COVID-19 Vaccine Tracking via Caregiver Compliance

Content herein provides steps and recommendations for best practices. Agencies can set requirements as needed for their organization and state mandates (if/as applicable).

HHAeXchange has added general COVID-19 vaccination Medical Compliance Items to the Caregiver Compliance module to assist with tracking vaccination records and dosage requirements for Caregivers who have received the COVID-19 vaccination. This topic provides guidance and best practices for how to add Medical Compliance Items to create medical records using a 5-phase approach to complete the process, as follows:

Phases

1

Set up the 2-dose related Medicals in the Compliance Setup

2

Establish dependencies between the two Compliance Items (medicals)

3

Publish the updated Compliance Setup

4

Assign dose-related medical to the Caregiver Compliance record

5

Report on Compliant, Non-Compliant, and Exempt Caregivers

  1. Go to Admin > Compliance Setup > Search Setup. Select the Compliance Setup and click the Medicals/Other Compliance tab.

  2. Click the Add button to add the new Compliance Item.

  3. The Add Compliance Item window opens. Complete the fields.

    Adding a Compliance Item

    Field

    Description

    *Name

    Select COVID-19 Vaccination (Dose 1) from the dropdown list of values.

    Status

    Ensure the Status field is set to Active (selected by default).

    *Require

    Select:

    • Yes to require the Compliance Item for specific Caregiver disciplines. When Yes is selected, the Discipline dropdown field appears.

    • No to simply track the medical without applying to a Caregiver’s compliance requirements (possibly affecting scheduling).

    *Discipline

    Appears only if Yes is selected for Require. Select all the Caregiver disciplines to apply the Compliance Item to.

  4. In the Result section of the screen, click the Add button to add a result value (for example, Dose 1 Received). Select the Accepted Selection checkbox if the Compliance Item is used for Medical compliance.

    Finalize and Save the Compliance Item

  5. Click Save.

  6. Repeat Steps 2-5 to add the COVID-19 Vaccination (Dose 2) medical.

    Add the COVID-19 Dose 2 Compliance Item

This phase provides steps to link COVID- 19 Vaccination (Dose 2) to the outcome of COVID- 19 Vaccination (Dose 1).

  1. Return to the Medicals/Other Compliance tab. Select the COVID-19 Vaccination (Dose 2) medical from the Compliance Items section.

    Select the Medical to add a Condition

  2. The Edit Compliance Item window opens. The Generates Upon section is now available for the medical item. Click the Add button to add the dependency/condition.

    Adding the Dependency/Condition

  3. The Generates Upon window opens. Complete all required fields.

    Generates Upon Window: Establishing a Condition

    Field

    Description

    *Event

    Select Other Compliance Result

    *After

    Select COVID-19 Vaccination (Dose 1)

    *Saved with Result

    Select Dose 1 Received

    *Timeline

    Select the Days After Event radio button and enter the applicable number of days in the text field. In the example, 28 days have been entered.

  4. Click Save. On the Edit Compliance Item window, click Save to finalize.

  5. The Generates Upon condition prompts the system to automatically add a COVID-19 Vaccination (Dose 2) medical for a Caregiver when a COVID-19 Vaccination (Dose 1) medical is entered with a value of Dose 1 Received (based on the Days After Event entered above).

    Finalized Compliance Item

To make these items available, the changes must be published before assigning to a Caregiver for tracking and compliance purposes. Complete the following steps to publish.

  1. Go to the General tab of the Compliance Setup.

  2. Select the Publish button to complete the update.

    Publish the Compliance Setup Update

    To prevent scheduling issues due to compliance, select either the No or Warning radio buttons under the Medicals/Other Compliance. Refer to the following points for Scheduling Validations guidance.

    Select

    To…

    No

    Completely ignore the Caregiver Medical/Other Compliance Status when scheduling.

    Warning

    Alert that the selected Caregiver’s Medical/Other Compliance Status is Not Compliant; however, they can still be scheduled.

    Validate

    Alert that the selected Caregiver’s Medical/Other Compliance Status is Not Compliantandcannot be scheduled.

  3. (Optional) Go to Admin > Process Monitor to track publishing progress. Upon process completion, the COVID-19 Vaccination (Dose 1) and COVID-19 Vaccination (Dose 2) options become available to assign to a Caregiver.

  1. Search for the Caregiver under Caregiver > Caregiver Search. Locate and click the Caregiver Name link to open the Caregiver Profile.

  2. Select Compliance from the index. On the Compliance page, select the Medicals/Other Requirements tab. Click the Add button.

    Assigning a Medical to a Caregiver

  3. The Add Medical window opens. Select COVID-19 Vaccination (Dose 1) from the Medical Name dropdown field and Due Date (required fields). If the vaccine has been administered, select the Date Performed and select Dose 1 Received from the Results dropdown field. Click Save.

    Adding a Medical to the Caregiver Compliance Page

  4. Both the COVID-19 Vaccination (Dose 1) and COVID-19 Vaccination (Dose 2) medicals display under the Caregiver’s Medicals.

    • The COVID-19 Vaccination (Dose 1) appears with a Completed status.

    • The COVID-19 Vaccination (Dose 2) appears with a Pending status, and the Due Date is calculated as configured in the Compliance Setup. In this example, 28 days after the Completion of the (Dose 1) medical.

    Added Medicals on the Caregiver Compliance Page

For Caregivers who are exempt from receiving the COVID-19 vaccination, complete the following steps when the vaccine is required in the system.

  1. Go to Admin > Compliance Setup > Search Setup. Select the Compliance Setup and click the Medicals/Other Compliance tab.

  2. Select the COVID-19 Vaccination (Dose 1) medical (or an alternative medical used to track COVID-19 vaccinations).

  3. The Edit Compliance Item window opens. Click the Add button from the Results section to add a result value. On the new row, enter Exempt and select the Accepted Selection checkbox. Click Save.

    Adding Exempt Value

  4. Go to the Compliance Setup General tab and click Publish to finalize.

    Allow the process to complete monitor via the Admin > Process Monitor.

  5. Go to the Caregiver Compliance page under Caregiver > Compliance and select the Medicals/Other Compliance tab.

  6. Select the COVID-19 Vaccination (Dose 1) medical or click the Add button to create the medical.

  7. The Add Medical window opens. From the Results dropdown field, select Exempt (as added in the Compliance Setup) to satisfy the COVID-19 medical requirement. Add Notes (for example, the reason the Caregiver is exempt from receiving the vaccine). Click Save to finalize.

    Add Medical: Exempt Result

Use the Medical/Other Compliance Item Due Report under Report > Caregiver > Compliance > Medical/Other Compliance Item Due Report to determine which Caregivers are Compliant, Non-Compliant, and/or Exempt for COVID-19 Vaccination medicals on file.

To see Caregivers with completed vaccinations:

  • Select COVID-19 Vaccination (Dose 2) from the Compliance Item(s) dropdown; and

  • *Select Vaccination Dose 2 Complete from the Item Result(s) dropdown.

To see Caregivers with outstanding vaccinations:

  • Select COVID-19 Vaccination (Dose 1) and COVID-19 Vaccination (Dose 2) from the Compliance Item(s) dropdown; and

  • Select Pending from the Item Status dropdown.

To see Caregivers who are Exempt:

  • Select COVID-19 Vaccination (Dose 1) from the Compliance Item(s) dropdown field; and

  • *Select Exempt from the Item Result(s) dropdown field.

* The values in the Item Result(s) field are dependent on the values created for a COVID-19 medical (Phase 1 in this document).

Medicals/Other Compliance Item Due Report