how to book covid-19 vaccination appointment
TRANSCRIPT
As of October 7th, 2021
How to Book a Vaccination AppointmentAVBS User Guide – Health Care Provider and Provincial Operations
Pharmacy Staff: For any guidance and/or technical support, please contact:
1-844-705-1265
AHS Staff: For any guidance and/or technical support, please contact:
1-877-311-4300
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Privacy PolicyThe appropriate collection, use and disclosure of an Albertan’s personal health information is the requirement of Alberta’s Health Information Act and FOIP Act.
Whenever you see this icon, please ensure that you collect verbal consent from the Albertan for disclosure of their personal health information.
Whenever you see this icon, please ensure that you are correctly entering the information provided by the Albertan (e.g. legal first name, legal last name, health card number). The search may result in many records containing sensitive information like PI/PHI. It is your responsibility to access only those records that are necessary to perform your duties. All access is monitored and recorded for compliance and audit purposes.
Whenever you see this icon, please pay attention to the action that is being performed. It is important you follow these instructions.
Please note that following practices are prohibited and against the code of conduct related to the handling of sensitive information (PI/PHI) unless your role authorizes you to do so:
• Saving lists locally on computer• Saving lists on other storage media• Printing lists• Taking pictures • Taking screenshots
Booking a Vaccination Appointment: Overview
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Objectives: To book appointment for vaccination for an eligible Albertan using AVBS
AVBS Role: Health Care Providers and Provincial Operations
Pre-Requisite: Albertans should be registered in AVBS
Verify that the Albertan is
registered in AVBS
Validate Albertan’s details and check if there is an existing
confirmed appointment
Book the Albertan’s appointment if the
Albertan is eligible for booking
Verbally provide the booking confirmation
number to the Albertan
If the Albertan does not exist in the system, register the Albertan, and then proceed to booking. To register an Albertan, refer to the How to Register an Albertan User Guide.
The Albertan will receive an appointment booking confirmation notification via their preferred communication channel provided during registration.To resend this confirmation to the Albertan, refer to the How to Resend Registration/Booking Confirmation to an AlbertanUser Guide.
Process for Booking a Vaccination Appointment
Note: The term vaccination site used throughout this user guide refers to pharmacies, AHS clinics and physician offices.
HEALTH CARE PROVIDER
PROVINICIAL OPERATIONS
Before Booking a Vaccination AppointmentWhen an Albertan calls or walks in to book a vaccination, they should already be registered in AVBS. If they are not, you will need to register them first. To register the Albertan, refer to the How to Register an Albertan User Guide.
Before booking a vaccination appointment, search to see if the Albertan already has a confirmed appointment booking for the desired vaccine program by following the steps below:
Search the Albertan’s Profile using the Global Search Bar.
For Search tips, please refer to Basic Navigation User Guide.
Click on the Albertan’s Profile Name.
The Albertan’s Person Account page will display.
Once you have opened the Albertan’s Person Account, you will need to first check if the Albertan has a confirmed appointment already booked for the desired vaccine type by navigating to and clicking on the Related tab.
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Before Booking a Vaccination Appointment (Continued)
If the Appointments section has a record with a Confirmed status, and an appointment name for the desired vaccine type, that means the Albertan already has an appointment booking, and you do not need to book the appointment again.
This check is performed to avoid booking more than one appointment for the same vaccine type (e.g. booking two appointments for Influenza when the Albertan only requires one). The system will allow you to book up to 30 appointments per Albertan.
If the Albertan would like to modify their appointment, refer to the How to Reschedule or Cancel a Vaccination Appointment User Guide.
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Before Booking a Vaccination Appointment (Continued)
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If there is no already booked appointment, the system will run a real-time eligibility check to see if the Albertan is eligible to book their vaccination appointment. The Albertan will be eligible if:
• The Albertan is not a potential duplicateA Program Eligibility record will not be created for an account that has a potential duplicate record. Please follow your process for managing duplicate records or contact AVBS Support team.
• The Albertan is over the age of 6 monthsA Program Eligibility record will be created indicating that the Albertan is eligible to book for Influenza.
• The Albertan is older than 12 years as of Dec 31st , 2021 A Program Eligibility record will be created indicating that the Albertan is eligible to book for COVID-19.
AVBS automatically Sends for *ULI CHECK if no Health Card Number (HCN) or an invalid Health Card Number is entered. You will be prompted to book their appointment through an AHS clinic until the ULI is sent back into AVBS. *ULI: Unique Lifetime Identifier
Navigate back to the Details tab of the Albertan’s Person Account Page.
Verify that the Albertan has a Program Eligibility record for the desired vaccine program.
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Selecting Vaccination Program
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To proceed with booking an appointment for an eligible Albertan, follow the steps below.
Click the Appointment Scheduling tab in the Person Account page.
* Select the Vaccine Program that the Albertan would like to book an appointment for.
This list will be filtered based on age cohort only. All Albertans older than 6 months will be eligible to book an appointment for Influenza and all Albertans older than 12 years as of Dec 31st , 2021 will be eligible to book an appointment for COVID-19.
If the Albertan is not eligible for the selected vaccine program, the following message will appear.
If the Albertan selects Influenza, proceed to step 6.
If the Albertan selects COVID-19, two additional questions will display.
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Selecting Vaccination Program
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* Select which dose they are booking for.
Albertans will be eligible to receive an Additional Dosebased on the following requirements:
• 8 weeks after a second dose, if required for eligible health conditions (e.g., Immunocompromised Albertans 12 and older)
• 4 weeks after a previous dose, if required for international travel
• 6 months after a second dose, if you are 75 years of age and older, or First Nations, Metis, and Inuit adults 65 years of age and older, no matter where they live.
If the Albertan is not eligible due to age or inadequate time spacing between vaccines at the time of appointment booking, book their appointment when they are eligible.
For more information on eligibility criteria, please refer to https://www.alberta.ca/covid19-vaccine.aspx#second
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Selecting Vaccination Program (Continued)
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* Select a COVID-19 Vaccine Type.
This selection will filter locations based on the COVID-19 vaccine type.
It is recommended that if the Albertan received an mRNA vaccine (Pfizer or Moderna) as their first dose, they should get an mRNA vaccine as their second dose to be deemed fully vaccinated. If the Albertan received AstraZeneca as their first dose, they could choose either the AstraZeneca vaccine or an mRNA vaccine (Pfizer/Moderna) as their second dose.
Note: The Albertan is not guaranteed to receive the vaccine they select.
Once the Vaccine Program is selected, you can add up to 6 family members to the appointment booking who are eligible to receive the same vaccine type.
It is recommended that the Albertan books for one family member at a time when booking appointments at a pharmacy. To be able to book an appointment at a Pharmacy, the Albertan must have a valid HCN and be 5 years old or older.
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Adding/Removing Family Members
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To add a family member, follow the steps below:
Click the Add Family Member button.
A pop-up window will display.
* Enter the Albertan’s family member’s Legal First Name and their Legal Last Name.
If the Albertan does not have a Legal First Name, enter their Legal Last name in both the Legal First Name and Legal Last Name fields.
* Enter their family member’s Date of Birth
To enter a date, either click on the calendar icon and select the date or type it in using the following format: Mar 5, 1945.
* Enter their family member’s Postal Code.
A valid postal code must be entered in capital letters in A1A 1A1 format.
Click Continue.
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Adding/Removing Family Members (Continued)
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An error message will appear for family members who have not been registered into AVBS.
If this happens, you must first register the family member by clicking on the Click Here link, and then proceed with adding them as a family member from this screen.
To edit a family members information, follow the steps below:
Click the edit pencil icon next to the family member’s name.
A pop-up window will display.
Make the necessary edits.
Click Continue.
To remove a family member, follow the steps below:
Click the X next to the family member’s name.
A pop-up window will display.
Click Continue.
Click Continue to Select an Appointment.
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Selecting an AppointmentProceed with booking a vaccination appointment for an eligible Albertan by searching the City or Town, or by Postal Code, for an available location, date and time. The search is defaulted to Postal Code.
Follow the steps below to Search by Postal Code.
You may edit the Postal Code.
The postal code entered during registration will auto populate in this field. This field may be changed to another postal code. A valid postal code must be entered in capital letters in A1A 1A1 format.
You can adjust the preferred Radius.The postal code radius will default to 5km and can be increased to 999km.
Click Search.
If no sites appear, you must select a different Postal Code with available time slots. A list of available Vaccination Sites with available appointment time slots for the selected vaccine program will display, in order of proximity to that postal code.
You can also click Clear Search to clear the search fields.
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Selecting an Appointment (Continued)Follow the steps below to search by City or Town.
Click the circle next to search by City or Town.
Enter the preferred City or Town by beginning to type in the text box and clicking enter, or by clicking on the magnifier icon.
Click Search.If no sites appear, you must select a different City or Town with available time slots. A list of Vaccination Sites with available appointment time blocks will display, in alphabetic order.
You can also click Clear Search to clear the search fields.
Select the preferred location from the list of available vaccination sites.
If you are a Pharmacy provider, only your pharmacy will display.
If you are an AHS Site provider, only AHS sites within your Health Zone will display.
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Selecting an Appointment (Continued)If the Albertan is booking for a family, only vaccination sites with available appointment time slots that are offering the selected vaccine type and that can accommodate all family members will display.
For Influenza:
• If one or more of the family members are less than 5 years old, only AHS Sites with available appointment time slots that can accommodate all family members will display.
• If all the family members are 5 years old or older, only AHS Vaccination Sites with Remote Sub-Type in facility record, with available appointment time slots that can accommodate all family members will display.
For COVID-19 and Influenza:
• If one or more of the family members has an invalid HCN, only AHS Sites with available appointment time slots that can accommodate all family members will display.
See next page for details if you need to override the functionality for filtering locations based on these criteria.
This feature will override the location filters and will display AHS sites and Pharmaciesas options for appointment booking.
• If you are a Pharmacy, you will still only be able to book appointments within your Pharmacy.
• If you are an AHS site, you will still only be able to book appointments within your Health Zone.
If the Albertan would like to book a location other than your own, tell them to contact Health Link at 811 for assistance.
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Selecting an Appointment (Continued)To override scheduler filters, follow the step below.
Navigate to the Person Account Page by following steps 1 and 2 on page 4 of this User Guide.
Click on the Edit (pencil icon).
An editable window will display.
Check the Override Scheduler Filters checkbox.
Click Save.
This override functionality only applies to one booking at a time. Once an appointment has been booked, the checkbox will automatically be unchecked for the next appointment booking.
It is important that this functionality is not used when a booking includes a member that is younger than less than 5 years of age. Albertans younger than less than 5 years of age cannot be vaccinated at a pharmacy, and they will be turned away.
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Selecting an Appointment (Continued)
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Select the Preferred Date by clicking on a date shaded in gray on the calendar.
The calendar view will default to the month with the nearest available date. To navigate between the months, click on the left or right arrows. Once the date is selected, the date will be shaded in blue.
Select the preferred Time by selecting from the options displayed under the calendar.
Click Continue.
An appointment confirmation page will display to Review and Submit the appointment details for the primary contact and their family members.
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Review and SubmitConfirm the Appointment Details for all family members.
If you need to update any details before confirming their appointment, do not click the back button of your internet browser. Press the Go Back button at the bottom of the screen.
* If the Albertan is booking their first dose of a COVID-19 vaccine, they will see the COVID-19 Vaccine Safety Monitoring Study section, which asks if they would like to participate in the vaccine safety monitoring survey.
Click Confirm Appointment.A success banner will appear indicating that the appointment has been confirmed, with a link to the appointment record. You will be automatically directed to Albertan’s Appointment Record.
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Review and Submit (Continued)
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Note the Appointment Confirmation Number and share with the Albertan.
Note that the appointment confirmation number will always start with the letter “B”, while the registration confirmation number will start with “R”.
If the primary contact selected email as their preferred method of communication, they would receive a confirmation message which includes the booking confirmation number, QR Code, and a link to the cancellation portal for all family members. If the primary contact selected SMS as their preferred method of contact, every member of the group booking will receive individual confirmation messages containing the same information. The Albertan should take the QR code with them to facilitate checking in for their vaccination. If the QR code is not brought to their vaccination appointment, the Albertan may also be searched using their Legal First Name, Legal Last Name, appointment booking confirmation number, or Health Card Number. The Albertan will receive a reminder for their scheduled appointment 24 hours before their appointment time (via their preferred contact method).
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Review and Submit (Continued)The booking confirmation email the Albertan receives will look like the following:
The booking confirmation text message that the Albertan receives will look like the following:
The Albertan will receive a text message 24 hours before their appointment time that will have a link to a QR code, which they should take with them for checking in for their vaccination.
Please remind the Albertans to check their spam folders if they have not received an email.
To resend confirmation to the Albertan, refer to the How to Resend Registration/Booking Confirmation to Albertans User Guide.19
Message from the Government of Alberta:
Joe, this message is to confirm your Influenza vaccination appointment at ABC Clinic, Address: 123 ABC Street, Calgary. Please bring your booking confirmation number and QR code to your appointment.
Joe’s booking confirmation number is B-UCR316P2.
Click here to access the unique QR code: http://albertavaccine.booking/CDsZ5hLds4CDCzH%2FTKYVzZySzn8QAqourZJqSP+8m6AIY1xu91dKq4mFHYzUfjcH