Get Started with the eVacc

This eVacc quick start video covers a brief overview of the patient journey from registration to completing the screening, vaccination and any adverse reactions.

NOTE: All patient data is fictitious, no real patient data is used in any training content

eVacc User Guides

Click below to download a PDF copy of the eVacc user guide. Each document covers modules appropriate to each user group and can be used both for new users as well as a reminder of certain topics.

eVacc Training Videos

Getting Started

Covid-19 Vaccination

Flu Vaccination

Administration

Are you using both eVacc and eView?

Please take a look at the below resources.

If you are a current eVacc customer and would like to find out more about eView, please visit https://evahealth.co.uk/eview/

Quick Start User Guide

Click here to download the eView User Guide

Get Support

If you need any further support with eVacc please speak to your site administrator as a first point of contact.

For further support, please contact the NHS Vaccination Service Desk who will be happy to help or pass your query to Eva Health Technologies. Opening hours are between 06:00 – 22:00 every day (incl. bank holidays)

Email

vaccineservicedesk@england.nhs.uk

Call

0300 200 1000

eVacc FAQs

User Management

      If you should forget your password, click “Forgot your password?” on the login screen. You will be prompted to enter an email address and, if that matches an existing eVacc user account, a link will be sent to your email address with instructions. (Please be aware the link expires after 1 hour.)

      Your username will typically be your NHS Mail email address or the email that was used to send you an invitation to eVacc to set up a password. If you do not know your username, contact your Clinic Administrator or Clinic Manager who will be able to find it for you.

      No. You will use the same username/password combination, but the role selector will present you with multiple locations. Choose the location at which you are currently working.

      If the vaccination centre that you are currently working at does not appear in the list, you will need to contact your Clinic Administrator or Clinic Manager. They will be able to add the Vaccination Centre to your user account.

      Once you have logged into the eVacc application, on the Welcome page you will see your user role displayed at the top right of the page, next to your name and the Vaccination Centre you are signed in to. This will be present on all pages as you navigate through the system.

      No. It’s important that the data stored is accurate, including who recorded the information. Using another person’s login credentials is an offense, and therefore you should ensure you are logged in as yourself at all times. If you are working as a team, and you are recording data on another person’s behalf, then ensure that you select your co-worker’s names from the performer drop-down list before saving the information.

      When updating a user role to a Health Care Professional or Health Care Professional Supervisor you must go to ‘User Management’ and locate the user, then click their account and add their ‘Professional Body’ and ‘Registration Number’. This will open their account details and here you can set their Professional Body and Registration Number. Once set, click ‘Save’ and you will then be able to change their role.

    Batch Management

        The barcode contains important information relating to the vaccination – including its batch number and expiry date. Ensure you have reset the barcode scanning flow using the reset button and have tried an alternative scanner. If this is still not working, speak to the Vaccination Centre’s administrator who will inform you of the appropriate process in this situation.

      Finding and Registering a Patient

          First check with the patient to ensure you have the correct spelling of their name, that they have not recently changed their name, or if they are known by any other aliases. Remember that you can also retrieve a patient record using a patient’s DOB, NHS number, address, postcode, and email address. If the patient you are treating is not available within the patient selector, it might be because they have not been registered yet.

          No, you are unable to edit a patient’s registration details once they have been created. eVacc will routinely try to complete a PDS sync and match these details to the patient’s record. However, if there is a plain difference in the name or DOB this may fail to happen. You will need to head back to ‘Patient Registration’ and add the patient in again using the correct information. If you have already recorded a vaccination for the incorrect patient, please make a note of the vaccination details before deleting this vaccination record and re-enter once you have added the correct patient to eVacc.

          Yes, you can. Please toggle on the ‘I don’t have the NHS number’ option within the ‘Patient Registration’ screen. You will then be prompted to enter the patient’s demographic information. Once all fields are completed, select ‘Search on PDS’. You will then be shown the following message ‘No patient was found on PDS with the given data’. Select the ‘Create Patient’ button to manually create the patient.

            First check with the patient to ensure that they have not recently changed their name, or if they are known by any other aliases. Remember that you can also retrieve a patient record using a patient’s DOB, NHS number or address keywords.

            A patient may leave the Vaccination Centre before the vaccine was administered. In this event, for the question “Was the vaccination successfully completed” select “No”. You will be prompted to enter a reason.

            First check with the patient to ensure you have the correct spelling of their name, that they have not recently changed their name, or if they are known by any other aliases. In the scenario where a patient’s address is unable to be determined, please enter ‘Unknown’ in the address field followed by ZZ99 3WZ in the postcode field. This will indicate that the patient’s address is unknown.

          Screening and Consent

              The default value of the protocol dropdown can be changed to any of the allowed values by contacting support.

            Vaccination Administration

                Yes, however please be aware that the primary doses will not appear within the NIMS (National Immunisation Management Service) record in the patient journal. When recording the vaccination, a warning message may show indicating a Primary Dose has not been administered. However, this will not prevent you from recording the Booster if it is clinically safe to do so. You may also advise the patient to call 119 to request for their Primary doses to be added to their GP record.

                Spring Booster and any subsequent dose should still be recorded as a Booster in eVacc. The eVacc solution will no longer display a warning message to indicate a minimum period interval following an updated guidance from NHS England.
                Rest assured this does not override the previous record and vaccinations will be recorded accordingly.

                Current guidance from NHS Digital regarding ‘third doses’ administered to immunosuppressed patients is to continue to capture and record them as a Booster dose.

              Recording an Adverse Reaction

                  It is possible for a patient to display multiple reactions after a vaccination – such as nausea and inflammation of the vaccination site. Each reaction may be recorded via the ‘adverse reactions’ template in the patient’s record. The template allows you to add multiple reactions to a single encounter.

                Reports

                    On the “Reports” page, you will be able to access a number of relevant reports, including “Vaccines Administered” and the “Adverse Reactions”. You must be a Clinical Admin or Clinical Manager to perform this function. Please see ‘generating a report’ in the Training Resource Centre.

                    Please check your vaccination report to make sure the correct reimbursement information has been provided. There are two templates within the vaccination journal that need to be completed correctly to ensure that you receive any Qualifying Incentive. 

                    First being the “Patient Information” template. Please ensure that you have asked the patient all of the questions in this template and you have answered ‘Yes’ to those applicable. For example the question “Do you work in a residential care home for older people?” is used to determine whether the patient should qualify for any Care Home Staff incentive. 

                    The second template is “Screening & Consent”, where you need to ensure the correct Care Setting Type has been selected, for example, “Roving at a Care Home”.

                  eView for eVacc

                      The main reason GP Connect may not show is because the patient may be known as a sensitive patient, this means their records are protected and not available to view. Another reason could be the patient isn’t PDS verified or the patient currently doesn’t have a registered GP practice. For more details, please refer to the eView User Guide.

                      GP Connect data is displayed in real time from the patient’s GP practice, where local records will have been synchronised with the Patient Demographic Search, subject to delays. The delay is dependent on GP Practices being contacted and how they update their GP Connect record. These differences are noted on the GP Connect page.

                      No. There is currently no option to access a patient record which is protected. If a patient believes this is a mistake, please advise them to contact their GP Practice who will be able to make amendments to their record.

                      As GP Connect allows the user to view a patient’s sensitive medical records, access is restricted only to Health Care Professionals and Health Care Professional Supervisors within eView. If you are a registered Health Care Professional, please contact your site admin to amend your user role.

                    About (Demographics)

                        All information presented within the “About” tab has been retrieved from the Personal Demographics Service. Any amendments will need to be performed by the patients registered healthcare provider. Please advise the patient to speak to their GP practice.

                      General

                          Presently, eVacc has been optimised for use on a desktop, laptop or tablet. It will load on any device with a browser; however, it may not work as expected.

                          eVacc training materials are available on our Training Resource Centre here

                          You can download the Privacy Policy here.