Use the Vaccination management app

The Vaccination management app is used by vaccination program administrators to set up and manage eligibility phases, vaccines, doses, and schedules. Vaccination program administrators can also see who has registered, review vaccine inventory, view basic reports on appointments, and see the outcomes of vaccinations.

The Vaccine site management app has three areas:

Area	Data and source
Reference data	Vaccination program administrator creates and populates data that includes information about vaccines, locations of vaccination sites, and demographics data about registered residents.
Management	Vaccination program administrator creates and populates data that includes information about vaccines and their manufacturer, vaccination providers and their schedules, and vaccination sites and event codes. You can also perform these management tasks by using the Provider management portal.
Registration	Includes: - Data for Eligibility, Resident, and Appointment is entered by residents in the Resident registration and booking portal. - Data for Vaccination is entered by vaccination frontline volunteers and nurses in the Frontline worker app.

Note

Only the following options on the command bar are applicable in the Vaccination management app: New, Edit, Save, Save & Close, Delete, and Refresh. Don't use other options on the command bar.

Add and manage your data

When you sign into the Vaccination management (model-driven) app, you will see the entities in the left pane where you need to populate your data. Select the area of the Vaccination management app, and then select the entity in the left pane to view or manage the data. For example, select the Reference data area, and then select Country.

The two areas of the Vaccination management app where you need to provide your data and set up your healthcare-specific information are Reference data and Management. Populate your data first in the Reference data area, and then in the Management area.

There are two ways in which you can add your data to entities in the Vaccination management app:

• Import data using Microsoft Excel.

• Manually configure and manage the data.

Use the sample data

You can choose to install the sample data during the deployment of Microsoft Vaccination Management, which populates most of the reference and management data except the following data:

• Reference data - Educational
• Reference data - County

Note

You should review the sample data and deactivate any records that you don't want to be displayed or available in your system.

Import your own data

Add your data in bulk for the Vaccination management app by importing the data from an Excel worksheet.

It is important to add your data in the correct order, according to the data hierarchy. For example, to populate the location data, first populate the country data, then populate the state data, and then populate the county data. As another example, to populate your vaccine data, first populate the manufacturer data, then populate the vaccine type data, and then populate the vaccine batch data.

To import your data into the Vaccine management app:

1. In the left navigation pane of the app, select an entity. For example, in the Management area, select Provider.

   If there is data listed, you can delete these rows in the Excel worksheet before you import your data.

2. Capture the schema information for the Provider entity by exporting it to an Excel worksheet. Select Export to Excel.

   

3. Open the Excel worksheet.

   There is no data in the worksheet. The schema information of the Provider entity is captured in the columns of the worksheet.

4. Populate the Excel worksheet with your data for the Provider entity.

5. Save and close the Excel worksheet.

6. Select Import from Excel.

7. Choose the Excel worksheet that contains your data for the Provider entity, and then select Open.

8. Select Next.

   

9. In the Import from Excel pane, for Allow Duplicates, select No.

10. Select Review Mapping if you want to review and modify the mappings from your source file to the Provider entity fields.

11. Select Finish Import.

    The import operation runs and populates the Provider entity with your provider data. How long it takes the import operation to run depends on the amount of data that you import.

For detailed information about exporting and importing in Power Apps using Excel, go to Import and export data.

Reference data

Within the Reference data area, create and manage data that includes information about vaccines, locations of vaccination sites, and demographics data about registered residents.

Onboarding call center users

Program administrators using the Vaccination management app can import a list of call center users (as contacts) using first name, last name, email address, company name (provider), this uses the out-of-box import process and all fields are required.

The flag skip duplicate check on contact may be used (set to true) to create contacts that are not matched against existing residents. Post import, the new contacts should have the workflow "Send Invitation to Call Center Agent" executed so that an invitation is generated and an email sent to the newly added agent.

Use the following steps as a guide to import a list of call center users:

1. In the Vaccination management app, in the upper-right corner, select Settings > Advanced Settings.

2. In the upper-left of the page, select the Settings drop-down menu, and then select Data Management.

3. Select Imports, and then select Import Data on the command bar.

4. Upload the data file to import.

5. In Select Data Map, select the data map to specify how your data will be imported. Map it to Contacts and map the fields to the correct Dataverse fields.

6. Select Next.

7. In the Review Settings and Import Data screen, set Allow Duplicates to Yes, and then select Submit.

8. On the Imports page, when the status of the import is "Completed", select the imported file in the Import Name column.

9. On the Import Source File page, under Results, verify that the amount of successes equals the amount of contacts that you imported.

10. Select the Success tab and view the records in successes.

11. In Advanced Find, look for contacts created by current user in the last hour.

12. Select the users and run the workflow "Send Invitation to Call Center Agents".

13. Verify that the call center users receive an invitation email.

Phases

To address the situation of when demand for appointments is greater than the availability of appointment slots, vaccination program administrators can set a phase to allow or not allow eligible residents to make an appointment.

• If Book During Registration is set to Yes, upon registering currently eligible residents can continue and directly book a vaccination appointment.

• If Book During Registration is set to No, currently eligible residents cannot book an appointment upon registering. Eligible residents are presented with a screen that informs them that they are eligible. If they provide their contact information, they will be notified in email about when and how to make an appointment.

To make access to vaccination appointments more equitable, a vaccination program administrator can specify that the selection of eligibility is random. This uses a lottery method to select which eligible residents are sent email invitations. The default selection method is first in, first out (FIFO).

Select Phases, and then select New to create a COVID-19 vaccine phase. Fill in the required fields.

Phases fields	Description
Phase name	Name of the new phase.
Sequence	Sequential number of the phase.
Booking open	Indicates if the phase is open to bookings.
Book During Registration	Specify whether an eligible resident is given an option to book an appointment during registration.
Force re-evaluate	For those associated with the phase but who do not have a vaccination recommendation, require them to redo the eligibility check.
Phase description	Description of the phase.
Owner	Owner of the phase.
Registration Rollup	Indicates the number of vaccination recommendations for the phase, and the number of residents eligible for this phase that remain.
Selection Logic	Specify the selection logic of eligibility. Select First In First Out (FIFO) or Random.
To Send	Specify the maximum number of booking invitations to send upon phase opening. The value in this field is calculated based on flow steps limits per day (1,000,000) divided by steps in the "Phase Opening Processor" flow.
Automate	Automation of send out of booking notices.
Pending	Calculated field. The number of pending booking notices.
Released	Calculated field. The number of booking notices sent.
Status	Calculated field. The current status of the sending of booking notices for this phase.
Phase Processing Error	Indicates errors that occur during the processing of booking notices.

Phase opening automation

There can be instances where you don't want to send out the booking notices for a phase opening all at once. Instead, you can automate the sending of booking notices for a phase opening so that the booking notices are sent in reoccurring batches. You specify the batch size of the booking notices and specify the frequency at which the batches of booking notices are sent. This can help constrict the flow of recipients of booking notices from scheduling a vaccination appointment. This helps you control the rate at which appointments are made and avoid overbooking a schedule.

For example, 100,000 people qualify for a new phase, and you have only 10,000 appointments available on a schedule. You may choose to send out 15,000 invitations to begin, and when all 10,000 appointments are booked, you send out the next batch of invitations. On a routine basis, a vaccination program administrator can adjust the batch size and frequency for the automation based on appointment bookings, vaccine supply, and missed (no-show) appointments.

To automate the sending of booking notices:

1. Set Automate to Yes.

2. Set Automate batch size to the number of booking notices to send in each batch. For example, you want to send 500 booking notices in each batch.

3. For Automate frequency, select the frequency at which you want to send each batch of booking notices. For example, you want to send a batch of 500 booking notices every 2 hours.

   

   • To Send (Automation) is a calculated field that shows the number of invitations to be sent for this phase. For example, if 25,000 people qualify for this phase, there are 25,000 invitations to send.

   • Automate remaining is a calculated field that shows the number of invitations remaining to be processed by automation.

   • Automate released is a calculated field that shows the number of invitations to be processed by automation.

   • Automate last execution is a calculated field that shows when the last automated sending of booking notice occurred.

Medical codes

A medical code represents a custom entity value that is usually supplied by providing a reference to one or more terminologies, but it can also be defined by the provision of text. For example, "Administering Provider" is a medical code of type "Immunization Function Code" that has the assigned code "AP".

Select Medical codes, and then select New to create a medical code. Fill in the required fields.

Medical code fields	Description
Name	Name of the medical code.
Text	Plain text representation of the medical code.
Type	Select the type of the custom entity to create.
Code	Specify the code for the custom entity.

Education

Select Education, and then select New to create an artifact, event, or campaign for immunization education. Fill in the required fields.

Education fields	Description
Name	Name of the education item.
Reference	URL of the published education item.
Document Upload	Upload a related document attachment.
Document Type	Identifier of the educational material.
Presentation Date	Date of the presentation of the educational material.
Publication Date	Date of the publication of the educational material.
Owner	Owner of the education item.

Country

Select Country, and then select New to create a country where registered vaccination sites are located. Fill in the required fields.

Country fields	Description
Name	Name of the vaccination country.
Code value	Add a code for the country.
Display order	Number that indicates the list order of the country.
Owner	Select the owner of the entry for the vaccination country.

State/Province

Select State/Province, and then select New to create a state or province where registered vaccination sites are located. Fill in the required fields.

State/Province fields	Description
Name	Name of the vaccination state or province.
Code value	Add a code for the state or province.
Display order	Number that indicates the list order of the state or province.
Country	Select the country of the state or province.
Owner	Select the owner of the entry for the vaccination state or province.

County

Select County, and then select New to create a county or district where registered vaccination sites are located. Fill in the required fields.

County fields	Description
Name	Name of the vaccination county.
Code value	Add a code for the county.
State/Province	Select the state or province of the county.
Display order	Number that indicates the list order of the county.
Owner	Select the owner of the entry for the vaccination county.

Ethnicity

Select Ethnicity, and then select New to create an ethnicity that your vaccination management system records and tracks. Fill in the required fields.

Ethnicity fields	Description
Name	Name of the ethnicity.
Code value	Add a code for the ethnicity.
Display order	Number that indicates the list order of the ethnicity.
Owner	Select the owner of the ethnicity entry.

Race

Select Race, and then select New to create a race that your vaccination management system records and tracks. Fill in the required fields.

Race fields	Description
Name	Name of the race.
Code value	Add a code for the race.
Display order	Number that indicates the list order of the race.
Owner	Select the owner of the race entry.

Gender

Select Gender, and then select New to create a gender that your vaccination management system records and tracks. Fill in the required fields.

Gender fields	Description
Name	Name of the gender.
Owner	Select the owner of the gender entry.

Management

Within the Management area, create and manage data that includes information about vaccines, their manufacturers, and batch details. Vaccination performers, providers, sites, event codes, and schedules are also handled in this area.

Manufacturer

Select Manufacturer, and then select New to create an account for a vaccine manufacturer. Fill in the required fields.

Account fields	Description
Account Name	Name of the vaccine manufacturer account.
Account Type	Select Manufacturer as the account type.
Account Number	Enter an ID for the account.
Contact information	Add contact information for the vaccine manufacturer: phone, fax, website, parent account, ticker symbol, address, and primary contact.
Details	Add more account information for the vaccine manufacturer: manufacturer description, contact preferences, billing details, and shipping details.

Vaccine type

Select Vaccine type, and then select New to create an entry for a specific vaccine. Fill in the required fields.

Vaccination fields	Description
Name	Name of the vaccine.
Manufacturer	Select the vaccine manufacturer.
Code (CVX)	Select the code for the vaccine.
GTIN	Specify the global trade identification number (GTIN) of the vaccine.
NDC Code	Specify the National Drug Code (NDC) number of the vaccine.
Is Brand	Indicate if the vaccine is a brand of the manufacturer.
Is Over the Counter	Indicate if the vaccine is sold over the counter.
Form	This field is not applicable to vaccines.
Amount	Specify the dose amount.
Primary Education	Specify the primary education document for the vaccine.
Primary Education Extra Dose	Specify an education document if a secondary education document is required and different from the first dose education document.
Standard Dose Range High	Specify the high range of the dose amount.
Standard Dose Range Low	Specify the low range of the dose amount.
Standard Dose Range Unit	Specify the unit of measure for the dose range (for example, ml or mg).
Standard Dose Quantity	Specify the number of doses that the vaccine requires.
Period to Next Dose	Specify the recommended time between doses, in number of days.
Period to Next Dose (string)	Specify the number of days between doses, in text.
Send 2nd Dose Notification After X Days	Specify the number of days after the first dose to send a notification of the appointment for the second dose.
Storage Temperature	Specify the temperature value that the vaccine should be stored at.
Storage Temperature Unit	Specify the unit of measure used for storage temperature.

Batches

Select Batches, and then select New to create an entry for a vaccine batch. Fill in the required fields.

Batch fields	Description
Medication ID	Select the medication ID of the vaccine.
Batch Expiration Date	Specify when this specific batch of the vaccine will expire.
Batch Lot Number	Select the assigned lot number of this batch of the vaccine.
Quantity Received	Total number of doses available when this batch was newly delivered.
Quantity Used	Calculated field. Number of doses that have been consumed in for vaccination.
Quantity Spillage	Number of doses ruined, lost, or returned.
Quantity On-Hand	Calculated field. Number of doses available. The formula is defined as: On-Hand = Received - (Used + Spillage)
Location	Select the location of this batch.
Owner	Select the owner of this vaccine batch.

Provider

Select Provider, and then select New to create an account for a vaccination provider. Fill in the required fields.

Account fields	Description
Account Information Name	Specify the name and account information of the vaccination provider.
Manufacturer Code	Add a code for the vaccine manufacturer that supplies vaccines to this provider.
Contact information	Add contact information for the vaccine manufacturer: phone, fax, website, parent account, ticker symbol, address, and primary contact.
Details	Add more account information for the vaccination provider: company profile and description, contact preferences, billing details, and shipping details.

Vaccination site

Select Vaccination Site, and then select New to create an entry for a vaccination site. Fill in the required fields.

Vaccination Site fields	Description
Name	Name of the vaccination site.
Provider	Select the vaccination provider of this vaccination site.
Location Number	Specify the location number of this vaccination site.
Primary Site Manager	The primary site manager of the vaccination site. Select a contact or add a new contact.
Detailed Description	Description and notes for the vaccination site.
Timezone	Select the time zone of this vaccination site.
Timezone IANA	Specify the IANA based canonical time zone name for portal rendering.
Address	Specify the address of this vaccination site.
Text Address	Specify in text the country and state of this vaccination site.
Coordinates	Specify the positional coordinates of this vaccination site.

Schedules

Before residents book appointments at a vaccination site to receive a vaccine dose, you need to create a schedule for the vaccination site. You create the schedule for a vaccination site by defining the parameters of the schedule, specifying the vaccine and dose to be given, and setting the number of booking slots for the schedule. The slots are created when you save the schedule.

You can mark a schedule as private to keep the schedule hidden from public view. Call center representatives can use a private schedule to book residents into appointment slots that are reserved for those who need personal assistance to book an appointment; for example, residents who are without access to the internet or other digital technology.

• Select Active Schedules - Private from the view menu to view the list of private schedules.
• Select Expired Schedules to view the list of active schedules that are past the specified end date.
• Select Schedules Not Active to view the list of schedules that are not in active use (Active field in the schedule record is set to No).

Select Schedules, and then select New to create a schedule and appointment slots for a vaccination site. Fill in the required fields.

Schedule fields	Description
Name	Enter the name of the schedule.
Location	Select the vaccination site that the schedule is for.
Schedule Number	Specify the schedule number.
Private	Mark a schedule and associated slots as private and hidden from public view.
Enable Schedule Builder Automation	Set to Yes to initiate the automatic creation of slots based on the definition of schedule parameters.
Active	Indicate whether this schedule record is in active use or should not be used.
Owner	Select the owner of this schedule.
Dose	Select which dose this schedule applies to.
Vaccine	Select which vaccine this schedule applies to.
Start Date	Specify the start date of this schedule.
End Date	Specify the end date of this schedule.
Hours of Operation	Specify the start time and end time of this schedule.
Select Days of the Week	Select the days of week used by this schedule.
Slot Interval	Select the interval between slots for this schedule. This is the length or duration of a slot, start to end.
Slot Per Interval	Select the number of slots in an interval.

Slots

Slots are created when you create and save a schedule for a vaccination site. The appointment slots that are available for a vaccination site is determined by the vaccination schedules that are established by a vaccination program administrator.

Select New on the command bar to add a slot. Fill in the required fields.

Slot fields	Description
Start	Slot starting date and time.
End	Slot ending date and time.
Schedule	Schedule that the slot is in.
Location	Vaccination site for the schedule.
Dose	The dose that will be administered in the slot.
Service Type	The vaccine type that will be administered in the slot.
Slot Status	Select the status of the slot.
Comment	Comment about the slot.
Appointment	The ID of the appointment.
AppointmentType	Select the type of appointment.
Overbooked	Specify if the slot has already been overbooked.

Performers

Vaccination performers are frontline workers who either administer vaccinations or order vaccines. A vaccination performer is also referred to as a vaccinator. A vaccination performer is assigned the role of Vaccination Frontline Nurse. Select Performers to view a list of vaccination performers.

Select New on the command bar to add a vaccination performer. Fill in the required fields.

Performer fields	Description
Name	Enter the first and last name of the vaccination performer.
Function	Specify the type of function this person will perform. Select Administering Provider or Ordering Provider.
Actor Practitioner	Name of person who performs the specified function.
Actor Organization	Organization of the actor that performs the specified function.
Actor Practitioner Role	Role of actor practitioner.
Actor User	User name of the actor practitioner.
Owner	Owner of the performer record.

Event code

You can create an event code and share it with residents so they can register and book an appointment at a particular location. An event code is used by a resident to see a set of slots (hidden or not) of a schedule for a vaccination location. With an event code, providers can deliver popup and mobile vaccination events targeting communities and underserved populations. Event codes can also be used to accommodate walk-ins to a schedule with hidden slots on that day at that location. You can create an event code if you want to have more targeted vaccinations tied to a location or an event.

When you save an event code record, the system generates the code for the event. A vaccination provider administrator will then coordinate the distribution of the event code (for example, through email and other established communication channels).

Select Event Code to view a list of event codes. Select New on the command bar to create a vaccination event code. Fill in the required fields.

Event code	Description
Name	Enter a name for the event code.
Description	Description of the event code or notes about the event.
Code	The code for the event. The system generates the code when you save a new event code.
Coordinator	The contact who is the coordinator of the event.
Expiration Date	The date and time when the event code expires and is no longer valid.
Status Reason	The reason for the status of the vaccination event code.
Schedule	Select the schedule that is associated with the event code, or create a new schedule. The event code allows residents to register only for this vaccination schedule, the schedule can be public or private. The schedule is associated with a specific vaccination site. When you select a schedule, slot availability for the schedule is shown when the event code is used.
Enable Quick Booking from Registration	Quick booking will start the process of automatically booking the appointment for the associated schedule.

Registration

Within the Registration area, you can view and modify the information that has been entered through the Resident registration and booking portal and the Frontline worker app. Data for Eligibility, Resident, and Appointment is entered by residents in the Resident registration and booking portal. Data for Vaccination is entered by frontline vaccination volunteers and nurses in the Frontline worker app. Data for Notification Logs is created from completed vaccinations if you have implemented the HL7 data integration option.

Resident

A resident is a contact in Microsoft Vaccination Management. Residents who register for a vaccination are recorded as a contact. In the Frontline worker app, residents are referred to as patients.

Select Resident to view a list of the residents, or contacts, who are registered for a vaccine.

Select a resident record to view more information about a registered resident.

Eligibility

Select Eligibility to view a list of the registered residents and their eligibility status.

Select an eligibility record to view more details about the eligibility status of a registered resident.

Recommendation

When an eligibility has a set phase that is active, an immunization recommendation is created for the resident to be redeemed.

Select Recommendation to view a list of immunization recommendations for residents.

Select a resident record to view more information about a registered resident.

Appointment

In Microsoft Vaccination Management, an appointment is a vaccination appointment. The appointments that are available for a vaccination site is determined by the vaccination schedules that are established by a vaccination program administrator.

Select Appointment to see a list of vaccination appointments. You can view a list of closed appointments, a list of today's appointments, or the next day's appointments.

Select an appointment to view the details of a vaccination appointment.

Vaccination

Select Vaccination to review and manage the vaccination records that are created when the vaccinator selects Complete vaccination in the Frontline worker app.

Select a vaccination record to view more details about a completed vaccination.

Note

If you have configured the HL7 data integration option, vaccination data sharing notification logs of completed vaccinations are created at regular intervals. Select a vaccination record and select Related > Immunization Data Sharing Notifications Logs to view the message. More information: Implement HL7 integration with external immunization systems

Notification logs

Any healthcare organization that administers COVID-19 vaccination to residents must report the information to the state. If you have configured the HL7 data integration option, vaccination data sharing notification logs of completed vaccinations are created at regular intervals. More information: Implement HL7 integration with external immunization systems

Select Notification Logs to review and manage the vaccination data sharing notification logs of completed vaccinations.