Module 2: HSE COVID-19 Vaccination Management System ...Module 2 – Vaccination Management 1 Module 2: HSE COVID-19 Vaccination Management System (Covax) NEW Vaccinator Training Guide:

Module 2 – Vaccination Management

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Module 2: HSE COVID-19 Vaccination Management System (Covax) NEW Vaccinator Training Guide: Sprint 12P Content: 11 Aug 2021

View the webinar (on HSE.ie) to see visual demos.

https://www.hse.ie/eng/health/immunisation/hcpinfo/hsecovid19vms.html

***Special considerations/steps for the 9g cohort aged between 12-15 years old are highlighted in

light blue text. This is aligned with the Sprint 12P release.

• Paediatric Clients between the ages of 12-15 have been invited to register for the vaccine. All

Clients in this age cohort must be registered by and have consent for vaccination given by a

Parent/Legal Guardian as children under 16 are not legally permitted to provide consent or

answer the eligibility questions.

Table of Contents

2A Vaccinator Preparation ..................................................................................................................................................................... 1 2A.1 Enter your Vaccinator PIN - Professional Number Dropdown List......................................................................................... 1 2A.2 Set your Vaccination Location................................................................................................................................................... 2 2A.3 Search Features by Accounts and/or Person ........................................................................................................................... 3

2B View or Gain Consent......................................................................................................................................................................... 3

2C Gain Medical Eligibility Assessment.................................................................................................................................................. 7

2D Administer Dose 1 Vaccine................................................................................................................................................................ 9

2E If the Client Refuses a Vaccine (during a dose, or, prior to a dose) .............................................................................................. 13

2F Administer Dose 2 Vaccine .............................................................................................................................................................. 14

2A Vaccinator Preparation 2A.1 Enter your Vaccinator PIN - Professional Number Dropdown List It’s important that your Vaccinator Pin is accurate as it is attached to a Client’s medical record. To start, prepare your own personal details as a Vaccinator. In the search field, type in your name. Scroll down to the Professional section. Enter your Professional Number Type and Value (e.g. Vaccinator PIN information).

Why? It’s important to record accurate information for each client’s medical record.

Sprint 12P-specific Definitions to be aware of:

Consent Consent is the giving of permission or agreement for an intervention, receipt or use of a service or participation in research following a process of communication in which the service user has received sufficient information to enable him/her to understand the nature, potential risks and benefits of the proposed intervention or service.

Assent An expression of willingness or affirmative agreement to a health or social care intervention given by a young person who is not legally authorised or has insufficient understanding to be competent to give full consent. The assent procedure should reflect a reasonable effort to enable the child to understand, to the degree they are capable, what their agreement would involve.



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The value ‘other’ has been removed as an option from the Professional Number Type dropdown list. The below values have been added to the Professional Number Type list:

• Student CORU • Student Dentist • Student MCRN • Student NMBI • Student PSI

As the value ‘other’ has been removed from the dropdown, any Vaccinator that has previously set their PIN

against the type of ‘other’ will need to enter their PIN and Type again (otherwise the Vaccination flow will not

work).

Step 1: Click on the icon in the upper right hand corner, click the link with your name.

Step 2: Click on the edit button in the upper right hand corner to open a window to edit your PIN.

2A.2 Set your Vaccination Location Why? Your assets list will filter by that location, plus the vaccine location will be noted on each Client’s record.

• Step 1: Click on the “HSE TODAY” tab. If it is not visible, click on the “nine dots” icon and type “HSE Today”. You can change this anytime if you are vaccinating in a different location.


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2A.3 Search Features by Accounts and/or Person The ‘search feature’ is at the top of your screen. Click the down-arrow and choose Accounts. Type in the person’s name or PPSN#, then a list of people will appear allowing you to view birth date, PPSN#, and Mobile. You can also further refine your search details using the filters on the left-hand side of the screen.

2B View or Gain Consent Introduction: Consent and eligibility both need to be completed prior to administering the vaccine. Please note: Vaccination Consent is given once prior to Dose 1, however the Eligibility Ques tions need to be answered twice – prior to both Dose 1 and Dose 2. There are two main scenarios that a client can use to gain consent and eligibility: (1) the public portal; (2) the Vaccination Flow at the point-in-time of their vaccine.

There are three ‘vaccine course status’ fields that display on the banner of a ‘person account’ – Vaccine Course Status, Consent Status and Eligibility Status:

Topic Field Types

Vaccine Course Status Awaiting Dose 1, Awaiting Dose 2, Course Complete, Course Stopped

Consent Status Awaiting Consent, Consented, In Best Interest, Consent Refused, Not In Best Interest

El igibility Status El igible, Not Eligible

As a vaccinator, you can view the outcome of these steps in two ways:

A. In the banner across the top of the clients record.


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B. In the ‘Clinical Assessment Responses’ pane, you can see the date and time consent was received.

C. In the ‘details’ tab, you can scroll down in the record under ‘Vaccination Statuses’. The older Vaccination

Status field is also visible on the ‘details’ tab for reference within ‘Consent Status’, but is no longer editable.

These are not editable as they are driven by the workflows within Covax. To update a status, the process flow must have been completed by the client on the portal, or must be completed for a client via the vaccination flow.

Scenario 1: A client has provided consent and eligibility via the public portal. A video clip of how a client performs these steps is available in Module 4.

Scenario 2: A client needs to provide consent and eligibility via a Vaccinator (or via an Operations Administrator) on Covax. Note, a medical professional can also capture ‘consent on behalf of another person’. Press on ‘Immunisation Consent’, read the consent information in the window, then tick ‘yes’ if the person agrees to consent.

Persona Process Map – Vaccinator Support

A day in the life of…Sean O’ConnerI am the Vaccinator Support and I want to help the Vaccinator by recording consent and medical eligibility

Log-in to

Vaccination System

I dentify Client on System

Record ConsentRecord Medical

EligibilitySend Client to

Vaccinator

“ I support the person performing the vaccination (as a buddy or peer vaccinator)

by recording consent and eligibility responses in the system.”

Anne O’BrienVaccinator Support



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NOTE: For Clients aged <16 years old, consent must be given by a Parent/Legal Guardian on behalf of the child. This is due to children under 16 not being permitted by law to self-consent.

• The Immunisation Consent page has been updated to reflect this requirement, and two new mandatory fields have been added to record the Full Name and Relationship Type of the Parent/Guardian who is providing consent.

• This updated screen (see below) will ONLY show for person accounts where the client is aged <16 years old, and should be read out to the Parent/Legal Guardian.

• IMPORTANT: If vaccination consent (from the Parent/Legal Guardian) has not been recorded when the child attends the CVC, if it is the Parent/Legal Guardian who accompanies the child then Vaccination Consent can be given at the point-in-time of the vaccination. If another adult (who is not the Parent/Legal Guardian) brings a child without recorded vaccination consent to the CVC, then the Parent/Legal Guardian must be contacted to complete Vaccination Consent via the Public Portal, otherwise, the child cannot be vaccinated.


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• In the ‘details’ tab, if you see this error message, then one of the above 3 mandatory fields have not been

completed.

If you see this ‘Error Message’ after pressing the consent button, then you need to assign a vaccine schedule:


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2C Gain Medical Eligibility Assessment If you selected ‘YES’ to consent, then the Medical Eligibility Assessment window will automatically open. Otherwise, choose the ‘medical eligibility assessment’ button.

Note: For the 9g priority group aged 12-15, the Eligibility Questions must be answered by the consenting Adult/Parent/Legal Guardian on behalf of the child.

Check the boxes that best answer the eligibility questions and select ‘Next’. All questions must be answered.


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Only if the client is a female, then these pregnancy questions will appear:


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2D Administer Dose 1 Vaccine

Always ensure a Vaccine Schedule exists on the client’s record. If it does not, press the ‘new’ button to add it.

A vaccine schedule is the protocol related to a specific vaccine type (e.g. Pfizer, AstraZeneca, Moderna). It defines the number of doses for a particular course of vaccine and how far apart those doses should be given, including earliest and latest possible dates for dose 2.

If a client is on the wrong vaccine schedule, then a Vaccinator can remove the schedule by ticking on the ‘down arrow’, then click on ‘delete’ to remove the old Vaccine Schedule. Then add the correct Vaccine Schedule ‘New’.

Log-in to

Vaccination

System

Identify Client

on System

Confirm

Consent &

Medical Eligibility

Administer

Vaccine

Record

Vaccine Details

(Including Refusal if any)

Send Client to

Observation

Nurse

Persona Process Map – Vaccinator

I am the Vaccinator and I want to vaccinate clients and record appropriate vaccination details on the system

“Once I have connected with my peer support buddy to ensure consent has been

given, I will vaccinate clients. I ’ll record vaccines on CoVax.”

Primarily, I ’ll review my list of clients to be vaccinated. I ’ll look at each record to confirm the client ’s identity, consent and eligibility status.

I f all is ok, I ’ll proceed to vaccinate the client”

Jean MurphyVaccinator


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Step 1: Click on ‘Administer Vaccine’. This button is ONLY used for Dose 1.

Step 2: Tick both boxes to confirm you have reviewed consent and eligibility status, plus the client is happy to proceed.

Note: For the 9g priority group aged 12-15, three new mandatory fields and one optional field has been added to

the ‘Administer Vaccine/Dose’ screen under the existing checkboxes and above the “Refuse / Unable to Continue”

toggle button (see below screen image), to ensure that the following is recorded:

1. [ ] The young person assents to receiving the vaccine (tick box) (mandatory)

2. Accompanying adult: __________ (free text) (mandatory)

3. Accompanying adult relationship to young person: __________ (free text) (mandatory)

4. Full Name of person who asked accompanying adult to bring in the young person: _________(free text)

(optional)

• This updated screen will ONLY show for clients aged <16 years old.


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Step 3: Choose your vaccine asset and diluent (if relevant for the type of vaccine).


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Step 4: Choose the anatomic site and ensure date and time are accurate.

Step 5: At the final confirmation screen, choose ‘finish’.

Step 6: Confirm proper completion of the vaccine by viewing the ‘vaccinations tab’:


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2E If the Client Refuses a Vaccine (during a dose, or, prior to a dose) Important! When the client is with the Vaccinator, if the client refuses the vaccination after consent or the vaccine cannot be given and has to be deferred, toggle the button to ‘True’. Choose the reason from the drop-down box that will appear. Select the ‘refusal reason’ which will be added to the patient record.

Important! This same information can be captured within the ‘details’ tab in the section named ‘Vaccine Not Given’, choose the appropriate reason. For example, if the client refuses the vaccination while at the check-in desk or calls the HSE Support teams. The client may indicate that they no longer wish to be contacted to receive their vaccine.

• Refusal – not for follow up = DO not contact the client for their vaccine • Vaccine contra-indicated – not for follow up = DO not contact the client for their vaccine

• Deferred – follow up = The client is advised to contact the HSE Support Team in the future to reset their record to indicate they would like to receive the vaccine. In addition, they may be contacted by the HSE in the future.

• Absent – follow up = They did not attend their appointment. The client may call the HSE Support Team for a future appointment and/or may be contacted by a member of the HSE.


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2F Administer Dose 2 Vaccine

Introduction: The timing criteria for receiving dose 2 is quite specific and differs by vaccine type. The timing is listed

within the ‘planned administration’ column in the ‘Vaccinations’ tab.

Step 1: Click into the ‘Immunisation’ link for your client.

Step 2: Click on ‘Administer Dose’ button from within the Immunisation Link ONLY for dose 2.


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Step 3: Perform the dose 2 ‘medical eligibility’ assessment by clicking ‘next’ as a medical eligibility assessment is required for each dose.

Step 4: Notice the Vaccine Schedule; and Dose 2 appears. Tick both boxes confirming you have reviewed consent

and eligibility, plus confirming that the client is happy to proceed with the vaccination.

For the 9g priority group aged 12-15, as per the updated ‘Administer Dose (schedule) screen for Dose 1, three new

mandatory fields and one optional field has been added to the ‘Administer Vaccine/Dose’ screen under the existing

checkboxes and above the “Refuse / Unable to Continue” toggle button (see below screen image), to ensure that the

following is recorded:


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1. [ ] The young person assents to receiving the vaccine (tick box) (mandatory)

2. Accompanying adult: __________ (free text) (mandatory)

3. Accompanying adult relationship to young person: __________ (free text) (mandatory)

4. Full Name of person who asked accompanying adult to bring in the young person: _________(free text)

(optional)

• This updated screen will ONLY show for clients aged <16 years old.

Step 5: Choose the vaccine type and diluent (if relevant for that vaccine). Note, the assets filter here for you based

on the ‘vaccination location’ you have chosen from the ‘HSE Today’ page.

Step 6: Confirm the anatomic site, date, and time, then click ‘next’.


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You are now ready to physically administer dose 2 of the vaccine.

Step 7: Click ‘finish’, then confirm by clicking into the ‘Vaccinations’ tab to view that dose 2 shows as completed.

Documents

Module 2: HSE COVID-19 Vaccination Management System ...Module 2 – Vaccination Management 1 Module 2: HSE COVID-19 Vaccination Management System (Covax) NEW Vaccinator Training Guide: