Vaccination Administration Workflow

The patient should self-register for services online using a link from your website or a QR code provided by the pharmacy. Refer to the Patient Self-Registration article for detailed instructions. Once the patient is registered, you will complete the process in the Workflow Services mobile or desktop application.

Step 1: Start the Vaccination Workflow

1. Open the mobile app and tap the Vaccination Administration button.

Step 2: Search for Your Patient

1. Using QR Code: If the patient has registered and has their QR code, select Scan QR Code or Driver's License (please note, scanning a drivers's license is not an option right now).
2. Without QR Code: If they do not have the code, use Search by Name or Optional DOB.
3. No Record Found: If the patient has not self-registered, you can create a new profile directly in the mobile app using the Add a New Patient option. Refer to Creating Patients in the Mobile App for step-by-step instructions.

Step 4: Review Patient Information

Once the patient is located tap Select and Continue, their prior encounters and any completed surveys will be loaded:

1. Proceed to Assessment Pathway: 
2. Patient Survey: Review the patient’s survey or skip ahead to the assessment.

Step 5: Collect Billing and Payment Information

1. Insurance Information: 
   • Select if insurance will be billed for this patient.
   • If yes, review or add medical insurance information for your patient here. Refer to Adding Insurance Information for step-by-step instructions.
   • If no, continue by tapping Payment > in the bottom right
2. Payment information:
   • If a patient's credit card information is already on file you can view it here
   • Tap Add New Credit Card to enter a patient's credit card information (recommended)
   • Tap Review Responses> to continue.
     • If there is no credit card on file you will be asked to confirm you'd like to proceed without a credit card. To enter a credit card tap Stay Here (Recommend). To skip this step tap Continue.
       

Step 6: Review Responses

This step gives you the chance to review the patient's responses to the survey questions and update any answers if needed. Tap Administer> to continue.

Step 7: Administer Vaccine

1. Complete this page my making the appropriate selections and completing all fields.
   • Category: Select the vaccine category
   • Vaccine: Select the vaccine you are administering, scan the QR code from the vaccine, and select whether or not the first dose is being administered today. 
   • Manufacturer: for most vaccines, this will automatically populate.
   • Lot Number: enter the specific lot number (if not scanning QR code)
   • Expiration Date: enter or choose the correct date (mm/dd/yyyy) (if not scanning QR code)
   • Save vaccine data for next patient: choosing this option allows the lot number and expiration date to be saved if you are going to be administering from the same vial to multiple patients.
   • Injection Type: Choose the correct answer.
   • Injection Site: Choose the correct site.
   • Dose: If more than one dose is available, you will be asked to choose the correct dose. If you are administering a dose other than what is listed, check Enter other dosage and enter the dose. 
   • Patient had an adverse reaction: Select this if it is true.
   • Gave VIS information to patient: Select this when it has been completed. If you need access to the VIS, a link is provided above. 
2. Tap Counseling> to continue. 

Step 8: Counseling 

Answer the questions in this section to ensure proper coding and billing.

1. Evaluation and Management: If yes, answering the questions that follow:
   • Choose topics covered during the consultation.
   • Enter the amount of time spent counseling the patient. Please note, this may be different than the time spent in this workflow indicate above.
   • Provide Pharmacist's Signature.
   • Finalize>
2. If no, tap Finalize>

Step 7: Finalize

1. Review all information
2. Enter any notes or Vaccine Clinic Location if applicable
3. Tap Review Billing

Step 8: Review Billing 

1. Indicate if you'd like to bill the product and/or administration fee through the PMS
2. Review/add/edit patient billing information
3. Insurance information: if you have not entered insurance information yet but would like to, select yes to be taken to the appropriate screen. If insurance information is available, the system will perform a real time eligibility (RTE) check and let you know if there is any patient responsibility for today's service.
4. Collect payment if necessary. 
5. Tap Continue>

Once you’ve completed the workflow, tap Save and administer next vaccine to give the same patient another vaccine or Save and Exit Session to finalize the process. If PMS integration is turned on for your pharmacy, a report will be faxed at the end of each encounter. The report can be found in your fax queue.