safety and Health Administration’s new Emergency Temporary Standard on COVID-19 vaccination and testing.

How Vaccine Verification Software Supports Employee Vaccine Compliance and Tracking

Companies and organizations are at a pivotal point when it comes to assessing their vaccine verification programs. For many, health records management on any scale is completely new. This means quick decisions need to be made about how companies plan to implement, track, and manage their vaccine verification programs.

Choice of vaccine verification management software impacts an organization’s ability to manage compliance and vaccine tracking efficiently. With a paper-based or spreadsheet system, it’s hard to stay on top of what information employees have submitted as well as what still needs to be collected, in a secure, effective format. Using inefficient tracking methods can lead to the following problems:

  • Difficulty keeping employee records up to date
  • Employee reminders must be sent manually
  • Employees must submit materials via less secure methods such as email or mail
  • Employees have no online access to status updates, which contributes to confusion and a perceived lack of transparency

On the other hand, with comprehensive employee vaccine verification technology, organizations can communicate with employees easily while knowing where they stand with employee compliance. Instead of manually tracking vaccine status or test results, a vaccine verification software solution provides them with one centralized point of access for employees, HR staff, senior leadership, and third-party integrations.

Here are five benefits companies can expect from a vaccine verification system.

  1. Real-Time Tracking

OSHA’s new standard requires that companies with 100 or more employees “ensure their workforce is fully vaccinated or require any workers who remain unvaccinated to produce a negative test result on at least a weekly basis before coming to work.” (

A cloud-based vaccine verification software system allows companies to collect and manage large amounts of employee data without feeling like they’re buried in paper. With the aid of one easy-to-use solution, HR staff can track employee vaccination or test status and share it with authorized parties as needed.

  1. Compliance with HIPAA Requirements

Since vaccine verification software systems contain sensitive health information, all employee health data must be stored and shared according to HIPAA rules for data protection. With the aid of HIPAA-compliant messaging and trained verification staff, you have the benefit of encrypted, secure communication about employee health data. You can also limit access to authorized individuals.

  1. Automatic Alerts and Reminders

Without an efficient method for monitoring employee compliance, it can be challenging to track progress against OSHA’s January 4 deadline and/or employees’ weekly vaccination testing. A vaccine verification software system automates the tracking process by sending out communications and reminders, so you don’t have to do it manually. The system can send mobile alerts to employees via text, giving them instructions for follow up and details about outstanding documents or test results. Your vaccine verification software system can also be configured to provide alerts to HR staff when employees submit documents or need assistance.

  1. Anytime Employee Access

Using digital tools makes it easier for employees to provide their requested health and immunization data, especially if they’re remote. A vaccine verification software with an online portal allows them to conveniently upload vaccination documents or test results so companies avoid manual re-entry and unsecured communications about health data.

  1. Program Setup Support

When organizations begin using a vaccine verification software system, they can hit the ground running and make the most of their new technology and features. Setup support and tools help them to begin collecting and tracking employee information and documentation more efficiently.

Time-tested, bullet-proof vaccine verification software, with a trusted vendor who has done this with hundreds of other entities and millions of vaccine records, can assist in managing this risk.

Medicat’s best-in-class vaccine verification technology streamlines the verification process with intuitive, cloud-based verification software and an employee portal that automates compliance checks, notifications, and reporting.

Learn more.