Option 1:Enrollment Kit for Flu Vaccine A resource kit for prospective and enrolling providers

1

Table of Contents

This enrollment kit gives providers an overview of their journey as they join the My Turn Flu for clinic management. This package includes the following:

A. Flu Vaccine Provider Enrollment Overview

B. Enrollment Options

C. Provider Partner Roles

D. myCAvax & My Turn Roles

E. Resources

2

Acronym Glossary

3

CAIR2 California Immunization Registry FQHC Federally Qualified Health Centers

CDC Centers for Disease Control and

Prevention

IIS Immunization Information Systems

CDPH California Department of Public

Health

LHD Local Health Department

CEO Chief Executive Officer myCAvax California Vaccine Management

System

CHC Community Health Center RIDE Regional Immunization Data

Exchange (San Joaquin)

CMA California Medical Association SDIR San Diego Regional Immunization

Registry

CMO Chief Medical Officer VA Vaccine Administrator (My Turn user

role)

EZIZ California’s VFC Program e-learning

and resource website

Recommended option for

fastest onboarding process

Flu Vaccine Provider Enrollment Overview

4

Overview: Schools and LHDs who plan to administer the COVID and flu vaccines are invited to join the California

Vaccination Program. Both COVID and flu vaccines may be administered concurrently per CDC guidelines. Upon

success registration into the vaccine program, providers will leverage My Turn, an application for clinic management,

dose accountability, state reporting, patient scheduling, vaccine documentation. The system has been expanded to

support flu vaccines, effective September 29, 2021.

Technology

Option 1: Partner with a registered

myCAvax provider to administer

COVID and/or flu vaccines

Without Provider Partnership

myCAvax enrollment is a pre-requisite to set up clinic(s) in My Turn, schools can choose to onboard onto My Turn

via a partnership with an existing myCAvax provider or self-enroll.

Option 2: Self-enroll in myCAvax

and My Turn to administer both

COVID and flu vaccines

Option 3: Continue existing

manual process to administer flu

vaccines only

myCAvax Considerations Types of Providers to Partner With*

Option 1 is the recommended path as this relieves the school of the

administrative burden of training a Clinic Manager to create their clinics in My

Turn. (Provider that school partners with needs to be on both myCAvax & My

Turn.)

School selects a Provider Partner from their community to register their location under

the provider’s organization account; process takes ~ 1 week

• Provider helps school apply for new myCAvax provider location (Section B only)

• Provider creates IIS ID for school location under parent account

• Provider serves as My Turn Clinic Manager role and orders/manages school’s

vaccine supply

• School retains responsibility for administering vaccines at the Vaccine Administrator

/ VA Assistant user level

• LHD (Local Health District; usually by county) –

Recommended partner type

• CHC (Community Health Center)

• FQHC (Federally Qualified Health Center)

• Local Hospitals & Health Systems

• Medical Group

• Pharmacy

School Partners with an LHD/Provider to provide Flu and/or COVID-19

5

START

School chooses Provider

Partner

Partner Provider fills role of

Clinic Manager for School

Provider Partner creates IIS

ID under their Org AccountProvide Partner w/ Section B

Application information

Next Step

*Includes, but is not limited to, these provider types

Partnership Value Proposition

6

What Schools Offer How Providers Benefit

Student Population in single place/time. School-based clinics support the Public Health Mission of

disease prevention.

Family relationship to connect with hard-to-reach and equity

populations.

They provide a bridge to hard-to-reach populations, through

the student and the requirement for consent/accompaniment

by parents or guardians.

Understood demand to streamline ordering, and clinic set up

and staffing requirements.

Clinics are set up in advance and with lead time to arrange

vaccine, staffing, and Administration.

Communication protocols, and outreach that can cut through

clutter – delivered through students.

Communications through established school protocols, email,

flyers, and forms to be completed.

Experience managing the student population both pre and

post vaccination including parent volunteers.

Schools provide crowd management for young patients in a

secure environment.

Logistics, Facilities, and Administrative support to providers

on school locations.

Schools know what has worked in facilities and crowd

management and can leverage that to ease planning, set up,

and entry/egress.

Registration and Onboarding Responsibilities

7

School has decided to take Option 1 for onboarding

Work with LHD to find a suitable organization to partner with

Identify Vaccine Administrators in advance of partnership. These resources will serve the Vaccine Administrator/VA Assistant on My Turn

School provides the partner with all the necessary information to enroll with the Local Immunization Registry

Provider will work with Local Immunization Registry to obtain new IIS ID for the school

Provider will act as the Location Coordinator to submit the Section B application with information supplied by the school

Register school Provider Type as Health Center –Student and Location Will Administer as School (K-grade 12).

If running mobile clinics, only one location will be necessary

Provider will need to identify a Clinic Manager to run the schools’ flu clinics on My Turn (Provider CM may need training refresher for My Turn Flu functionality)

School will work with partner provider to ensure proper reporting of all administered doses in My Turn

If administering COVID-19 vaccines, the provider will order vaccines on the school’s behalf and manage all administrative and reporting tasks

START

School chooses Provider

Partner

Partner Provider fills role of

Clinic Manager for School

Provider Partner creates IIS

ID for the school under their

Org Account

Provide Partner w/ Section B

Application information

Next Step

School

Provider Partner

LE

GE

ND

The steps highlighted below are only for schools that select Option 1. For information

on the other options, please refer to the next slide.

COVID-19 & Flu

8

My Turn is an application that allows Providers an all-in-one application for clinic management, dose

administration, dose reporting, and public or walk-in registration for vaccine clinics.

On September 29, 2021, My Turn functionality will be expanded to include flu clinics. For guidance

on how to onboard onto My Turn for COVID-19 and/or flu, see below for which resources to refer to.

General Enrollment Kit

Flu Enrollment Kit (This document)

General Enrollment Kit & Flu Enrollment Kit (This document)

COVID-19

Flu

COVID-19 & Flu

Provider Partner Roles

9

myCAvax/My Turn Role Breakdown

10

Partnership with

LHD/Provider

Organization

Coordinator

Location/Vaccine

Coordinator

Clinic Manager Vaccine Administrator

/ VA Assistant

● Set up clinics in My Turn or

submit forms to My Turn Clinic

Ops to build clinics

● Add vaccine inventory data to

clinics in My Turn

● Work with school to submit

information to IIS Registry

● Submit Section B application

on School’s behalf

● Submit vaccine order

requests

● Review My Turn training

materials

● Administer vaccines & records

patient data

My Turn

myCAvax

LE

GE

ND

School

Provider Partner

System Role: Task Owner:

myCAvax & My Turn Roles

11

Location & Vaccine Coordinator

12

**For schools that will vaccinate against COVID-19 and flu

On-site point of contact who enrolls the provider location in myCAvax and maintains daily

vaccine operations at the provider site

Estimated initial time commitment:

4-5 hours per site

Mandatory

Optional

Awareness

My Turn

myCAvax

LE

GE

ND

Other

* Also applies to schools choosing Option 1 that will

vaccinate against COVID

Training

Create initial account in myCAvax and complete required locations trainings in myCAvax & refer to Enrolling Provider Locations Job Aid

Complete myCAvax 101 training on provider enrollment

Section B

Complete CDC Provider Agreement in myCAvax for each location, including naming backup location coordinators

Complete Location Enrollment Application

Location Coordinator must complete e-signature

Add Users

Send Welcome Package to Clinic Manager; package provides overview, training schedule and expectations

Order Vaccines

Order COVID-19 vaccine by submitting Vaccine Order Request or Vaccine Marketplace Request

(EZIZ) Learning Resources

Required:

• MyCAvax 101 (1 hour)

• COVID-19 Vaccine Order Training (30

minutes)

• Vaccine Inventory (1 hour)

Recommended:

• What's New in myCAvax? (30 minutes)

Vaccine Finder

Report daily inventory for location to Vaccine Finder via the registration completed by the Organization Coordinator

Start

Receive email from CDPH to start myCAvaxonboarding journey

Read this document to set expectations

Review the Provider Enrollment Worksheet for requirement awareness

Location Coordinator

13

Training

Create initial account in myCAvax and complete required locations trainings in myCAvax & refer to Enrolling Provider Locations Job Aid

Complete myCAvax 101 training on provider enrollment

Section B

Complete CDC Provider Agreement in myCAvax for each location, including naming backup location coordinators

Complete Location Enrollment Application

Location Coordinator must complete e-signature

(EZIZ) Learning Resources

Required:

• COVID-19 Vaccine Order Training (30

minutes)

• Vaccine Inventory (1 hour)

Recommended:

• MyCAvax 101 (1 hour)

• What's New in myCAvax? (30 minutes)

Start

Email sent from myCAvax that is triggered when Org. Coordinator invites Location Coordinator to complete Section B

Read this document to set expectations

Complete Section B of Provider Enrollment Worksheet

CDPH Approval

Location Coordinator will be emailed once the location application is approved by CDPH

Complete

**For schools that will only vaccinate against flu

On-site point of contact who enrolls the provider location in myCAvax in Section B and

maintains daily vaccine operations at the provider site.

Add Users

Send Welcome Package to Clinic Manager; package provides overview, training schedule and expectations

Mandatory

Optional

Awareness

My Turn

myCAvax

LE

GE

ND

Other

Clinic Manager

14

Uses My Turn Clinic to create and manage clinics, add vaccine inventory and

supply, schedule hours of operation, add vaccine administrators, send SMS

notifications to patients, view aggregate data, and view and export reports.

* Partner will fill this role

Estimated initial time commitment:

6-8 hours

Required:

• My Turn Onboarding (30 min)

• Clinic Manager Training (2 hours)

Recommended:

• Other My Turn trainings

Mandatory

Optional

Awareness

My Turn

myCAvax

LE

GE

ND

Other

Start

Understand requirements and receive provider forms

Gauge understanding of requirements and process for form submission

Training

High overview user training My Turn and reporting capabilities

Submit Forms Confirm

Confirm readiness prior to clinic launch; Clinic Pod engagement

Pre-requisite: Forms submitted

Go Live Stay Updated

Receive communication regarding system enhancements

Attend any new trainings

(EZIZ) Learning Resources

Vaccine Administrator / VA Assistant

15

Start

Complete My Turn Onboarding training

Understand general requirements

Gauge understanding of requirements

Training

Conduct knowledge reinforcement (All training materials can be found on the My Turn Clinic Knowledge Center)

Go Live Shots in Arms

NOTE:The Vaccine Admin Assistant cannot administer shots or view/edit vaccination details

Stay Updated

Receive communication regarding system enhancements

Uses My Turn Clinic to check in registered patients, add individual and bulk walk-in

appointments, reschedule, cancel, or bulk update appointments, and edit a patient’s

vaccine record

Estimated initial time commitment:

1-2 hours

(EZIZ) Learning Resources

Required:

• My Turn User Training (1 hour)

Recommended:

• My Turn Onboarding (30 min)

Mandatory

Optional

Awareness

My Turn

myCAvax

LE

GE

ND

Other

Resources

16

Resources for Flu

17

1. CDC Guidance for Flu Season

• Guidance and resource for yearly flu

2. EZIZ Flu Resources

3. myCAvax/My Turn

• Home page for myCAvax/My Turn updates

Partner Provider

1. CDC Guidance for Yearly Flu

• Guidance and resource center for yearly flu

2. EZIZ Flu Resources

3. Immunization Registry

• CAIR (Most counties)

• Healthy Futures/RIDE (San Joaquin Region)

• SDIR (San Diego County)

4. myCAvax Enrollment

• Steps to enroll into myCAvax

5. VaccineFinder

• Find facilities that administer vaccinations

6. ShotsforSchool

• School toolkit for other vaccine requirements and

reporting

School (Self Enrollment)

Recommended My Turn Clinic Options for Schools

18

School issues unique code to parent/guardian to register student on My Turn

Benefits:

-Allows families to easily find the school’s clinic on My Turn and self-register their child in advance

-School staff can save time by having families pre-register student and quickly check-in student on clinic day

Considerations:

-Some families may lack computer access to register on My Turn but can call telephone hotline to register if lack of computer or smartphone; families can attempt in-person registration (availability may be limited)

School holds closed walk-in clinic and staff registers student

Benefits:

-Families do not need to register their student on My Turn

-School can pre-register all students in advance via an Excel spreadsheet

Considerations:

-May require staff additional time to register student on-site or before clinic day

QR Code

Walk-In Closed

Thank you!

19