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North Carolina Immunization Branch

COVID-19 Training

image of Coronavirus Disease 2019 (COVID-19)

New and Noteworthy

Interim Provider Guidance for Vaccinating North Carolinians

Introduction to CVMS

What is CVMS?

CVMS is a secure, cloud-based COVID-19 Vaccine Management System that enables vaccine management and data sharing across recipients, care providers, hospitals, agencies, and local, state, and federal governments on one common platform. Through CVMS, North Carolinian healthcare providers will be able to:

  • Enroll in the COVID-19 Vaccine Program and upload employees so they can register for COVID-19 vaccination
  • Manage COVID-19 vaccine inventory
  • Track COVID-19 vaccine administration
  • Invite their Employees to register for vaccination
  • In future CVMS releases, providers will also be able to schedule clinics

Non-healthcare organizations will be able to invite eligible recipients to register for vaccination

North Carolinians will be able to register for vaccination

The State of North Carolina will be able to:

  • Allocate vaccines to healthcare providers with capacity to store and handle the vaccines
  • Send supply where needed in priority
  • Identify and prioritize the most vulnerable population

Who will use CVMS?

  • State of North Carolina State officials
  • Healthcare Providers
  • Eligible Employers and Organizations
  • People living or working in North Carolina

Additional information on CVMS:

Learning Materials For Healthcare Providers

Step 1 – Enroll in the vaccination program

The CVMS Provider Enrollment Portal is where eligible North Carolina healthcare providers will start their journey. The State will contact providers for enrollment in accordance with the Vaccine Distribution Prioritization framework. In this portal, you will complete, sign and submit the CDC COVID-19 Vaccination Program Provider Agreement, if you need to redistribute vaccines from one location to another, and sign the CDC Supplemental COVID-19 Vaccine Redistribution Agreement.

Here is a selection of user guides that will help you navigate through this process:

Watch a recorded live session demonstrating the different steps: CVMS Provider Enrollment Training Recording. (mp4) (01/12/2021)

Additional Resources

Step 2 – Get Ready to Receive the Vaccines and Onboard your Organization Users

Healthcare Providers must be approved through the CVMS Provider Enrollment portal before finalizing the readiness checklist. This checklist contains recommended action items to help organizations ensure their readiness to receive and administer the COVID-19 vaccine.

Complete the Checklist: COVID-19 Vaccine Readiness Checklist (Word Document) (01/11/2021)

Watch a recorded live session demonstrating the different steps: COVID-19 Vaccine Readiness Training (mp4) (01/11/2021)

You will also need to get your location’s user accounts created in CVMS. Here is a user guide that will be helpful to understand this process:

Step 3 – Receive and manage inventories of vaccine

Once enrolled, healthcare providers will utilize the CVMS Provider Portal to manage the COVID-19 vaccine inventory. Only Users that were created with a Location Manager profile can manage the inventory.

Here is the selection of user guides that will be helpful in your daily activities:

Watch a recorded live session demonstrating the different steps: A Day in the Life of a Location Manager. (mp4) (01/06/2021)

Additional Resources:

Step 4 – Invite your Employees, Patients or Residents to Register

Only Users that were created with a Location Manager profile can invite recipients to register. Here is the user guide that will be helpful in your daily activities:

Watch a recorded live session demonstrating the different steps: A Day in the Life of a Location Manager. (mp4) (01/06/2021)

Additional Resources:

Step 5 – Administer vaccine to the recipients

Once Inventories are recorded, healthcare providers can record vaccination of recipients. This activity is also processed through the CVMS Provider Portal. Users that were created with a Location Manager profile or a Healthcare Provider profile can record recipients’ vaccination.

Here is the selection of user guides that will be helpful in your daily activities:

Watch a recorded live session demonstrating the different steps: A Day in the Life of a Healthcare Provider. (mp4) (01/11/2021)

Need Assistance?

The CVMS Vaccine Support Portal is ready for vaccine providers to submit cases or inquiries regarding COVID-19 Vaccines as well as any CVMS technology issues. As a provider, if you need to submit a ticket to the helpdesk, you will need to:

  1. Visit the COVID-19 Vaccine helpdesk website here
  2. Register for an account on the portal by clicking 'register' in the top right-hand corner
  3. Populate your first name, last name, business e-mail, and your registration code
  4. The registration code is your provider PIN (i.e. NCA650001) which can be found on the packing lists received with your Vaccines For Children shipments, or in the top right-hand corner of a wasted/ expired report generated from the North Carolina Immunization Registry (please add “NCA” to the front of the six digit PIN#)
    • For providers who are not enrolled or may not have a PIN, you may use the following generic PIN to register: VAC2021
  5. You will receive an e-mail with your username and temporary password to log into the portal and submit helpdesk cases
  6. Upon login, you will be able to submit helpdesk cases via the intake form
  7. Your cases will be routed to the appropriate team and you will receive an e-mail notification once the case has been resolved with resolution notes

In addition to submitting cases via the CVMS Vaccine Support Portal, providers can also search the CVMS knowledge base repository for pre-existing articles and FAQ's, which may help resolve your questions. The knowledge repository will be consistently updated to include new CVMS Vaccines information.

The Frequently Asked Questions (FAQs), and troubleshooting guide provide answers and solutions to the most-commonly asked questions and issues regarding CVMS.

Live Learning Sessions

For training session description and agendas, please review the following document: Training Session Descriptions (PDF) (01/14/2021)

  1. Day in the Life of a Location Manager: 1/22/21 at 11:00 AM – 12:30 PM ET
    Zoom link click: here Passcode: 010619
  2. Day in the Life of a Healthcare Provider: 1/22/21 at 2:00 PM – 3:00 PM ET
    Zoom link click: here Passcode: 832296
  3. CVMS Provider Enrollment: 1/25/21 at 10:00 AM – 11:30 AM ET
    Zoom link click: here Passcode: 830637
  4. Day in the Life of a Healthcare Provider: 1/25/21 at 2:00 PM – 3:00 PM ET
    Zoom link click: here Passcode: 977369
  5. Day in the Life of a Location Manager: 1/26/21 at 10:00 AM – 11:30 AM ET
    Zoom link click: here Passcode: 437189
  6. Day in the Life of a Healthcare Provider: 1/27/21 at 10:00 AM – 11:30 AM ET
    Zoom link click: here Passcode: 037755
  7. CVMS Provider Enrollment: 1/27/21 at 2:00 PM – 3:30 PM ET
    Zoom link click: here Passcode: 685414
  8. Day in the Life of a Location Manager: 1/28/21 at 2:00 PM – 3:30 PM ET
    Zoom link click: here Passcode: 911098
  9. CVMS Provider Enrollment: 1/29/21 at 10:00 AM – 11:30 AM ET
    Zoom link click: here Passcode: 908280
  10. Day in the Life of a Healthcare Provider: 1/29/21 at 2:00 PM – 3:30 PM ET
    Zoom link click: here Passcode: 384671

CVMS Offline Operations – How to Proceed

Users might not always have access to the CVMS Provider Portal. Occasionally, CVMS will undergo temporary maintenance and be offline, or the users might be unable to access a connected device. While this should not prevent you from administering vaccines, you must maintain records of those vaccinations, and later, when possible, connect to the CVMS Provider Portal and enter the missing records.

Also, if a recipient was unable to connect to the CVMS Recipient Portal to register, you can ask them to write their registration information on the CVMS Recipient Registration Form and complete the registration on their behalf on the CVMS Provider Portal.

Please download the following three files:

  • A printable PDF to capture recipient registration information and answers to the COVID-19 Vaccination Questionnaire. Click here: CVMS Recipient Registration. (PDF 21 KB) (01/12/2021)
  • A printable PDF used to capture recipient vaccine administration. Click here: CVMS Recipient Administration. (PDF 21 KB) (01/12/2021)
  • A printable PDF to capture the inventory levels. Click here: CVMS Inventory Levels. (PDF 345 KB) (12/22/2020)

For the recipient registration, ask the recipient to fill out the printed form. Collect the completed form from the recipient, then enter the information in the CVMS Provider Portal (See the “Recipient Point of Care User Guide” for detailed instructions).

For the administration of the vaccine, a team member must capture the required data elements identified in the CVMS recipient administration.pdf. This form mirrors the user experience of CVMS including the sequence and data elements required.

For the vaccine inventory levels, a team member must capture the required data elements identified in CVMS inventory levels.pdf. This form also mirrors the user experience of CVMS. Please enter the data you captured offline into CVMS as soon as possible when the system is back online.

LEARNING MATERIALS FOR EMPLOYERS (NON-HEALTHCARE ORGANIZATIONS)

During the first phases of vaccination, recipients will need to be invited to register by their employer, care provider, or residential organization. Self-registration will become available to them in the future. Once the NC DHHS approves an organization to load their employees (or patients, or residents) in the system, the organization will be granted access to the CVMS Employer Portal.

Start Here

The CVMS Employer Portal and related training material is coming soon.

Need Assistance?

The CVMS Employer Portal and related training material is coming soon.

LEARNING MATERIALS FOR RECIPIENTS

We call recipients any candidate to vaccination in North Carolina. To facilitate the vaccination process, we ask recipients to register on the CVMS Recipient portal prior booking an appointment with their Vaccine Provider. During the first phases of vaccination, recipients will need to be invited to register by their employer or their care provider. Self-registration will become available in the future.

Start Here

Read the following user guide to learn how to register, check your eligibility and view your proof of vaccination after being vaccinated:

Additional Resources:

Need Assistance?

If you are an individual registering / registered to receive the vaccine, on the CVMS Help Desk Portal, select the Vaccine Recipient on the Homepage to submit a question, issue, or request via the Vaccine Recipient Form.

LEARNING MATERIALS FOR LOCAL HEALTH DEPARTMENTS (LHDs)

The purpose of this COVID-19 vaccine toolkit for local health departments (LHDs) is to serve as a collection of key resources for LHDs who are on the front lines of implementing a safe and effective COVID-19 vaccination campaign in North Carolina.

This toolkit aims to meet the specific needs of COVID-19 vaccination for the full spectrum of LHD COVID-19 vaccine providers. The intended audience for this toolkit is all personnel involved in the planning or administration of COVID-19 vaccines.

Need Assistance?

The CVMS Vaccine Support Portal is ready for vaccine providers to submit cases or inquiries regarding COVID-19 Vaccines as well as any CVMS technology issues. As a provider, if you need to submit a ticket to the helpdesk, you will need to:

  1. Visit the COVID-19 Vaccine helpdesk website here
  2. Register for an account on the portal by clicking 'register' in the top right-hand corner
  3. Populate your first name, last name, business e-mail, and your registration code
  4. The registration code is your provider PIN (i.e. NCA650001) which can be found on the packing lists received with your Vaccines For Children shipments, or in the top right-hand corner of a wasted/ expired report generated from the North Carolina Immunization Registry (please add “NCA” to the front of the six digit PIN#)
  5. For providers who are not enrolled or may not have a PIN, you may use the following generic PIN to register: VAC2021
  6. You will receive an e-mail with your username and temporary password to log into the portal and submit helpdesk cases
  7. Upon login, you will be able to submit helpdesk cases via the intake form
  8. Your cases will be routed to the appropriate team and you will receive an e-mail notification once the case has been resolved with resolution notes

 


NCDHHS


Updated: January 22, 2021