Vaccine Guidebook

INTRODUCTION

• Purpose of Guidebook 
   
  • Need to Know Info & Actions
  • Status & Background Info 
     
    • Pfizer & Moderna — Phase III Trial Resu
    • Projected Vaccine Availability
    • COVID-19 Vaccination Phases
    • CHA’s Six Principles
    • National Acadltsemy of Medicine Framework for Equitable Vaccination

PEOPLE

Part 1

• Health Ministry Vaccination Task Force V2 (1/20/21)
  • Vaccine Huddles (3/2/21)
  • Reporting Relationships & Roles
  • Vaccine Clinic Staffing Guidance (1/27/21)
  • Vaccinator Training — Note: Refer to your local/state requirements
    • Sample Immunization Protocol - Anaphylaxis (4/27/22)
    • Vaccination Clinics Clinical Competency Skills Checklist (4/27/22)
    • Side Effect Management (4/27/22)
    • Anaphylaxis Education (5/13/21)

Part 2

• Colleague Vaccinations (4/12/21) 
   
  • Key Points
  • Voluntary Reporting
  • Supervisor Guidance for Vaccinated Colleagues who Screen Positive for Symptoms (4/12/21)
  • COVID-19 Screening Guide Colleagues Received COVID-19 Vax (4/12/21)
  • COVID-19 Vaccine - Common Side Effects (12/23/20)

PROCESS

Part 1

• Registration, Consent & Acknowledgment Form V15 (7/20/22)
• Registration, Consent & Acknowledgment Form V6 - SPANISH (7/20/22)
• Registration, Consent & Acknowledgment Form - Johnson & Johnson V3 - SPANISH (6/1/22)
• Registration, Consent & Acknowledgment Form - Johnson & Johnson V3 (5/18/22)
• How to Complete the COVID-19 Vaccination Record Card (12/16/21)
• Acknowledgment Form - Inpatient Setting V2 (11/2/21)
• TogetherCare - Adding Patient COVID-19 Immunization Status to My Lists (7/15/21)
• Provider State Registration as a COVID-19 Vaccinator (5/20/21)
• Script for Vaccine Clinic Screeners and Greeters V12 (4/28/21)
• Script for Delay in Mammograms and Lung Cancer Screening After COVID-19 Vaccine (2/8/21)
• Acute Care Inpatient Vaccination Prior to Discharge Guidance (1/29/21)
• Script for Inpatient Vaccination Prior to Discharge (1/29/21)
• Acute Inpatient Vaccination Before Discharge Workflow (1/29/21)
• Guidance for Vaccination Site Hours of Operation V2 (1/27/21)
• Patient Vaccine Eligibility EHR Notifications (1/7/21)
• Scheduling Patients — Refer to state requirements as scheduling will vary from state-to-state
• Vaccine 2nd Dose Reminder Email (12/23/20)

Part 2

• Patient Workflows V10 (5/9/22)
  • 1a Step 1 Pre-work
  • 1a Step 2 Indoor Vaccine Clinic
  • 1a Step 2 Outdoor Vaccine Clinic
  • Informatics
• Home Care and Hospice Workflows V1 (5/26/21)
• Vaccine Registration & Informatics Workflows V2 (12/11/20)
  • 1^st Dose Scheduling
  • 3^rd Party Scheduling System
  • 1^st Dose Registration
  • Manual Drive Up Registration
  • 1^st Dose Documentation
  • 2^nd Dose Scheduling
  • 2^nd Dose Registration
  • 2^nd Dose Documentation

Part 3

• Vaccine Information
  • CDC Information about the Pfizer-BioNTech COVID-19 Vaccine (1/4/21)
  • CDC Information about the Moderna COVID-19 Vaccine (1/4/21)
  • CDC Algorithm Triage of Persons Presenting for mRNA COVID-19 Vaccine (12/30/20)
  • CDC What to Expect after Getting a COVID-19 Vaccine
• CDC V-Safe Information
  • CDC V-Safe Information Sheet (12/13/20)
  • CDC V-Safe Poster (12/13/20)
•  FDA EUA Pfizer-BioNTech Vaccination Fact Sheets
  • Pfizer COVID-19 Vaccine Fact Sheets (1/5/23) UPDATED
  • Pfizer-BioNTech COVID-19 Vaccine EUA Letter of Authorization (3/31/22)
  • Pfizer-BioNTech COVID-19 Vaccine EUA Amendment Letter (11/19/21)
  • Pfizer-BioNTech COVID-19 Vaccine FAQs (10/20/21)
  • Pfizer-BioNTech COVID-19 Vaccine Multi-Language Translations of Fact Sheet for Recipients and Caregivers (09/22/21)
• FDA EUA Moderna Vaccination Fact Sheets
  • Moderna COVID-19 Vaccine Fact Sheets (9/1/22)
  • Moderna COVID-19 Vaccine Wall Chart for Healthcare Providers (6/17/22)
  • Moderna COVID-19 Vaccine EUA Letter of Authorization (3/31/22)
  • Moderna COVID-19 Vaccine EUA Amendment Letter (8/13/21)
  • Moderna COVID-19 Vaccine Frequently Asked Questions (8/13/21)
  • Moderna COVID-19 Vaccine Multi-Language Translations of Fact Sheet for Recipients and Caregivers (09/22/21)
• FDA EUA Janssen/Johnson & Johnson Vaccination Fact Sheets
  • Johnson & Johnson COVID-19 Vaccine EUA Fact Sheet for Recipients and Caregivers (1/12/22)
  • Johnson & Johnson COVID-19 Vaccine EUA Fact Sheet for Providers (1/12/22)
  • Johnson & Johnson COVID-19 Vaccine EUA Amendment Letter (12/15/21)
  • Johnson & Johnson COVID-19 Vaccine EUA Letter of Authorization (12/15/21)
  • Johnson & Johnson Multi-Language Translations of Fact Sheet for Recipients and Caregivers (8/27/21)
  • Johnson & Johnson COVID-19 Vaccine FAQs (3/1/21)
• FDA EUA Novavax Vaccination Fact Sheets
  • Novavax Fact Sheet for Healthcare Providers (9/21/22)
  • Novavax Fact Sheet for Recipients and Caregivers (9/21/22)
  • Novavax EUA Letter of Authorization (7/14/22)

Part 4

• Resources & Reference
  • Pfizer Vaccine Wall Chart (9/21/22)
  • COVID-19 Vaccine Administration Six Rights Safety Poster (9/21/22)
  • Moderna Vaccine Wall Chart (9/21/22)
  • COVID-19 Vaccination in Ambulatory Settings (5/9/22)
  • Member Data for Vaccine Planning and Outreach (1/3/22)
  • COVID-19 Vaccine Script/Talking Points for Primary Care and Ambulatory Clinics (12/9/21)
  • CDC Pfizer-BioNTech COVID-19 Vaccine Preparation and Administration Summary - 5 Through 11 Years of Age (11/23/21)
  • Health Ministry EDI Secure Email Contacts for Vaccine Outreach Data (9/29/21)
  • Vaccination in Emergency Department Settings (9/2/21)
  • FAQs for COVID-19 Vaccination in Emergency Department Settings (9/2/21)
  • Emergency Department COVID-19 Standard Vaccination Workflow (9/2/21)
  • Inpatient COVID-19 Standard Vaccination Workflow (9/2/21)
  • CDC Sharps Safety Brochure (1/29/21)
  • Ministry Population and Dose Estimates (1/21/21)
  • Capacity Calculator Education Meeting Recording (1/11/21)
  • Capacity Calculator Education Meeting Presentation (1/11/21)
  • Vaccine Capacity Calculator (1/8/21)
  • CDC ACIP Moderna Interim Recommendation Summary (12/20/20) 
  • CDC ACIP Pfizer-BioNTech EUA Recommendation Summary (12/13/20)
  • COVID-19 Registration for Vaccinations (12/11/20)
  • Trinity Health Revenue Excellence & Finance Info
    • COVID-19 Vaccine Product and Administration Codes (12/23/20)
    • COVID-19 Registration for Vaccinations (12/18/20)
    • Department Numbers and Costs for COVID-19 Vaccine (12/17/20)
  • CDC COVID-19 Vaccination Program Interim Playbook (10/29/20)

LOGISTICS

Part 1

• Vaccine Clinic Pharmacy Best Practices (1/29/21)
• Indoor Set-up Vaccination Guidance V3 (1/27/21)
• Drive-thru Vaccination Guidance V3 (1/26/21)
• CDC Checklist of Best Practices for Off-Site Vaccination Clinics
• TH Checklist for Vaccination Clinic Supplies V2 (12/17/20)
• Signage - Contact MarComm for Sizes/Printing (12/11/20)
  • Gloves Guidance Sign for Vaccine Supply Carts (1/22/21)
  • Disinfection Guidance Sign (1/15/21)
  • Anaphylaxis Identification & Management Sign (12/18/20)

Part 2

• Security Planning 
  • Security Plan
  • Security Plan Template

Part 3

• Storage & Handling SOP
  • TH Storage & Handling SOP & Vaccine Transport and Temperature Log (6/14/22)
  • Signage: Booster For Those 16 Years of Age and Older (4/6/22)
  • Signage: Primary Series For Those 12 Years of Age and Older (4/6/22)
  • Safe Preparation of COVID-19 Vaccines to Pediatric Patients (11/24/21)
  • Pediatric Vaccine Signage: Safe Administration of COVID-19 Vaccines to Children Ages 5-11 (11/24/21)
  • CDC Janssen COVID-19 Vaccine Storage and Handling Summary (3/4/21)
  • CDC Janssen COVID-19 Vaccine Storage and Handling Label (3/4/21)
  • CDC Moderna COVID-19 Vaccine Safety and Handling Summary (12/21/20)
  • CDC Moderna COVID-19 Vaccine Storage and Handling Label (12/21/20)
  • CDC Pfizer-BioNTECH COVID-19 Vaccine- Storage and Handling Summary (12/15/20)
  • CDC Pfizer-BioNTECH COVID-19 Vaccine Storage and Handling Label (12/15/20)
  • Health Trust Checklist for Vaccine Prep (10/29/20)
  • CDC Vaccine Storage & Handling Toolkit
  • CDC Handling Vaccine Temperature Excursion 
  • CDC Packing Vaccines for Transport During Emergencies   
• Products/Supplies
  • How to Use EpiPen (1/19/21)
  • Epinephrine Kit Dosing Directions (1/19/21)
  • Epinephrine Kit Label Template (1/19/21)
  • Dry Ice Gloves — Grainger Cryogen Safety
  • Dry Ice Goggles Product Spec — Regard
  • Dry Ice Supplier Information (12/16/20)
    • Digital Data Logger Information (12/16/20)
    • Dry Ice Safety Data Sheet
    • In Temp Instructions

TECHNOLOGY

Part 1

• EMR Guidance
  • InQuicker Appointment Scheduling (2/26/21)
  • CDC Vaccine Finder (2/26/21)
  • EMR and Ambulatory System Checklist (1/4/21)
  • HM EMR Tracking (12/22/20)
  • Note:  EMR training should be an abbreviated version of your EMR training for colleagues who will be using the EMR. Training should be focused and limited to specific roles supporting vaccine operations
  • Use the bulk access request process to expedite system access.

  • For questions, contact: 
     

    Name & Email	Role	Focus
    Andrew Cha	VP Health Informatics	Covid Vaccine Workgroup
    Roe O'Connell	Director Health Informatics	Covid Vaccine Workflows and EHR readiness
    April Murray	Health Informactics Specialists III	Meditech, Soarian, Ambulatory EHRs
    Mindy McClure	Health Informactics Specialists III	Cerner
    Karen Sharrerd	Health Informactics Specialists III	Epic
    Elizabeth Weaver	Health Informactics Specialists III	Athena, Allscripts, NexGen

Part 2

• Teams Shifts App for Vaccine Clinic Staffing Scheduling (2/11/21)
• Vaccine Reporting Platforms Guide (12/10/20)

APPENDICES

• CDC COVID-19 Vaccine Storage, Prep and Administration Quick Reference Guide (3/29/21)
• CDC Summary Document for Interim Clinical Considerations for Use of COVID-19 Vaccines (3/29/21)
• CDC Vaccine Administration Errors and Deviations (3/29/21)
• BD Elipse Needle Usage Instructions for Use (1/29/21)
• Cardinal Health Magellan Hypodermic Safety Needle Instructions for Use (1/29/21)
• VanishPoint Syringe Instructions for Use (1/29/21)
• CDC Sharps Safety Poster (1/29/21)
• Smiths Medical Hypodermic Needle-Pro Safety Device Instructions for Use (1/29/21)
• USP COVID-19 Vaccine Handling Toolkit: Operational Considerations for Healthcare Practitioners (1/29/21)
• Community Collaborative Mass Vaccination Clinic Guidance V2 (1/29/21)
• Community Collaborative Mass Vaccination Site Logistics Planning Tool (1/27/21)
• CDC COVID-19 Vaccine Redistribution Agreement
• CDC Vaccination Program Provider Agreement Exhibit A
• CDC Influenza Guidance Pandemic
• CDC Vaccine Implementation Healthcare System ASPR Patel & Fitter V21
• Healthtrust COVID-19 Vaccine Comparative Matrix
• Healthtrust Links for COVID-19 Vaccine
• Pfizer Vaccine Storage & Handling Administration