National Immunisation & Vaccination System (NIVS) - Training Presentation - Leeds Health and Care Academy
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National Immunisation & Vaccination System (NIVS) Training Presentation
Accessing NIVS (self-registration)
Admin / Reception role
All staff supporting in the Admin or Reception role must register for a NIVS account. Please self-
register via the Insights Platform by clicking on this link: https://apps.model.nhs.uk/register.
(If you already have an active NIVS account then you do not need to re-register)
Complete all the required fields and then select Register at the bottom of the page. Once
approved, you will then receive an email to activate your account, create a password and set up
security questions.
Please note: NIVS will only work on the following Internet Providers (not Internet Explorer).
Google Chrome Microsoft Edge
Accessing NIVS (self-registration) When you register, if you are informed that you already have an account, please proceed to log in to the Insights platform via this link: https://apps.model.nhs.uk/products Scroll through the list of available products until you locate the NIVS tile, and click Request Access. You will then need to wait until your access has been approved before you can proceed. You will be notified through your NHSmail when it has been approved. If the tile indicates that you already have access you can access NIVS via this tile or through the direct application link: https://nivs.ardengemcsu.nhs.uk/home
Log in and Request Role Once you have access to NIVS via your Insights account, please login https://nivs.ardengemcsu.nhs.uk/home You will sign in via the OKTA screen. This is also where you can reset your password by selecting Need help signing in or forgotten your password?
Log in and Request Role The first time you access NIVS, you will need to request your role. In the top right corner of the screen, you will see your email address. Please click here to view your user profile. Under your user details there is a section called Request Roles. From the drop down menu, select Covid Vaccinator and then Add. This will send a request to our helpdesk and you will receive confirmation via email once this is approved.
Home Page Once your access has been approved, log into NIVS and you will be taken to the NIVS Home page. The NIVS home page displays the Arden & GEM CSU NIVS Helpdesk contact details in the event that you require system support. They are contactable via email or phone as follows: Email: agem.nivs-covid@nhs.net Phone: 0121 611 0187
Vaccination Site / Organisation When you log into the system and select Patient or Batch to start recording vaccinations, the application will prompt you with the following screen:
Vaccination Site / Organisation
Select your Vaccination Service
• Hospital Hub
Organisation
• Your trust name – start typing it in and the values will appear
Site
• A list of relevant sites will then be selectable from the list (select the correct one)Vaccination Site / Organisation The system will then confirm these selections below and this will enable you to continue adding batches and vaccinations.
Edit Vaccination Site / Organisation To change the site you are working at, either log off and log back in or select the Vaccinator Location link below: This will confirm what organisation and site you are already vaccinating for. Click on Change Vaccination Site. Repeat the steps previously shown to select the correct Service, Organisation or Site and click Confirm.
Patient / Staff To add patient information click on Patient from the options on the home page. To add a new patient, you will need to enter details in the search fields and click Search. The option of + New Patient will then appear if they are not on the list or there are no results.
Patient / Staff
A data entry screen will appear. For all patient entries, click the Patient button and for all staff
entries, click the Health & Care Worker button.
Employee / Staff fields
When the Health & Care
Worker option is selected
the Employee / Staff fields
will display.Patient / Staff
For the Patient data entry form, search using their NHS Number, if available and then select
the magnifying glass search icon to populate the other demographic details. If you do not have
the NHS Number, complete the demographic details and then select Search. This will populate
all fields. If searching by Surname, a minimum of two characters is required. The search
button will not be activated until at least two characters have been entered.
Once all the information is complete select Save.
Patient Data Entry Screen
Search by NHS number, if
not found then search using
demographic details on the
form.Patient / Staff
For the Staff data entry form, the Employee Number will automatically be populated when the
correct staff details are found.
The Staff Organisation field must be entered. For LTHT staff this will be automatically
populated. For other organisations this information can be found on the Consent Form. When
searching, enter the first few letters or first couple of words of organisation and click enter. Click
the drop-down arrow and select the correct option.
Staff Data Entry Screen
Complete the Staff
Organisation field
Staff Organisation
This information can be
found on the booking
sheet (excel spread
sheet)Patient / Staff
New VALIDATION checks on Patient Registration
There have been occurrences where the patient registration information pre-populated from the system has
been over-written with different and incorrect data, therefore, once a records’ NHS Number has been
correctly identified, then the system will no longer enable you to edit these fields, as in the image below.
The NHS Number and demographic details are vital to ensuring the Call/Recall and GP Systems are
updated in a timely and effective manner.
Validation checks on
Patient Registration
Once a records’ NHS
Number has been correctly
identified, the system will no
longer enable you to edit
these fields.Patient / Staff Where an NHS Number is not in the database, the application will now allow you to continue to enter the details where you have a valid NHS Number. In addition, there is a further validation on the date of birth screen preventing the entry of DOB for patients under 16 years of age.
Patient / Staff If an NHS Number match is made, then the demographic records will continue to be un-editable. Click Save.
Add Pre-screening information Once the record has been saved (patient or staff) click the + New Pre-screening option that will appear at the bottom.
Add Pre-screening information
Patient Information
Patient’s details will be
displayed at the top which
were added in the previous
screen. These details do not
need to be amended.Add Pre-screening information
Pre-screening Captured Elsewhere?
This will default to No. You do not need to change this to Yes unless
this information was captured elsewhere and not on-site.
Date
Enter date of Pre-screening data capture (this will usually be date of
vaccine unless data was captured elsewhere).
Booking Number
Not required.
Pre-screening questions
Select Yes/No for all pre-screening questions. This information
can be found on the consent form.
Consent for Vaccination
This information can be found on the consent form.
Save
Click Save when all information is entered.
You will then be taken to the next screen to
complete the vaccination information.Patients – Adding a Covid Vaccination Please see the image on the next page, indicating the Vaccination record and the fields that will need to be completed. Ensure all mandatory fields, indicated by a red line are completed. Use the paper consent form to enter the information on this screen.
Patients – Adding a Covid Vaccination
Patient Information
This information will be
completed from the
previous screen.
Consented
Click the Consent Type
drop-down and select
the reason (only one
option).
Date
Enter date vaccinated
or select from calendar.
Batch Fields
Click on the Batch Vaccinator
Number drop-down and This defaults to the
select the batch number. details of the person
There will only be one logged in. Delete
option. these details and
Once this is selected, enter the Vaccinators
the fields highlighted in details (Forename and
grey will auto-populate Surname only).
with the information.
Save
Vaccination Site Dose Field When all information is
Click the drop-down and select Click the drop-down and select entered, click Save.
the correct vaccination site. the option for first dose.Patients / Staff – Editing a Record
If you had previously added a record
and now need to add / edit vaccination
information, use the patient search
screen to locate the record and then Edit
click on the pencil edit icon on the right Click Edit to amend
patient details.
hand side of the patient record.
The patient details screen will appear.
At the bottom, click on Edit next to the
vaccine information you would like edit.
Edit
Click Edit to amend
vaccine details.
Once all information has been amended click Save .Patients – Adding an Adverse Reaction Once you have added a Covid Vaccination the option to add adverse reaction details will appear. Select + New Adverse Reaction to bring up the data entry screen. This can be completed at time of vaccination if the reaction is immediate or the vaccination record can be edited after the observation period, by using the search screen to locate the patient record and selecting the pencil edit icon.
Patients – Adding an Adverse Reaction Complete all mandatory fields indicated by a red line, using the drop down menus and calendar icon. There is a free text box to add any relevant comments. Finally, click Save.
FAQ / Support Locating / Adding NHS Number NHS Number is a mandatory field. We suggest please adding this in first. If this matches the NHAIS records then it will prepopulate the remaining demographics for the patient. If this does not prepopulate you are able to add this NHS number in manually and save this way. If the patient does not come equipped with their NHS number, you can add in all demographics for the patient and try to search using the magnifying glass at the right. If this does not find the number, they will need to locate from a different hospital system to find this.
FAQ / Support Adding staff from GP surgeries and Care Homes into NIVS GP Surgeries – a drop-down list by region has now been created. To search you will need to enter GP (space) then the first three letters of the region. The regions are listed below: GP – East Of England Region GP – North West Region GP – London Region GP – South East Region GP – Midlands Region GP – South West Region GP – North East and Yorkshire Region Care homes – There will be the option of Other – Care Home, as displayed to the right:
Contact Us Website: https://nivs.ardengemcsu.nhs.uk/home For any application queries, please contact the Arden & GEM CSU NIVS Covid Helpdesk – E-mail support: agem.nivs-covid@nhs.net Telephone: 0121 611 0187 Helpdesk Team cover: Monday to Friday: 08:00 to 20:00 (excluding bank holidays) Saturday & Sunday: 10:00 to 16:00 Out of Hours: Out of hours number is only for critical issues. They will not be able to help with normal helpdesk support. For any Insights Platform queries, please contact itservicedesk@nhseandi.nhs.uk
Thank you for supporting the Covid-19 Vaccination Programme Digital Information Technology (DIT) Team
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