Frequently Asked Questions: Bearcats Health App 

Will my uploaded vaccination records be secure?

Yes, Bearcats Health App will maintain your records in a protected database that is compliant with applicable privacy regulations. By uploading your records into this system, you are authorizing representatives of the University of Cincinnati and University Health Services to access these records for medical and public health purposes. 

How do I submit my proof of vaccination?

UC is transitioning to the application Bearcats Health App, which is an internal database supported by UC Digital Technology Solutions and University Public Health officials to manage and verify student’s immunizations and health screenings. Upon matriculation you will have a “To Do” item within your catalyst account requesting you to submit your documentation to Bearcats Health App. Returning students who were previously non-compliant will be able to access the new system by returning to their previously existing “To Do” item. This can be accessed through the Bearcat portal. You can also submit your record directly to Bearcats Health App.

Is the Bearcats Health App an actual app?

No, the Bearcats Health App is a web-based Immunization tracking platform. It is not downloaded to your device from the App store. 

Can a non-Health Science student or Faculty that is studying or working in an outside facility that requires Covid vaccination submit a vaccine exemption request through the Bearcats Health App? 

If the outside facility has its own Covid vaccine exemption process, a non-Health Science student or Faculty member MUST submit a Covid exemption request through that system. If the facility does not have its own Covid vaccine exemption process, you may submit a request through the Bearcats Health App. 

What records do I need to prove my vaccination status?

You must download, print, and submit the appropriate University of Cincinnati standardized immunization form found on the secure Bearcats Health App. The form must be filled out and signed by a licensed healthcare provider, and then uploaded back to the secure Bearcats Health App. You must use the provided form. The system will not accept any outside forms.  

Will my compliance status change after the transition to the Bearcats Health App? 

Unless you have changed from being a non-Health science student to a Health Science student during the system transition, your compliance status will not change. If your Med+Proctor status is compliant, you will remain compliant in the Bearcats Health App portal. Likewise, if your status in Med+Proctor is non-compliant your status will remain non-compliant after the transition.

Will I have to upload my entire immunization form into the Bearcats Health App after the transition?  

Non-compliant students must upload a completed Immunization form into the Bearcats Health App.  

If I am non-compliant in Med+Proctor due to one vaccine or due to being in process of receiving a complete vaccine series, will I have to upload another completed form in Bearcats Health App?  

Yes, unfortunately, we are unable to move data specifics from Med+Proctor into the Bearcats Health App. We apologize for the inconvenience. 

If a non-Health science student has received a vaccine exemption in Med+Proctor, will they need to resubmit this request through the Bearcats Health App?

If you have received an exemption approval and your status is currently compliant in the Med+Proctor system, your status will remain compliant in the new system. Therefore, you do not need to reapply for a vaccine exemption. However, if your status is non-compliant, any prior exemption you wish to continue after the transition, will need to be submitted through the Bearcats Health App for review. We apologize for the inconvenience.  

What if my compliance status changed after the Bearcats Health App transition but I have not changed programs?

If you think there is an error with your status and you are a non-Health science student, please email UHStracking@ucmail.uc.edu for assistance. If you are a Health Science student, please contact your program coordinator for assistance. 

What if I have problems while working in the system?

Within the Bearcats Health App, you can request help by locating the “contact us” tab and then by selecting either the “technical” or “non-technical” drop down to request support.  

What if my recommended vaccines are “not completed“ in the Bearcats Health App?

Since recommended vaccines do not contribute to compliance, they may remain “not completed” in the system without affecting your status. The University of Cincinnati strongly encourages you to complete the recommended vaccines but does not require you to do so. 

Am I able to upload my own form from my provider or am I required to complete the University of Cincinnati Standardized Immunization Form?

No, you are required to use the University of Cincinnati Standardized Immunization Form within the Bearcats Health App. The system will not accept any outside immunization forms or documents. The utilization of this form is the only way to obtain a "compliant" status.

Questions for Health Sciences Students

How do Health Science students upload their annual Flu vaccine into the Bearcats Health App?

Once on the Welcome page in the Bearcats Health App, click the "My Immunization Status" tab at the top left of the screen, which should reveal a list of immunizations. On the left, scroll down to Influenza and click on the button provided. Please answer the populated questions to provide details about your vaccine. Afterwards, please use the "Upload" button to submit your original record to the portal. 

Do new Health Science students need to complete the Annual Tb screening questionnaire?

For Fall 2023, this screening questionnaire is a requirement for all Health Science students. Newly matriculating Health Science students will also need to provide a negative IGRA blood test result or a negative two-step TB skin test.

If a Health Science student is compliant in Med+Proctor, will their status change after the transition to the Bearcats Health App?

At go-live, on October 16th, all Health Science Students will be marked as non-compliant, due to their need to upload flu vaccine documentation and annual TB documentation. If your Med+Proctor status is currently compliant, you will remain compliant in the Bearcats Health App for all other vaccines and your Bearcats Health App status will return to compliant once you fulfill the flu and TB requirements.  On the other hand, if your status in Med+Proctor is non-compliant, your status will remain non-compliant even after you complete the annual flu and TB requirements due to other incomplete requirements. To resolve this, you will need to upload a completed University of Cincinnati Standardized Immunization Form for Health Science Students, with information regarding all required vaccines, including those already previously uploaded into Med+Proctor. We apologize for the inconvenience; unfortunately, individual vaccine data cannot be moved from Med+Proctor into the Bearcats Health App.  

Some Health Science programs who manage their own immunization data may be able to transfer more individual details into the Bearcats Health App for students who are in-process of completing a vaccine series but who are otherwise compliant. Please contact your program coordinator to see if this applies to you. If so, you will only need to upload documentation of future vaccines once received. 

When is the Annual Flu vaccine due for Health Science students? 

On September 1st of each year, you will become non-compliant in the system until your new Flu vaccine record has been uploaded. Health Science students have through November 1st to complete this requirement. 

Will Health Science students with previously approved vaccine exemptions from Med+Proctor need to resubmit an exemption request through the Bearcats Health App?

If you are a Health Science student with an approved exemption from Med+Proctor or another health system, you will need to resubmit your exemption request through the Bearcats Health App/UC Health process. 

Will Health Science students that are not rotating through UCH still request vaccine exemptions through the Bearcats Health App?

Regardless of rotation location, Health Science students are expected to submit the required Health Science exemption form through the Bearcats Health App/UC Health exemption process; see form and instructions.

If I have a vaccine exemption through UCH, will that exemption be accepted when I rotate to an outside hospital or facility?

Exemptions approved at UC Health are typically accepted at most outside clinical sites, but not all. Please speak to your clinical coordinator to confirm your exemption is accepted before your rotation starts. If your exemption is not accepted, you must comply with the requirements at that hospital or facility.

UC Health denied my request for an exemption, but the hospital I am rotating at has its own exemption process, am I able to resubmit an exemption request through their site? 

Yes, you may resubmit your vaccine exemption request through an outside hospital or facility’s exemption process if available.  However, the decision made by another healthcare system will only apply to rotations at that facility.

Does the University of Cincinnati or UC Health require the Covid vaccine?

No, the Covid vaccine requirement was lifted by the University of Cincinnati and UC Health. The University does strongly recommend COVID-19 vaccination. However, many outside clinical sites do require Covid-19 vaccination. If you are rotating at one of these facilities, you are expected to comply with that facility’s requirements.

If I completed a full Hepatitis B series and have a positive Hepatitis B titer but I am unable to provide documentation of my vaccine dates, do I have to repeat a Hepatitis B series? 

No, if you have completed a Hepatitis B series and have a positive Hep B titer but are unable to find documentation of your vaccines, you do not have to repeat another Hep B series. 

Are Health Science students required to have a 2nd Hepatitis B vaccine series if they have a negative titer after their 1st vaccine series?

Yes, Health Science students must complete a 2nd Hep B series if they have a negative titer after completing their initial Hep B vaccine series. 

To be compliant, does my second Hep B titer have to be positive after I complete a second Hep B vaccine series?

No, if your healthcare provider documented both your second Hep B series and your second Hep B titer results on the required form and it was uploaded into the Bearcats Health App, you should be compliant in the system. If your second titer remains negative, you will be considered a non-responder but no additional steps need to be taken at this time. 

Do Health Science students enrolled in distance learning programs need to complete the Health Sciences Immunization Form? 

Yes, all Health Science programs that have clinical placements are required to complete the form.