PrepMod Frequently Asked Questions

Getting Started

Get set up with PrepMod

To get set up with PrepMod, follow these steps:

  1. Enroll as a COVID-19 vaccine provider.
  2. Once you are an approved provider, contact us at PrepMod@doh.wa.gov to get access to a PrepMod test site, training links, and resources.
  3. Practice on the test site using the training resources. Make sure you and your staff feel comfortable using the system.
  4. Once you are ready, email us at PrepMod@doh.wa.gov to get access to a PrepMod production site. Your organization's designated Venue Administrator will receive an email with links and instructions.

It usually takes about a week for organizations to get set-up and trained.

Resources:

Is PrepMod a state system or a national system?

Multiple states are using the software. However, states decided individually whether to use PrepMod and interface it with their state immunization records, much like ordering and dispensing vaccine is kept within state lines and records.

What types of devices and browsers can we use for PrepMod?

You can use PC's, laptops, tablets, iPads, and most any device for PrepMod access. Most web browsers are compatible, but Internet Explorer has been known to be problematic at times.

How does PrepMod connect to the Washington Immunization Information System (WAIIS)?

PrepMod can serve as your interface with WAIIS if you don't have an existing connection (see the PrepMod Use Case Scenarios for more information). Once you are an enrolled and approved COVID-19 vaccine provider, you will get instructions to set-up your WAIIS account. Then you can use your WAIIS Organization and Facility ID for your organization and venue set-up in PrepMod. We will verify your WAIIS interface before you get set-up with the live production site.

Can we turn off the Washington Immunization Information System (WAIIS) connection and just use PrepMod for scheduling?

Yes, you can use PrepMod for scheduling only. However, if your organization already has a connection to the Washington Immunization Information System (WAIIS), then PrepMod may not be the best fit for your organization.

Our organization has branches in several counties. How can we be set up for PrepMod?

We will set up your organization under the county where your main branch is located. You can have each location as a venue under your organization.

How will patients find our clinic if our organization is in a different county?

PrepMod lists clinics by their individual location, not by the organization location. When you create a clinic, you will add all the clinic details (location, address, special instructions, time, number of visits available, etc.) for the venue. Then when someone looks for a clinic, they can search by location name, zip code, or distance from their location.

Do we still need to enter information into WA Health if we use PrepMod?

Yes, you still need to enter information into WA Health separately from PrepMod.

Does the system have any controls to prevent us from vaccinating a younger person?

A person under 12 cannot register for an appointment through PrepMod.

How can we unlock our account (for current users only)?

You can call the Help Desk at 888-897-9595 or email Tech.Support@multistatep4p.com.

What if we do not receive the system-generated PrepMod test site link to create a login?

Once we create your test site, it can take a couple of hours for the system to send the link. If you still don't receive it, please check your spam or junk email folder and make sure your firewall is not blocking emails from no-reply@multistate4p.com.

If we have assistants for each vaccinator, could we have PrepMod open on multiple devices and enter the vaccine information as we go?

Yes. It's a great idea to have an assistant for each vaccinator to work as a scribe, especially in faster paced large clinics.

How do we contact Washington State PrepMod for support?

You can email us at Prepmod@doh.wa.gov. We monitor the inbox seven days a week during normal business hours. Please include your name, organization, description of the issue, and the best way for us to follow-up with you (email, phone, etc.).

You can also reach out to Multi-State Partnership for Prevention (PrepMod) for technical support. Their Help Desk number is 888-897-9595, and their email address is Tech.Support@multistatep4p.com.

Setting Up Users

What are the different user access levels?

See the PrepMod User Access chart to see the different user access levels.

How can we see our user access level?

Click on the “Users” tab. Search for your name or email. Click the eye icon under Actions. You can see User Details on the next page, including your role or access level.

How does someone get venue administrator access in PrepMod?

You can request venue administrator and higher levels of access by emailing Prepmod@doh.wa.gov.

Can our organization set up staff users in the test site without giving them venue administrator access?

Yes. As venue administrator, you can give access to other users, both in the test and live production sites. You can only grant accesses up to, but not including, venue administrator level access.

Do the vaccinators for the day need to be set up as a user in PrepMod?

Yes. Your venue administrator can add vaccinators as users in PrepMod and deactivate them once the clinic is done. If the vaccinators aren't going to use PrepMod, you can sign them up as “clinical staff.” See the Users vs Clinical Staff guide for more information.

Do people checking patients into a clinic need to be registered users?

Anyone who will be using PrepMod will need to be setup as a user in PrepMod.

If vaccinators don't have access to a computer during the clinic, can an administrator go back and enter the vaccinations given?

Yes, however, we do not recommend it because it will be time consuming. You have 24 hours (but up to 72 hours for special circumstances) after your clinic to enter administration information. It usually takes much longer for organizations to enter after-hours documentation. We recommend that you try to plan your clinics so that there are enough staff to do registrations and documentation.

Setting Up a Clinic

Arrange a Clinic
  1. Public: Registration and clinic information is accessible to the public.
  2. Private: Registration and clinic information is accessible via a generic link that you can email to a specific group of patients.
  3. Private-open: Registration and clinic information is accessible via a specific link emailed to patients, but the clinics do not have a set time or date.
  4. Invitation-Only: Registration and clinic information is accessible via a specific link that you can email to patients. This is a personal, one-time only link that expires after use or after the registration deadline.
How do we delete a test clinic?

You should only create test clinics in the PrepMod test site. When you create a clinic in the production site, the system assumes the clinic is happening and it officially becomes a medical record. You cannot delete clinics in the production site.

We provide access to the test site to all organization priors during set up. Those access credentials remain effective as long as you have an active PrepMod account. If you have difficulty logging in or forgot your credentials, you can reset your password with your email as the user ID.

What is the difference between public and private clinics on PrepMod?

If a clinic is created as public, anyone can access the scheduling and registration page for that clinic through the public facing side of PrepMod online.

If a clinic is created as private, you can invite patients to participate in the clinic through a specific URL. Patients can use the link to access the registration page for the private clinic. Please note that you can mark the clinic as private, but this does not prevent patients from sharing the URL with others.

How can I open a clinic for a select group of people?

You can set up your clinic one of two ways:

  1. Invitation only clinics: Patients receive a one-time use only scheduling link. The link expires once the patient signs their consent form during registration, so they cannot share it with others.
  2. Private clinics: Patients need a link to see and register for the clinic, but the invitations do not expire and anyone with the link can share it. You should be prepared for the chance that the URL could be leaked.
Is it possible to create a public and private clinic at the same time?

No. You can only designate a clinic to be public, private, private-open, or invitation only. You can change these designations once you create the clinic, but you cannot use more than one at a time.

If you are changing a private clinic to a public clinic, please check how many appointments are available so you do not overbook or over-promise vaccine.

Can we use the walk-in feature for large drive through clinics?

Yes, a drive through clinic is the perfect scenario for a walk-in clinic. Walk-in clinics can be public, private, or private-open. Some providers choose to use the “private open” option for a second dose drive through clinic because you can upload patients from the first dose clinic with this clinic type. See the Download and Upload Registration Lists guide for more information.

If we create a recurring public clinic, can we pick when the appointments are made public?

No. When you create a public clinic, the available appointments will be posted online immediately after you create it. You cannot schedule when to share appointments publicly or set a delay. PrepMod does not have the functionality to delay sending announcements or messages.

However, you can create a private clinic and make it public later to delay when the public can access the schedule. You will lose any waitlist information when you change the clinic type. You should be sure that you scheduled everyone on the waitlist for the private clinic or take the time to download their information before you change it.

Can we create a PrepMod clinic as a private clinic and later open it to the public?

Yes. You can change the clinic type later. However, you will lose any waitlist information when you change the clinic type. You should be sure that you scheduled everyone on the waitlist for the private clinic or take the time to download their information before you change it.

For private-open clinics, is there a maximum number of patients if there are no appointments?

No. This clinic type was designed for places like long term care centers or large employers (not the public) where the number of patients is known in advance.

Can we set up a clinic before we have vaccine inventory?

Yes. However, patients cannot be admitted and seen before inventory information added.

Can we add additional fields to the search grid?

No. We do not have a way to add fields yet, but this may be a feature in the future.

Is there a way to add questions to the patient registration form?

No, only super administrators can change the screening questionnaire. The Centers for Disease Control and Prevention (CDC) carefully designed the screening questionnaire, and we do not recommend changes. If you would like to ask additional registration questions, you can submit a request for consideration to tech.support@multistatep4p.com.

If we choose “no insurance” for our clinic set-up, do patients need to include their insurance type?

Patient do not need to supply insurance information if the clinic creator has chosen “no insurance.” When the patient gets to the Insurance page in registration, they will use the “Insurance Type” drop down, then select “no insurance.”

How do we build a mid-day break into a clinic day?

The most efficient way to do this is to create two separate clinics to bookend the time slot for a break. It will look like:

  • Clinic A: 8 am to 12 pm
  • Clinic B: 1 pm to 6 pm

You could also create several “dummy” patients to fill the time slots during breaks.

Is every clinic number unique?

Yes, each clinic number is different.

Is a signed consent form mandatory?

No, Washington and the Centers for Disease Control and Prevention (CDC) do not require signed consent, but the CDC recommends it for vaccination. PrepMod requires consent with a signature or typed name. PrepMod will not allow registration if the patient does not give consent.

If a patient gives consent over the phone, you can type in their first and last name and list as “self” on PrepMod consent page. If someone other than the patient is giving consent for the patient, mark it as such on the consent page.

Can we change the clinic venue?

Once a clinic event has been constructed, changing the venue will erase any people who have registered for the clinic. If an administrator wants to change the name of the clinic, the venue name can be changed without effecting registrations. This can be done by reaching out to prepmod@doh.wa.gov and requesting a venue name change.

The best way to change venues is to request a new venue before you create the clinic. Each clinic's name is based on the name of the venue and facility, so some administrators prefer to have different venue names for different types of clinics, even if the clinics are in the same location. For example, you could create two different clinics for the public and call them “xyz-drive through venue” and “xyz-walk-in venue.” This prevents traffic congestion at the physical location on the day of the clinic.

See the How to Change a Venue guide for instructions.

For phone appointments, can we sign someone up without an email?

No. We recommend using a default or “dummy” email.

Scheduling Appointments

Does PrepMod prevent duplicate registrations?

No, PrepMod does not prevent duplicate registrations right now. It is possible for someone to accidently book themselves twice.

If someone's registration times out, what happens to their time slot?

Each page in PrepMod has a 15-minute time limit. If a patient is timed-out, the time slot they selected will become available to other patients registering.

For private clinics, the registration link remains valid, and the patient can use it again to find a different appointment time.

For invitation only clinics, patients receive a one-time only link to register for a private clinic. The link only expires after the patient signs the consent form.

What is the best method for scheduling second doses?

Unfortunately, a patient cannot be registered for two clinics at once. However, if you use one of two clinic types (private open or invitation-only), you can download a patient registration list from the first clinic and upload the list to the second clinic. See the Download and Upload Registration Lists guide for more information.

Is it possible to make second dose appointments automatically in PrepMod?

No, there is no automatic scheduling for the second dose. However, you could:

  1. Create a second clinic for the second dose and schedule appointments during the first clinic.
  2. Schedule a second private clinic just for the second dose and email an invite to those who received the first dose. Patients would need to go through the registration process again.
When someone signs up through PrepMod, will they be on a waiting list or in an appointment?

If the patient signed up for a specific appointment time, PrepMod will create an appointment at their selected time.

Why is my waitlist filling up when there are appointments available?

When someone starts registering for an appointment, PrepMod holds that appointment time for them for 15 minutes. If the patient hasn't completed registration after 15 minutes, the system times out and the appointment will become available again. You may see all your appointments become temporarily unavailable as people work through the registration form.

If we are inviting patients to a new clinic, do patients need to start over entering their data?

Yes, patients will need to re-enter their information for a new clinic.

Can the administrator reschedule someone's appointment?

No, only the person who scheduled the appointment can change it. However, administrators can reschedule the appointment if they have the patient's confirmation email.

Should we delete appointments that were no shows?

You should mark no shows as absent for data quality purposes and to keep an accurate reflection of numbers of people who registered.

Managing Registration

How do you turn off new registrations for a private clinic?

During the clinic setup, you can set a registration deadline. You can change this date as long as the date you are changing is the current or a future date. See the How to Turn off Clinic Registrations guide for more information.

Can we upload a registration list?

Yes, you can upload a registration list for clinics that are “private open” or “invitation only.” See the Download and Upload Registration Lists guide for more information.

For invitation-only clinic links, are the links good for one click or one registration?

The links are for one-time registration.

Can we move a patient from our wait list to another clinic?

Wait lists are per clinic only. You cannot yet use a broader wait list for multiple clinics. When you move patients from a wait list to the schedule, they are sent an invite to register and schedule themselves.

How do we take people off the wait list?

See the How to Move Patients from the Waitlist guide for instructions.

Can we schedule 500 people all on the same day without specific appointment times?

Yes. You can create your clinic as a walk-in clinic by selecting “no” for appointments available.

How can we register all our patients in one step for a first time clinic?

All registrations are completed individually because registration includes questions about personal medical history. However, you can send invitations to a group to register for a clinic. See the Download and Upload Registration Lists guide for more information.

Communicating with Patients

Can we customize the appointment message?

Yes. To customize the appointment message to patients, you can:

  1. Select “Clinic Patients” in the PrepMod Message Center.
  2. Choose the clinic(s) and patient types you would like to send the message to.
  3. Customize the message.

See the Emailing Patients guide for instructions.

If we change the clinic venue, will an e-mail go out to inform everyone of the new location?

Generally, no. If you change the clinic venue for a Private Open or Invitation Only clinic, then PrepMod will send an email to registrants if you download the registration list from the original clinic and upload that registration list into the new clinic at the new venue. See the Download and Upload Registration Lists guide for more information.

If you are changing the location of a public clinic, it is best to send a message through the message center. See the Emailing Patients guide for instructions. There is no way to reload a registration list for a public clinic.

Is there a way to prevent people from sharing a private invite URL with their friends?

No. Currently, there isn't a way to prevent people from sharing the URL with friends. You can set up your clinic one of two ways for this:

  1. Invitation only clinics: Patients receive a one-time use only scheduling link. The link expires once the patient signs their consent form during registration, so they cannot share it with others.
  2. Private clinics: Patients need a link to see and register for the clinic, but the invitations do not expire and anyone with the link can share it. You should be prepared for the chance that the URL could be leaked.
Can people forward or share the invitations?

Yes. People can forward or share the invitation links, but whoever registers first gets the slot.

Can we send a message to people on a waitlist for one clinic that spots have opened at another clinic?

You cannot transfer a waitlist from one clinic to another, but you can send a to every contact on your waitlist through PrepMod to let them know that another clinic has availability. You can do this by:

  1. Clicking to the “Message Center” button
  2. Selecting “Clinic Patients”
  3. Selecting the clinic(s) you would like to use
  4. Selecting “Waiting List”
  5. Creating and sending your message
Can PrepMod email each patient a copy of their vaccination card?

Yes. When you close a clinic and click “Save and Submit”, PrepMod will email the vaccinated patients a copy of their vaccination record.

Operating a Clinic

Can we add patients while running the clinic?

Yes, you can add more patients to a clinic.

If you have appointment times still available, you can add them by:

  1. Going to the Registration List
  2. Clicking the Add More Patients tab

If there are no appointment times left, you can create space by:

  1. Adding time to the clinic. If you add an hour with an administration time of five minutes (12 slots per hour) and two providers, that will open up 24 slots.
  2. Shortening the administration time. This will create openings throughout the day. For example, if you decrease the time from 10 minutes (six slots per hour per provider) to five minutes, you will open up six more slots every hour for every provider.
Can we keep registration open while the clinic is happening?

Yes, you can keep registration open during the clinic. However, you will need to have a schedule with enough room for same day arrivals. This strategy can backfire if you have more appointments than you have vaccine supply. You should order supply accordingly. If you have more walk-in traffic or online registrations than you expected, you can stop new registrations by selecting the current date in the “Registration Deadline” in the view/edit page of the clinic. See the Turning Off Clinic Registration guide for instructions.

How can we see if someone has already done the health screening?

When a patient registers for an appointment in PrepMod, they will be prompted to answer a health screening questionnaire. See the How to Check a Patient's Health Questionnaire guide for instructions.

Can we screen and vaccinate at the same time while a patient screen is open?

No. You need to screen and get consent from the patient before you can open their visit.

Is the adverse reaction entry required if the patient doesn't have a reaction?

Yes, please choose “none.”

Are there any characters we should avoid when uploading data?

Yes, you should avoid using most special characters such as parenthesis, colon, asterisks, and hyphens. The best practice for uploading data is to use no special characters.

How do we search for patients?

You can find a patient by going to Record Search and then Patient Search.

Submitting Your Data

Should I close out my clinic at the end of each day?

Yes. Please close (“save and submit”) the clinic each day. This allows for a count of people vaccinated on an individual day, and ensures we have accurate and timely data. The Centers for Disease Control and Prevention (CDC) requires vaccine administration data to be reported to the Washington Immunization Information System (WAIIS) within 24 hours. There is a 72-hour grace period for extenuating circumstances.

Which users can select save and submit?

Only users who are lead staff or higher can save and submit information. See the PrepMod User Access chart to see the different user access levels and permissions.

What happens if someone accidently presses “save and submit” before the clinic is ready to close?

There are two safeguards against this:

  1. There is a “double check” if someone accidently presses save and submit.
  2. There is also a failsafe “restart” option available.

If you missed those safeguards, you can also re-open the clinic.

How does the information we capture in PrepMod get into the Washington Immunization Information System?

When you click the “Save and Submit” button at the end of the clinic, it will send the data to the Washington Immunization Information System (WAIIS). This button closes the clinic. Make sure you do choose “save and submit” until the end of the clinic; and all doses have been accounted for.

Do we report our inventory in doses or vials?

PrepMod and Washington Immunization Information System (WAIIS) reports in doses. Some local health jurisdictions may opt to report vials. To ensure consistency, check with your LHJ.

Why is our inventory not decrementing correctly?

Your inventory may not draw down doses properly if:

  • You have spaces in your inventory lot numbers. These carry forward to the Washington Immunization Information System (WAIIS) through an HL7 message, and your inventory won't decrement.
  • Your PrepMod inventory doesn't match what you have in the WAIIS.
  • You used an improper IIS registry code to identify the organization from which the supply originated.
Can we enter out-of-state or non-resident patients into the Washington Immunization Information System (WAIIS)?

Yes, you can create a record for out of state residents who work in Washington.

How are records matched between PrepMod and the Washington Immunization Information System (WAIIS)?

WAIIS will match patient records even if a birthday is incorrect or a spelling is different. DOH reviews data manually to analyze records and merge duplicates when appropriate. If the patient is new to WAIIS, they will be added to WAIIS with a new vaccination record.

Are users or administrators able to see if something was not accepted by the Washington Immunization Information System (WAIIS)?

Yes. After you save and submit, you can go to Data Transfer for a report of the sync status. From here, you can see if WAIIS accepted the transaction or not. If you have questions about the specifics of the data transfer, reach out to prepmod@doh.wa.gov.

If we accidentally select a patient and mark them as vaccinated, can we correct it?

If you already saved and submitted the clinic, you will need to correct it in the Washington Immunization Information System (WAIIS).

Can we change the status of a person if we already marked them as vaccinated?

No, you cannot change their status. If you accidentally entered a patient record under the wrong patient name or the wrong clinic, write down all the information. This error can happen when patients register for more than one clinic. At the end of the day, you will delete that person from that clinic, then re-enter and re-document the correct data.

Please note: that using the “delete” choice for any part of the PrepMod record may cause errors with inventory or patient information. If you already saved and submitted the clinic, you will need to work with the Washington Immunization Information System (WAIIS) to correct the record. They may be reached at IISDataQuality@doh.wa.gov.

Can we get a report of partially and fully vaccinated patients?

No, not yet. PrepMod asks patients for their vaccination status, but we do not have the capacity to run a report with this information yet.

How do we retrieve copies of the consents and vaccination record?

Within 72 hours of receiving your vaccine, you will receive an e-mail with a link to retrieve your vaccination record. See the Download Vaccination Record guide for instructions.