option 1: enrollment kit for flu vaccine
TRANSCRIPT
Option 1:Enrollment Kit for Flu Vaccine A resource kit for prospective and enrolling providers
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Table of Contents
This enrollment kit gives providers an overview of their journey as they join the My Turn Flu for clinic management. This package includes the following:
A. Flu Vaccine Provider Enrollment Overview
B. Enrollment Options
C. Provider Partner Roles
D. myCAvax & My Turn Roles
E. Resources
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Acronym Glossary
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CAIR2 California Immunization Registry FQHC Federally Qualified Health Centers
CDC Centers for Disease Control and
Prevention
IIS Immunization Information Systems
CDPH California Department of Public
Health
LHD Local Health Department
CEO Chief Executive Officer myCAvax California Vaccine Management
System
CHC Community Health Center RIDE Regional Immunization Data
Exchange (San Joaquin)
CMA California Medical Association SDIR San Diego Regional Immunization
Registry
CMO Chief Medical Officer VA Vaccine Administrator (My Turn user
role)
EZIZ California’s VFC Program e-learning
and resource website
Recommended option for
fastest onboarding process
Flu Vaccine Provider Enrollment Overview
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Overview: Schools and LHDs who plan to administer the COVID and flu vaccines are invited to join the California
Vaccination Program. Both COVID and flu vaccines may be administered concurrently per CDC guidelines. Upon
success registration into the vaccine program, providers will leverage My Turn, an application for clinic management,
dose accountability, state reporting, patient scheduling, vaccine documentation. The system has been expanded to
support flu vaccines, effective September 29, 2021.
Technology
Option 1: Partner with a registered
myCAvax provider to administer
COVID and/or flu vaccines
Without Provider Partnership
myCAvax enrollment is a pre-requisite to set up clinic(s) in My Turn, schools can choose to onboard onto My Turn
via a partnership with an existing myCAvax provider or self-enroll.
Option 2: Self-enroll in myCAvax
and My Turn to administer both
COVID and flu vaccines
Option 3: Continue existing
manual process to administer flu
vaccines only
myCAvax Considerations Types of Providers to Partner With*
Option 1 is the recommended path as this relieves the school of the
administrative burden of training a Clinic Manager to create their clinics in My
Turn. (Provider that school partners with needs to be on both myCAvax & My
Turn.)
School selects a Provider Partner from their community to register their location under
the provider’s organization account; process takes ~ 1 week
• Provider helps school apply for new myCAvax provider location (Section B only)
• Provider creates IIS ID for school location under parent account
• Provider serves as My Turn Clinic Manager role and orders/manages school’s
vaccine supply
• School retains responsibility for administering vaccines at the Vaccine Administrator
/ VA Assistant user level
• LHD (Local Health District; usually by county) –
Recommended partner type
• CHC (Community Health Center)
• FQHC (Federally Qualified Health Center)
• Local Hospitals & Health Systems
• Medical Group
• Pharmacy
School Partners with an LHD/Provider to provide Flu and/or COVID-19
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START
School chooses Provider
Partner
Partner Provider fills role of
Clinic Manager for School
Provider Partner creates IIS
ID under their Org AccountProvide Partner w/ Section B
Application information
Next Step
*Includes, but is not limited to, these provider types
Partnership Value Proposition
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What Schools Offer How Providers Benefit
Student Population in single place/time. School-based clinics support the Public Health Mission of
disease prevention.
Family relationship to connect with hard-to-reach and equity
populations.
They provide a bridge to hard-to-reach populations, through
the student and the requirement for consent/accompaniment
by parents or guardians.
Understood demand to streamline ordering, and clinic set up
and staffing requirements.
Clinics are set up in advance and with lead time to arrange
vaccine, staffing, and Administration.
Communication protocols, and outreach that can cut through
clutter – delivered through students.
Communications through established school protocols, email,
flyers, and forms to be completed.
Experience managing the student population both pre and
post vaccination including parent volunteers.
Schools provide crowd management for young patients in a
secure environment.
Logistics, Facilities, and Administrative support to providers
on school locations.
Schools know what has worked in facilities and crowd
management and can leverage that to ease planning, set up,
and entry/egress.
Registration and Onboarding Responsibilities
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School has decided to take Option 1 for onboarding
Work with LHD to find a suitable organization to partner with
Identify Vaccine Administrators in advance of partnership. These resources will serve the Vaccine Administrator/VA Assistant on My Turn
School provides the partner with all the necessary information to enroll with the Local Immunization Registry
Provider will work with Local Immunization Registry to obtain new IIS ID for the school
Provider will act as the Location Coordinator to submit the Section B application with information supplied by the school
Register school Provider Type as Health Center –Student and Location Will Administer as School (K-grade 12).
If running mobile clinics, only one location will be necessary
Provider will need to identify a Clinic Manager to run the schools’ flu clinics on My Turn (Provider CM may need training refresher for My Turn Flu functionality)
School will work with partner provider to ensure proper reporting of all administered doses in My Turn
If administering COVID-19 vaccines, the provider will order vaccines on the school’s behalf and manage all administrative and reporting tasks
START
School chooses Provider
Partner
Partner Provider fills role of
Clinic Manager for School
Provider Partner creates IIS
ID for the school under their
Org Account
Provide Partner w/ Section B
Application information
Next Step
School
Provider Partner
LE
GE
ND
The steps highlighted below are only for schools that select Option 1. For information
on the other options, please refer to the next slide.
COVID-19 & Flu
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My Turn is an application that allows Providers an all-in-one application for clinic management, dose
administration, dose reporting, and public or walk-in registration for vaccine clinics.
On September 29, 2021, My Turn functionality will be expanded to include flu clinics. For guidance
on how to onboard onto My Turn for COVID-19 and/or flu, see below for which resources to refer to.
General Enrollment Kit
Flu Enrollment Kit (This document)
General Enrollment Kit & Flu Enrollment Kit (This document)
COVID-19
Flu
COVID-19 & Flu
Provider Partner Roles
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myCAvax/My Turn Role Breakdown
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Partnership with
LHD/Provider
Organization
Coordinator
Location/Vaccine
Coordinator
Clinic Manager Vaccine Administrator
/ VA Assistant
● Set up clinics in My Turn or
submit forms to My Turn Clinic
Ops to build clinics
● Add vaccine inventory data to
clinics in My Turn
● Work with school to submit
information to IIS Registry
● Submit Section B application
on School’s behalf
● Submit vaccine order
requests
● Review My Turn training
materials
● Administer vaccines & records
patient data
My Turn
myCAvax
LE
GE
ND
School
Provider Partner
System Role: Task Owner:
myCAvax & My Turn Roles
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Location & Vaccine Coordinator
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**For schools that will vaccinate against COVID-19 and flu
On-site point of contact who enrolls the provider location in myCAvax and maintains daily
vaccine operations at the provider site
Estimated initial time commitment:
4-5 hours per site
Mandatory
Optional
Awareness
My Turn
myCAvax
LE
GE
ND
Other
* Also applies to schools choosing Option 1 that will
vaccinate against COVID
Training
Create initial account in myCAvax and complete required locations trainings in myCAvax & refer to Enrolling Provider Locations Job Aid
Complete myCAvax 101 training on provider enrollment
Section B
Complete CDC Provider Agreement in myCAvax for each location, including naming backup location coordinators
Complete Location Enrollment Application
Location Coordinator must complete e-signature
Add Users
Send Welcome Package to Clinic Manager; package provides overview, training schedule and expectations
Order Vaccines
Order COVID-19 vaccine by submitting Vaccine Order Request or Vaccine Marketplace Request
(EZIZ) Learning Resources
Required:
• MyCAvax 101 (1 hour)
• COVID-19 Vaccine Order Training (30
minutes)
• Vaccine Inventory (1 hour)
Recommended:
• What's New in myCAvax? (30 minutes)
Vaccine Finder
Report daily inventory for location to Vaccine Finder via the registration completed by the Organization Coordinator
Start
Receive email from CDPH to start myCAvaxonboarding journey
Read this document to set expectations
Review the Provider Enrollment Worksheet for requirement awareness
Location Coordinator
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Training
Create initial account in myCAvax and complete required locations trainings in myCAvax & refer to Enrolling Provider Locations Job Aid
Complete myCAvax 101 training on provider enrollment
Section B
Complete CDC Provider Agreement in myCAvax for each location, including naming backup location coordinators
Complete Location Enrollment Application
Location Coordinator must complete e-signature
(EZIZ) Learning Resources
Required:
• COVID-19 Vaccine Order Training (30
minutes)
• Vaccine Inventory (1 hour)
Recommended:
• MyCAvax 101 (1 hour)
• What's New in myCAvax? (30 minutes)
Start
Email sent from myCAvax that is triggered when Org. Coordinator invites Location Coordinator to complete Section B
Read this document to set expectations
Complete Section B of Provider Enrollment Worksheet
CDPH Approval
Location Coordinator will be emailed once the location application is approved by CDPH
Complete
**For schools that will only vaccinate against flu
On-site point of contact who enrolls the provider location in myCAvax in Section B and
maintains daily vaccine operations at the provider site.
Add Users
Send Welcome Package to Clinic Manager; package provides overview, training schedule and expectations
Mandatory
Optional
Awareness
My Turn
myCAvax
LE
GE
ND
Other
Clinic Manager
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Uses My Turn Clinic to create and manage clinics, add vaccine inventory and
supply, schedule hours of operation, add vaccine administrators, send SMS
notifications to patients, view aggregate data, and view and export reports.
* Partner will fill this role
Estimated initial time commitment:
6-8 hours
Required:
• My Turn Onboarding (30 min)
• Clinic Manager Training (2 hours)
Recommended:
• Other My Turn trainings
Mandatory
Optional
Awareness
My Turn
myCAvax
LE
GE
ND
Other
Start
Understand requirements and receive provider forms
Gauge understanding of requirements and process for form submission
Training
High overview user training My Turn and reporting capabilities
Submit Forms Confirm
Confirm readiness prior to clinic launch; Clinic Pod engagement
Pre-requisite: Forms submitted
Go Live Stay Updated
Receive communication regarding system enhancements
Attend any new trainings
(EZIZ) Learning Resources
Vaccine Administrator / VA Assistant
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Start
Complete My Turn Onboarding training
Understand general requirements
Gauge understanding of requirements
Training
Conduct knowledge reinforcement (All training materials can be found on the My Turn Clinic Knowledge Center)
Go Live Shots in Arms
NOTE:The Vaccine Admin Assistant cannot administer shots or view/edit vaccination details
Stay Updated
Receive communication regarding system enhancements
Uses My Turn Clinic to check in registered patients, add individual and bulk walk-in
appointments, reschedule, cancel, or bulk update appointments, and edit a patient’s
vaccine record
Estimated initial time commitment:
1-2 hours
(EZIZ) Learning Resources
Required:
• My Turn User Training (1 hour)
Recommended:
• My Turn Onboarding (30 min)
Mandatory
Optional
Awareness
My Turn
myCAvax
LE
GE
ND
Other
Resources
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Resources for Flu
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1. CDC Guidance for Flu Season
• Guidance and resource for yearly flu
2. EZIZ Flu Resources
3. myCAvax/My Turn
• Home page for myCAvax/My Turn updates
Partner Provider
1. CDC Guidance for Yearly Flu
• Guidance and resource center for yearly flu
2. EZIZ Flu Resources
3. Immunization Registry
• CAIR (Most counties)
• Healthy Futures/RIDE (San Joaquin Region)
• SDIR (San Diego County)
4. myCAvax Enrollment
• Steps to enroll into myCAvax
5. VaccineFinder
• Find facilities that administer vaccinations
6. ShotsforSchool
• School toolkit for other vaccine requirements and
reporting
School (Self Enrollment)
Recommended My Turn Clinic Options for Schools
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School issues unique code to parent/guardian to register student on My Turn
Benefits:
-Allows families to easily find the school’s clinic on My Turn and self-register their child in advance
-School staff can save time by having families pre-register student and quickly check-in student on clinic day
Considerations:
-Some families may lack computer access to register on My Turn but can call telephone hotline to register if lack of computer or smartphone; families can attempt in-person registration (availability may be limited)
School holds closed walk-in clinic and staff registers student
Benefits:
-Families do not need to register their student on My Turn
-School can pre-register all students in advance via an Excel spreadsheet
Considerations:
-May require staff additional time to register student on-site or before clinic day
QR Code
Walk-In Closed
Thank you!
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