How to document your COVID-19 vaccine from outside Cleveland Clinic

Cleveland Clinic is one of many COVID-19 vaccine providers in Ohio. We encourage all eligible caregivers who are interested in the vaccine to seek out all available provider options.

The Ohio Department of Health’s vaccination database documents vaccines given at all providers throughout the state and connects with our electronic medical record (Epic). However, your Cleveland Clinic medical record is only updated if you are seen by a Cleveland Clinic provider after your vaccination.

For Ohio caregivers who received a COVID-19 vaccine through the U.S. Department of Veterans Affairs (VA), your vaccine is not documented in Ohio’s state vaccination database, regardless if you have seen a provider or not. If you wish to share your vaccination card in order to update your Cleveland Clinic medical record, you can follow the below steps.

If you’ve received a COVID-19 vaccine outside of Cleveland Clinic’s vaccination program and have NOT had a visit with a Cleveland Clinic provider since your vaccination, we encourage you to share a photo of your CDC vaccination card with Occupational Health. With photo documentation, we are able to manually update ReadySet to ensure your medical record is up-to-date.   

What to do

If you were vaccinated outside of a Cleveland Clinic vaccination site and you have NOT been to a Cleveland Clinic provider, please complete the following steps:

  • Take a clear photo of your completed CDC vaccination card
  • Email the photo to
  • Include your full name, date of birth and employee ID in the body of the email

If you were vaccinated outside of a Cleveland Clinic vaccination site AND have visited a Cleveland Clinic provider after your vaccinations, no action is needed.

Ohio vaccine eligibility

On March 29, all Ohioans age 16 and up are eligible to receive a COVID-19 vaccine.

The Wolstein Center at Cleveland State University opened March 17 and is operating seven days a week. Vaccine-eligible Ohioans can sign up at (ensure you use Google Chrome browser). Enter zip code 44115 in the search field. Appointments may also be available at other hospitals, health departments and pharmacies. For more information, visit the ODH website at

As a reminder, these are the COVID-19 symptoms. If you experience any of these, contact the COVID-19 hotline at 216.445.8246.