System Walk-through for new users

Master Facility List (MFL)

Electronic Vaccine Data System (EVDS)

4

The vaccinator confirms that the person is eligible and confirm Vaccine Consent

Vaccinnee Confirmation & Consent

5

The vaccinator administer the vaccine, captures the required info on EVDS – record the Vaccination Code from the Vaccinee SMS. The HCW will receive a message that they received the 1st dose of the Vaccine and schedules the dose for the 2nd dose appointment

Vaccinnee Administration and Data Capture on EVDS

6

The HCW Vaccinee gets an SMS presents to the Vaccine Ste Registration Desk with ID book and Medical Aid details and Vaccination Code included in the SMS

3Vaccinnee Registration

The process for dose 1 is completed

Health Care Worker Enrollment and Booking System:

EVDS Registration and Notification System

EVDS Vaccine Administration

1 HCW Enrolment

2Notifications sent to all

beneficiaries as to where, date and time to receive

Vaccination

Electronic Vaccination Certificate after the second dose

Supply Chain Management

EVDS data informs vaccine supply management

Defining the Master Facility List (MFL)

• Complete, up-to-date, authoritative list of the health facilities in the country and authoritative list of the health facilities and include detail about services at the facility e.g. vaccine sites

• National Health Act, 2003 defines health facilities as “the whole or part of a public or private institution, facility, building or place, whether for profit or not, that is operated or designed to provide inpatient or outpatient treatment, diagnostic or therapeutic interventions, nursing, rehabilitative, palliative, convalescent, preventative or other health services”

• MFL is available online from https://mfl.csir.co.za/

Vaccine site registration on MFL

1

Process: Selection and identification

of Vaccine Site

2

Who: Facility representative What: Log on to MFL Register new Vaccine Site on MFL OR new service point within existing facility A hospital can have more than one Vaccine SiteOutcome : MFL UID created

Process: Vaccine Site Registration

MFL

Additional meta-data saved on MFL (service points, services, compliance

status, notes | Public vs. Private Sector vs. Retail Pharmacy)

UID = Unique Identifier for a specific facility and/or serviceUID is essential for the unique identification of a specific facility and for the system security

Link with Supply Chain

Stock Visibility System (SVS) will link to MFL UID to assist in forecasting and demand managementTo ensure that the vaccine is available when and where required

3

Who: Curator (approver/reviewer) What: Log on to MFL Review and approve/deferApproving of compliance of the vaccine site (using checklist) Outcome : Vaccines site approved and UID active

Process: Vaccine Site Review

(Curation)

The accredited EVDS user registers is linked to a facility on the MFL UID for Vaccine site

Link with EVDS

Vaccination Sites Permits Application Flow

5

Vaccination Sites Permits Application Flow

6

MFL Curation

Vaccination Sites Permits Application Flow

7

SAPC & NDoH Curation

MFL User roles1. The MFL – Vaccine Site System Administrator – Central Role by NDoHRole:

Require Authentication Reviews user access requests – On Line request approved - 24 hours

2. Health Facility Representative – Vaccine Site Manager / Supervisor as delegated by the CEO e.g. Head of PharmacyOnline Request for Access Requires Authentication – register and get Login detailsRole

Will capture the details of the Vaccine Site List Fields - Facility address; Vaccine Site Details (Estimated number of vaccinators, Contact

person names, contact number, email address, Operating days and hours) Can Edit the details Can view the facility and Vaccine Site data Can export the facility data into Excel

MFL User roles cont.

3. MFL Curator – Vaccine Site Reviewer and ConfirmerRequires Authentication – We need to receive the details of the Site Reviewer and Confirmer from the province Recommended – At a District Level/ Assigned Person at the Hospital e.g. – EPI Manager at the District, QA managers, Ideal Clinic CoordinatorsRole

Review the data captured by the facility Confirm that the Data captured for the Vaccine Site is correct The approval confirm that the Vaccine Site is compliant with the requirements

4. MFL Approver - Vaccine Site - NDoHFinal Approval that the Site is registered on the System –National System Role

MFL Facility Rep Walkthrough

MFL Facility Rep Walkthrough cont.

MFL Facility Rep Walkthrough cont.

Health Facility Representative Access Request

i. Health facility representative registers to be a health facility representative user on MFL

ii. Health facility representative gets an email to verify their email and they verify it.

iii.'User access' request is created with status 'Pending Review'

iv.MFL System Administrator reviews the request and the status is now updated to 'Pending

Approval'

v. MFL Approver approves the request and the status is now updated to 'Approved'.

vi.An email with credentials is sent to the Health facility representative.

MFL Facility Rep Walkthrough cont.

Associate facility

i. Login to MFL with a Health facility representative account that was created for you.

ii. Navigate to the "Associated Facilities" tab.

iii.Search for the facility you want to associate with.

iv.If the facility does not appear in the results, go to the "Add facility" process steps.

v. If the facility appears in the results list, click on "View" to confirm the facility is the one you

want.

vi.After confirming, click on "Associate" and put in your designation in the selected facility.

vii.Click confirm and the facility will be associated with you.

MFL Facility Rep Walkthrough cont.

Edit facility

i. Login to MFL with a Health facility representative account that was created for you.

ii. Navigate to the "Add/Edit/Deactivate Facility" tab.

iii.Search for the facility you want to Edit.

iv.If the facility does not appear in the results, go to the "Associate facility" process steps.

v. If the facility appears in the results, click on 'Edit'.

vi.Populate all the details you have about the facility and submit them.

vii.The "Edit facility request" is created with the status 'Pending Review'.

viii.After the request is reviewed, it will have the status 'Pending Approval'

ix.After the request is approved, the changes will be made available on MFL.

MFL Facility Rep Walkthrough cont.

MFL Facility Rep Walkthrough cont.

MFL Facility Rep Walkthrough cont.

MFL Facility Rep Walkthrough cont.

MFL Facility Rep Walkthrough cont.

MFL Facility Rep Walkthrough cont.

For all the user guide details with screenshots, please use the

“USER GUIDE” document.

Thank You