How to Book a Vaccination Appointment - AVBS User Guide - Health Care Provider and Provincial Operations - Alberta Blue Cross
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How to Book a Vaccination
Appointment
AVBS User Guide – Health Care Provider and Provincial Operations
As of October 15th, 2021
Pharmacy Staff: For any guidance and/or technical support, please contact:
1-844-705-1265
AlbertaVaccineBookingSystemSupport@gov.ab.ca
AHS Staff: For any guidance and/or technical support, please contact:
1-877-311-4300
Privacy Policy
The appropriate collection, use and disclosure of an Albertan’s personal health information is the requirement of Alberta’s Health
Information Act and FOIP Act.
Whenever you see this icon, please ensure that you Please note that following practices are prohibited and
collect verbal consent from the Albertan for disclosure of against the code of conduct related to the handling of
their personal health information. sensitive information (PI/PHI) unless your role authorizes
you to do so:
Whenever you see this icon, please ensure that you are
correctly entering the information provided by the • Saving lists locally on computer
Albertan (e.g. legal first name, legal last name, health • Saving lists on other storage media
card number). The search may result in many records • Printing lists
containing sensitive information like PI/PHI. • Taking pictures
It is your responsibility to access only those records that • Taking screenshots
are necessary to perform your duties. All access is
monitored and recorded for compliance and audit
purposes.
Whenever you see this icon, please pay attention to the
action that is being performed. It is important you follow
these instructions.
2
Booking a Vaccination Appointment: Overview
Objectives: To book appointment for vaccination for an eligible Albertan using AVBS
AVBS Role: Health Care Providers and Provincial Operations
Pre-Requisite: Albertans should be registered in AVBS
Process for Booking a Vaccination Appointment
Validate Albertan’s Book the Albertan’s Verbally provide the
Verify that the details and check if appointment if the
HEALTH CARE booking confirmation
Albertan is there is an existing Albertan is eligible for
PROVIDER number to the
registered in AVBS confirmed appointment booking Albertan
If the Albertan does The Albertan will receive an
not exist in the appointment booking
PROVINICIAL
system, register the confirmation notification via their
OPERATIONS
Albertan, and then preferred communication channel
proceed to booking. provided during registration.
To register an To resend this confirmation to the
Albertan, refer to the Albertan, refer to the How to
How to Register an Resend Registration/Booking
Albertan User Guide. Confirmation to an Albertan
User Guide.
3 Note: The term vaccination site used throughout this user guide refers to pharmacies, AHS clinics and physician offices.
Before Booking a Vaccination Appointment
When an Albertan calls or walks in to book a 1
vaccination, they should already be registered in
AVBS. If they are not, you will need to register them
first. To register the Albertan, refer to the How to
Register an Albertan User Guide. 2
Before booking a vaccination appointment, search
to see if the Albertan already has a confirmed
appointment booking for the desired vaccine
program by following the steps below:
2a
1 Search the Albertan’s Profile using the Global Search
Bar.
For Search tips, please refer to Basic Navigation User Guide.
2 Click on the Albertan’s Profile Name.
The Albertan’s Person Account page will display.
2a Once you have opened the Albertan’s Person
Account, you will need to first check if the Albertan
has a confirmed appointment already booked for
the desired vaccine type by navigating to and
clicking on the Related tab.
4Before Booking a Vaccination Appointment
(Continued)
2b If the Appointments section has a record with a
Confirmed status, and an appointment name for
the desired vaccine type, that means the Albertan
already has an appointment booking, and you do
not need to book the appointment again. 2b
This check is performed to avoid booking more than one
appointment for the same vaccine type (e.g. booking two
appointments for Influenza when the Albertan only requires
one). The system will allow you to book up to 30
appointments per Albertan.
If the Albertan would like to modify their
appointment, refer to the How to Reschedule or
Cancel a Vaccination Appointment User Guide.
5Before Booking a Vaccination Appointment
(Continued)
If there is no already booked appointment, the system will
run a real-time eligibility check to see if the Albertan is
eligible to book their vaccination appointment. The Albertan 3
will be eligible if:
• The Albertan is not a potential duplicate
A Program Eligibility record will not be created for an account that
has a potential duplicate record. Please follow your process for
managing duplicate records or contact AVBS Support team.
• The Albertan is over the age of 6 months
A Program Eligibility record will be created indicating that the
Albertan is eligible to book for Influenza.
• The Albertan is older than 12 years as of Dec 31st ,
2021
A Program Eligibility record will be created indicating that the
Albertan is eligible to book for COVID-19.
AVBS automatically Sends for *ULI CHECK if no Health Card
Number (HCN) or an invalid Health Card Number is entered. You will
be prompted to book their appointment through an AHS clinic until the
ULI is sent back into AVBS. *ULI: Unique Lifetime Identifier
3 Navigate back to the Details tab of the Albertan’s Person
Account Page.
6 Verify that the Albertan has a Program Eligibility record for the
desired vaccine program.Selecting Vaccination Program
To proceed with booking an appointment for an
eligible Albertan, follow the steps below.
4 Click the Appointment Scheduling tab in the Person
Account page.
5 * Select the Vaccine Program that the Albertan would
like to book an appointment for.
4
This list will be filtered based on age cohort only.
All Albertans older than 6 months will be eligible to book an
appointment for Influenza and all Albertans older than 12
years as of Dec 31st , 2021 will be eligible to book an
appointment for COVID-19.
If the Albertan is not eligible for the selected vaccine program, the
following message will appear.
5
If the Albertan selects Influenza, proceed to step 6.
If the Albertan selects COVID-19, two additional questions will
display.
7Selecting Vaccination Program
5a * Select which dose they are booking for.
Albertans will be eligible to receive an Additional Dose
based on the following requirements:
• 8 weeks after a second dose, if required for eligible
health conditions (e.g., Immunocompromised Albertans
12 and older)
• 4 weeks after a previous dose, if required for
international travel
• 6 months after a second dose, if you are 75 years of age
and older, or First Nations, Metis, and Inuit adults 65
years of age and older, no matter where they live.
If the Albertan is not eligible due to age or inadequate
time spacing between vaccines at the time of appointment
booking, book their appointment when they are eligible.
For more information on eligibility criteria, please refer to 5a
https://www.alberta.ca/covid19-vaccine.aspx#second
8Selecting Vaccination Program (Continued)
5b * Select a COVID-19 Vaccine Type.
This selection will filter locations based on the COVID-19
vaccine type.
It is recommended that if the Albertan received an mRNA
vaccine (Pfizer or Moderna) as their first dose, they should
get an mRNA vaccine as their second dose to be deemed
fully vaccinated. If the Albertan received AstraZeneca as
their first dose, they could choose either the AstraZeneca
vaccine or an mRNA vaccine (Pfizer/Moderna) as their
second dose.
Note: The Albertan is not guaranteed to receive the vaccine
they select.
6 Once the Vaccine Program is selected, you can add up
to 6 family members to the appointment booking who are
eligible to receive the same vaccine type.
It is recommended that the Albertan books for one family member 5b
at a time when booking appointments at a pharmacy. To be able to
book an appointment at a Pharmacy, the Albertan must have a
valid HCN and be 5 years old or older.
9Adding/Removing Family Members
To add a family member, follow the steps below:
6a Click the Add Family Member button.
A pop-up window will display.
6b * Enter the Albertan’s family member’s Legal First
Name and their Legal Last Name.
If the Albertan does not have a Legal First Name, enter their
Legal Last name in both the Legal First Name and Legal 6a
Last Name fields.
6c * Enter their family member’s Date of Birth
To enter a date, either click on the calendar icon and select
the date or type it in using the following format: Mar 5, 1945.
6d * Enter their family member’s Postal Code.
A valid postal code must be entered in capital letters in A1A
1A1 format. 6b
6e Click Continue.
6c 6d
10 6eAdding/Removing Family Members (Continued)
An error message will appear for family members who have not been
registered into AVBS.
If this happens, you must first register the family member by clicking on
the Click Here link, and then proceed with adding them as a family
member from this screen.
To edit a family members information, follow the steps below:
8b
7a Click the edit pencil icon next to the family member’s 7a 8a
name.
A pop-up window will display.
7b Make the necessary edits.
9
7c Click Continue.
To remove a family member, follow the steps below: 7b
8a Click the X next to the family member’s name.
A pop-up window will display.
8b Click Continue.
11 9 7c
Click Continue to Select an Appointment.Selecting an Appointment
Proceed with booking a vaccination appointment for an
eligible Albertan by searching the City or Town, or by
Postal Code, for an available location, date and time. The
search is defaulted to Postal Code.
Follow the steps below to Search by Postal Code.
10a You may edit the Postal Code.
The postal code entered during registration will auto populate in
this field. This field may be changed to another postal code. A valid 10b 10c
postal code must be entered in capital letters in A1A 1A1 format.
10b You can adjust the preferred Radius.
The postal code radius will default to 5km and can be increased to
999km. 10d
10c Click Search.
If no sites appear, you must select a different Postal Code with
available time slots. A list of available Vaccination Sites with
available appointment time slots for the selected vaccine program
will display, in order of proximity to that postal code.
You can also click Clear Search to clear the search fields.
12
.Selecting an Appointment (Continued)
Follow the steps below to search by City or Town.
11a Click the circle next to search by City or Town.
11b Enter the preferred City or Town by beginning to
type in the text box and clicking enter, or by 11a
clicking on the magnifier icon.
11c Click Search. 11b
If no sites appear, you must select a different City or Town
with available time slots. A list of Vaccination Sites with
11c
available appointment time blocks will display, in
alphabetic order.
You can also click Clear Search to clear the search fields.
12
12 Select the preferred location from the list of available
vaccination sites.
If you are a Pharmacy provider, only your pharmacy will display.
If you are an AHS Site provider, only AHS sites within your Health
Zone will display.
13Selecting an Appointment (Continued)
If the Albertan is booking for a family, only vaccination sites with available appointment
time slots that are offering the selected vaccine type and that can accommodate all family
members will display.
For Influenza:
• If one or more of the family members are less than 5 years old, only AHS Sites with
available appointment time slots that can accommodate all family members will display.
• If all the family members are 5 years old or older, only AHS Vaccination Sites with
Remote Sub-Type in facility record, with available appointment time slots that can
accommodate all family members will display.
For COVID-19 and Influenza:
• If one or more of the family members has an invalid HCN, only AHS Sites with available
appointment time slots that can accommodate all family members will display.
See next page for details if you need to override the functionality for filtering
locations based on these criteria.
This feature will override the location filters and will display AHS sites and Pharmacies
as options for appointment booking.
• If you are a Pharmacy, you will still only be able to book appointments within your
Pharmacy.
• If you are an AHS site, you will still only be able to book appointments within your
Health Zone.
14 If the Albertan would like to book a location other than your own, tell them to contact
Health Link at 811 for assistance.Selecting an Appointment (Continued)
To override scheduler filters, follow the step below.
i Navigate to the Person Account Page by following
steps 1 and 2 on page 4 of this User Guide.
ii Click on the Edit (pencil icon).
An editable window will display.
iii Check the Override Scheduler Filters checkbox.
ii
iv Click Save.
This override functionality only applies to one booking at a
time. Once an appointment has been booked, the checkbox
will automatically be unchecked for the next appointment
iii
booking.
It is important that this functionality is not used when a iv
booking includes a member that is younger than less than 5
years of age. Albertans younger than less than 5 years of
age cannot be vaccinated at a pharmacy, and they will be
turned away.
15Selecting an Appointment (Continued)
13 Select the Preferred Date by clicking on a date shaded
in gray on the calendar.
The calendar view will default to the month with the nearest
available date. To navigate between the months, click on the left
or right arrows. Once the date is selected, the date will be shaded
in blue.
14 Select the preferred Time by selecting from the options
displayed under the calendar.
15 Click Continue.
An appointment confirmation page will display to Review and
Submit the appointment details for the primary contact and their
family members.
13
15 14
16Review and Submit
16 Confirm the Appointment Details for all family
members.
If you need to update any details before confirming their
appointment, do not click the back button of your internet browser.
Press the Go Back button at the bottom of the screen.
17 * If the Albertan is booking their first dose of a COVID-19
16
vaccine, they will see the COVID-19 Vaccine Safety
Monitoring Study section, which asks if they would like
to participate in the vaccine safety monitoring survey.
18 Click Confirm Appointment.
A success banner will appear indicating that the appointment has
been confirmed, with a link to the appointment record. You will be
automatically directed to Albertan’s Appointment Record.
17
18
17Review and Submit (Continued)
19 Note the Appointment Confirmation Number and
share with the Albertan.
Note that the appointment confirmation number will always start 19
with the letter “B”, while the registration confirmation number will
start with “R”.
Every Albertan of the group booking will receive individual
confirmation messages via their preferred method of
communication which includes the booking confirmation number,
QR Code, and a link to the cancellation portal for all family
members. The Albertan should take the QR code with them to
facilitate checking in for their vaccination. If the QR code is not
brought to their vaccination appointment, the Albertan may also be
searched using their Legal First Name, Legal Last Name,
appointment booking confirmation number, or Health Card
Number. The Albertan will receive a reminder for their scheduled
appointment 24 hours before their appointment time (via their
preferred contact method).
18Review and Submit (Continued)
The booking confirmation email the Albertan receives will look like the The booking confirmation text message that the Albertan
following: receives will look like the following:
Message from the Government of
Alberta:
Joe, this message is to confirm
The Albertan will receive
your Influenza vaccination
appointment at ABC Clinic, a text message 24 hours
before their appointment
Address: 123 ABC Street, Calgary.
Please bring your booking
confirmation number and QR code
to your appointment. time that will have a link
Joe’s booking confirmation number
is B-UCR316P2.
to a QR code, which
Click here to access the unique QR
they should take with
code:
http://albertavaccine.booking/CDsZ them for checking in for
5hLds4CDCzH%2FTKYVzZySzn8
QAqourZJqSP+8m6AIY1xu91dKq4 their vaccination.
mFHYzUfjcH
Please remind the Albertans to check their spam folders if they have not received
an email.
To resend confirmation to the Albertan, refer to the How to Resend
19 Registration/Booking Confirmation to Albertans User Guide.You can also read
