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February 2021
COVID Vaccine Toolkit
Toolkit Purpose
• Single resource for all patient, team member and community vaccine information including:• Tools for general vaccine education
• Specific materials and information for those receiving a vaccination
• Instill confidence on the safety and efficacy of the COVID-19 vaccine
• Ensure a consistent approach across all Advocate Aurora vaccination locations
Toolkit Contents
• Call Center Scripting and FAQs
• Vaccine Clinic Signage and Resources
• Vaccine Information and Educational Materials
• Patient Vaccine Scheduling Resources
• Team Member Vaccine Scheduling Resources
• #IGotMine Campaign Materials
• Community Resources
• Printing and Fulfillment Guide
Scripting and FAQs
FAQs and Call Center Scripting
Team Member Vaccine FAQs here.
Addressing FAQs from patients here.
Consumer FAQs here (posted on website)
Vaccine Conversation Guide
Download document here
Patient Journey
Vaccine Scheduling Journey
Eligible Patient – Has MyAAH, Has email
Invitation #2 Schedules Appointment Apt. ConfirmationVaccine Invitation
LiveWell App MyAAH Portal COVID Hotline
Eligible Patient – No MyAAH, Has email
LiveWell App MyAAH Portal COVID Hotline
Email Letter
Consumer Journey Steps
*Apt confirmation email if address is available
Vaccine Scheduling Journey Continued
Outbound Calls
Invitation #2 Schedules Appointment Apt. ConfirmationVaccine Invitation
Eligible Patient – No MyAAH, No Email, Cell phone on file
COVID HotlineText
Eligible Patient – No MyAAH, Address only on file
LiveWell App MyAAH Portal COVID Hotline
Letter
Eligible Patient – No MyAAH, No Email, Home landline on file
COVID Hotline
Letter
Letter
Consumer Journey Steps
*Apt confirmation email if address is available
Vaccine Clinic Signage and Resources
Consent Form
Download document here
Post Vaccination Handout Arabic herePost Vaccination Handout Simplified Chinese herePost Vaccination Handout Traditional Chinese herePost Vaccination Handout Hmong herePost Vaccination Handout Korean herePost Vaccination Handout Polish herePost Vaccination Handout Russian herePost Vaccination Handout Spanish here
Post Vaccination Handout
Download document here
Post Vaccination Handout Arabic herePost Vaccination Handout Chinese herePost Vaccination Handout Hmong herePost Vaccination Handout Korean herePost Vaccination Handout Polish herePost Vaccination Handout Russian herePost Vaccination Handout Spanish here
Second Appointment Information
Download document here
Post Vaccination Handout Arabic herePost Vaccination Handout Chinese herePost Vaccination Handout Hmong herePost Vaccination Handout Korean herePost Vaccination Handout Polish herePost Vaccination Handout Russian herePost Vaccination Handout Spanish here
Interior Signage – Vaccination Clinics
Printable 8.5 x 11 Welcome Sign here
ABMCWelcome Sign hereAssessment Area sign here
Printable 8.5 x 11 Post Vaccination Assessment Area Sign here
Large (24 x 36) A-frame signs will be delivered to sites - via Design & Construction team
Translated Interior Signs – Spanish
Printable 8.5 x 11 Welcome Sign in Spanish here
Printable 8.5 x 11 Post Vaccination Assessment Area Sign in Spanish here
ABMCWelcome Sign, Spanish hereAssessment Area sign, Spanish here
Translated Interior Signs – Polish
Printable 8.5 x 11 Welcome Sign in Polish here
Printable 8.5 x 11 Post Vaccination Assessment Area Sign in Polish here
ABMCWelcome Sign, Polish hereAssessment Area sign, Polish here
Translated Interior Signs – Hmong
Printable 8.5 x 11 Welcome Sign, Hmong here
Printable 8.5 x 11 Post Vaccination Assessment Area Sign in Hmong here
ABMCWelcome Sign, Hmong hereAssessment Area sign, Hmong here
Printable 8.5 x 11 Welcome Sign, Russian here
Printable 8.5 x 11 Post Vaccination Assessment Area Sign in Russian here
ABMCWelcome Sign, Russian hereAssessment Area sign, Russian here
Translated Interior Signs – Russian
Printable 8.5 x 11 Welcome Sign, Arabic here
Printable 8.5 x 11 Post Vaccination Assessment Area Sign in Arabic here
ABMCWelcome Sign, Arabic hereAssessment Area sign, Arabic here
Translated Interior Signs – Arabic
Interior Directional SignagePrintable and editable 8.5 x 11 Directional Signage here
ABMC Directional Signage here
Blank Signage Template
Printable 8.5 x 11 Blank Sign Template here
Exterior SignageLarge (24 x 36) A-Frames will be delivered to sites. Design & Construction will be in contact with clinic leads to discuss delivery date and any specific needs related to these approved materials.
Backdrop
Backdrop provided to all vaccination sites to be set up in vaccination room for photos.Mega sites to also receive vertical banner.
Printed & Digital Resources: 1b Go LiveAll sites can download and submit these documents to print via Print ServicesAllow for 10-day turnaround for items to be reordered
Bulk Printed: Arrives every 1-2 weeks to each Mega Site, should be handed to each patient
• AAH COVID19 Post Vaccination Handout (updated 3/22)
• AHH COVID19 Post Vaccination Appointment Handout
• COVID vaccine IGOTMINE flyer
• V-SAFE information sheet
• Vaccination Record Cards
• Wait time & Product type cards
*Available on Print Services, but not included in Bulk Print
• EN-Pfizer COVID 19 EUA Factsheet for Recipients*
• SP-Pfizer COVID 19 EUA Factsheet for Recipients*
• Other Languages-Pfizer COVID-19 EUA Factsheet for Recipients
• EN-Factsheet Recipients Caregivers Moderna Vaccine*
• SP-Factsheet Recipients Caregivers Moderna Vaccine*
• Other Languages-Moderna COVID-19 EUA Factsheet for Recipients
• Vaccinating Pregnant and Lactating Patients COVID*
• Johnson & Johnson/Janssen Fact Sheet*
• EN-How to Schedule Vaccine Handout Card
• SP-How to Schedule Vaccine Handout Card
Additional Resources Reminder: Available on the COVID-19 Vaccinators page and the Documentation page
Per Check in
• Department ID for Login
• Check-in Process Document
• EPIC Tip sheet for check in
• Tip sheet for Interpreter services
Per Vaccination Station
• Vaccinator Process Document
• Reaction Table
• EPIC tip sheets
• Tip sheet for Interpreter services
Available for Clinic Staff reference/Onboarding
• Vaccination standing orders and protocols
• Standing orders for anaphylaxis
• Vaccine Infographic sheets
Other
• Vaccinator technique validation sheet (binder)
• Multidose Vial trackers (at med prep station)
• Employee Health Information for Team Members
*Note: does not need to printed and handed to each patient. Each clinic should have a copy on display.
Locations & Quantity for Bulk PrintAs of 2/4
Site Operational Lead Site AddressMax Weekly Appt
Volume
Susan Ourada, Jerry Baker Aurora Health Center - Sheboygan (Mega Site) 1813 Ashland Avenue, sheboygan, wi 53081 7000 per week
Chris Larson Aurora Administrative Offices (Mega Site) 750 w virginia street, milwaukee, wil 53204 7000 per week
Katie Johnson Aurora Surgery Center - Pleasant Prairie (Mega Site) 12500 aurora drive, pleasant prarie, wil 53158 7000 per week
Dan DanglerAdvocate Good Samaritan Health and Wellness Center (mega site) 3551 highland ave, downers grove, il 60515 3500 per week
Rolla Sweis EMS Academy, Oak Lawn (mega Site) 5220 w 105th street, entrance #6, oak lawn, il 60453 7000 per week
Rolla Sweis Advocate Medical Group - Imani Village (mega site) 901 3. 95th street, chicago il, 60619 7000 per week
Stephanie Werner Culver Family Welcome Center - COVID Vaccine Center645 Dempsey Trail, Oshkosh, WI 54902 2500 per week
Cindy Hartwig Lutheran (Nathanson Clinic) 9375 W Church St, Des Plaines, IL 60016 2500 per week
Vaccine Information and Educational Materials
Recorded Webinars
Setting up a vaccination clinic
• Access Part 1 here.
• Access Part 2 here.
Vaccine scheduling
• Access here.
Webinar: COVID-19 Update for Physicians & APCs
• Access here.
Top 10 Things PDF
Download document hereHmong translation here
Patient 1-Pager
Download document here
Arabic translation hereChinese translation hereHmong translation hereKoren translation herePolish translation hereRussian translation hereSpanish translation here
Patient Scheduling Resources
Instructions: Managing Call VolumeInteractive Voice Response (IVR) / Automated recording
Download document here
Patient Invitation Emails
Click here to view email
Patient Scheduling Tip Sheets/Instructions
Patient Tip Sheet 1st Dose Patient Tip Sheet 2nd Dose PreCheck-In Tip Sheet
Team Member Scheduling Resources
Team Member Vaccine Invitation Email
Team Member Tip Sheet 1st Dose Team Member Tip Sheet 2nd Dose
Scheduling Tip Sheets/Instructions
PreCheck-In Tip Sheet
Team Member Second Dose Email
Leader Tips to engage your team
• Cascade the Vaccine Update to huddle leaders with key points to share
• Include "did you know images" in emails to your team members
• Utilize the Top 10 Things to Know and FAQs to answer team member questions and call out key facts at shift change/weekly huddles
• Post key vaccine communications on communication boards
• Encourage your team to share their vaccine stories and experiences with each other at huddles, etc
Where to get the latest info...COVID-19 Info Center here
Communication archive here
#IGotMine Campaign Materials
#IGotMine Sticker Flyer Instructions
Printable document here
#YoMeLaPuse Vacuna de COVID-19 (More assets in production as part of Hispanic outreach campaign)
Team Vaccine T-Shirts
T-shirts are now available for purchase here for $8-10 each.
Vaccine Stickers
How to Order
#IGotMine Creative & Stories
Social Internal
Access #IGotMine stories to share here
#IGotMine Social Tools
Add a Facebook Frame to your profile
Fa
ce
bo
ok
Fra
me
s
1. Tap the camera icon on your profile picture
and select “Add Frame”
2. Search for “Advocate Aurora”
3. Pick a profile frame, click and save
GIFs
Use our #IGotMine Gifs
When using Giphy on Twitter and Instagram
Story, search “Advocate Aurora” to use on of our
branded #IGotMine gifs.
#IGotMine Gifs - Spanish
Community Resources
COVID-19 Vaccine Q&A Town Hall
Watch on Facebook
Watch the Advocate Aurora Facebook page for information on future Town Halls.
Select Facebook Live - Ask the Experts: COVID-19 Vaccine
Snackable EducationalContent - English
Snackable Educational Content - Spanish
COVID-19 Vaccine Q&A en Español
Watch on Youtube and Facebook
Respuestas a sus preguntas sobre la vacuna contra el COVID-19Vea este video para escuchar a los médicos de Advocate Aurora Health que responden a sus preguntas más frecuentes sobre la vacuna contra el COVID-19. Preguntas como: ¿Es seguro?, ¿Cuánto cuesta la vacuna?, ¿Cuándo puedo recibir mi vacuna?
Obtenga más información sobre la vacuna contra el COVID-19 en: aah.org/vacuna
COVID-19 Vaccine: Your questions answeredIs it safe? How much does the vaccine cost? When can I get my vaccine? Watch this video to hear from Advocate Aurora Health physicians who are answering your most frequently asked questions about the COVID-19 Vaccine. Get more information about the COVID-19 vaccine here: aah.org/vacuna
health enews stories - Spanish• Cómo detectar consejos médicos dudosos en las redes sociales (How to spot
questionable medical advice on social media) -https://www.ahchealthenews.com/2021/02/03/como-detectar-consejos-medicos-dudosos-en-las-redes-sociales/
• La vacuna contra el COVID-19: mitos y realidad (The COVID-19 vaccine: Myths vs. Facts) - https://www.ahchealthenews.com/2021/02/03/la-vacuna-contra-el-covid-19-mitos-y-realidad/
COVID-19 Information Resources
COVID-19 Vaccine Web Page Link COVID-19 Resource Center Web Page linkSpanish Translated Web Page link
Non-affiliated 1a Health Care Partners
Click here for:• How to direct vaccine inquiries
• Messaging for community partner vaccine inquiries
Business Partner Resource
Download document here.
Communication Templates
Email TemplateVaccine Flyer
Printing and Fulfillment Guide
Printed materials: flyers, postcards, stickers, etc.
• Submit print orders via Print Services https://aurora.myprintdesk.net/
• See step-by-step instructions on how to place a print order (attached)
• PLEASE PREPARE and register ahead of time!
• PLEASE REMEMBER your login and password (make your password simple)
• Normal turnaround is one week.
• RUSH orders – continue to submit print order and contact Print Services with order number to discuss due date
• Print costs populate while submitting a print order. Final cost is visible once all print specs are entered.
• Special/unique projects and/or quotes - contact Steve Coyne, Manager of Print Services.
• If you are already working with a vetted vendor other than Print Services, you will still need to first contact Print Services to submit a print order. For accurate billing vendor invoices will be billed through your print order, a separate PO isn’t required.
• When supplying a distribution list, be sure to include full site name (avoid acronyms), contact name and/or department, complete address. Please be sure to use proper punctuation, spelling, etc.
Mailings: Submit print order. Print Services will coordinate with outside mail house partner as needed.
Site signage: Contact Linnea Rehnke – do not bypass
• For all site signage/installation
• Linnea will coordinate with site facilities teams and recommend substrate based on various surfaces.
• External 10x3’ site banners for existing footings Linnea will manage the vendor and production.
Banners:
• retractable, backdrops - submit a print order through Print Services and they will process the order with Impact Color and bill internally.
• hanging w/grommets - coordinate with Linnea Rehnke
• Normal turnaround time is 5 business days + installation if any.
• When supplying a distribution list, be sure to include full site name (avoid acronyms), contact name and/or department, complete address. Please be sure to use proper punctuation, spelling, etc.
Premium items (giveaways): Refer to the online stores to purchase branded items currently available for immediate release.
• SpecWorks link https://advocateaurorahealth.mybrightsites.com/
• CSE/Halo link (through May 2021) https://www.mybrandmall.com/aah
For leadership approved custom items please contact SpecWorks
• Type of file needed for promotional items: eps vector files and pdf or jpg showing layout.
• Turnaround time depends on vendor and product. Normal turnaround is 7-10 working days.
Print Services contacts:
• Steve Coyne, Manager [email protected] 414-647-3272
• Carol Aveni, Customer Service [email protected] 414-647-3380
• Login/checkout issues - [email protected] 331-431-7005
Step 2
Step 3
Step 4
Select Proceed to Payment.
Vetted VendorsSigns:
• Impact Color – Tel. (630) 749-4100x1001 Cell (847) 313-9610
• John Schleich – [email protected]
• Action Graphics – 262-373-1999
• Eric Salwasser –[email protected] or
• Raph – [email protected]
Promotional Items:
• SpecWorks
• 4535 25th Ave, Schiller Park, IL 60176
• CSE/Halo
• [email protected] 262-432-1994
• 5400 S. Westridge Drive New Berlin, WI 53151
Mailing Services:
• The Marek Group – 262-549-8904
• Maggie Smoot –[email protected]
• DML Solutions – 630-513-1385
• Julie Bradley –[email protected]
• Preeffered mail house for Human Resources and Population Health
• K&M – Preferred mail house for Foundation
