Adding COVID-19 Vaccine Compliance Items

With the recent federal mandate of COVID-19 vaccinations for frontline workers interacting with Medicaid and Medicare clients, Sandata Agency Management can be used to track, report, and manage all requirements/compliance items for your caregivers, whether that is for onboarding or annual certifications.

This document focuses on how to use the Compliance module of Sandata Agency Management for tracking COVID-19 vaccine compliance.

To add COVID-19 Compliance Items:

1. Navigate to the Compliance screen. Main Menu > Admin > System Setup > Compliance 2. Click Add. 3. Enter the tracking information for vaccine #1 Select the Comment Required checkbox to be able to add the manufacturer. Add a ‘Declined’ result code. 4. Click Save.
5. Navigate to the Compliance screen. Main Menu > Admin > System Setup > Compliance 6. Click Add. 7. Enter the tracking information for vaccine #2 Select the Comment Required checkbox to be able to add the manufacturer. Select the Is Result Code checkbox. 8. Click Save.
9. Navigate to and open the vaccine #1 compliance item. 10. Add a ‘Complete’ Result. Enter ‘COVID-19 Vaccine 2’ for the Result Code. Enter ‘30’ for Expiring In. Enter ‘Days’ for Exp Period. Enter ‘Yes’ for Stop Recurring. Click Save. 11. Click Save.
12. Navigate to and open the position. Main Menu > Admin > System Setup > Positions 13. Select the position requiring the compliance item. 14. Click Add. 15. Select vaccine #1 and vaccine #2. 16. Click Save.
17. Navigate to and open the staff member’s profile and compliance documents. Main Menu > Staff > Search Staff > Compliance 18. Click Add. 19. Select Vaccine #1 as the Item. 20. Select Complete or Refused from the Complete dropdown. Selecting ‘Complete’ auto populates the Vaccine #2 item with a renewal date 30 days from the completed date. Selecting ‘Refused’ closes the item. 21. Select the manufacturer in the Comment. 22. Click Save. When vaccine #1 is completed, vaccine #2 remains compliant until the renewal date has passed, at which point it can be updated and completed.

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