COVID-19 Booster Shot Documentation Requirement & Submission Process

January 25, 2022

For several weeks, the University of Maryland Medical System (UMMS) has been grappling with challenges brought on by the current surge. While the number of COVID-19 patients across our System has decreased over the last week, we still have 502 COVID-19-positive patients admitted to our hospitals as of this morning (compared to our previous high of 408 COVID-19-positive patients in January 2021), in addition to the 1,958 patients in our care for reasons not related to COVID-19. We are also still seeing some team members testing positive for COVID-19, with 1,228 positive tests reported to date this month, placing additional strain on our workforce.

Booster shots dramatically improve protection against infection, severe disease and hospitalization caused by COVID-19, including the Omicron variant. Individuals who have received a booster shot and who experience a breakthrough COVID-19 infection tend to have milder symptoms over a shorter period, which means they are typically able to return to work sooner than those who have not received a booster shot. A recent study found that a booster dose of Pfizer or Moderna is 90 percent effective at preventing hospitalization and 82 percent effective in preventing individuals from visiting the emergency room or urgent care. With increasing knowledge of waning immunity after the primary vaccination series and mounting evidence of the critical protection booster shots provide, the Centers for Disease Control and Prevention (CDC) recommends all individuals stay up to date with their COVID-19 vaccinations. This includes receipt of any additional doses, including booster shots, at the appropriate intervals.                                                                                                               

As the data and science evolve, we will continue to make decisions that support our workforce and keep our team members, patients and communities safe. Given the high prevalence of the Omicron variant and its impact on our workforce, it is critical that we have an accurate assessment of how many team members are up to date on their COVID-19 vaccinations. Starting today, if you received your booster shot at a non-UMMS location, we are now requiring you to submit documentation to us so we can update your vaccination status in our system.

  • How to Submit Documentation. Visit umms.org/VaxReporting and click the button that says, “Submit Your Documentation.” If you are eligible for a booster shot and have already received one, please submit by no later than Friday, February 18.
    • Tomorrow, you will receive an email from HR with your vaccination status as it is currently recorded in our system. If this information is correct (your vaccination status is accurately reflected in our records), you do not need to submit anything additional. If this information is not correct, (you have received your booster shot but it is not reflected in our records), please follow the instructions below to submit proof of vaccination for your booster shot.
    • To ensure we can match your submission to our records, here are some helpful tips:
      • Enter your first and last name as it appears on your pay stub. Do not use a nickname. This may make it difficult for us to match your submission and update your vaccination status in our system.
      • Make sure to enter your UMMS employee number correctly. You can find your employee number in the email you receive from HR or by asking your manager.
    • If you need help uploading your documentation, please talk to your manager or reach out to your local Employee Health or Human Resources department.
    • You will receive an email once your documentation has been reviewed and approved. Please do not submit your documentation more than once. Our Employee Health departments are fielding a high number of requests because of the significant increase in team member exposures and positive COVID-19 test results. Submissions will be reviewed as they are received but please allow time for our Employee Health teams to work through the review and approval process. We ask that you do not call your local Employee Health department to confirm that your documentation was received.
  • How to Schedule a Booster. As immunity wanes and new variants emerge, getting a booster shot as soon as you are eligible is more important than ever—booster shots provide an extra layer of protection against COVID-19 for a longer period. Our hospitals are continuing to operate clinics to make it as easy as possible for team members to get a booster shot. Eligible team members can make an appointment by visiting intra.umms.org/EmployeeVax.
    • If your initial vaccination was with Pfizer or Moderna, you should get a booster at least five months after your second dose.
    • If your initial vaccination was with Johnson & Johnson (J&J), you should get a booster at least two months after your shot.
    • We recognize that some team members may have questions or may be deliberating whether to get a booster shot. Below are some helpful FAQs about the COVID-19 boosters, which include answers about eligibility, when to get a booster after a recent COVID-19 infection (and why it’s important to do so) and why it’s essential to stay up to date on your vaccinations.

Thank you for your continued commitment to each other and our patients.

Jon P. Burns
Senior Vice President and System Chief Administrative Officer (CAO)
University of Maryland Medical System

FAQs

I received my COVID-19 booster shot outside UMMS. How can I submit my documentation?

All team members who have received additional doses of the COVID-19 vaccine, including booster shots, are now required to submit documentation to us. To submit documentation, visit umms.org/VaxReporting and click the button that says, “Submit Your Documentation.” If you are eligible for a booster shot and have already received one, please submit by no later than Friday, February 18.

Here are some helpful tips to make sure we can match your submission to our records:

  • Enter your first and last name as it appears on your pay stub. Do not use a nickname. This may make it difficult for us to match your submission and update your vaccination status in our system.
  • Make sure to enter your UMMS employee number correctly. You can find your employee number in the email you receive from HR or by asking your manager.

If you need help uploading your documentation, please talk to your manager or reach out to your local Employee Health or Human Resources department.

You will receive an email once your documentation is approved. Please do not submit your documentation more than once. Our Employee Health teams are fielding a high number of requests due to the significant increase in team member exposures and positive COVID-19 test results. Submissions will be reviewed as they are received, but please allow time for your local Employee Health department to work through the review and approval process. We ask that you do not call your local Employee Health department to verify that your submission was received.

What does it mean to be “up to date” with my COVID-19 vaccinations?

With increasing knowledge of waning immunity after the primary vaccination series and growing evidence that boosters provide a critical layer of protection, the Centers for Disease Control and Prevention (CDC) recommends all individuals stay up to date with their COVID-19 vaccinations. Currently, being up to date with your vaccinations means:

  • Three doses for individuals whose initial vaccination was with the Pfizer or Moderna COVID-19 vaccine.
  • Two doses for individuals whose initial vaccination was with the J&J COVID-19 vaccine.

If you haven’t gotten your booster shot yet, please do so as soon as possible. Our hospitals are continuing to operate vaccination clinics to make it as easy as possible for you to get your shot.

When should I get a booster shot?

If you received the two-dose Pfizer or Moderna vaccine and it has been at least five months since you completed your initial series, you should get a booster shot as soon as possible if you have not yet done so. If you received the single-dose J&J vaccine and it has been at least two months since your first shot, you should get a booster shot as soon as possible if you have not yet done so.

Why are you collecting COVID-19 booster documentation now when we were not previously required to submit?

When additional doses of the vaccine first became available, we were in the process of validating data for our workforce as part of our mandatory vaccination policy. There was no urgency to receive a booster shot when they first became available, so we gave our team members the option to schedule an appointment at an UMMS location or through another site (local pharmacy, primary care doctor or other available resource). While our teams worked to update our records for all initial vaccinations, we made the decision to not ask you to submit documentation for COVID-19 vaccine booster doses.

As the data and science evolve, we will continue to make decisions that best support keeping our workforce and patients safe. With increasing knowledge of waning immunity after the primary series and mounting evidence for additional protection provided by booster doses, particularly against the Omicron variant, the CDC recommends all individuals stay up to date with their COVID-19 vaccinations. This includes receipt of recommended booster doses at the appropriate intervals. Therefore, having an accurate assessment of how many team members have received an additional dose of the COVID-19 vaccine is now essential for us to understand what proportion of our team members is up to date on COVID-19 vaccination.

Will UMMS be mandating booster shots?

At this time, additional doses of the COVID-19 vaccine, including booster shots, are not mandated but strongly recommended for all team members. Our Human Resources, Employee Health and Infection Prevention teams are constantly evaluating policies to keep our patients and team remain as safe as possible. Throughout the pandemic, we have adjusted policies relating to PPE, visitation and vaccination in accordance with science, federal guidelines and community transmission. We will continue to make adjustments in the future as required to reduce infections and minimize the impact of COVID-19 on our patients and our workforce.

If I have not yet received my booster shot, am I still in compliance with the UMMS COVID-19 Mandatory Vaccination Policy?

If you have not received a booster shot, you are still considered in compliance with the policy. The CDC says you are fully vaccinated two weeks after your second dose of a two-dose vaccine (Pfizer or Moderna) or two weeks after you receive the single-dose J&J vaccine. However, you are not considered up to date with your vaccinations until after you get your booster shot. CDC recommends all individuals stay up to date with their COVID-19 vaccinations for optimal protection against COVID-19. It is important for everyone to get a booster shot as soon as they are eligible.

I have had COVID-19. Do I still need to get a booster shot and if so, why?

While a recent COVID-19 infection can increase antibodies that protect you from reinfection, experts do not know how long this protection lasts post-infection. Even if you have already had COVID-19, it is possible to become infected again, especially as new variants emerge. Immunity from past infection varies in individuals and evidence suggests that for some people, it may not last very long. CDC recommends a booster for all eligible people, at least five months after your initial series (if your initial series was Pfizer or Moderna) or at least two months after receiving the single-dose J&J vaccine.

How long should I wait to get my booster shot if I am sick with COVID-19 or recently had COVID-19?

If you are currently sick with COVID-19, you should wait to get your booster shot until your symptoms have resolved and you have met criteria to discontinue isolation, which in most cases would be 10 days since symptom onset or receipt of a COVID-19-positive test result (if asymptomatic). Once you have recovered, you can get your booster shot. The exception is individuals who are treated with monoclonal antibodies (mAb) or convalescent plasma—if you received one of these treatments for COVID-19, you should wait 90 days before receiving your booster shot.

I was vaccinated outside the U.S. Am I eligible for a booster shot and if yes, when can I receive one?

Individuals ages 16 and older who received the COVID-19 vaccine outside the U.S. can get a booster shot if they meet one of the following requirements:

  • Received all recommended doses of a World Health Organization emergency use listing (WHO-EUL) COVID-19 vaccine, not approved or authorized by the U.S. Food and Drug Administration (FDA); or
  • Completed a mix and match series of any combination of COVID-19 vaccines (FDA-approved, FDA-authorized or WHO-EUL-issued).

Those who meet one of the above criteria may get a single booster shot at least five months after completing their initial vaccination series.

I am immunocompromised and got a third dose of the COVID-19 vaccine. Can I also get a booster shot?

Yes. If you are moderately or severely immunocompromised and received a third dose of the COVID-19 vaccine, you can get a booster shot at least five months after your third dose.

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