Automating vaccine response reviews

  • Release version: Xanadu
  • Updated August 1, 2024
  • 3 minutes to read
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    Summary of Automating vaccine response reviews

    ServiceNow's Vaccination Status application enables organizations to automate the validation and review of vaccine responses by integrating third-party validator services and enabling workflows. This automation helps reduce manual effort by validating vaccine documentation in bulk and can automatically approve valid vaccine responses based on supported vaccine codes and documentation types.

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    Validating vaccine responses

    Vaccination Status works with validation systems to review attachments submitted as part of a vaccine response, such as SMART health cards. The validator service API and flows analyze key data points including first and last name, date of vaccination, and vaccine manufacturer codes (e.g., CVX codes). Validation details and results are recorded as work notes on the vaccine response record to provide transparency on the review process.

    After validation, administrators can manually approve or deny responses if needed. Work notes may not capture all discrepancies, so further investigation might be required when validation fails.

    To enable automated validation, customers must:

    • Obtain credentials for the chosen validator service.
    • Create connection and credential aliases within ServiceNow.
    • Set up records for the validator service and supported attachment types (e.g., SMART health card).
    • Create or customize subflows for the validation process (template subflows are available).
    • Configure vaccine code systems and specify supported vaccine codes (Vaccination Status includes common codes and CDC codes can be added).
    • Activate the auto-validate vaccine response flow to update vaccine response statuses automatically.

    Automating vaccine response reviews

    Vaccination Status can automatically approve vaccine responses that meet validation criteria, leaving any unapproved responses in a "Not yet reviewed" state for manual review by administrators or managers. To enable this automation, organizations must:

    • Configure Vaccination Status to perform automatic validation.
    • Activate the system property that allows validation engine approvals to update vaccine review outcomes.

    Provided services and integrations

    Vaccination Status supports integration with key validator services to streamline vaccine response automation:

    • The CommonTrust Network: Includes a prebuilt subflow for validating SMART Health Card attachments containing CVX vaccine codes. Customers must obtain their own credentials to connect. This integration supports SMART health card attachments and uses a vaccine code system compatible with CommonTrust.
    • Azure Form Recognizer service: Acts as an alternate validator by using machine learning to read CDC Vaccination Cards and match user information such as first and last name. Validation is based on confidence scores compared against thresholds set in Vaccination Status. Configuration steps are provided to integrate this service for automated reviews.

    By leveraging these integrations and workflows, ServiceNow customers can streamline vaccine verification processes, reduce manual workload, and maintain compliance with organizational policies efficiently.

    Your organization can automatically validate and review vaccine responses with Vaccination Status by integrating third-party validator services and enabling workflows.

    Organizations may want methods to reduce the effort required to validate or approve vaccine responses in bulk. You can choose to automatically validate attachments used in vaccine reviews or automate the entire review process.

    Validating vaccine responses

    Validation systems work with Vaccination Status to review attachments in a user's vaccine response. First, the user attaches a supported attachment type, such as a SMART health card, and submits their vaccine response. The validator service API and the Vaccination Status flows analyze information from the attachment to see whether there is a match on the following items:
    • First and last name
    • Date received
    • Vaccine code, such as CVX, to verify the vaccine manufacturer

    For more information on submitting a vaccine response, see Report vaccination status to your organization.

    The validation process creates work notes on the vaccine response record about the validation process to inform you whether the review was completed, and if not, why. You can also see a user's vaccine response record that details each attachment reviewed.
    Note:
    Work notes might not be comprehensive. If validation failed, you might want to investigate further to ensure that other information isn't also mismatched.

    Once the validation is completed, you can review the vaccine response record to approve or deny the response. For more information on manually reviewing a vaccine response or confirming whether the validator service is working, see Confirm the reported vaccination status for a user.

    To automate the validation process, you must do the following:
    • Obtain credentials to integrate with the validator service of your choice.
    • Create a connection and credentials alias for the validator service. For more information, see Create a Connection and Credential alias.
    • Create a record for the validator service.
    • Create a record for the attachment type the vaccine codes can be read from, such as a SMART health card.
    • Create a subflow for the validator service. (A sample Validate vaccine response attachment template is available).
    • Configure a vaccine code system used to read vaccine codes and validate submitted data. Some systems are included with Vaccination Status. Refer to your validator service for more information on the system they support.
    • Configure a list of vaccine codes used by the vaccine code system. Some commonly supported codes are included with Vaccination Status.
      Note:
      Other commonly supported codes are provided by the Centers for Disease Control and Prevention (CDC). For more information, see COVID-19 Vaccine Related Codes.
    • Activate the Auto-validate vaccine response flow to update the status of vaccine response reviews.

    Automating Vaccine response reviews

    Vaccination Status can automatically approve vaccine responses based on valid documentation and supported vaccine codes. Unapproved responses are left in the Not yet reviewed state so that Vaccination Status administrators or managers (if enabled) can perform a manual review.

    To enable the automation of reviews, you must do the following:
    • Configure Vaccination Status to automatically validate vaccine responses.
    • Activate the Allow validation engine approvals to update Vaccine Review Outcome records property.

    For more information on automating vaccine response reviews, see Automate reviews of vaccine responses.

    Provided services and integrations

    Table 1. Validator services provided with Vaccination Status
    Validator services Integration details
    The CommonTrust Network
    The CommonTrust Network is a supported integration and validator service in Vaccination Status. The following items are provided and supported by Vaccination Status to streamline the integration process for the CommonTrust Network:
    • An existing subflow, CommonTrust Network: Validate SMART Health Card
    • Records for CVX vaccine codes and the SMART health card vaccine system
    • SMART health card is available as an attachment type and linked to the CommonTrust Network validator service

    You must still obtain credentials for your organization to provide in the CommonTrust Network record. For more information on SMART health cards, see SMART Health Cards: Vaccination & Testing Implementation Guide.

    If you want to automate vaccine response reviews, see Automate reviews of vaccine responses.
    Azure Form Recognizer service

    Vaccination Status can integrate with Azure Form Recognizer. This integration enables the Azure Form Recognizer service to act as an alternate vaccine validation service. The Azure Form Recognizer service reads CDC Vaccination Cards and utilizes a trained machine-learning (ML) service, or model, to determine if there is a match for the user submitting the vaccine response.

    Validity is by the first and last name as each of these fields generates a confidence score provided by the Azure Form Recognizer service. This score is compared to the confidence threshold set in Vaccination Status.

    For more information, see Automating vaccine response reviews with the Azure Form Recognizer service.

    To configure Vaccination Status to use the Azure Form Recognizer service, see Configure Azure Form Recognizer integration for automatic vaccine response reviews.