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Communications Toolkit: COVID-19 Vaccines for Eligible Patients March 2021

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Communications Toolkit: COVID-19 Vaccines for Eligible Patients The following materials are designed to provide BILH clinicians and staff with the information you need to engage with your team members and patients as we share information about our patient vaccination plan and begin to vaccinate patients.

This is key information for our clinicians and staff to know:

• Beth Israel Lahey Health is offering limited new appointments for the COVID-19 vaccine to patients in the following groups who are eligible under the current phase of the state’s distribution plan:

• People who are 65 and older;

• People between 18 and 64 who have two or more certain medical conditions that put them at higher risk of developing severe illness due to COVID-19;

• People who live or work in low-income and affordable senior housing.

• To manage our limited supply of vaccines, we are unable to send invitations to everyone in this group at the same time. Scheduling invitations are staggered based on vaccine availability, which can be difficult to predict.

• Beth Israel Lahey Health (BILH) has COVID-19 vaccination clinics for our patients at several locations across Eastern Massachusetts. Vaccines will not be available for patients at BILH doctors’ offices or hospitals.

• With limited vaccines, we first reached out to eligible patients who live in communities that are disproportionately impacted by COVID-19 as well as all additional eligible patients across Massachusetts on a randomized basis. As vaccine supply levels increase, we will continue to invite additional eligible patients.

This is key information to share with patients:

• The health and safety of our patients is our top priority, and we are committed to the safe, equitable distribution of COVID-19 vaccines.

• The COVID-19 vaccines are safe and highly effective at preventing COVID-19 infection.

• In accordance with the state’s vaccination plan, only patients who fit the following criteria can schedule a vaccine appointment at this time:

• People who are 65 and older;

• People between 18 and 64 who have two or more certain medical conditions that put them at higher risk of developing severe illness due to COVID-19;

• People who live or work in low-income and affordable senior housing.

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• Due to vaccine supply availability, not all people in this group will be invited to schedule an appointment at the same time.

• If we have identified you as eligible based on our review of your medical records, you will receive an email, text message and/or phone call from Beth Israel Lahey Health inviting you to schedule an appointment at one of our vaccination clinics when we have enough vaccines on hand to offer you an appointment. Based on our changing vaccine supply levels, not everyone who is eligible will receive invitations at the same time. We will keep you informed on a regular basis.

• If we have not identified you as eligible, it may be because we don’t have all the medical and non-medical information we need to verify your eligibility.

• If you fall in this category, you will receive an email, text or pre-recorded phone message asking you to let us know if you believe you qualify. You may not receive this communication right away because it will be sent to patients on a rolling basis.

• If you don’t believe you qualify, no action is required.

• If you do believe you qualify, you just need to complete a brief form to attest that the information you provide to us is accurate. You will not need to contact your doctor or hospital for proof that you have any medical conditions.

• If you do qualify, it still may take time for you to receive an invitation to schedule an appointment with us because of limited vaccine supply.

• We don’t know when the state will expand vaccine eligibility but we will keep you informed.

This is how we ask you to take action:

• Encourage patients to get the COVID-19 vaccine when they are eligible – whether through Beth Israel Lahey Health or another provider.

• Continue delivering the exceptional care you provide to your patients every day.

• If patients have further questions about the vaccine, please refer them to state’s website for information on vaccine availability and the CDC website for information on safety and effectiveness.

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Information to Share with Patients

• Thank you for your interest in receiving the COVID-19 vaccine.

• COVID-19 vaccines are a critical step in our ability to fight and end the pandemic. The vaccines currently authorized for emergency use by the FDA have gone through the same stringent research and testing process as other vaccines to ensure that they are safe and effective.

• Your health and safety is our top priority, and we are committed to the safe, equitable distribution of COVID-19 vaccines.

• In accordance with the state’s vaccination plan, we are only able to schedule vaccine appointments for patients who fall into the following categories at this time:

• People who are 65 and older;

• People between 18 and 64 who have two or more certain medical conditions that put them at higher risk of developing severe illness due to COVID-19;

• People who live or work in low-income and affordable senior housing.

• Due to limited supply of vaccines, not all eligible patients will be invited to schedule an appointment at the same time.

• To ensure we can best serve our patients in a fair and equitable way, we will be staggering patient vaccination invitations. You will receive direct communication from Beth Israel Lahey Health when we are able to offer you a vaccine appointment.

• We will not be vaccinating patients in our doctor’s offices or hospitals, due to special storage requirements for COVID-19 vaccines. BILH is operating vaccination clinics for our patients in several cities and towns across Eastern Massachusetts.

• When it is your turn to get the vaccine, you’ll receive an invitation by email, text message or phone call.

• We are committed to keeping you informed as the state expands vaccine eligibility and more information becomes available.

• If you have an opportunity to receive a vaccine elsewhere, before an appointment is available at Beth Israel Lahey Health, we encourage you to get vaccinated as soon as possible.

• If you have further questions about the vaccine, please visit the state’s website and the CDC’s website.

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Frequently Asked Questions

Vaccine Availability When will Beth Israel Lahey Health be administering vaccines to patients? A: Vaccines will be available at different times to different groups of patients. In accordance with the state’s plan, at this time Beth Israel Lahey Health is permitted to schedule vaccine appointments only for patients who are 65 and older, between the ages of 18 and 64 who have two or more medical conditions that put them at higher risk of developing severe illness due to COVID-19 or who live or work in low-income and affordable senior housing. We have begun to reach out to individual patients in this group, but due to limited supply of vaccines, not all eligible patients will be invited to schedule an appointment at the same time. Can I schedule my shot now? A: Beth Israel Lahey Health has begun sending invitations via email, text and phone to patients who are eligible according to the state’s distribution plan. We do not currently have enough vaccines on hand to invite everyone in this group right away. We will reach out to individual patients based on available vaccine supply. Can I sign up to be on a waitlist? A: We do not have a waitlist. We will continue to follow the state’s vaccination plan and contact patients when they become eligible to receive the vaccine, based on available vaccine supply. How will I be contacted? A: Patients will be contacted via email, text or phone when they are eligible to receive the vaccine and Beth Israel Lahey is able to schedule their appointment.

Can I get the vaccine at my primary care doctor’s office or at my next physical? If not, where can I get vaccinated? A: No. Due to special storage requirements for COVID-19 vaccines, Beth Israel Lahey Health is offering vaccinations only at designated locations across Eastern Massachusetts. If you are an active Beth Israel Lahey Health patient, we will contact you when you become eligible and we are able to schedule an appointment. If you have an opportunity to receive a vaccine at another location or from another provider before an appointment is available at Beth Israel Lahey Health, we encourage you to get vaccinated as soon as possible. Appointment Scheduling Where are BILH’s COVID-19 vaccination sites? A: BILH operates vaccination clinics in:

• Beverly • Boston/Brookline • Burlington • Cambridge • Chelsea • Dorchester • Gloucester • Newburyport • North Quincy • Plymouth

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When scheduling an appointment, you will be able to choose the location that works best for you.

I’m eligible to get the vaccine now, according to the state’s rollout plan. How do I schedule an appointment at one of the BILH vaccination sites? A: BILH’s vaccine clinics are only available to recent patients of our hospitals and affiliated providers. In you are a recent patient, you will receive an invitation when you are eligible to get vaccinated, based on the current phase of the state’s vaccine rollout plan, as well as BILH’s available vaccine supply. Appointments cannot be scheduled until you receive an invitation, which will be sent via email, text, phone or postcard. The invitation will provide instructions on how to schedule an appointment. Due to limited supply, we cannot invite everyone who is eligible at the same time; invitations will be sent on a rolling basis.

I previously received an email (or text) from BILH, with a link to schedule an appointment. I just tried to click the link and it’s no longer valid. What can I do to schedule an appointment now? A: Invitations to schedule an appointment are valid for 21 days. If more than 21 days have passed since you received the invitation, don’t worry. We will send you another invitation in the coming days or weeks. New invitations are being sent on a rolling basis, due to vaccine supply constraints. So it may take a few days or weeks to receive your new invitation.

Can I schedule an appointment if I didn’t receive an invitation? A: No, we determine how many patients to invite based on the number of vaccines we have on hand. It may take several weeks before the state sends us enough vaccines for everyone in who is eligible.

Can I bring someone with me to my vaccination appointment? A: Space at the vaccine site is limited. Please do not bring anyone with you unless they are providing necessary assistance.

At the state-run vaccination clinics, people who are 75 and older are able to bring a companion to their appointment, and that person can also be vaccinated. Will BILH vaccinate companions too? A: No, due to supply constraints, BILH cannot vaccinate anyone who accompanies any patient to an appointment with us. If you are 75 and older and prefer to go to a location that will also vaccinate your companion, you can schedule an appointment at one of the state-run vaccination sites.

Will the state-run clinics vaccinate companions of people who are younger than 75? A: The state-run clinics will only vaccinate companions of eligible residents who are 75 or older. Companions of anyone younger than 75 will not be vaccinated at the state-run clinics.

Can you help me schedule an appointment? A: If you are an active, eligible patient you will receive an invitation to schedule your appointment through email or by phone. For those patients who do not have a cell phone number or email address, we will reach out to you directly. Once you receive an invitation, we can connect you to the BILH Vaccination Scheduling Assistance Line, which can assist you with booking your appointment.

I don't check my email so if you sent my invitation there, I didn't receive it. A: The best way to schedule your vaccine appointment is through the invitation that you may have received by email, text message or phone. For those patients who do not have a cell phone number

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or email address, we will reach out to you directly. Once you receive an invitation, we can connect you to the BILH Vaccination Scheduling Assistance Line, which can assist you with booking your appointment.

I have to reschedule/cancel my appointment. A: If you need to cancel or reschedule your vaccine appointment, please use the scheduling link provided in the vaccine appointment invitation we sent you via email or text message. For those patients who do not have a cell phone number or email address, we will reach out to you directly. Primary care offices can connect you to the BILH Vaccination Scheduling Assistance Line, which can assist you with booking your appointment.

Besides BILH’s vaccination sites, where else can I get vaccinated? A: At this time, eligible Massachusetts residents can be vaccinated at:

• Large vaccination sites run by the state, such as: o Gillette Stadium o Fenway Park o Eastfield Mall in Springfield o DoubleTree Hilton Hotel in Danvers o Reggie Lewis Center in Roxbury

• Regional vaccine clinics operated by a local board of health; • Over 100 local pharmacies and retail locations administering the vaccine; or • If you live in public or private affordable low income senior housing there may be an onsite

clinic being planned at your property. Check with your management company.

Invitation to Schedule an Appointment

I'm eligible but didn't get an invitation. A: Beth Israel Lahey Health is currently scheduling active patients who are 65 and older, between the ages of 18 and 64 who have two or more medical conditions that put them at higher risk of developing severe illness due to COVID-19 or who live or work in low-income and affordable senior housing for their vaccination appointments. Due to limited vaccine supply, not all eligible individuals will be invited to schedule an appointment at the same time. We will reach out to individual patients by email, text message or phone as they become eligible, based on state guidelines and available vaccine supply.

Why did my neighbor get an invitation and I didn't? A: Beth Israel Lahey is currently scheduling active patients who are 65 and older, between the ages of 18 and 64 who have two or more medical conditions that put them at higher risk of developing severe illness due to COVID-19 or who live or work in low-income and affordable senior housing for their vaccination appointments. Due to limited vaccine supply, not all eligible individuals will be invited to schedule an appointment at the same time. We will reach out to individual patients by email, text message or phone as they become eligible, based on state guidelines and available vaccine supply. Can you tell me if an invitation was already sent to me? A: No, we are unable to look up that information.

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Can I give my invitation to someone else who is eligible? A: No, invitations are tied to your medical record and can only be used by the person who receives the invitation.

How long will it take before everyone who is eligible receives an invitation? A: We are eager to vaccinate as many patients as possible, as quickly as possible. We do not know when we will get additional vaccine shipments from the state, but when we do, we will reach out to as many eligible patients as we have vaccines to give. It may be several weeks before we have enough vaccines for everyone in this group.

Medical Conditions & Non-Medical Eligibility What medical conditions does the state consider when determining eligibility for vaccination in this phase? A: In Massachusetts, individuals with two or more of these medical conditions are currently eligible to receive the COVID-19 vaccine:

• Current cancer • Chronic kidney disease • COPD (chronic obstructive pulmonary disease) • Down Syndrome • Heart conditions, such as heart failure, coronary artery disease, or cardiomyopathies • Immunocompromised state (weakened immune system) from solid organ transplant • Obesity and severe obesity (body mass index [BMI] of 30 kg/m2 or higher). You can

calculate your BMI here: Adult BMI Calculator • Pregnancy • Sickle cell disease • Smoking or history of smoking • Type 2 diabetes mellitus • Moderate to severe asthma

Does BILH require me to provide proof of my medical conditions? A: No, you do not need copies of medical records or a doctor’s note to confirm you have these conditions to receive a vaccination invitation from BILH. We only send invitations to patients whose medical records show this information, so when you get an invitation you don’t need any documentation to schedule your appointment with us, and you don’t need to bring any documentation when you arrive for your appointment with us. I have two or more of the medical conditions that should qualify me to get vaccinated now, but I got an email telling me that I don’t qualify. What can I do? A: All patients whose medical records do not list them as having two or more of the medical conditions required for them to be vaccinated now will have the opportunity to verify that they are eligible. You will receive an email, text or phone call from us, asking you to review the eligibility criteria and confirm you are eligible to receive the vaccine. The confirmation can be done online, or verbally over the phone. You will not need to contact your doctor or hospital for proof that you have any medical conditions.

What types of housing fall within the category of “low-income and affordable senior housing”? A: Public and private low income and affordable senior housing is defined as any residential

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premises available for lease by older or disabled individuals which is financed or subsidized in whole or in part by state or federal housing programs established primarily to furnish housing rather than housing and personal services. Specifically, this includes the following types of age-restricted housing properties:

• Public housing properties designated primarily for older adults that are owned/operated by Local Housing Authorities. This includes those public housing properties owned by a Housing Authority but managed by a private company.

• Privately owned rental properties designated for older adults that are financed in whole or part through resources made available from DHCD, MassHousing, or the U.S. Department of Housing and Urban Development (HUD), and in which the majority of units are restricted to residents earning less than 80% of Area Median Income.

Patient Prioritization How did you decide which patients who are eligible to invite first? A: We are committed to an equitable process for vaccine distribution. We are using a number of factors to ensure that people living in areas with high rates of COVID-19 are among the first to be invited.

When will people who are younger than 65 become eligible to get the vaccine? A: We do not know when the state will allow us to begin offering the vaccine to other groups. When that happens, the following groups of people will be next in line to receive the vaccine, in the following order:

• People ages 65 and older, and people with two or more underlying medical conditions that put them at increased risk for severe illness;

• Early education and K-12 workers, transit, grocery, utility, food and agriculture, sanitation, public works and public health workers;

• People with one underlying medical condition.

Can you make sure I'm being prioritized? A: Beth Israel Lahey Health must follow the phased vaccine plan laid out by the state of Massachusetts. Beth Israel Lahey Health will contact you to schedule a vaccination appointment when you become eligible according to the state’s phased plan and we are ready to schedule your appointment. All patients whose medical records do not list them as having two or more of the medical conditions required for them to be vaccinated now will have the opportunity to verify that they are eligible. You will receive an email, text or phone call from us, asking you to review the eligibility criteria and confirm you are eligible to receive the vaccine. The confirmation can be done online, or verbally over the phone. You will not need to contact your doctor or hospital for proof that you have any medical conditions.

I should be moved up in priority, can you update my problem list in my chart? A: Beth Israel Lahey Health has consolidated patient appointment and medical condition information from across the health system. Medical data for patients who have more than one medical record, at more than one Beth Israel Lahey Health location (for example: a primary care physician and a specialist) have been merged into one system. This system is informing the order

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in which invitations are sent out. All patients whose medical records do not list them as having two or more of the medical conditions required for them to be vaccinated now will have the opportunity to verify that they are eligible. You will receive an email, text or phone call from us, asking you to review the eligibility criteria and confirm you are eligible to receive the vaccine. The confirmation can be done online, or verbally over the phone. You will not need to contact your doctor or hospital for proof that you have any medical conditions. Can you check my medical records and tell me what comorbidities are listed for me? A: Beth Israel Lahey Health has consolidated patient appointment and medical condition information from across the health system. Medical data for patients who have more than one medical record, at more than one Beth Israel Lahey Health location (for example: a primary care physician and a specialist) have been merged into one system. This system is informing the order in which invitations are sent out. Out of State Vaccination I live in a state outside of Massachusetts, should I wait for my BILH invitation to get vaccinated? A: Beth Israel Lahey Health is following Massachusetts’ guidelines for vaccine distribution, which could be different than other states’ guidelines. We encourage all patients to get vaccinated at their first opportunity.

New Hampshire is vaccinating patients in Phase 1B. What do I need to do to sign up? A: In order to accurately identify and prioritize patients who are eligible to receive the COVID-19 vaccine in New Hampshire, the New Hampshire Division of Public Health Services (NH DPHS) directed health care providers, like Beth Israel Lahey Health, to identify and provide information on patients who have certain medical conditions. Beth Israel Lahey Health is providing this information to the state directly, so you do not need to contact us. If your health conditions qualify you to receive the vaccine earlier than others, the State of New Hampshire will contact you to schedule your vaccination, based on available vaccine supply. Information About the COVID-19 Vaccine I have questions about the COVID-19 shot. Can I speak with my doctor? A: You are always welcome to speak with your care team. Consider reviewing information from the Centers for Disease Control and Prevention and the Massachusetts Department of Public Health websites as you prepare for your conversation with your care provider. If you are not able to find answers to your questions, please try reaching your health care provider online through your electronic medical record before calling. Are vaccines safe? A: We are confident in the quality, safety, and reliability of the U.S. Food and Drug Administration’s (FDA’s) authorized emergency use of the vaccine. Beth Israel Lahey Health’s team has closely examined the FDA’s process for the COVID-19 vaccine trials and is satisfied that they make decisions guided by strong scientific data. Additionally, a group of infectious diseases experts from academic medical centers across Massachusetts met to independently review the same data for each vaccine to advise the Massachusetts Department of Public Health, and all hospitals and medical facilities in the Commonwealth, on safety and appropriateness of the vaccine for use. This

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group met and independently approved the Pfizer vaccine for use in persons over the age of 16 years. The Moderna vaccine is indicated for use in persons over the age of 18 years. Who is endorsing this vaccine? A: Before a vaccine can end up in the hospital or at your local pharmacy, it has to be authorized by the U.S. Food and Drug Administration (FDA), which regulates drugs based on their safety and effectiveness. Two other important endorsements come from The Centers for Disease Control and Prevention’s (CDC’s) Advisory Committee on Immunization Practices (ACIP), and the National Institutes of Health and the Infectious Diseases Society of America. No single person gets to decide if a vaccine is safe. These organizations bring together panels of doctors and experts in infectious disease, virology, and immunization. In addition, infectious diseases experts from Beth Israel Lahey Health partnered with those from academic centers across Massachusetts to independently review the safety and effectiveness of COVID-19 vaccines. Is the vaccine safe for people with mild and severe allergies? A: If you have ever had a severe allergic reaction to any ingredient in a COVID-19 vaccine (such as polyethylene glycol), the Centers for Disease Control and Prevention (CDC) recommends that you not get that specific type of vaccine. If you have had a severe allergic reaction to other vaccines or injectable therapies, you should ask your primary care provider if you should get a COVID-19 vaccine. Your doctor will help you decide if it is safe for you to get vaccinated.

The CDC recommends that people with a history of severe allergic reactions not related to vaccines or injectable medications—such as allergies to food, pets, venom, environmental, or latex—may still get vaccinated. People with a history of allergies to oral medications or a family history of severe allergic reactions or who might have a mild allergy to vaccines (not anaphylaxis)—may also still get vaccinated. If you have a history of anaphylaxis, speak with your primary care provider about whether the COVID-19 vaccine is right for you. If you have a severe allergic reaction after getting the first shot, you should not get the second shot. Your primary care provider may refer you to a specialist in allergies and immunology to provide more care or advice. The only reason related to allergies to avoid vaccination is if you’ve ever had a severe allergic reaction to any ingredient in the COVID-19 vaccine. Read more about COVID-19 vaccines and severe allergic reactions here. Does the vaccine impact fertility? A: There is no evidence that the COVID-19 vaccine causes infertility or difficulty becoming pregnant. Social media platforms have recently been overwhelmed with headlines that say the vaccine could cause infertility, but scientists across the globe say that these fears are not based on science. Currently, the COVID-19 vaccine is available to patients who are pregnant in the U.S. at all gestational ages, as well as people who are planning for or considering pregnancy in the future, and there are no warnings issued to people intending to conceive. Please contact your obstetrician or primary care provider about your personal risks and vaccination. Can someone who has had COVID-19 get the vaccine? Should they? A: Yes. People who previously had COVID-19 can and should receive the COVID-19 vaccine when it is available to them because it will give them additional levels of immunity. Please note: Persons who have an active COVID-19 infection should not be vaccinated until after they have completed their period of home isolation per the MA Department of Public Health.

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Preparing for the COVID-19 Vaccine What reactions can I expect after the COVID-19 vaccine? A: Most people don’t experience side effects after receiving the COVID-19 vaccine. Mild to severe reactions following COVID-19 vaccination can include fever, chills, headache, fatigue, joint and muscle aches, as well as pain at the injection site. Between 10-30% of people may experience these symptoms following the first or second dose of the vaccine. What’s important to remember is that these reactions are a good sign that the vaccine is doing its job to build protections for you in the future. If I get a COVID-19 vaccine, do I still need to take other safety precautions? A: Yes. The vaccine takes time to begin working. It can take around two weeks after the final dose is given for the vaccine to be fully effective. Also, after you’ve been vaccinated you may still get COVID-19 and have mild symptoms. Because you can still carry the virus (even if it doesn’t make you visibly sick), it’s important to continue wearing a mask and physically distancing to make sure you do not pass the virus to others who are not yet vaccinated. The combination of getting vaccinated and following CDC’s recommendations to protect yourself and others will offer the best protection from COVID-19. There are reports about new COVID-19 strains appearing across the world. Are these strains easier to spread and will they be covered by the COVID-19 vaccine? A: Some preliminary information suggests that these new COVID-19 strains may be more easily transmitted. The appearance of new viral strains underscores the importance of vaccination as one key step to get the pandemic under control as soon as possible, and reduce the risk of new COVID-19 strains from emerging. There is no evidence that COVID-19 vaccines are ineffective against these strains, and initial studies show they are just as effective. Why is it important to be vaccinated against COVID-19? A: The vaccine is a critical step toward stopping the pandemic. Alongside precautions like wearing masks, staying 6 feet apart from people outside your household and cleaning your hands frequently, the vaccine’s ability to teach your immune system to fight the virus is the best way to reduce the spread of COVID-19. Together, these actions give us the best chance at ending the pandemic and protecting our communities.

More Information

Where can I get more information? A: For more information about COVID-19 vaccines, visit the websites of the Massachusetts Department of Public Health or the Centers for Disease Control and Prevention.

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BILH Vaccination Centers

Beverly

Vittori-Rocci Post 143 Brimbal Ave. Beverly, MA 01915

Parking: Free parking is available in the Vittori-Rocci Post lot.

Upon Arrival: Enter from the parking lot through the front doors where you will be checked in. If necessary, a line will form outside the front doors on the sidewalk.

Accessibility: The Vittori-Rocci Post is fully accessible.

Boston/Brookline

Temple Israel 477 Longwood Ave. Boston, MA 02215

Parking: Parking is available at the MASCO Building garage at 375 Longwood Ave. Find rates and directions. Parking will not be validated.

Public Transportation: Longwood Station on the Green Line D branch is across Riverway from Temple Israel. A 39 bus stop and the Coolidge Corner Station on the Green Line C branch are both less than a mile away.

Upon Arrival: Arrive at the Nessel Way entrance between Temple Israel and the MASCO Building. Line up outside across from Temple Israel along the MASCO building, where you will be screened for COVID-19 symptoms or recent exposure. When it is your turn, Temple Israel security will let you in the Nessel Way entrance, and we will confirm your appointment inside. You may need to wait outside for a short time, so please plan accordingly.

Accessibility: Temple Israel is fully accessible.

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Burlington

Gordon Building, Lahey Medical Records 29 Mall Road Burlington, MA 01805

Directions: Enter 29 Mall Road from the intersection with the blinking caution light, bear left and follow signs to the back of the building.

Parking: Park along the fence in the back of the building.

Upon Arrival: You will see signage with a phone number to call before you enter the building so our staff can conduct a brief COVID-19 screening. When it’s time for you to go in, enter the building from the back as indicated.

Accessibility: This location is fully accessible.

Cambridge

Former Marino Building 2500 Massachusetts Ave. Cambridge, MA 02140

Parking: Park in the former Marino Building parking lot.

Public Transportation: Davis Station on the Red Line is located just over half a mile away. A 77 bus stop is also outside.

Upon Arrival: Please arrive for your appointment on time, not early. Enter through the front door, check in there and wait to be directed to your vaccination.

Accessibility: This location is fully accessible.

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Chelsea

Former Save-a-Lot Food Store 1100 Revere Beach Pkwy Chelsea, MA 02150

Public Transportation: There are 111, 116, and 117 bus stops within half a mile.

Accessibility: The Former Save-a-Lot Food Store is fully accessible.

Dorchester

First Parish Dorchester, Unitarian Universalist 10 Parish St. Dorchester, MA 02122

Parking: Please park on the street. There is ample parking.

Public Transportation: First Parish Dorchester is located less than a mile from Savin Hill Station on the Red Line’s Ashmont Branch. 15 and 17 bus stops are less than half a mile away.

Upon Arrival: Please arrive for your appointment on time, not early. Line up outside the door at 10 Parish St. (across from the fire station). Do not enter through the church’s main door (Winter Street). We will confirm your appointment, and you may then proceed to your vaccination.

Accessibility: First Parish Dorchester is fully accessible.

Gloucester

Elk’s Lodge 97 Atlantic Rd. Number 101 Gloucester, MA 01930

Parking: Parking is available in the Elk’s Lodge parking lot.

Upon Arrival: Please arrive for your appointment on time, not early. Enter through the front door, check in there and wait to be directed to your vaccination.

Accessibility: The Elk’s Lodge is fully accessible.

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Newburyport

Newburyport Senior Community Center 331 High St. Newburyport, MA 01950

Parking: Parking is available in the Senior Center parking lot. Bear left when entering the parking lot to go to the Senior Center.

Upon Arrival: Please arrive for your appointment on time, not early. Enter through the front door, check in there and wait to be directed to your vaccination.

Accessibility: The Senior Center is fully accessible.

North Quincy

Josiah Quincy Building (Former State Street building) 200 Newport Ave. Extension Quincy, MA 02171

Parking: Parking is available in the attached garage.

Public Transportation: The Josiah Quincy Building is located next to the North Quincy Station on the Red Line’s Braintree Branch.

Upon Arrival: Please arrive for your appointment on time, not early. Enter through the front doors and go to one of the check in stations on the first floor. Vaccinations will be given on the second floor.

Accessibility: The Josiah Quincy Building is fully accessible.

Plymouth

Former Pier 1 Imports 122 Colony Place Plymouth, MA 02360

Parking: Parking is available in the adjacent parking lot.

Upon Arrival: Please arrive for your appointment on time, not early. Enter through the front door, check in there and wait to be directed to your vaccination.

Accessibility: The former Pier 1 is fully accessible.

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MA COVID-19 Vaccine Program Phase 2 Patient Prioritization

Dear Providers and Care Teams,

Thank you for all you do every day to provide high-quality and safe care to our patients while also continuing to support each other during these challenging times.

The Massachusetts Department of Public Health (DPH) Immunization Division is working with the Centers for Disease Control (CDC) to ensure that COVID-19 vaccine is widely available in Massachusetts. We wanted to share with you some details about Phase 2 of the Massachusetts COVID-19 Vaccine Program, including Beth Israel Lahey Health’s process for identifying priority patients based on the criteria established in the state’s plan.

Massachusetts Criteria for Phase 2 Patient Prioritization

During Phase 2, which started Monday, February 1, the state of Massachusetts has instructed providers to offer the COVID-19 vaccine to patients in a sequenced approach, in the following priority order:

First cohort: Any patients 75+

Second cohort: Any patients 65+ OR patients of any age (16+) with at least two of the comorbidities listed below* and/or who live or work in low-income and affordable senior housing. (Per CDC guidance, adults of any age with the conditions listed below are at increased risk of severe illness from the virus that causes COVID-19. This differs from the group of conditions with which adults of any age might be at an increased risk for severe illness from the virus that causes COVID-19. These criteria may evolve over time. Please visit the CDC website for more information and to track updates.)

Third cohort: Patients who work in various fields, including early education, K-12, transit, grocery, utility, food and agriculture, restaurant and cafe workers, sanitation, public works and public health workers, and transit/transportation.

Fourth cohort: Patients (16+) with one comorbidity

*Patients with the following conditions are at increased risk of severe illness from the virus that causes COVID-19 (except when noted, these comorbidities meet criteria to be considered “qualifying” conditions for the second cohort of phase 2):

• Cancer (current diagnosis) o Note: A history of cancer does NOT meet current criteria

• Chronic kidney disease o Note: Any stage of chronic kidney disease DOES meet current criteria

• COPD (chronic obstructive pulmonary disease) o Note: The following DO NOT meet current criteria – asthma, cystic fibrosis, pulmonary

fibrosis • Down’s Syndrome • Heart conditions

o Note: These DO meet current criteria – heart failure, coronary artery disease, cardiomyopathies, pulmonary hypertension

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o Note: These DO NOT meet current criteria – hypertension, cerebrovascular disease • Immunocompromised state (weakened immune system)

o Note: Solid organ transplant DOES meet current criteria o Note: Currently at BILH, solid organ transplant and bone marrow transplant patients

under the care of our transplant and cancer programs have already been invited to get the vaccine at BIDMC and LHMC sites as part of a state-authorized pilot program launched prior to Phase 2

o Note: These DO NOT meet current criteria – prolonged corticosteroid use, other immunosuppressant medications, immunodeficiencies, HIV

• Obesity (body mass index [BMI] of 30 kg/m2 or higher but < 40 kg/m2) • Severe Obesity (BMI ≥ 40 kg/m2) • Pregnancy • Sickle cell disease

o Note: These DO NOT meet current criteria: other hemoglobin disorders (e.g., thalassemia)

• Smoking (current or former cigarette smoker) o Note: Former smoker is defined as someone who has smoked at least 100 cigarettes in

his or her lifetime • Type 2 diabetes mellitus

o Note: These DO NOT meet current criteria: type 1 diabetes, gestational diabetes

Note: This list currently EXCLUDES neurologic conditions (e.g., dementia) and chronic liver disease (e.g., non-alcoholic fatty liver disease, cirrhosis)

Case Examples of Patients Who Will be Prioritized into the Second Cohort of Phase 2:

• A 52-year-old man with type 2 diabetes and stage 1 chronic kidney disease • A 24-year-old woman with a BMI of 30 who is a cigarette smoker • A 17-year-old man with Down’s syndrome and pulmonary hypertension

BILH’s Process for Identifying Patients for Phase 2 Prioritization

BILH data analytics, information systems and clinical teams have developed a strategy to systematize the outreach to specific patients who meet the relevant clinical criteria, in concordance with the state’s guidance. This strategy includes several tactics:

1) Leveraging the Arcadia database, which regularly receives data feeds from various EMRs (including Epic, Athena and web OMR), to generate lists of patients who are categorized into the different Phase 2 cohorts (e.g., 75+, 65+, any age (16+) with two or more of the above qualifying comorbidities). These lists will then integrate with the COVAX tool (BILH’s proprietary patient vaccination tool for scheduling/check-in and documentation).

2) For data validation purposes, the IS teams will identify adult patients who have two or more of the above qualifying comorbidities by mapping EMR data to specific ICD-10 codes (clinical diagnosis codes and procedure codes) associated with each of these comorbidities. This process also will generate lists of patients who have conditions (e.g., asthma, hypertension, primary immunodeficiencies) that are related clinically to the current qualifying comorbidities but that do not currently qualify for the second cohort of phase 2. If the CDC and DPH guidance evolves to include any of these other conditions, these patients would then become eligible to receive the vaccine in the second cohort of Phase 2.

3) BILH is committed to an equitable process for vaccine distribution. Due to limited supply, we are reaching out first to a limited number of patients in the first cohort (patients 75+) who live in

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communities that are disproportionately impacted by COVID-19 as well as all additional eligible patients across Massachusetts on a randomized basis. As vaccine supply levels increase, we will continue to invite additional eligible patients.

What Providers and Care Teams can do to Help Identify Patients who Meet Clinical Criteria to be Offered the COVID-19 Vaccine in Phase 2

• Over the coming weeks during a patient’s in-person or telemedicine visit, review the patient’s listed problems/diagnoses to ensure they are inclusive of all of the patient’s comorbidities. Also, please ensure they are documented consistent with the way the CDC conditions are outlined (e.g., if your patient is a cigarette smoker, make sure that diagnosis is in the problem list, or if your patient has a BMI of 30, make sure “obesity” is listed as a diagnosis).

• Regularly refer to this memo and the CDC list of high-risk comorbidities on the CDC website (especially as this list may change over time) as important resources to support your discussions with patients about Phase 2 prioritization.

We will keep you apprised of evolving details. Thank you for your patience as this process unfolds rapidly. We are incredibly grateful for your continued partnership and your commitment to navigating this pandemic together.

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Information Sent to Patients/Health Care Providers

On Feb. 24, 2021, the email below was sent to BILH patients, ages 18-64, who do not qualify for the current vaccine phase, but who have the opportunity to attest.

Sender: Beth Israel Lahey Health Subject: Your eligibility to get the COVID-19 Vaccine

This message is available in:

Español - Kriolu - Kreyòl Ayisyen - Português - 中文

Dear Patient Name,

In the coming days, Beth Israel Lahey Health will resume offering limited new appointments for the COVID-19 vaccine to patients who are eligible under the current phase of the state’s vaccine distribution plan. Due to vaccine supply constraints, Massachusetts has been working to continue to streamline COVID-19 vaccine distribution and to align hospital and health system needs to support the broader state initiative.

We have already identified many patients who meet the state’s requirements to get vaccinated now. Based on our review of medical records from your previous visits to our hospitals or affiliated doctor’s offices, you are not currently eligible to get the COVID-19 vaccine.

However, it’s possible that you may be eligible now, because we may not have all the medical and non-medical information we need to verify your eligibility. If you are eligible now, we can invite you to schedule a vaccination appointment with us during the current phase of the state’s rollout plan.

What we need to know

This week, we will begin reaching out to all patients who may qualify to be vaccinated now in order to verify their eligibility.

You will have the opportunity to let us know if you live or work in low income or affordable senior housing, and tell us about any medical conditions that may not be in our records. You do not need to contact your doctor or hospital for proof of your medical conditions. You will just need to complete a brief form and submit your response.

Your answers will help us invite you to schedule a COVID-19 vaccination appointment at the appropriate time in the state’s rollout plan.

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What you need to know

• Please be patient. It may be several days before you receive an email, text or pre-recorded phone message asking you to provide us with the information we need.

• If the additional information you provide qualifies you to get vaccinated now, we may not be able to schedule your appointment right away. We invite new groups of eligible patients on an ongoing basis as we receive vaccine shipments from the state.

• Get vaccinated as soon as you’re eligible, whether it’s with Beth Israel Lahey Health or anywhere else the vaccine is available to you. You can always check the state’s searchable directory for a list of other COVID-19 vaccination sites, or call 2-1-1 or 877-211-6277 for help.

We are pleased to continue to be at the forefront of fighting COVID-19, and look forward to sharing updates with you soon.

Sincerely,

Your health care team at Beth Israel Lahey Health

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On Feb. 23, 2021, the email below was sent to BILH patients letting them know that BILH will resume offering limited new vaccine appointments to patients who are eligible under the current phase of the state’s distribution plan.

Sender: Beth Israel Lahey Health Subject: New COVID-19 Vaccination Appointments Available Soon – You’re Eligible for Vaccination

This message is available in Spanish, Cape Verdean Creole, Haitian Creole, Portuguese, Chinese Simplified and Chinese Traditional.

Dear Patient Name,

In the coming days, Beth Israel Lahey Health will resume offering limited new appointments for the COVID-19 vaccine to patients who are eligible under the current phase of the state’s vaccine distribution plan. Due to vaccine supply constraints, Massachusetts has been working to continue to streamline COVID-19 vaccine distribution and to align hospital and health system needs to support the broader state initiative.

You’ll be receiving an invitation to get vaccinated with us. Based on our review of medical records from your previous visits to our hospitals or affiliated doctor’s offices, you are eligible to receive the COVID-19 vaccine because you are 65 or older, or between the ages of 18 and 64 with two or more certain medical conditions that may put you at increased risk of serious illness from COVID-19.

Here’s what to expect:

• In the coming days and weeks, we will begin sending invitations to eligible patients by email, text and phone. The invitations will have details on how to schedule an appointment at one of our 10 community vaccination clinics.

• You may not receive an invitation right away. We will keep you informed and send additional invitations as we receive vaccine shipments from the state.

• If you previously received an email or text invitation from us because you are 75 or older and you did not schedule an appointment, that link is no longer valid. You will receive a new invitation link when our vaccine supply allows. We are not able to vaccinate anyone who comes with you to your appointment due to limited vaccine supply.

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• Your invitation is only for the person it’s addressed to. Each invitation is personalized – only the person it is addressed to may use it to schedule one first-dose appointment. Please don’t share the invitation with others.

• Get vaccinated as soon as possible, whether it’s with Beth Israel Lahey Health or anywhere else the vaccine is available to you. You can always check the state’s searchable directory for a list of other COVID-19 vaccination sites, or call 2-1-1 or 877-211-6277 for help.

We are pleased to once again be at the forefront of fighting COVID-19, and look forward to sharing updates with you soon.

Sincerely,

Your health care team at Beth Israel Lahey Health

On Jan. 25-26, 2021, the email below was sent to all BILH patients for whom we have an email address. Sender: Beth Israel Lahey Health Subject: Patients age 75 and older will soon be offered the COVID-19 Vaccine

Today, the state of Massachusetts announced the start date for the first group of eligible people in Phase 2 of its COVID-19 vaccine rollout plan. Phase 2 will begin on Monday, February 1, 2021. Only people age 75 and older will be eligible to receive the vaccine at that time. As a reminder, all health care organizations, including Beth Israel Lahey Health, are required to follow the state’s direction on who gets the vaccine first.

What to expect if you are age 75 and older Later this week, we will begin to send invitations to patients who are age 75 and older. Please keep an eye out for these invitations, which will be sent to you by email, text or phone. The invitations will provide details on how to schedule an appointment for the COVID-19 vaccination. Appointments will be available on or after February 1. Here are a few important things to be aware of:

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• Due to limited vaccine availability, you may not receive an invitation right away. We will keep you informed and send additional invitations as we receive additional vaccine shipments from the state in the coming weeks.

• Invitations are connected to the recipient’s medical record and are not transferrable. Appointments are required and can be scheduled only for the person who receives the invitation.

• We will have several COVID-19 vaccine clinics throughout the region. Vaccines will not be available at doctor’s offices or hospitals.

• You will be able to select the location, day, and time that works best for you. • After scheduling, you will receive information about what to expect when it’s time to get

vaccinated. Remember, we encourage you to get the vaccine as soon as possible, whether that is with Beth Israel Lahey Health or anywhere else the vaccine is available. What to expect if you are younger than age 75 In priority order, the following people will become eligible to receive the vaccine later in Phase 2:

• People ages 65 and older, and people with two or more underlying medical conditions that put them at increased risk for severe illness;

• Early education and K-12 workers, transit, grocery, utility, food and agriculture, sanitation, public works and public health workers;

• People with one underlying medical condition. We do not know when the state will allow us to begin offering the vaccine to these groups. For the latest information and expected launch dates, visit the Department of Public Health’s website. Continue taking safety measures While you wait for your COVID-19 vaccination – and even after you get your vaccine – please continue to protect yourself and others with the safety measures you have been taking. Continue to wear a mask, stay at least six feet away from people outside your household, and clean your hands often. Thank you for trusting Beth Israel Lahey Health with your care. We look forward to providing more updates soon.

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Email Invitation that BILH Patients Will Receive to Schedule Their Vaccination Appointment Sender: covid19vaccine@bilh.org Subject: Schedule Your COVID-19 Vaccination with Beth Israel Lahey Health

Para Espanol, haga clic aqui.

Dear [Patient Name],

It’s time to schedule your COVID-19 vaccination with Beth Israel Lahey Health!

You are now eligible to get vaccinated against COVID-19, according to the Massachusetts vaccine rollout plan. You are receiving this invitation as an option because you have received care at Beth Israel Lahey Health or one of its affiliated health care providers.

Respond Now – Appointments are Required

Your personalized invitation link below will expire in 21 days, and can only be used by you. Click below to schedule, or to let us know if you’ve already been vaccinated or don’t want to be vaccinated now.

[Personalized link]

We will be adding new appointments frequently, so if you don’t find an appointment that is convenient for you, please check back soon. We look forward to seeing you at your vaccination appointment. Sincerely, Your health care team at Beth Israel Lahey Health

Please do not reply to this email as this mailbox is not monitored.

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Text Notification that BILH Patients Will Receive to Schedule Their Vaccination Appointment

Information Available for Posting on BILH Electronic Health Record Systems (i.e., PatientSite, My Lahey Chart, etc.) COVID-19 Vaccination Information Beth Israel Lahey Health is now offering limited new appointments for the COVID-19 vaccine to patients who are eligible under the current phase of the state’s distribution plan.

If we have identified you as eligible, you will receive an email, text or pre-recorded phone message inviting you to schedule an appointment at one of our 10 community vaccination clinics. You cannot schedule a vaccine appointment with us until you have received an invitation from us. Even if you are eligible now, you will not get an invitation right away due to very limited vaccine supply.

Getting the COVID-19 vaccine from BILH is one option you have to get vaccinated. You also have access to vaccination sites offered by the state, retail pharmacies and other organizations. We encourage you to get the vaccine when it’s your turn. For information on locations accepting new appointments and the process for scheduling appointments at those locations, visit the state’s website at mass.gov/covid-19-vaccine or call 2-1-1.

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Email Sent from Massachusetts Department Health to Health Care Providers

Health care providers may have received this email. It applies to patients who would like to be vaccinated at any of the public MA sites listed below (i.e. a non-BILH site). Sender: MA Department of Public Health Subject: MA Department of Public Health - Information on COVID-19 Vaccine for Individuals Ages 75 and Older

MA Department of Public Health - Information on COVID-19 Vaccine for Individuals Ages 75 and Older

Dear Valued Health Care Provider, Update COVID-19 Vaccine for Individuals Ages 75 and Older (.pdf) Beginning February 1, 2021, individuals aged 75 and older are eligible to receive vaccine. As a healthcare provider, you are a valued and trusted source of information for your patients. Should you be unable to vaccinate your patients at this time, you are encouraged to refer patients to other appropriate vaccination sites, and emphasize the importance of being vaccinated. A map and downloadable list of vaccination sites can be accessed here (URL https://www.mass.gov/info-details/covid-19-vaccine-locations-for-individuals-in-phase-1#find-a-location-to-get-vaccinated-if-eligible-) and includes the following types of sites open for online appointment scheduling:

• Mass vaccination sites launched by the Commonwealth. • Retail pharmacies who are enrolled with the Commonwealth to receive COVID-19 vaccine.

o Vaccinating CVS pharmacies also have phone-based appointment scheduling by calling 1-800-SHOP-CVS (1-800-746-7287)

• Certain hospitals, health care providers, and local boards of health that will offer vaccination sites open to all who are vaccine-eligible in Massachusetts.

• Some local boards of health will offer vaccination sites open to those who live and work in their communities

Appointment scheduling for these individuals will start to become available as early as Wednesday, January 27th. We appreciate your help connecting your vaccine-eligible patients with a vaccination site, and continued partnership in responding to COVID-19. Sincerely, The Massachusetts Department of Public Health

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Phone Message Recording – English

The following is a template message that can customized by a hospital/business unit and recorded on phone lines.

Thank you for calling NAME OF ENTITY, part of Beth Israel Lahey Health. Please listen to this important information about COVID-19 vaccines.

Beth Israel Lahey Health is now offering limited new appointments for the COVID-19 vaccine to patients who are eligible under the current phase of the state’s distribution plan.

If we have identified you as eligible, you will receive an email, text or pre-recorded phone message inviting you to schedule an appointment at one of our 10 community vaccination clinics. You cannot schedule a vaccine appointment with us until you have received an invitation from us. Even if you are eligible now, you will not get an invitation right away due to very limited vaccine supply.

Getting the COVID-19 vaccine from BILH is one option you have to get vaccinated. You also have access to vaccination sites offered by the state, retail pharmacies and other organizations. We encourage you to get the vaccine when it’s your turn. For information on locations accepting new appointments and the process for scheduling appointments at those locations, visit the state’s website at mass.gov/covid-19-vaccine or call 2-1-1.

If you have a specific question for your health care team, please [press x or stay on the line].

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BILH Vaccination Scheduling Assistance Line

The BILH Vaccination Scheduling Assistance Line provides scheduling assistance to patients, once they receive an invitation from BILH. If an eligible patient who received an invitation from BILH contacts you for help with scheduling their COVID-19 vaccination with us, please transfer the call to 781-937-6810. Someone from the BILH Vaccination Scheduling Assistance Line, which is managed by the Lahey Hospital & Medical Center Patient Access Center, will validate that the caller is a BILH patient who received an invitation and if so, can schedule their appointment over the phone.

Please note the following important information:

• Assistance is available between 8:00 a.m.- 5:00 p.m. Monday through Friday, and from 8:00 a.m. to Noon on Saturdays and Sundays.

• Assistance is limited to appointment scheduling for eligible patients who have received an invitation from BILH.

o The staff cannot answer questions regarding vaccine eligibility or availability, or any clinical questions.

o The staff is unable to accommodate any provider requests to schedule patients who have not received an invitation.

• The phone number is to be used only for call transfers. Due to capacity issues, we ask that providers and practices not list this phone number on their main lines or personal phone greetings and do not provide the phone number to patients directly.

• Providers and their offices will continue to get general questions from patients on vaccine eligibility and availability. Please direct all patients to https://coronavirus.bilh.org/vaccine for the latest BILH information on vaccination.