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COVID-19 Vaccine

Checklist & Guidance for Vaccination Partners


Introduction and contact information

Dear Colleagues,

For locations conducting onsite vaccinations, the Los Angeles County Department of Public Health (LACDPH) has developed a list of planning and training steps in preparation for the delivery of COVID-19 vaccine. This guidance checklist will prepare you to implement the required steps to providing the vaccine safely and efficiently to individuals.

We greatly appreciate your partnership in this critical effort.

If you have any questions or concerns, please contact the Vaccine Preventable Disease Control Program at LACIPInfo@ph.lacounty.gov or join our office hours.

  • LAC DPH Office Hours: Mondays 9 am to 10 am Join via Microsoft Teams or call +1 323-776-6996,,880326681# , phone conference ID: 880 326 681#
  • CPDH Office Hours: Fridays 9-10 am. Join via WebEx or call Toll: +1-415-655-0001 Access code: 145 305 3168 Session password: Immunize2021!

Sincerely,

COVID-19 Vaccine Provider Outreach Team
Los Angeles County Department of Public Health

General Education & Resources

All staff designated to participate in the administration of COVID-19 vaccine should gain an understanding of the storage, handling, counseling, and other practices specific to COVID-19 vaccine and immunization. Please view the following training guidance and resources.

COVID-19 Vaccination New Provider Readiness: Checklist New
  • This is a quick and comprehensive resource for new COVID-19 Vaccine providers.
COVID-19 Vaccine New Provider Onboarding Steps New
Webinar: Navigating the COVID-19 Approval Process in LA County: Tips and Tricks (New 8.25.21)

Quick Reference Guide for Healthcare Professionals 

The quick reference guide on the CDC website provides basic information on the proper storage, preparation, and administration of all three vaccines. It includes everything you need to know about proper storage and handling and compares the requirements for all three vaccines in an easy to read, side-by-side format. COVID-19 Vaccine: Quick Reference Guide for Healthcare Professionals (cdc.gov).

Centers for Disease Control and Prevention (CDC)

General Information:

Vaccine Manufacturers

Vaccine Training Modules with CE:

FAQs and Answering patients’ questions about COVID-19 vaccine:

  • Engaging in Effective Vaccine Conversations webpage
  • Tips and sample scripts of how to answer likely questions webpage
  • Common Questions People May Ask Healthcare Professionals 2 page handout
  • Patient FAQs
California Department of Public Health (CDPH)
California Medical Association (CMA)
Los Angeles County Department of Public Health (LAC DPH)
  • Promoting Vaccine Confidence checklist: is to help vaccine providers increase the probability of vaccine acceptance. Provides best practices and sample scripts.
  • After you get a vaccine webpage: includes topics for patients such as common side effects, allergic reactions, what you can do after you are fully vaccinated, and vaccination records.
Reporting Systems

Enrollment in myCAvax and the State Immunization Information System (IIS) or California Immunization Registry (CAIR) is a condition of participation in the state’s COVID-19 vaccine programs. In addition, Vaccination Partners administering COVID-19 vaccine will be required to document COVID-19 vaccines in MyTurn; or EHR interface with CAIR may be used in the interim during transition to MyTurn.

CDPH Reporting Requirement Overview

Enroll in CAIR

Those who require CAIR enrollment, visit: http://cairweb.org/enroll-now/.

  • Some Vaccination Partners may already be enrolled in CAIR; organizations that are uncertain of their enrollment status should contact their Local CAIR Representative or the CAIR Help Desk, both of which are noted on the CAIR enrollment webpage.
  • Instructions for enrolling in CAIR;
    • It is important to follow the instructions to prevent substantial delays in CAIR access approval. If your facility/site accidentally submitted an application for regular CAIR access or if you requested CAIR user accounts, please follow up with your Local CAIR Representative to indicate your plans to use MyTurn.
    • If your myCAvax registration is pending, please check your storage and temperature device. If this is a barrier to your registration, there are many relatively inexpensive options you can purchase for quick delivery. You can then update the details in your registration.
Enroll in MyCAvax

Before enrolling in myCAvax, complete the Provider Enrollment Worksheet. Upon completion of the form your organization will receive an invitation code. This code can be shared with multiple locations within the organization. Once submitted through myCAvax your organization and corresponding sites registered will receive an email confirming request to enroll. If you do not receive an email, contact the COVID Call Center at covidcallcenter@cdph.ca.gov or call (833) 502-1245 Monday through Friday from 9 AM to 5 PM. Further instructions can be accessed at the links directly below:

Enroll in MyTurn

My Turn allows provider the opportunity to have an all-in-one-application from clinic management, dose accountability and reporting, scheduling and walk-in registration for vaccine clinics. Reference materials are available on the EZIZ MyTurn Website

MyTurn FAQs
    • MyTurn is a web-based application/system for scheduling and managing COVID-19 vaccine sites. The operating platform is SalesForce and the developers/builders of the system are the company, Accenture.
    • MyTurn has two components:
      • MyTurn-Public allows the public to determine eligibility for vaccine, receive notifications when eligibility status changes, and schedule vaccination appointments.
      • MyTurn-Clinic allows providers to manage inventory, hold vaccine administration clinics, and capture vaccine recipient information.
    • MyTurn replaces the PrepMod system in Los Angeles County.
    • This postcard provides a high-level summary of MyTurn current and upcoming capabilities
    • MyTurn uploads data into CAIR.
    • A bi-directional interface between MyTurn and myCAvax is planned. Until this interface is in place, providers must continue entering data into myCAvax.
    • MyTurn does not interface with VaccineFinder or VAERS. Providers must continue to report to these systems.
    • MyTurn is built on a SalesForce platform, with scalability for increasing vaccine volumes.
    • MyTurn Clinic is on the same platform as MyCAvax. MyTurn Clinic, however, is a separate clinic system with separate access.
    • There is one MyTurn instance for the State.
    • The best browser for using MyTurn is Chrome. MyTurn also is compatible with Edge and Safari. MyTurn is less stable on Internet Explorer.
    • MyTurn is supported by a dedicated Accenture team, allowing for rapid enhancement. Currently, enhancements are being released every 2-3 days.
    • MyTurn has been deployed for public vaccination sites. MyTurn for private vaccination sites became available the week of February 22nd.
    • While it has not set a date by which providers need to adopt MyTurn, the State is encouraging providers to transition as quickly as feasible.
    • The State is recommending that, if possible, providers make a clean break between systems:
      • Finish first dose and second dose for patients registered in PrepMod.
      • Set up first and second doses for new patients in MyTurn.
    • To prepare for MyTurn, it is recommended that providers initiate the onboarding process 1-2 weeks before the last clinic date in PrepMod or first planned clinic date in MyTurn.
    • SNFs will use MyTurn for new staff and admits.
    • The State will perform a one-time load of PrepMod history into MyTurn but it will not be at the provider level before a provider onboards to MyTurn.
    • Providers currently are not being given access to the staging environment.
    • Training videos are available on this site
    • Typically, onboarding requires 7-10 days before the first planned clinic on MyTurn.
    • Some providers will be onboarded by the State/Third Party Administrator and some providers will be onboarded with the support of LAC DPH.

    Not currently. The State is assessing how to address.

    • Appointments can be set up for any future period.
    • MyTurn does not apply algorithms to set up the appointment schedule. To allow providers to have flexibility, the appointment parameters are set manually.
    • MyTurn has a separate workflow for Walk-Ins.
    • Public and private/targeted clinic appointments will be released to MyTurn.Ca.gov
      • Private/targeted clinic appointments will have a passcode that can be given by the organization to the targeted groups and can be used by these individuals to access these specific clinics on the website
        • The organization can create a single or multiple codes per clinic or Accenture will assign the code. The code can be up to 64 characters in length with no spaces and should not be case-sensitive. Special characters can be used.
        • By early March, codes will be assigned to a single individual in the targeted group, thereby only allowing one code to be submitted once.

    Not currently. This feature will be available in the future.

    Continuing efforts to support assessment of equity include:

    • Capture of patient demographics.
    • Negotiation with State on standard definitions, in line with CDC and CAIR guidance.
    • Addition of fields for homelessness.
    Receiving & Transporting Vaccine

    Identify a designated vaccine storage site and appropriate temperature monitoring unit.

    Create protocol to monitor storage unit temperatures twice a day and create a log to document AM and PM temperatures.

    Steps for Receiving Vaccine

    Other key resources/information:

    VaccineFInder: Enter vaccine inventory in VaccineFinder.

    Vaccine Administration Preparation

    Planning Guidances

    Expiration Dates and COVID-19 vaccines

    The expiration date should be checked prior to preparing or administering vaccine. Expired vaccine or diluent should NEVER be used. As additional stability data become available, the expiration dates for some products may change. Follow the instructions below to determine the expiration date.

    Create a schedule for vaccination

    Develop standing orders/standardized procedures for vaccine administration.

    Develop or use internal procedures to obtain assent or consent

    Every recipient must receive an EUA fact sheet of the vaccine being administered (Fact sheets are available in 20 languages at these links: Pfizer, Moderna, and Janssen) Persons 18 and older receiving any of the three the vaccine must assent to vaccination. Youth ages 12 through 17 receiving Pfizer vaccine must have consent from their parent or guardian.

    Create procedure to document declinations

    Separate and store PPE and vaccine administration supplies
    Ensure additional vaccine administration supplies are available: PPE, sharps containers, alcohol wipes, cotton balls, and additional safety syringes.

    Plan for adverse reactions

    Ensure emergency cart supplies are sufficient for treating adverse reactions. (i.e. Benadryl, Epinephrine)

    Familiarize staff with the VAERS reporting system and reportable events.

    Identify fixed site(s) within your facility to administer vaccine

    Identify team compositions

    • Field Operations Guide (FOG) (pending)

    Review best practices for immunizations with staff and train staff in advance or use just in time training.

    Review skills Checklist for Vaccine Administration

    Ensure staff are appropriately trained to identify age – appropriate anatomical sites for intramuscular (IM) injections.

    Ensure staff is using proper hand hygiene - e.g. wash hands for 20 seconds before administering vaccines, change gloves between patients, and anytime they become soiled. (See CDC hand hygiene recommendations)

    Begin engaging and provide COVID-19 vaccine resources for staff and residents

    • Frequently Asked Questions LAC DPH
    • Talking to Patients About COVID – 19 Vaccines CDC
    • Encourage patients to register for the CDC’s V-Safe (see below)

    Develop system to generate reminders to administer second dose at the designated interval.

    Create a process to reconcile vaccination with your facility’s MAR.

    Vaccine Administration

    Who can give the vaccine?

    • See list of qualified persons covered to administer COVID-19 vaccines under the PREP Act Declaration and its amendments

    Confirm recipient eligibility

    Confirm registration

    Verify contraindications and precautions to vaccination.

    Ensure staff administering vaccine are following the Seven (7) Rights of vaccine administration:

    • Right patient
    • Right time
    • Right medication
    • Right dose
    • Right route and technique
    • Right site
    • Right documentation

    See RTI VanishPoint videos for 1mL low deadspace safety syringe, Low Dead Volume (LDV) Syringes and/or Needles and 3mL syringe

    Reporting

    • Report all administration errors per facility protocol and take corrective action immediately. Report vaccine errors to the Vaccine Error Reporting Program (VERP)
    • Report any adverse reactions to VAERS and document per your facilities protocol.
    • Report any needlestick injuries per facility protocol and refer for medical treatment and evaluation if needed.
    • Encourage patients to enroll in v-safe, which provides personalized health check–ins for side effects in patients who’ve been vaccinated. The program is available in English, Korean, Simplified Chinese, Spanish and Vietnamese. V-Safe Resources and Flyer. Key Messages for V-Safe.
    Dispose of used needles and syringes in sharps containers immediately after vaccination
    • See Liaison Information Report Improperly Discarded COVID-19 Vaccines Could Be Exploited to Commit Fraud

    Document vaccines administered in MyTurn and update Vaccine Finder and CAIR

    Post-Vaccination

    Provide Patient with Documentation of Vaccination

    Monitor vaccine recipients for the recommend duration after vaccination for adverse reactions

    Reconcile vaccination records with your facility’s MAR and begin 2nd dose administration planning

    Additional Resources

    CDPH COVID Vaccine Management: Plan

    CalVax Grant Information (CDPH and CMA) New
    • The CalVax Grant is a new program administered by Physicians for a Healthy California that will offer grant funding, one-on-one myCAvax support and vaccine administration resources for physician practices. Individual practices may receive up to $55,000 to support vaccination efforts. Practices must complete section A of the myCAVax application process to be eligible.
    • The CalVax Grant application cycle runs July 12 through August 13, 2021.











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