covid-19 feb. 5, 2021 1 · covid-19 21 provider portal: scheduling feb. 5, 2021 •providers will...
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COVID-19 1Feb. 5, 2021
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COVID-19 2
A new
solution for
COVID-19
vaccine
providers
and patients
Discover how you can free
up more time for patient
care and streamline the
vaccine administration
process.
Feb. 5, 2021
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COVID-19 3
Introduction
Feb. 5, 2021
Today, you will learn about the advantages of Ohio’s COVID-19 Vaccine
Management Solution and its many features, including:
Patient scheduling and
registration.
Clinic management.
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COVID-19 4
Goals of Ohio’s Vaccine Management Solution
Feb. 5, 2021
Vaccines are our best defense against COVID-19, and it is imperative that we ensure all Ohioans
have an opportunity to receive vaccine as it becomes available.
To help prevent scheduling challenges for both patients and providers, the Ohio Department of
Health is offering a new vaccine management tool.
It is a one-stop shop for patients beginning the vaccination process to determine eligibility,
schedule appointments, submit health information, and receive updates and reminders.
It also allows providers to interact with patients and schedule appointments.
The primary objective is to remove the burden from vaccine providers
to allow staff to focus on vaccine administration.
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COVID-19 5
Key benefits for vaccine providers
Feb. 5, 2021
Ohio VMS is a state-supported
solution at no cost to vaccine providers.
This solution offers vaccine providers a consistent approach
for scheduling vaccinations.
Ohio VMS offers more visibility to the public around how
to get their vaccinations.
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COVID-19 6
The VMS tool allows patients to easily
determine if they are eligible for vaccine.
Feb. 5, 2021
“When can I get
the vaccine?”
If Ohioans are not aware of the current
populations eligible for the vaccine, they can find out using this tool.
If they are ineligible, they can sign up to receive
email and/or text updates about Ohio’s
phases.
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COVID-19 7
The VMS tool allows patients to easily
find available vaccine, schedule
appointments, and access care.
Feb. 5, 2021
Eligible Ohioans looking for a provider
for their first dose can use the tool to find providers that
have vaccine available and schedule an appointment.
Patients can use the tool to receive
updates about the second dose.
Patients can use the tool to provide
important screening and adverse reaction
information to the provider.
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COVID-19 8
The VMS tool allows providers to keep
track of vaccine and inform the public
about availability.
Feb. 5, 2021
Providers can enter information to help track
vaccine doses and ensure patients receive
booster shots.
Providers can enter information about
vaccine and appointment availability,
and the tool provides the information to the public and handles
scheduling. This means fewer phone calls, so
staff can concentrate on delivering vaccine.
The tool gives providers access to
pre-appointment health information, when
available. Providers can also record
post-appointment details about adverse reactions, if needed.
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COVID-19 9
Preview: Ohio Vaccine Management Solution
Feb. 5, 2021
• Here is a sneak
preview of the user
experience with Ohio
VMS.
• Ohio residents arrive at
this landing page and
are prompted to
respond to questions to
determine current
vaccine eligibility.
• Language translation
support is provided.
gettheshot.coronavirus.ohio.gov
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COVID-19 10
Ohio VMS questionnaire
Feb. 5, 2021
• Ohioans will be asked to
answer questions that will
determine if they are
currently eligible to receive
the COVID-19 vaccine.
• At the end of the
questionnaire, residents
will attest that the
information they are
providing is accurate and
give consent to use their
information.
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COVID-19 11
Ohio VMS location search
Feb. 5, 2021
• Ohioans who are currently
eligible to receive the vaccine
are immediately prompted to
find a vaccination location
near them.
• Provider locations with
vaccine availability are
displayed for the resident.
• Providers who are not using
the VMS for appointment
scheduling can be displayed
as well with links to their
registration systems.
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COVID-19 12
Making an appointment
Feb. 5, 2021
• Available appointment
times are presented to
patients for booking.
• Providers establish their
availability for
appointments in VMS.
• The selected time is
confirmed for the resident;
they can also go back to
change the date, time, or
location, if required.
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COVID-19 13
Patient data collection
Feb. 5, 2021
• Eligible residents provide
contact information that will
be used to register their
Patient Portal account.
• The email and/or mobile
phone number will be used
to share information with
the resident, including
booking confirmations,
appointment reminders,
etc.
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COVID-19 14
Insurance and security
Feb. 5, 2021
• Health insurance
information can optionally
be entered to share with
the vaccine provider
through a secure process
that requires entering a
security code.
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COVID-19 15
Booking confirmation
Feb. 5, 2021
• The resident receives a confirmation
message that can be printed for
future reference.
• Residents who provided an email
will receive an appointment booking
confirmation email.
• Residents who provided a mobile
phone number will receive an
SMS/text confirmation.
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COVID-19 16
Optional Patient Portal
Feb. 5, 2021
• Residents who provided an
email will also receive an
invitation to set up their
Patient Portal account.
• The email routes them to the
Change Your Password page,
where they will establish a
password for their account.
• Residents are assigned a
User ID for their Patient Portal
account.
• Use of the Patient Portal is
optional.
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COVID-19 17
Patient Portal features
Feb. 5, 2021
• Reference materials about the
COVID-19 vaccine.
• Using My Dashboard, a
resident can:
• View their appointment
schedule and vaccination
progress.
• Cancel appointments.
• Launch the eligibility
screening tool.
• Obtain additional information
about the COVID-19
vaccine.
• View their vaccine
appointment history.
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COVID-19 18
View questionnaire, get reminders, cancel
Feb. 5, 2021
• The information a patient
provided during the eligibility
screening progress is
displayed on the Enrollment
Questionnaire.
• Patients will receive a
reminder message.
• Patients can cancel
appointments from within the
Patient Portal.
• Patients receive a
confirmation of an
appointment cancellation.
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COVID-19 19
Subscribe for updates on eligibility
Feb. 5, 2021
• Patients screened as not
currently eligible for the
COVID-19 vaccine are
given the opportunity to
subscribe to updates from
ODH about the vaccine
and potential future
eligibility.
• They will be asked to
provide information used
to assess their future
eligibility, including age,
residential ZIP code,
occupation, etc.
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COVID-19 20
Provider Portal features
Feb. 5, 2021
• Each vaccine provider user will
be assigned a User ID for VMS
access.
• This is the login page providers
will use to log in to the VMS
with their assigned User ID.
• The Provider Portal home
page lists the upcoming
vaccination appointments for
the day.
• When a patient arrives for their
appointment, a provider can
access the appointment from
this screen.
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COVID-19 21
Provider Portal: Scheduling
Feb. 5, 2021
• Providers will set up
vaccine appointment
availability in VMS. This
controls the appointments
that are made available to
Ohioans to select in the
public-facing eligibility and
booking tool.
• Each location can define its
desired appointment length,
the number of available
slots to be offered for a
given period, and start and
end time for appointments.
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COVID-19 22
Provider Portal: Appointment details
Feb. 5, 2021
• Upon accessing an appointment
record, the system will guide
staff through a short series of
questions to be answered before
administering the vaccine. On
this page, the patient’s provided
medical history is displayed.
• Patients can complete a health
screening in the system up to 24
hours before their appointment.
• If the patient did not complete
the questionnaire in advance,
staff can complete it with the
patient during the appointment.
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COVID-19 23
Questions Next steps Contact us
Please drop your
questions in the
chat, and we will
respond as soon as
possible.
TENTATIVE TIMELINE
• Feb. 8: VMS Provider Portal will open.
• Feb. 9-12: Providers can add schedule
availability data based on allocation received by
ODH.
• TBD: VMS Patient Portal launches.
HOW TO SIGN UP
Vaccine providers will receive an email inviting
them to sign up next week.
TRAINING
On-demand training resources will be available for
consumers and providers at coronavirus.ohio.gov
and ODH’s COVID-19 Vaccine Providers page.
Do you have
questions? • Contact our Provider
Call Center at:
1-844-9ODHVAX
(1-844-963-4829)
• Email us at:
Feb. 5, 2021