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We know that a top priority for you in 2021 is ensuring your patients are vaccinated against COVID-19. We’ve outlined recommendations below based on a few vaccination scenarios to help you manage your panel and create a vaccination strategy. This article provides an overview of each scenario and recommendations and links to more information and detailed workflows where needed. Please select the scenario that is applicable to your practice:
  1. I would like more information on becoming a COVID-19 vaccine administration site
  2. My practice is administering the COVID-19 Vaccine
  3. My practice is referring patients elsewhere for their COVID-19 vaccine
  4. My patient has already received the COVID-19 vaccine elsewhere and I need to document it in Elation

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1.) I would like more information on becoming a COVID-19 vaccine administration site

If you’re interested in administering the COVID-19 vaccine, contact your jurisdiction’s Immunization Information System (IIS) (commonly known as an Immunization Registry) or Department of Health to learn how to enroll in the COVID-19 vaccination program. After you’ve been approved to administer the vaccine, please refer to the following recommendations on how to use Elation to help recall patients, document vaccines, and report administration to your IIS.

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2.) My practice is administering the COVID-19 vaccine.

After you’ve been approved to administer the vaccine, you can use Elation to help recall patients, document vaccines, and report administration to your IIS. This section gives a brief overview of how to achieve this in Elation. **For a comprehensive guide on managing your complete COVID-19 vaccination workflow in Elation, from configuring your settings to recalling patients for their second dose, please visit our workflow guide ** here **. **

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Recall and Scheduling

To proactively identify and notify patients in your panel who are eligible, you can use Elation’s Patient List and bulk letter feature. In the Patient List, consider applying filters to narrow your results to the eligible cohort. For example:
  • Apply the “Age” filter and specify patients older than 64.
  • Apply the “Active Problems in Clinical Profile” filter and specify patients with certain high-risk diagnoses in their problem list.
  • Apply the “Vaccinations in Clinical Profile” filter and exclude patients who already have a COVID-19 vaccine documented in their chart.
The Patient List results conveniently includes patients’ phone numbers as well as if they have upcoming appointments. From the Patient List, you can also send a Bulk Letter to notify patients via Patient Passport and/or with a printable mailer. For more detailed guidance on how to create a Bulk Letter, please refer to this help center article. We recommend creating a dedicated appointment type in Elation to track your “COVID-19 Vaccine” visits. You can also consider making this appointment type available on your Booking Site for patient self-scheduling.

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Documenting the vaccine

Use Elation’s structured vaccine form in the Clinical Profile to document your patient’s vaccine. This form saves vaccine details (dose, lot number, manufacturer, and expiration date) so that you don’t need to re-type this information for every administration.

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Reporting administration to your state IIS

Reporting deadlines vary by state, immunizations generally need to be reported within 72 hours of administration at the latest. Please inquire with your state IIS on deadlines and instructions for how to report the required patient demographics and vaccine details.

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3.) My practice is referring patients elsewhere for their COVID-19 vaccine.

If you’re trying to refer patients for their COVID-19 vaccines, please check your local jurisdiction guidelines to find out which populations are eligible and to find administration sites. Directory of Local Health Departments Directory of State Health Departments **For more detailed guidance on how to proactively identify, tag, and notify patients in your panel who are eligible for the vaccine, please visit our workflow guide ** here .

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4.) My patient has already received the COVID-19 vaccine and I need to document it in Elation.

If your patient received the vaccine elsewhere, you are not responsible for reporting the immunization to your state IIS, but you should update this information in Elation. Ask your patient to bring in their vaccine card and document the vaccine in the Clinical Profile of their chart.
  1. Scroll to the Immunization section of the Clinical Profile. Click “+ Add Vaccination Details”
  2. Start typing the name of the vaccine and select the vaccine from the dropdown results. Fill in what you’re able to with the available vaccine details.
  3. Change the “Given By” field to a description of where your patient got vaccinated.
  4. Click “Save”.
Alternatively, you can also contact the vaccine site to request a Direct Message with the vaccine details. The benefit of this method is that the immunization details will arrive in your Elation account and the patient’s chart in a structured format so you do not need to manually document yourself. If asked for your Direct Address, you can locate your Direct Address under your profile settings page. If you need additional assistance from our team on how best to manage your workflow please Contact Support .