Using Clinician Portal to find and manage vaccination appointments for users

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Using Clinician Portal to find and manage vaccination appointments for users

    The Clinician Portal is a centralized tool designed for users with thesnvaccinesm.clinicianrole to efficiently find, manage, and update vaccination appointments. It supports key functions such as locating appointments, viewing upcoming schedules by location, managing vaccination records, and updating appointment statuses including no-shows and cancellations. The portal is optimized for tablet and mobile use, though mobile currently restricts bulk appointment selection.

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    Finding Vaccination Appointments

    Clinicians can locate vaccination appointments by scanning or manually entering a user’s QR code or searching directly within the portal. They can view appointment lists filtered by specific locations. The portal displays all upcoming appointments for the selected location, including those from the previous hour, with the selected location retained throughout the user session for convenience.

    Viewing and Searching Appointments

    Within the list view, clinicians can search for users by name and filter appointments, with default filters set to a one-week date range. The name search filters only registered users’ appointments, but QR code scanning still enables vaccine administration for internal users not listed in the search results.

    Managing and Working on Appointments

    Clinicians can fully manage appointment records through the portal by:

    • Verifying user ID and details
    • Completing screening questions
    • Confirming proper vaccine administration, even when multiple vaccines are booked under one appointment
    • Adding comments and work notes
    • Confirming verbal consent and vaccine information delivery to the user
    • Assigning appointments to themselves
    • Marking appointments as no-shows, cancellations, or complete

    When an appointment is marked complete, the system automatically creates and stores an immunization record in the Immunization (snhclsimmunization) table, ensuring accurate and up-to-date vaccination records.

    As a user with the sn_vaccine_sm.clinician role, you can find vaccination appointments for users, view all of their upcoming appointments for a particular location, view, and work on a vaccination record, mark an appointment as a no-show, cancel an appointment, and more, all from within a single portal.

    Figure 1. Clinician portal
    Vaccine Administration Management clinician portal landing page where users can manage appointments, scan QR codes to find appointments, and view a calendar of all appointments.
    Note:
    The clinician portal is optimized for both tablet and mobile. However, the mobile view does not currently support the selection of more than one appointment at a time for bulk updates.

    Find vaccination appointments

    Table 1. Screens of vaccination appointments

    Description

    Screen

    Clinicians can find vaccination appointments by scanning the user's QR code, entering the code manually, or looking up the appointment in the portal.

    Clinicians can view the appointments for a particular location from the list. To view all upcoming appointments, click See all appointments . Upcoming appointments include all appointments for that day at the selected location, as well as appointments from the previous hour. For example, if the clinician views the upcoming appointments at 9:00 AM, they see all the assigned appointments from 8:00 AM through the end of the day.

    Once the clinician selects a location, it remains selected throughout the session.

    The Manage your appointments view which displays the user's upcoming appointments.

    View and search appointments

    Table 2. Screens of view and search appointments

    Description

    Screen

    From the list view, clinicians can view all appointments for a particular location, search for users by name, and filter for appointments. By default, the dates for appointment filters are set for a week's time.
    Note:
    Using the search by name filter, clinicians can view only the appointments booked for the registered users. However, the clinician can still scan the QR code of an internal user and can administer the vaccine.

    List view of appointments, filtered by date range and organized by name, appointment date and time, code, vaccine, and status.

    View and work on an appointment

    Table 3. Screens of view and work on an appointment

    Description

    Screen
    Clinicians can view and work on an appointment record, including:
    • Verify the user's ID
    • Verify the user's details
    • Fill in screening questions
    • Verify that the vaccine is administered properly.

      If there are multiple vaccines booked under the same appointment and if the clinician has administered only one, details can still be captured by the clinician. Later, the user can book the vaccine that was not administered.

    • Provide comments and work notes
    • Verify that the user has verbally consented to the vaccine
    • Verify that the user was provided with information about the vaccine
    • Assign an appointment to oneself
    • Mark an appointment as a no-show
    • Cancel an appointment
    • Mark an appointment as complete
      Note:
      When the clinician marks a vaccination appointment as complete, an immunization record creates for the user and stores on the Immunization (sn_hcls_immunization) table.

    The appointment details view which displays patient information and vaccination appointment cases. The appointment details view which displays patient information and vaccination appointment cases.