COMMUNITY AND PHARMACY

ALL

SCHOOLS

Vitavo has implemented initial functionality to block calendar dates for most bookings containing a live vaccine where another live vaccine has been administered within the last 4 weeks on Vitavo - this does not include where a live vaccine has been administered outside of Vitavo. A prompt will display in the booking flow, and the calendar will block dates accordingly. There are some considerations, limitations, and use cases not covered by this new functionality – please read the knowledge base article for full details, here

Vitavo has introduced functionality to enable providers to block bookings for NIP-funded vaccines and booking categories where a person does not hold a Medicare card.

This setting can be turned on in Account Management > Client Settings. For full details on this functionality, please read the knowledge base article, here

Updates have been made for the at-risk cohorts who require additional doses of funded pneumococcal vaccine. Previously, there were some instances where these extra doses (at 6 months and 4 years) would display in booking categories for non-eligible children. Where booster doses are required, the Pneumococcal 23vPPV additional immunisation booking category is coded to display as FREE at the appropriate interval since the last dose. Email reminders for these doses are currently being developed and will be included in the next release. Booster doses include:

Please note that at this stage, Vitavo cannot read an AIR history at time of booking, so for booster doses, unless the last dose was administered through Vitavo (or entered on Vitavo as a previous immunisation), this logic will not apply and reminder comms will not be triggered.

There have been some changes to the Hexa/Vaxelis pop-ups to make these clearer and not just referring to Hexa across the client and admin portals

Client Portal
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​Admin Portal

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Sessions that are scheduled more than 18 months into the future have been removed from the system. We would like to encourage you to schedule sessions no more than 6-12 months in advance to make sure that changes are able to be made to adapt for seasonality and cohort changes.

We have added Change Logs to allow you to be able to see changes in consent status. Access this via the More Options button within the students consent screen.

We have added a filter to the Student Consent page to allow filtering by status and school;

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School
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Where there are two visits scheduled for a student (for example, two doses of MenB) we will now show parents the following pop up when they attempt to withdraw consent. It will prompt them to ask if they wish to withdraw the first dose only, the second dose only or both doses.
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You now have real-time consent review within Vitavo. Yep, we're excited about this one too.
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When you have consents that need to be reviewed, you will get a red number alert on the Schools Management menu item in the Admin menu.
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After clicking on Schools Management on the home screen, your list of Schools will appear, and there is a review consent column that will appear with a number and an orange alert.

This number is clickable and will redirect you to the consent review page within that school.

The review consent functionality is found under each specific school.

When clicking on this tab, you will see a list of consent review types.
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You can expand each of these and it will display the details of the conflicting consent you are required to review.
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A pop-up banner will also appear in both the Home and Session Mode screens to alert you to consents that need review. This is a clickable link.

​Home Page
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Session mode Page
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Archiving consents has been developed for you to be able to handle duplicate consents, for instance, where both Mum and Dad have consented for their child to have their immunisations at the school visit.

You will need to tick the box on the left-hand side of the screen pertaining to the consent you wish to archive, and then you can archive a consent if needed.
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Archived consents can be unarchived at any time from the Admin portal, and a message will appear on the patient portal explaining the consent has been archived and for them to contact the organisation for further details.

You also have the ability to unarchive a consent if needed.

Where a duplicate consent has been archived, the parent will see this message on their patient portal

Providers can now either:
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Move the original record (including Pre-Immunisation checklist responses) to a new school visit and return the status to 'Awaiting Arrival'. The original record is not retained for reporting purposes.
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​Individual Reschedule Consent

MENU PATH > Admin > Schools Management > Specific School > Student Consent > Tick box/three dot ellipses > Reschedule Consent
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MENU PATH > Admin > Students > Specific Student > Consents tab > Click consent > More Options > Reschedule Consent
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You can individually reschedule consent from the Student consent tab or the Student Profile.
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Bulk Reschedule Consent
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The Eligibility Engine powers the School Visit date calendar to ensure the minimum intervals between doses.
Eg. if rescheduling or replicating dose 1 of Meningococcal B it may prompt you to reschedule or cancel Meningococcal B dose 2 if it does not meet the 8 week minimum interval
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Maintains the original record in its current status to retain for reporting, and clones the record (including Pre-Immunisation checklist responses) to a new school visit and returns the status to 'Awaiting Arrival'.

​Individual Replicate Consent
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MENU PATH > Admin > Schools Management > Specific School > Student Consent > Tick box/three dot ellipses > Replicate Consent
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MENU PATH > Admin > Students > Specific Student > Consents tab > Click consent > More Options > Replicate Consent

You can individually reschedule consent from the Student consent tab or the Student Profile.

Bulk Replicate Consent

If you replicate or reschedule from either individually or bulk, it will display below;
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When a replicate or reschedule consent does not meet the minimum intervals, the process will alert you to those that do not meet the minimum requirements
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You can then handled these individually or as a group.

The 'I do not consent' modal is now a progressive selection form in the patient portal. This should eliminate parents recording consent, then during the pre-school visit, reminders recording a withheld status leading to a conflicting consent (instead of withdrawing/cancelling the original consent provided).
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We have changed the pop-over functionality to make this clearer.
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We have moved the Withdraw Consent choice to the top of the list. This will then prompt them to log in to withdraw consent.
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If they choose No, I have not previously consented.
It will provide them with some choices
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It will then re-direct them to a simplified form to fill out.
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These csv exports can be used to;

​Prior to a session or school visit - to as an offline contingency if no internet connection (instead of downloading a PowerBI Report)

​After a session or school visit - to cross check in one simple view who got what vaccine when balancing stock holding in the esky

Our exciting new Schools Campaigns build allows you to add cohort numbers and gender to a school to track consents against student numbers. It also allows you to import a list of student names and contact information to deliver targeted reminder and consent campaigns.

This feature was covered in a webinar on 6th August. To watch the recording, please click here
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These are managed at an individual school level.
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​MENU PATH

Admin > Schools Management > Specific School > Campaigns

Campaigns added are set at an organisational level and can be used across any school. You can set up one initial, one follow up and one last chance campaign for each category.

To add a campaign, click the Add Campaign button in the campaigns screen. You have two options when choosing the Add Campaign button.

​After you have created your campaigns, you will then need to assign them to the school in which you want to use them.
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​Add Student list or Add number of students

Add Student List
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This functionality gives you the ability to add student class lists.
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Here you download a template to ensure that the data you are adding is in the correct format.

You will need to follow the format outlined in the downloaded excel template.
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There are guidelines added to the template.
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Example of data displayed in the template
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You must ensure that when this template is saved, it is saved in a CSV format to ensure the data is able to be uploaded.
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Once your data is complete and you have saved your template, you will need to upload your template to the campaign.
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You will need to add the following data specifics of the campaign you are adding. Each campaign must be year-level specific, and then you will choose the vaccination category you are targeting for this year level.

Once you have clicked save, you will notice the campaign appear in the Schools Campaigns list.
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In the campaigns list, you are also able to see the tracking of communications.

Add number of students

You will then need to add your data into the form.
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You can just add the number of students (this is a mandatory field), and we do give you the option to break this down by gender of your students as well. Gender breakdown is not a required field.
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Once saved, you will see this appear in the Campaigns screen.
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​Templates

Once you have campaigns added, you will then be able to add templates for communications if you want to run a targeted communication campaign.

MENU PATH
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Admin > Account Management > Templates
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​Templates are created at an organisational level and can be used across all schools.
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Click the plus sign to add a campaign
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You have the choice of either an SMS or Email campaign.

SMS Communication Template
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Fill out each field with the details of the SMS Campaign you want to send out.

You have the ability to add merge fields to your SMS campaign as well. This pulls the data from Vitavo to fill these fields.
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To locate these, click the link symbol under the content header.

You can then create your SMS message to send out to the families.
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Please note there is an additional usage charge for:

The below SMS with 435 characters (3 times longer than the limit of 160) would be 3x SMS usage charges.
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Please note, merge fields (eg. First Name) will change the number of characters in the final SMS sent and charged.
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The below example SMS has 295 characters and would be charged at 2x SMS usage charges.
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You can choose to have a text message as short or as long as you like.
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The shorter the better.
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​Note: If you are adding a first and last name from the merge fields please remember to add a space in between each merge field, to ensure a space shows on the text message.
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if you are adding an opt-out link - please remember to add text beforehand for example: To Opt out - <link>

Email Communication Template

You can run a targeted email campaign for reminders for vaccinations.

Fill out all of the details in form.
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You have the ability to add merge fields to your email-targeted campaign as well. This pulls the data from Vitavo to fill these fields.
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Emails have no size limit.
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Once you have completed either the SMS or Email campaign and save them. You will see them listed in the templates screen.
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​Note: If you are adding a first and last name from the merge fields, please remember to add a space in between each merge field, to ensure a space shows in the email.
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if you are adding an opt-out link - please remember to add text beforehand for example: To Opt out - <link>
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Once completed your Campaigns and Communication Templates, you are able to manage all of these functions from the Campaign screen.
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Choosing the campaign you wish to target, you can then click the three-dot ellipses at the end of the row.
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Here we are going to choose Add Communication.
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Within that screen, you have a form to fill out and some options to choose from.
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This will pull through your pre-set templates that you have loaded in the Communication templates tab and add it to the school. You can edit this template within the school for any school specific information you wish to add.

Pre-filling functionality

You may have multiple templates that you have created in the templates tab.
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Once you choose the pre-filled template, it will add in all of the details from there.
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​Adding Communications to a campaign
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Add a Communication prefilled template
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View Campaign

Add Student and Parent

Individual Form

Bulk Upload
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Upload Student List
Add Number of Students
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When you expand a campaign, you are able to view all data and targeted campaigns that have been sent for this year level.
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Here, you can Replicate Communication. If you replicate this communication, it will remove any student who has already had a consent recorded.
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Export a Non-Responder list
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When a parent logs in using the Schools link, and they choose a Year level at the start of the process, it will ask them to confirm their Year level in the consent process.
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When patients were validating using their DoB for the pre-immunisation checklist, and attempted incorrectly three times, the system was sending them a reset password email.
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A fix has now been implemented, and if they attempt validation incorrectly three times, they will be directed to contact their organisation.
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