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Reporting LAHAN Alerts

COVID-19 Vaccine

Checklist & Guidance for Vaccination Partners


Introduction

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 DPH will also be providing “office hours” to answer any questions you may have.

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, handing and other practices specific to COVID-19 vaccine and immunization. Please view the following training and guidance.

Reporting Systems

Enrollment in 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 PrepMod.

CDPH Reporting Requirement Overview

Enroll in CAIR

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

  • Instructions for Enrolling in CAIR
  • 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.
    • Please see attached specific 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 PrepMod.
    • If your COVIDReadi registration is pending, please check your storage and temperature device If this is a barrier to your registration, there are many relatively inexpensive options available on shopping platforms that can be delivered quickly. You can update the details in your registration immediately before unit arrival
Enroll in CalVax

Current COVID CalVax Providers

If you are already a COVID vaccine provider, you will receive an email from CalVax (no-reply-calvax@cdph.ca.gov) prompting you to log in for the first time and change your password. You cannot access the system without this email. You must log in within seven days or your temporary password will expire.

If you did not receive an email, be sure to check your junk and spam folders or search your inbox for an email from no-reply-calvax@cdph.ca.gov. If you still have issues or miss the login window, email the COVID Call Center at covidcallcenter@cdph.ca.gov or call (833) 502-1245. Call Center hours are Monday through Friday from 9 AM to 5 PM.

Clinic Registration and Management in PrepMod (Old system)

PrepMod is a secure, online application also has useful features for running mass Covid-19 vaccination clinics, including clinic set-up, vaccine inventory management, and the ability for patients to schedule appointments and consent online.

See CDPH PrepMod Training and Resources

Clinic Registration and Management in MyTurn (New system)

Training Recordings:

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.

    Questions can be sent to MyTurnClinicLAC@ph.lacounty.gov.

    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
    • Verify number of doses/vials received.
    • Make sure vaccine was transported at the appropriate temperature.
    • Store vaccine in designated storage unit.
    • Complete sign – off sheet
    Attachments:
    DPH Pickup Checklist

    Vaccination Partners that are receiving vaccine from DPH will be notifed when their allocation is ready for pick – up. DPH will distribute vaccine from our main warehouse at 313 N. Figueroa, LA 90012. Please follow these steps when picking – up your vaccine:

    • Enter the parking garage from the Figueroa Street entrance and check in with the attendant.
    • Inform the attendant you are picking up vaccine and sign – in. Parking is free.
    • Proceed down the structure to the basement loading dock and park in the 20-minute parking spots. DO NOT park at the loading dock.
    • Walk to the loading dock. Please make sure to bring your cooler and boxes to receive your vaccine.
    Other key resources/information:

    Vaccine Administration - Preparation

    Create list of all staff and/or residents who will be vaccinated and register them in PrepMod when creating the clinic/vaccination event.

    Create a schedule for vaccination

    Attachment:

    Develop standing orders/standardized procedures for vaccine administration.
    Develop or use internal procedures to obtain assent or consent for staff and/or residents

    Every recipient must receive a EUA fact sheet (Pfizer and Moderna fact sheets available in 20 languages). Persons receiving the vaccine must assent to vaccination. Consent is neither required nor prohibited.

    Create procedure to document declinations for staff
    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.

    Attachment:

    Plan for adverse reactions

    Attachment:

    Create return to work and testing protocol
    Ensure emergency cart supplies

    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 for staff and/or residents
    Identify a mobile mechanism within your facility to administer vaccine for staff and/or residents who are mobile
    Identify team compositions

    Attachment:

    • Field Operations Guide (FOG) (pending)
    Review best practices for immunizations with staff and train staff in advance or use just in time training.
    Ensure staff are appropriately trained to identify age

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

    Ensure staff is using proper hand hygiene

    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

    V-Safe: Get Vaccinated Flyer - 2-Page Flyer, 1-Page Summary

    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

    Download Registration List from PrepMod
    Confirm recipient eligibility

    Confirm registration

    Verify contraindications and precautions to vaccination.

    Prepare vaccine prior to administration

    Attachments:

    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:

    • ModernaCOVID-19 vaccine: To determine the expiration date, providers can scan the QR code located on the vial or carton or access the manufacturer’s website directly, enter the lot number and the expiration date will be displayed. CDC’s COVID-19 Vaccine Expiration Date Tracking Tool can help providers keep track of the expiration date by lot number.
    • Pfizer COVID-19 vaccine: This vaccine product has an expiration date located on the vaccine vial. CDC will be updating VTrckS effective immediately to replace the placeholder date in VTrckS with the actual expiration date.
    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
    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 staff and residents to enroll in v-safe

    Attachments:

    V-Safe: Get Vaccinated Flyer - 2-Page Flyer, 1-Page Summary

    Dispose of used needles and syringes in sharps containers immediately after vaccination
    Document vaccines administered in PrepMod and update Vaccine Finder and CAIR
    Provide Patient with Documentation of Vaccination
    Attachments:
    Monitor vaccine recipients for the recommend duration after vaccination for adverse reactions

    Post-Vaccination

    Close clinic in PrepMod within 24 hours. (See PrepMod Training video and module for instructions)
    Reconcile vaccination records with your facility’s MAR and begin 2nd dose administration planning

    Planning Guidances













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