On-site Vaccine Clinics - Client Guide 2021-2022 - Vaccination Program Guide - CVS Health
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
Vaccination
Program Guide
On-site
Vaccine Clinics
Client Guide
2021-2022
Vaccination
Program Guide
TABLE OF CONTENTS
INTRODUCTION TO THE ON-SITE VACCINE PROGRAM
CLINIC PROCESS OVERVIEW
CONTRACTING
ACCESSING THE VACCINE CLINIC SCHEDULER
SUBMITTING A CLINIC REQUEST
COMMUNICATION TIMELINE
DIGITAL APPOINTMENT SCHEDULER
SCHEDULING AN APPOINTMENT & RECORD OF IMMUNIZATION
APPOINTMENT SCHEDULER ROSTER
MULTI PATIENT UPLOAD (COVID ONLY)
CLINIC SPACE AND SETUP REQUIREMENTS
IMPORTANT CONTACTS
Vaccination
Program Guide
ON-SITE VACCINE CLINIC PROGRAM
Thank you for considering CVS Pharmacy®! As you begin planning
for your onsite vaccine clinic(s), we ask that you review the below
guidelines:
General Program Facts
• All locations must be within 75 miles of a CVS Pharmacy® in the same
state.
• Clinics are available in all states, with limited availability in some areas.
• Vaccines will be administered by CVS Health® immunizers.
• The minimum number of immunizations for a COVID-19 vaccine clinic
is 48 immunizations*.
• The minimum number of immunizations to request a flu or other non-
COVID clinic is 30 immunizations*.
• Clinic length is determined by the rate of 12 immunizations per hour
per immunizer.
• Digital appointment registration for clinic participants
Recommendations
• Promote your clinic to ensure high attendance! Strategies can include:
• Using signs in your building/location
• Sending email reminders
• Posting registration links to your internal portal/website
• Secure appropriate clinic space/setup
• Remind participants to bring insurance cards or their voucher
Vaccination
Program Guide
CLINIC PROCESS OVERVIEW
Prior to submitting a clinic request, a contract is required. To begin the
contracting process, visit and follow the instructions on the page.
1 2 3
Visit CVS.com Directed to Access the
to review the process ScriptClaim to sign Vaccine Clinic
for requesting a FLU contract and Scheduler to
clinic or COVID clinic obtain unique submit Clinic
contract code Request
4 5 6
Pre-clinic Day of clinic; Post clinic, invoice
communications and participants arrive will be sent by
planning begins at scheduled ScriptClaim
appointment time,
and vaccines are
administered
Vaccination
Program Guide
CONTRACTING
The agreement portal will be available on the Flu Vaccine or COVID-19
Vaccine Clinic pages. You will be prompted to complete a few
informational questions prior to providing your information.
Once these questions are answered, and you provide your
organization’s information (contact and billing) you will be taken to the
agreement for review.
Vaccination
Program Guide
CONTRACTING
Billing:
1. Bill each participant’s insurance plan: the vaccine(s) will be billed to
each participant’s individual insurance plans. Please advise
participants to bring their insurance cards to the clinic and present it to
the immunizer before receiving their vaccination.
2. Bill insurance for participants who have it, invoice the company
(voucher) for those without insurance: your organization will cover
the cost of the vaccine for participants without insurance and
participants with insurance will have the vaccine billed to their
individual insurance plan (Note: This option is only available for
Flu/Non-COVID-19 Vaccine clinics)
3. Invoice (voucher) the company for all vaccines: your organization will
cover the cost of the vaccines for all participants, even if they have
insurance. Selecting this option means no insurance will be billed.Vaccination
Program Guide
ACCESSING THE VACCINE CLINIC SCHEDULER
Once the agreement has been signed, you will receive an email that
includes your contract code as well as a link to the Vaccine Clinic
Scheduler to request your clinic(s).
You can also access the Vaccine Clinic Scheduler here:
https://vaccineclinicscheduler.cvs.com
Returning Users
Returning users can log in using previously created username and
password.
• Select “Forgot Password” and follow the steps to reset your password
• Select “Forgot User ID” and follow the steps to retrieve your user ID
Creating a New Account
Select “Create New Account” and fill out all required fields.
HELPFUL TIPS
• If 3 unsuccessful login attempts are made, you will be locked out for 24 hours.
• After 30 minutes of inactivity, your session will expire, and you will be automatically
logged out.
• Passwords expire every 90 days.Vaccination
Program Guide
SUBMITTING A CLINIC REQUEST
After logging in, select “Create Clinic Request” to begin. You can
submit single or multiple clinic requests based on your
organization’s needs.
• If you need to submit multiple clinic requests, use the multiple
clinic request upload, found on the top right corner of the clinic
request page:
Client Guide
• Download the Microsoft Excel template, fill in all the required
fields, save the document to your computer, and then upload onto
the Vaccine Clinic Scheduler.
• The spreadsheet has specific formatting requirements, which
can be found in the first row of the spreadsheet. Ensure that the
spreadsheet is formatted correctly, as errors in formatting will
result in upload failure.Vaccination
Program Guide
• Clinic Contact Information should be the Primary Contact that will
answer logistical and/or billing questions. A Secondary Contact will
receive the same notifications as the primary contact.
• Clinic Location Information is the location where the clinic will take
place and used to assigned a CVS Pharmacy ®. Clinics must be within
75 miles of a CVS Pharmacy® in the same state.
• Clinic Request Details section is to request your select your clinic(s)
date and time(s). Your requested clinic date must be at least 2 weeks
from today’s date to allow our pharmacy teams to prepare for your
clinic.
**Please Note that the dates and times requested are not finalized until
confirmed by the pharmacy team.**
Client Guide
SCHEDULING TIPS
Clinics are scheduled at a rate of 12 vaccinations per hour
Minimum of 30 for Flu/other vaccine clinics
Minimum of 48 for COVID-19 vaccine clinicsVaccination
Program Guide
Requested Vaccines: Enter an estimated number of participants.
• Minimum for a Covid-19 vaccine clinic will be 48 immunizations
• Minimum for a Non-Covid-19 vaccine clinic will be 30 immunizations
Contract Code: Enter the contract code received from Vaccines@Script-
Claim.com. Refer to the email confirmation that included the PDF of the
contract.
Client Guide
Billing and Payment: Selection here should match what was chosen during
the contracting process through the ScriptClaim website.Vaccination
Program Guide
COMMUNICATION TIMELINE
After you submit your clinic request, you
will receive an email acknowledging we
have received your request.
Request
Acknowledgement
The local CVS Pharmacy® pharmacy team
assigned to your clinic will call the primary
contact person within 3 business days of
request submission.
Pharmacy team will verify all clinic details,
including the number of participants and
clinic location.
Confirmation Call If you will be using insurance, the
pharmacy team may ask for your
insurance information to run a test claim
to verify insurance coverage to help avoid
billing issues.
An email confirming your clinic request will
be sent which includes the following:
• Local CVS Pharmacy® assigned to your
clinic
Confirmation Email
• Immunizer’s name and contact
information
• Appointment Scheduler participant
registration linkVaccination
Program Guide
APPOINTMENT SCHEDULER
The Clinic Appointment Scheduler is a tool offered to all clients who want
to offer appointment scheduling to their clinic participants.
The link for the Clinic Appointment Scheduler is provided in the
confirmation email the primary and secondary contact receives once the
clinic is confirmed. The confirmation is from a no-reply email, so the
primary and secondary contacts should check their spam folder if they do
not receive the email.Vaccination
Program Guide
APPOINTMENT SCHEDULER
The registration link can also be found in the Vaccine Clinic Scheduler. The
clinic coordinator should:
• Log in to the Vaccine Clinic Scheduler
• Click on “Active Clinics” to view all submitted clinics
• Select the clinic of interest
• Scroll to the bottom of the page and view the linkVaccination
Program Guide
SCHEDULING AN APPOINTMENT
Once the primary or secondary contact distributes the link to clinic
participants, they will be able to begin the registration process. The
participant will start by selecting a time for their appointment and then
complete their demographic information.
SCHEDULING TIPS
• Registration will end 24 hours prior to the clinic date/time.
• Pharmacists can see and print a list of scheduled patients
and their completed consent forms.Vaccination
Program Guide
DEMOGRAPHIC INFORMATION
RECORD OF IMMUNIZATION
• If an email address is provided during the online appointment scheduling process, a vaccine record is
automatically emailed after administration and patients can pull up the record from their email.
• A record of the vaccine received, and date administered is also available to patients in the CVS
Pharmacy app or online at cvs.com. In order to ensure the security of patient information, patients
will need to create an account to access the record in our app or online
• Patients can also use their CVS account log in to access the vaccine details at CVSCare.com. This will
show vaccine specifics like Lot # and expiration date.
• Any CVS pharmacy team member can also print a vaccine record reflecting the date of
administration and vaccine administered.Vaccination
Program Guide
INSURANCE, SCREENING QUESTIONS, AND CONSENT
• Medical and Prescription insurance information
• Health screening questions
• Review the Vaccine Information Sheet (VIS)
• Complete Consent for ServicesVaccination
Program Guide
EMAIL CONFIRMATION AND REMINDER
•Once the patient has registered
for their appointments, they will
receive a confirmation-either email
or text notifications, depending on
the information provided during
registration.
•Patient will receive these within 5-
10 minutes of completing
registration and the reminders will
come 3 days and 1 day prior to the
clinic.Vaccination
Program Guide
CONFIRMATION AND REMINDER TEXT MESSAGES
To the right is the screenshot
of the text confirmation that
the patient will receive. The
patient should receive the
confirmation text about 5-10
minutes after they have
signed up.
The patient can use the link to
manage their appointment.
To the right is the reminder
text notification that the
patient will receive about two
days before their appointment.Vaccination
Program Guide
CLINIC ROSTER
• Log into the Vaccine Clinic Scheduler
• Click on “Active Clinics” to view all submitted clinics
• Select your clinic
• At the top right of the page, click on the blue “Registered
Participants” button
• Will display any patients who have registered for the clinicVaccination
Program Guide
MULTI PATIENT UPLOAD (COVID ONLY)
• The multi-clinic upload functionality can be used for Senior Living
Facility clinics, where Register with Appointment only is chosen on
the Vaccine Clinic Request.
• It allows facilities to register patients through a batch upload
process
• Instructions can be found in the Confirmation emailVaccination
Program Guide
MULTI PATIENT UPLOAD (COVID ONLY)
• Log into the Vaccine Clinic Scheduler
• Click on “Multi-Patient Registration”
• Enter the Clinic ID
• Enter Company Code (from confirmation email) or email
• Download the Microsoft Excel template
• Upload Microsoft Excel templateVaccination
Program Guide
DAY-OF CLINIC SPACE AND SETUP REQUIREMENTS
Clinic can be held in traditional indoor clinic setting or outdoors based on
clinic needs. The requirements on this page refer to all clinics.
Space and Setup Requirements for On-site Clinics
• An Organization representative who shall remain onsite for the duration of the
Clinic to respond to any issues that arise.
• A location that meets the following requirements:
• A registration area with an adequate number of tables and chairs spaced a
minimum of 6’ from the immunization area
• Space that allows for an adequate number of immunization stations that
shall be approximately 10’ x 10’ and spaced approximately 6’ apart.
Suggested Room Layout
• Immunization stations each
prepared with a table, two (2)
chairs, and a trash can.
• Accessible electricity and
wireless internet.
• Access to restroom facilities and
running water for CVS personnel
use;
• Waiting area(s) with sufficient
space for social distancing; and
• A post-vaccination observation
area with a sufficient number of
socially distanced chairs.
• Access to a temperature-
controlled space for vaccine
storage (CVS shall provide
coolers).Vaccination
Program Guide
DAY-OF CLINIC SPACE AND SETUP REQUIREMENTS
In addition to the basic requirements for on-site vaccine clinics, if an outdoor
or drive- up clinic (Flu Vaccine Clinics Only) is requested, the following
requirements are necessary. Please review your agreement for additional
information.
Outdoor Clinic requirements
• A tented registration area (at minimum, 10’ x 10’ tent per registration table).
• A tented immunization area (at minimum, 10’ x 10’ tent for each immunizer
area).
• Alternate compliant indoor site where the Services could be provided in case of
inclement weather (If an indoor site is not provided, the Clinic will be canceled if
there is inclement weather).
For Drive Up Clinics (Not Available for COVID-19 Vaccine Clinics)
• A CVS-approved site location with two entry/exit points that allows for one-way
traffic.
• A safe and clean parking lot with enough space to hold an adequate line of
automobiles without interfering with street traffic or car access.
• An Organization representative(s) who shall remain onsite for the duration of the
Clinic to respond to any issues that arise, and to assist with traffic flow.
• A reserved holding area for automobiles for the Eligible Participants to receive
the Vaccine in the automobile, and to be monitored for adverse reactions post-
Vaccination.
• Alternate compliant indoor site where the Services could be provided in case of
inclement weather (If an indoor site is not provided, the Clinic will be canceled if
there is inclement weather).
• One tent to hold two (2) chairs and a table (at minimum, 10’ x 10’)
• Accessible electricity and wireless internet
• Access to restroom facilities and running water for CVS personnel use.
• Access to a temperature-controlled space for vaccine storage (CVS shall
provide coolers).
• Organization must require all participants to remain onsite and refrain from
operating a motor vehicle for fifteen (15) minutes after receiving a Vaccination.Vaccination
Program Guide
DAY-OF CLINIC SPACE AND SETUP REQUIREMENTS
REMINDER: Drive-up NOT available for COVID-19 Vaccine clinics
• Participant will drive up to clinic start. The technician will check the
participant in and find screening form sorted by appointment time.
• After being checked in, technician will place consent form under the
windshield wiper and direct participant to park in the next available
marked spot to wait for the immunizer
• Immunizer will come to participant’s car and review screen questions,
ask COVID questions and take patient temp in vehicle and record on
screening form
• Once ready for vaccine, participant will open car door for immunizer to
properly inject vaccine
• Immunizer will then direct participant to remain parked in spot for 15
minutes post vaccination and monitor for adverse reactions
• After 15 minutes participants may exit.Vaccination
Program Guide
IMPORTANT CONTACTS
• Your assigned pharmacy team is your first point of contact for all
questions regarding your clinic. The contact information for your
assigned pharmacy team can be found in your confirmation email or
on your clinic request in the Vaccine Clinic Scheduler.
• For questions the pharmacy team is unable to answer or general
questions about the clinic program, please contact
VaccineClinics@CVSHealth.com or call 866-834-9579 (9 am-8pm ET
Monday-Friday)You can also read
