Provider management portal
Microsoft Vaccination Management provides an online portal for provider administrators and site managers to support vaccination sites and manage their day-to-day operations and tasks.
Provider administrators can use the Provider management portal to create and manage site managers.
With the Provider management portal, site managers and provider administrators can do the following tasks:
- Add schedules to existing locations.
- Modify the booking slot schedule for existing locations.
- Modify or cancel existing bookings for a location.
- View and edit the inventory of vaccine medications on hand at a location (site managers).
- Manage vaccine shipments, lot information, and remaining inventory (provider administrators).
Note
You can also perform these tasks by using the Vaccination management app. More information: Use the Vaccination management app
Here's how to get started using the Provider management portal:
Obtain the link or URL to the Provider management portal from your vaccination program administrator.
Browse to the Provider management portal.
Do one of the following steps:
Enter your credentials and select Sign in.
If you have an invitation code, select Redeem invitation, enter your invitation code, and then select Register.
Note
A provider administrator can invite a site manager to the portal to represent an account when the provider administrator is set as the primary contact. When the user accepts the invitation, the user is associated to the specified account and receives the appropriate role. More information: Invite contacts to your portals
The provider management page appears. From the list of actively managed vaccination sites, select a site to manage. Go to Manage vaccination sites.
Provider administrator tasks
If you're a provider administrator, you can update your profile and create and manage site managers.
Select your user name in the upper-right corner of the provider management page.
Select Profile. If you need to, update your profile information, and then select Update.
Manage provider administrator details
To manage details about the provider administrator:
Select Manage a provider in the upper right.
If needed, add or update your provider administrator information, and then select Submit.
Add site managers or provider agents
To add site managers or provider agents, you must first create the invitation and then send it.
Select Manage a provider in the upper right, and then select the Invitation Queue tab.
Select Create, enter the contact information, and then select Submit.
Select the new contact you created, select the down arrow on the right, and then select Invite call center agent or Invite site manager.
Manage site managers
To manage site managers who are associated with your account:
Select Manage a provider in the upper right.
Select Site Managers.
If you want to remove a site manager, select the down arrow to the right of their listing, and then select Remove site manager role.
Manage provider agents
To manage site managers who are associated with your account:
Select Manage a provider in the upper right.
Select Provider agents.
If you want to remove an agent, select the down arrow to the right of their listing, and then select Remove call center agent role.
Manage vaccination sites
Site managers and provider administrators can view and manage vaccine site details on the provider management page.
Select Home.
Select a vaccination site.
The Site Details page shows details about the vaccination site.
Select one of the tabs to view details of the vaccination site.
Site information
Select Site Info to view information about the vaccination site. The provider administrator can change information about the vaccination site and select Update.
Site managers
Select Site M\managers to view a list of site managers for the vaccination site. Contact your provider administrator to update the site managers. Provider administrators can select Add to add an existing site manager for the vaccination site.
Schedules
Select Schedules to view, edit, or create public or private schedules for the vaccination site. To edit a schedule, select the options menu for a schedule, and then select Edit. Select Create to add a schedule.
Appointments
Select Appointments to view, edit, or cancel appointments scheduled for the vaccination site.
You can do a bulk cancellation of appointments and slots. Bulk cancellation clears the schedule over a range of times and dates. You can cancel booked appointments, or open slots of time (to prevent them from being booked), or both, for a given time-frame.
To cancel blocks of open slots and booked appointments from the schedule at a vaccination site:
Select a vaccination site, and then select Appointments.
Select Bulk Cancel.
Select Next.
Specify the criteria for the cancellation, and then select Next.
Bulk cancellation fields Description Cancellation Type - Slots: Cancel Free/Unbooked slots- Slots + Appointments: Cancel Free Slots and Booked Appointments Start Date Specify a start date for cancellation. Past appointments or slots can’t be canceled. If the start date is before the current date/time, the current date/time will be used for the start date. End Data Specify an end date for cancellation. Vaccine name The vaccine for which slots or appointments are canceled. Dose number The dose number for which slots or appointments are canceled. Single dose vaccines will only allow "Dose 1". Review the criteria that you specified and validate the number of appointments and slots that will be canceled.
Select Next.
Select the checkbox that confirms that you agree to the cancellation, and then select Submit cancellation.
Events
You can create events to generate an event code that you can use to track registrations. Residents can also use them to access hidden slots.
Select the Events tab, and then select Create.
Complete the event details. You can select an existing schedule or create a new one by selecting Create schedule.
- When you're done entering the event information, select Submit.
On the Events tab, you can now see the event code for your event, which you can then give to residents to use when they register. Residents can also enter the event code during scheduling, to access hidden slots that the code potentially reveals.
Slots
Select Slots to view or edit appointment slots for the vaccination site. To edit an appointment slot, select the options menu for a slot, and then select Edit.
Vaccine performers
Select Vaccine Performers to view, update, or add the vaccination staff working at this location. Vaccination performers are frontline workers who either administer vaccinations or order vaccines.
To edit the information of a vaccine performer, select the options menu for a performer, and then select Edit. To add a vaccine performer, select Add.
Vaccine batches
Select Vaccine Batches to view and edit the inventory of vaccine medications on hand at this location.