If they were manually added and you're using VMS, you can't add them to the system now without it. I got a late entry to BoG Seniors last week over the phone, they apologised for asking for DoB. Not an issue with online entry as it's fed through automatically.
Either way, until the link is made to your club, you can't look up any more than the home club and handicap index for non-club members. For eg, I can;t look up your record, but if you entered our Open I would then be able to see it all.