COVID-19 Vaccine Event Management Event Planner Newsletter on September 13, 2021

Texas Health and Human Services Commission sent this bulletin at 09/13/2021 08:00 AM CDT / Este e-mail ha sido enviado por Texas Health and Human Services Commission el 09/13/2021 08:00 AM CDT

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COVID-19 Vaccine Event Management

Event Planner Newsletter – September 13, 2021

In this newsletter you will find a link to the SharePoint folder containing various Event Planner resources. These resources include recordings, event creation reminders, a first look at new Texas Public Health Vaccine Scheduler features, previous Webinars, and a reminder on where to find CES provider support. The FAQ from the previous 8.26 Event Planner webinar can also be found here along with how to request an Outbound Call Campaign. Below you will find the details for our next webinar along with some important information.

Join us on Thursday 9/23 from 2:00 – 3:00 pm CT for the next live Event Planner training webinar.

Zoom link:

https://deloitte.zoom.us/j/93777975485?pwd=SkNWc2RBc1J1alVGVThOVmEzSEJIQT09 

Zoom Password: 373516

Event Planner Resources

Check out this SharePoint folder to find all webinar recordings (4/29, 5/13, 5/27, 6/10, 7/22, and 8/26), PDF copies of the webinar slides, and documents and forms to have on hand (in hard copy) at your Vaccine Events. The demo for Data Entry users to mark Duplicate Records can also be found in the SharePoint folder. If you are external to DSHS, please email CESHelp@dshs.texas.gov for help accessing the SharePoint resources.

Event Creation Reminders

During our Event Planner Webinar on 8/26, the event creation flow was addressed. Below are some reminders and tips from the meeting.

  1. Ensure the “Available to Call Center” box is checked if you want Support Center agents to view and be able to schedule recipients for your event.
  2. Include the Latitude and Longitude when creating an Event Location so that events will appear when searching for events by location.
  3. Make sure you check all fields before selecting Confirm on the Appointment Slots inside the Event Location Schedule as there will be limitations on editing after the schedule is posted.
  4. Create new Event Location, new Event Location Schedule, and new Event for each day of your event. (e.g. An event spanning 10/10-10/11 will have 2 separate events, event locations, and event location schedules created for each day)

For additional details on the event creation process, please review the CES Event Planner Reference Guide found inside of the SharePoint folder.

For any questions or assistance, please reach out to the Provider Support Line at 1-(833) 832-7068.

Updates to the Texas Public Health Vaccine Scheduler site

The Auto-Scheduling feature has been turned off on the scheduling site.

  • This means all scheduling in the scheduling site will now be a manual effort.
  • There will no longer be a nightly process that runs to match recipients who still need an appointment to appointments for events near them
  • Event Planners must mark Appointment Slot Type as ‘Recipient’ for events to be seen by the public for scheduling.
  • Event Planners must mark the event as ‘Available for Call Center’ for Support Center agents to see/use the event for scheduling and outbound campaigns.

Appointment No Longer Needed for Data Entry

·        Data entry users should see that the Person Account layout has been updated, so that they can indicate that a recipient is no longer interested in receiving a vaccine appointment.

Mass Uploads for Appointment No Longer Needed

·        Provider users are now able to deliver a report of recipients that no longer need an appointment to the CES team via Globalscape file share so that the CES team can upload the file to complete a mass update to person account records.

8.26 Event Planner Webinar FAQs 

 

Q: If we don't insert the Latitude and Longitude then people can’t search the event? 

A: Correct, including the latitude and longitude is what allows the event to be searchable by location.

 

Q: What if your event has vaccines from all 3 manufacturers available each with a specific lot number? 

A: For each vaccine manufacturer you would need a new event, event location, and event location schedule. For vaccine lots, choose the vaccine lot that is expected to cover the highest volume of administrations. Only one lot number can be pre-populated for an event. On the day of the event, if you must use multiple lots, manually update the second lot numbers for each appointment once you've depleted supply in the first lot.

  

Q: When will the new features be released to document the 3rd and in the future the booster vaccine? 

A: At this time, there have been no official statements or procedures given about booster vaccines or 3rd doses. Please keep an eye out for future webinars and newsletters for the latest information on Covid-19 Vaccines and Updates to the Texas Public Health Vaccine Scheduler site.

Outbound Calling Capabilities to Promote your COVID-19 Vaccine Events!

Outbound Call Campaigns leverage Call Center agents to perform outreach to help remind, schedule, or register certain groups or audiences.

NOTE: When creating a request for an Outbound campaign, please ensure that your name is included in the request and inform the assigned Event Planner of the request before submitting it.

To request an Outbound Call Campaign to accompany your event:

  • Please complete this brief form in this simple electronic request format least 3 business days prior to the event. (Request form link: https://deloittesurvey.deloitte.com/Community/se/3FC11B261910831F)
  • A member of the Call Center team will reach out once you complete your request form!
  • The aim of conducting an Outbound Calling Campaign prior to your event is to decrease open appointments, reduce unused vaccine doses, and vaccinate more members of the community.

Thank you again for all that you do!