National Immunisation Booking Solution (NIBS) - PowerPoint Presentation

1. National Immunisation Booking Solution (NIBS)NIBS go live: Southern – 08 July 2021

2. Who to contact? – Site Support Model

3. Access

4. Key Links + Access Code (Nelson / Marlborough)ActionURL LinkCommentsMake a New Booking - NIBS Booking Form To make a new booking for Walk-ins – NIBS consumer facing https://book.vaccine.covid19.health.nz/This is the live “production” link which you use to make a new booking for a walk-in.Note: Do not use this link for testing, trialling the booking form with dummy data, or training. Only real consumer bookings are to be entered here.Manage an Existing Booking - NIBS Booking FormTo manage an existing booking by changing the date or changing location at a consumer’s request – NIBS consumer facinghttps://book.vaccine.covid19.health.nz/manageThis is the live “production” link to help manage bookings for those who already have an existing booking in NIBS and want to change date/time/location.View Booked Jobs and Manage Site- NIBS backend (AVMS) To manage your site and view the booked Jobs (vaccinations)https://nibs.lightning.force.com/lightning/page/homeThis is the "production" link for checking site schedules and managing site capacity.ActionAccess CodeCommentsUse this Access Code by entering into the NIBS Booking Form to make a new booking for a walk-in.BKGHQF8SAMThis is the “access code” which is the key to accessing the Nelson / Marlborough sites on the NIBS webform. This is entered into the “access code” field.

5. Scenario: Patient arrival process using NIBS and CIRConsumer arrives to the siteConsumer is redirected to a waiting roomDoes the consumer have a booking?YesReceptionist follows new process for checking in booked appointments (Lane A)NoReceptionist completes booking via NIBS webform, 1st and 2nd dose appts. Receptionist “Checks-in” patient via AVMSFollow site regular processVaccination event recorded in CIRCIR details created CIR registration completed“Lane B”Clinical details are captured“Lane A”Clinical details are capturedCIR details created

6. User guides

7. NIBS and DMS/Migrated Booking Scenarios in CIRBoth Bookings in CIRThis is when a booking is made by the patron in WA.Process the immunisation event in CIR as normal. No further bookings required.First Booking only in CIRThis will happen when the booking has been migrated from another booking tool like DMS.Process the immunisation event in CIR as normal. Recommended that the 2nd dose is booked post vaccination in the observation area (in case for any reason the first vaccination is not given).Second Booking only in CIRThis will happen when the first dose has been administered already like an overseas vaccination or a completed vaccination without a booking.Process the immunisation event in CIR as normal. No further bookings required. No Bookings in CIRThis is a walk in scenario. Book your patron in their first(today) and their second appointment using NIBS. If you have no capacity book a future appointment. Process the immunisation event in CIR as normal.

8. NIBS UsersRoleProfileExampleDescriptionNIBS / CIR UserIndividual or someone booking on behalf of an individual (e.g whānau or call centre representatives)General Practice receptionist/adminCall Centre staffPublicConsumers can check to see if they are eligible for a vaccination at this time.If not yet eligible, consumers can register for updates for themselves or on behalf of others.If eligible, consumers can self-schedule vaccination appointments or schedule vaccination appointments on behalf of others.They are responsible for managing their appointments and arriving at vaccination locations during the specified appointment date/time.They can reschedule or cancel appointments as needed.ConciergeStaff member at vaccination sitePractice Manager / Admin LeadWellSouth Project Managers / Practice Network TeamSDHB Project ManagersCIR Users are based at your vaccination locations and are responsible for checking in patients.They can register patients, and book on behalf of consumersThey can be assigned to one or multiple locations.They can view a report which will allow them to view the appointments scheduled for each day.AVMS Site Admin & ConciergeDHB staff member managing vaccination siteSDHB Booking CoordinatorSDHB Business AnalystOperations ManagerSite AdministratorsThey can be assigned to one or multiple locations. They can update details and availability for their location.They will have access to reports that will provide bookings by day into the future to provide them with the tools for rostering staffConcierge is the same type of access as Site Administrators above but is read-only access i.e. can’t update site detailsSuper AdminMOH staff member in national officeMOH staff member in national officeAdministrators are responsible for the the NIBS consumer facing and operational backend setup, configuration, and management.They can do everything a Site Administrator can do.They can set up vaccination locations, create access codes, change questions, website content, provision users, and change eligibility rules.

9. How to book an appointmentWhat a consumer can do themselves/a receptionist can do on their behalf if they are a ‘walk-in’, or what call centre staff can do to assist consumers who call to make a bookingRefer to attached quick step guide: NIBS Booking Quick Guide

10. How to manage an appointmentWhat a consumer can do themselves/a receptionist or call centre employee can do on their behalf to change their appointment date/time/location.Refer to attached quick step guide: NIBS rescheduling Quick Guide

11. How to check in a consumerHow a receptionist can check in a consumer via CIRRefer to attached quick step guide: CIR bookings – NHI Matched Quick Step Guide

12. FAQs

13. Q1. What does NIBS and AVMS stand for?NIBS stands for National Immunisation Booking System and AVMS stands for Accenture Vaccination Management System. AVMS is the technology that powers NIBS.Q2. Who uses NIBS?NIBS has two sides - consumer facing and a backend we use in our operations. Consumers in New Zealand who wish to book a Covid-19 vaccination will use the consumer facing side to book and amend their vaccination appointments. Providers of the Covid-19 vaccine will use the operational backend to manager their site/s capacity to give the Covid-19 vaccine to consumers. Q3. Who should I contact if I can’t get into the NIBS operational backend? If you are having trouble accessing NIBS backend please contact the Ministry of Health helpdesk at help@c-19imms.min.health.nz or call 0800 223 987 for assistance. Frequently Asked Questions (FAQs) – General13

14. Frequently Asked Questions (FAQs) – Receptionist Q1. How do I use NIBS to check-in someone who turns up without an appointment i.e. a ‘walk-in’? You will use the same NIBS booking system as our consumers do by going to the URL https://book.vaccine.covid19.health.nz/. You will enter an Access Code given to your site for allocating these walk-ins to your site, on behalf of the consumer. See the Access Code on slide 5 and how to book an appointment on slide 9/via the attached quick step guide.Q2. What happens if a consumer doesn't have an email address or phone number?Ask the consumer to provide an email address and/or phone number of a family member or friend. In order to make a booking an email address and/or mobile phone number must be provided. Q3. Do consumers have to book both vaccination appointments at the same time and at the same location?Yes. NIBS requires both vaccinations to be booked at the same time and at the same location. Once confirmed a consumer can change the time and location of their appointments through the 'manage appointments' function in their booking confirmation or seek assistance to do so as outlined in Q3. Only those sites that have started using the new NIBS booking system will be available for selection, based on the location entered.Q4. A consumer is seeking assistance to reschedule their appointment, how can I help them? You can use this link [https://book.vaccine.covid19.health.nz/manage] to assist a consumer to change their appointment. See the link on slide 5 and how to manage an appointment on slides 10/via the attached quick step guide.  If your site is busy and you cannot assist the consumer you can refer them to the COVID Vaccination Helpline, (Whakarongorau Aotearoa Call Centre) who can provide assistance to reschedule their appointment. The phone number is found in their booking confirmation text or email.Q5. Can I help a consumer fix their contact information (i.e. email and phone number) if they made a mistake?This functionality is not currently available. 14

15. Q1. Can I change the eligibility questions for my site or region?No. Eligibility questions are set at the national level and can only be changed by a Super Admin. Q2. How can I manage capacity and bookings for sites that may not be available on a Thursday one week but available on that day the week after?This will need to be escalated to your Covid Project Manager at WellSouth Frequently Asked Questions (FAQs) – Site Administrator15