Checking patients into the VaxCare system is super quick and simple! We use a tool called the Scheduler, which is found on the VaxCare Portal under the Check In tab.

When you click on the Check In tab -- or simply log into the VaxCare Portal, as this is our default page -- the Scheduler is hard to miss! Simply scroll down just below the Partner Metrics bar until you see today's date.

The Scheduler will default to today's date, as well as the default location associated with your username. Click on either the date or the location to select other options.

We'll begin by adding your patients to the Scheduler. It's important that you check in every privately insured patient that will be seen by your office today, so you can give each one the chance to be vaccinated!

If the patient you are checking in is new, select "Create New Patient." 

If the patient you are checking in is already in the system, begin by typing any portion of the patient's name into the Patient Search bar. Then, select their name from the list of patients below.

Next, complete the rest of the patient's appointment information. If the patient is a walk-in, the time will automatically default to the next 15-minute window. Select the type of appointment (the system will default to Well if no choice is made), as well as the patient's provider, which is the provider the patient last saw by default.

Select "Check In" to add the patient to the Scheduler. Then, continue to add the rest of your patients to the Scheduler, repeating the instructions outlined above. Note: You do not need to wait until the Scheduler identifies the patient's insurance eligibility before adding the next patient. As fast as you can complete a patient's appointment information, you can add them to the Scheduler!

When we're done, our schedule of patients for the day should look something like the image of the Scheduler below.

We'll take a look at how to get our patient's eligibility icons from red to green in Scheduler Part 2: Getting Patients to Green

Still have questions? Reach out to our Customer Care team. We're happy to help! Message us directly by clicking on the blue Intercom bubble in the bottom right corner of your screen. Email us at Or call us at 1-888-829-8550.

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