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Module 3 – HSE CoVax – Operations Admin Training GuideUpdated: 27th April 2021

Table of Contents Manual 3A – Primary Health Care Facility vs. Vaccination Location and use of Dashboard

Reports (Vaccinator or Operations Admin) Manual 3B – Data Accuracy, Loading and Administration Manual 3C – Retrospectively Enter Data on Behalf of a Vaccinator Manual 3D – COVID-19 ID# and IHI Messages Manual 3E – Bar code Scanning – See New Separate Training Guide Manual 3F – Adding GP Information (Client or Operations Admin) Manual 3G – Rectify Duplicate Doses & Draft Records Manual 3H – Vaccination Status vs. Immunisation Status

3A – Primary Health Care Facility / Vaccination LocationIntroductionClarify how each field is populated and used.

Primary Health Care Facility (PHCF) is the work location of the Front-line Health Worker. It is populated when the person registers via the portal. If PHCF is incorrect or changes, you can edit it within the ‘details’ screen to ensure it reflects the accurate work location.

Vaccination Location is the place the vaccination occurred. o The Vaccination Location is automatically populated based on the location

chosen by the Vaccinator on the ‘Today’ tab. It can easily be changed if the vaccinator is performing vaccinations in a different location. We recommend all Vaccinators set their location based on where they will perform vaccinations.

o In most instances, the vaccination occurs at the place of work, therefore both Primary Health Care Facility and Vaccination Location are the same.

o In the client’s record, the vaccination location details are shown by clicking into the “related” tab, then choose the Vaccination ID “IMMU-XXX”, click “details”, the scroll down to the “Address” field.

1Module 3 – Vaccination Administration

How to manage scenarios when the Primary Health Care Facility and Vaccination Location differ:

Scenario 1: A person has moved from one PHCF to another. If prior to dose 1, update the PHCF field in the person’s record. The data for both PHCF and location will automatically populate when the vaccination occurs.

Scenario 2: A person works at PHCF location X, but was vaccinated at a different location for dose 1. The team is trying to find the person. The first step is always to use the dose 2 report of people to vaccinate which is organised by PHCF. In addition, a special dashboard has been created to enable you to find people by Vaccination Location. See the below ‘Dashboard’.

Scenario 3: Vaccination occurred offline, so an Ops Admin is entering the data from a backlog. Ensure PHCF location accurately represents the place of work. Enter the ‘location of vaccination’ in each person’s record by clicking into “related” tab, choose the Immunisation ID “Immu-XXX”, then scroll down to the “Address” window. Enter the vaccination location here.

Dashboards & Reports – Important! 1. PHCF vs. Vaccination Location:

a. Dashboard link Vaccination Course Recon - Operational Dashboard | Salesforceb. CONTEXT: This dashboard provides a report for dose 1 & dose 2 by vaccination location. Only if you

cannot find people on “Report 5 – Dose 2 worklist which represent PHCF”, then review this dashboard: Column 1: Displays the PHCF of which the Vaccination took place – representing the vaccination

location.


https://hsecovax.lightning.force.com/lightning/r/Dashboard/01Z09000000kk66EAA/view

Column 2: Displays the PHCF of which the person works at (as displayed in their person record) If you still cannot find the person, look earlier on the report where there are ‘blanks’ to see if the

person is there. If you still cannot find the person, search by the person’s name. Update their data so their PHCF

is updated. Ensure their immunisation records for each dose has their vaccination location (updated within the ‘address field’ within each immunisation record). This process is described above.

There’s a full reporting training guide which explains all reports and how they work. PLEASE DON’T APPLY ANY FILTERS OR SAVE ANY FILTERS TO REPORTS UNTIL

YOU’VE MADE YOUR OWN COPY IN YOUR OWN FOLDER.

2. WORKING ON REPORTS AND TIDYING UP: While we are building a more robust security and permissions model, it is our collective responsibility to keep the system tidy, especially around reporting. If an Ops Admin saves filters to master reports, it causes confusion by restructuring reports for others. WE ASK YOU TO DELETE ANY UNNECESSARY REPORTS, AND USE YOUR OWN PRIVATE FOLDERS AS YOU NEED TO.

a. Everyone with reporting access should create your own folder by your name under private reports.b. Please move all your existing reports under your private folder.c. If you need to work on a master report, always create a copy to your private folder.

3B - Data Loading and AdministrationIntroductionThe process to be used for loading client records depends on the associated Healthcare Facility.

Hospital Client RecordsThe “Health Care Worker Portal” was used for front-line health care worker registrations up until early April. As of April 10th, the Health Care Worker portal is no longer accepting registrations. All public clients, including health care workers, will use the public portal for go-forward registrations.

Nursing/Care Home Client Records

Client records for Nursing Homes should be populated in the pre-defined templates below and sent to VOCC [email protected]

See row 3 (Population Instructions) of the templates for instruction on populating the templates.

For Care home Staff For Care home Residents

Create user profiles for Vaccinator or Ops Admin

To create new user profiles on the vaccination system, such as a “Vaccinator” or “Operations Administrator”. Complete the template below and send to VOCC [email protected]


mailto:[email protected]


Healthcare Facility LocationHealthcare facility (inclusive of Hospitals and Nursing Homes) information should be sent to VOCC [email protected] See row 3 of the template for instructions. The facility information should be populated in the pre-defined template below (“DLT_ServicePoint”) and sent to VOCC [email protected]

IT Equipment IssuesCall NSD: 0818 300300, IVR 1

3C – Retrospectively Enter Details on Behalf of a VaccinatorIntroductionOur preference is for each Vaccinator to update their own profile with their credentials. During the standard vaccination process (outlined above in Module 2), if the person who performs the vaccination in the system has their ‘Vaccinator PIN’ in their record, these fields will automatically update.

At times, there is a need for an Operations Administrator (Ops Admin) to retrospectively record the consent, eligibility, and vaccination details on behalf of a Vaccinator. For example, when a vaccination has been manually recorded on paper and a digital record needs to be created in the HSE Vaccination system.

There are two scenarios when this information will not auto populate:

(1) If the vaccinator PIN details are blank, the Ops Admin needs to manually update this field(2) If the vaccination was performed and data captured offline, then the Ops Admin needs to

manually update this field

Here’s the steps to manually enter this information on the record of people who have been vaccinated.




Step 1: Navigate to the ‘Client’ Person Account screen. Click on the ‘Vaccinations’ tab. In the window showing the Immunisation records, Select the Pfizer Vaccine with a status of Completed by clicking on the link “Immu-XXXXX”.

Step 2: Navigate to the Details section within the Immunisation record.

Step 3: Scroll down to the Vaccination Audit section to:

Record the Vaccinator Name Record the Vaccinator Professional Number Type. Values: "NMBI, MCRN, PSI". Record the professional ID “Vaccinator PIN” in the Professional Number Value field Save the EHR Immunisation record.


NOTE: When an Ops Admin is recording a backlog vaccination on behalf of a Vaccinator, they may need to select vaccines that have expired. Find the title of the vaccine with the expired date (in the below example, you see the vaccine is from 17 December 2020).

3D – COVID-19 ID and IHI# NumberAn Individual Health Identifier (IHI) Number is a unique health identifier for every Irish citizen. The IHI is a number that uniquely and safely identifies each person and acts as a secure key to their vaccine record.

The personal information that is mandatory to have for each person is:

First Name, Last Name Date of Birth, Gender PPSN Mother’s Maiden Name Eircode

It is important to have the person’s PPSN, Mother’s Maiden Name and Eircode as a minimum dataset in order to accurately and safely link individuals with their IHI. We require all three items where possible.

When you update these items in the HSE CoVax system, this will allow us to find the unique Individual Health Number from the National Register of Individual Health Identifiers. The IHI will be used to uniquely identify each person for vaccination purposes.

To clarify, the lack of this data will not prevent the vaccination from happening. But it’s important information to update for the accuracy of data recording for each person, especially in scheduling their second dose.

Disclaimer: In the event that your PPSN does match your IHI (Individual Health Identifier), we may need to share your personal data (PPSN as supplied, your Name and DOB) with the DEASP (Department of Employment Affairs and Social Protection) who can help us to check your identity. We will not share your personal data with DEASP for any other purpose.

Here’s the steps to take to confirm the status of the IHI for the person’s IHI.

Step 1: Look at the ‘person record’ on the ‘details’ tab to see if an IHI# exists on the record and the message displays as ‘IHI Validation Confirmed’. If yes, then no further action is needed.


Step 2: If the IHI# message at the top of the screen displays as ‘IHI Validation Error, then follow the next steps to fix the error.

Step 3: Select the drop down ‘arrow’, then choose ‘Revalidate IHI Number’.

Step 4: When this ‘Revalidate IHI Number’ screen appears, you’ll notice the toggle button is grey.


Step 5: Click on the ‘toggle button’ to move it to blue, which triggers the missing fields to display so you can enter the data. The personal information that is required is PPSN, Mother’s Maiden Name, and/or Eircode to enable the IHI validation linkage to occur. Click ‘next’ to finish.

3E – Barcode ScanningPlease see the new specific training guide dedicated to bar code scanning.

3F - Add a General PractitionerIntroductionThe purpose is to ensure each person has a GP associated with their account.

Steps to Add a GPStep 1: When you see this error message on the person account screen, click on ‘Add GP’ using the down arrow on the right-hand upper side of the screen.

Step 2: When this window appears, complete only one field in the search. Choose ‘Find GP’ which will prompt information to appear. Choose the circle to the left of the GP you’d like to choose, then hit ‘submit’.


Step 3: You will see a confirmation message.

3G – Rectify Duplicate Doses & Draft RecordsOnly update the status of immunisation records if you are absolutely certain that these records has been created in error or need to be amended. These changes should be made at the point of care where possible. There is a team of Data Quality champions that identifying and updating these records centrally on a regular basis.

DuplicatesIf you are changing records, ensure you are on the correct person record by confirming DOB and PPSN#.

Step 1: Select the “Vaccinations” tab. Click into ‘view all’.

Step 2: Select the drop-down menu on the right-hand side of the incorrect record.


Step 3: Select ‘Edit’.

Step 4: Select the drop-down from the status field.

Step 5: Select the correct option for the required records. Once you have updated the records it will look similar to the following (dependant on number of records updated).

Note: Incorrect dates can be recorded if the vaccination was recorded using the incorrect workflow. If you are changing the date on the completed record – please note that the planned date for Dose 2 does not automatically update and will need to be changed manually to align with the vaccine schedule that the person has been assigned.

Draft RecordsIf a user creates incorrect draft records at point of care, there are 2 actions they can take to correct the records.


1. If the draft records were created in error, the person has a complete set of immunisations and are certain these drafts should not be on the record, the records can be changed to “Entered In Error”.

2. If the vaccinator has not completed the vaccination flow correctly but immunisations have been administered, draft records can be updated from “Draft” to “Completed” by choosing the ‘down arrow’ and clicking on ‘edit.


3H – Vaccination Status vs. Immunisation StatusThere are two important statuses on records - “Vaccination Status” and “Immunisation Status” these terms should not be confused. This section gives a breakdown of what each of these fields represent.

Vaccination Status - describes the stage of vaccination process the person is at. This is found on the ‘Details’ tab of the client record.

Immunisation Status – describes the status of each individual immunisation (or Dose). This can be found in the immunisation pane on the ‘Related’ tab of the client record.

The Vaccination Status updates as the client progresses through the vaccination process and receives the immunisations.

Vaccination StatusThe Vaccination Status is available on the “Details” tab. It can be seen on the information bar at the top of the screen.

It can also be seen in the “Consent” pane or the “Details” tab.

The table below gives a description all Vaccination Statuses.

Status Description

-None- (Blank) Client is registered on the system but has not completed the consent and medical eligibility forms or received any vaccinations.

Consented Completed Consent form and has given consent to receive the vaccine.

Eligible Completed Medical eligibility form and is eligible to receive the vaccine.

Course Started Has received Dose 1.

Course Completed Has received Dose 1 and Dose 2.

Consent Refused Completed Consent form and has as NOT given consent to receive the vaccine.


Not EligibleCompleted Medical eligibility form is NOT eligible to receive the vaccine.

A client can also have a status of “Not Eligible” they have been be advised by the Doctor that they should not receive the vaccine.

Not In Best Interest Consent has NOT been given on behalf of the client.

In Best Interest Consent has been given on behalf of the client. When client is not in a position to give consent for themselves.

Not Given: Follow Up

Completed consent and eligibility forms but has not received vaccine this time. The reason would be captured within the ‘Refusal Pane’ on the “Details Tab” with one of the following reasons. Follow up with the client IS required.

Not Given: No Follow Up

Client completed consent and eligibility forms but has not been administered the vaccine. The reason would be captured within the “Administer Vaccine” workflow from one of the following reasons. Follow up with the client is NOT REQUIRED.

Immunisation StatusThe Immunisation Status is available on the “Related” tab against each of the immunisations.

The table below gives a description of all Immunisation Statuses.

Status Description

-None- There are no immunisation records.


Draft Vaccinator has started vaccination workflow but exit the flow before administering the vaccine. Draft immunisations can be selected from the related tab and administered at a later date.

Not Done Immunisation is scheduled (only relevant for Dose 2).

Entered in error Immunisation was entered in error.

Completed Vaccine has been administered.

The table below shows shows the happy path relationship between both statues.

If a client has vaccination and immunisation statuses that do not align to the below, it is likely there is an error on the record or that a vaccine have been administered outside of the recommended workflow.


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