Primary Care COVID-19 Response
COVID-19 Vaccination Implementation Toolkits (updated November 2021)
Primary care is an important part of the national vaccination strategy. We are uniquely trusted by the communities we serve, and therefore able to overcome vaccine hesitancy and inequitable access to mass vaccination sites. We are also able to quickly scale up or down our vaccine clinics as needed and creatively reach pockets of people who are overlooked by other vaccination efforts.
We have two toolkits: (1) implementation of a community-based vaccine site in a health center/clinic building equipped to provide clinical care and 2) implementation of COVID-19 vaccination as part of routine clinical care in a busy practice. The guides include prompts for questions you may need to ask, examples of many types of documents that you may need (and information about where to find more documentation), and lessons-learned from our experience.
How the toolkits are organized
We start by covering the knowledge we found useful about the COVID-19 vaccines, evidence related to these vaccines, and federal, state and county information and resources about vaccination, including strategies for equity in vaccine distribution and reaching hard-to-reach populations. Then we provide information about standing up a vaccine clinic or vaccinating as part of routine care. We start with planning and start-up activities and then take you through the process step-by-step. Most of the chapters contain links to external websites for additional information as well as handouts, checklists and other material.
About the team
We developed this guide to share our team’s experience with COVID-19 vaccination. Our primary care rural health center (OHSU Family Health Center in Scappoose, Oregon) implemented a community-based, large scale vaccine clinic on evenings and weekends in January 2021-June 2021. Our OHSU Gabriel Park Family Health Center in Portland, Oregon, began vaccinating for COVID-19 as part of routine clinical care beginning in June 2021.
We would love to learn from and integrate your experiences with COVID-19 vaccination into these guides. Please send us an email to share your experiences.
Handouts, checklists, and other materials
COMMUNITY-BASED VACCINATION
- Supply checklist
- Staff/volunteer sample reminder and parking email
- Shift spreadsheet
- Vaccination flow – staff perspective
- Vaccination flow – recipient perspective
- Role workflow
- Role descriptions
- Vaccine cold-chain information
- Vaccine training (CDC)
- Vaccine clinic time and budget worksheet (Harvard Primary Care Center)
- Vaccine clinic readiness checklist (State of California)
- HIPAA compliant online scheduling and documentation: SOLV, JotForm, Blockit, and Acuity
- Vaccine leftovers scramble list
OUTPATIENT CLINIC-BASED VACCINATION
- Sample scripts for front desk to offer vaccine during scheduling/check-in
- “Job Breakdown Sheet” for each role and workflow for COVID-19 vaccination
- Billing resources
- How to handle unused doses
CLINICAL RESOURCES
- CDC prevaccination checklist
- Our modified prevaccination checklist for first and second doses
- Interim clinical considerations for COVID-19 vaccines (updated frequently)
- Booster shots and additional doses of the COVID-19 vaccines
- Vaccine administration procedure
- Vaccine monitoring recommendations
- EpiPen instructions
- ACLS instructions
- BLS instructions
- COVID-19 vaccination of minors
- Coadministration of COVID-19 vaccines with other vaccines
COMMUNICATION RESOURCES
- Fact Sheet for Recipients and Caregivers
- What to Expect after Getting a COVID-19 Vaccine (1 page)
- VaxTextSM COVID-19 Vaccination Second-Dose Reminder
- Key Things to Know about COVID-19 Vaccines
- How COVID-19 vaccines work
- Frequently Asked Questions about COVID-19 Vaccines
- Answering Patients’ Questions About COVID-19 Vaccine and Vaccination
- How to Tailor COVID-19 Information for Your Specific Audience
- How to Address COVID-19 Misinformation
- Motivational Interviewing Techniques for 1-5 Minute conversations
- Vaccine hesitancy resources from Boost Oregon and CDC
- How to talk with parents about COVID-19 vaccination for pediatric patients
EQUITY IN VACCINE DISTRIBUTION
- OHA Vaccine Advisory Committee recommendation memo
- CareOregon playbook for outreach to high-risk populations
- Oregon's hub and spoke vaccine distribution model
- Columbia-Pacific CCO resources for vaccine distribution: