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Manage site details

Site managers are responsible for making sure site details, such as accessibility features, transport links and other attributes are listed correctly.

When you are setting up your vaccination site, you need to enter the relevant site attributes so that people who are booking vaccination appointments can choose a site that meets their accessibility needs and transport requirements.

The information you add here will be made available through the National Booking Service (NBS).


View the name and address of your vaccination site

The national programme team are responsible for creating new sites in Q-Flow. Sites are responsible for checking the name and address of their site are accurate.

Any changes to site name, address or COVID-19 ODS code should be submitted via change control processes through regional contacts.

You can find your vaccination site by going to Administration > Organization > Organization Tree and clicking on the name of the site in the list of Sub Units under your region.

This will open the Unit screen for your vaccination centre.

Check the name of your vaccination centre

Here you can check the name of your vaccination centre. It's important to note that the name has been selected for you by NBS, and is in line with the recorded name for your site across the programme. Any changes should be requested via change control processes. 

The address of the vaccination centre is in the Address field. This will appear on the public-facing booking website when people search for a site to receive their vaccination. As above, you will need to go through the correct change control processes to request an update otherwise this will create misalignment across the programme.

The ODS code of the vaccination centre is in the External Reference field. 

You can search for the ODS code for your centre using its postcode.

Image of postcode


View the information about your vaccination site

1. Select DesignContent > Content Management.

Screenshot of content management selection.

This opens the Content Management screen.

If you have more than one location, you can select the one you want to edit by clicking on the name of the location on the Organisation Tree .

You can now see the name of your vaccination site in the top banner. 

NBS organisation of sites is structured for grouping purposes and user visibility. Your site may be within a sub-unit that does not relate to your region or STP.


Set Age-based Attributes

Further operational guidance on age-based cohorts is included. If you want to allow 5-11, 15 or 16 -17 year olds to book appointments at your site then a self-assessment readiness checklist must be completed and sites must work with regional teams to be assured and approved to vaccinate age-based cohorts. 

Edit Allow5to17 flag

1. To edit an age attribute (Allow5to11, Allow12to15 or Allow16to17) click on the edit button (directly to the left of the drop down, highlighted in red above) and a drop-down will appear in the Value field.

2. A pop-up will appear when you change the value from False to True Select Agree if the correct process has been followed or Disagree to back out of the change.  

You must ensure that the correct assurance and approvals are in place to vaccinate the age cohort before setting the value to TRUE. The age cohort will be able to book into your site if you have posted availability in the calendar when the value is TRUE.

Notified commissioner pop up

3. A pop-up will also appear if you change the value from TRUE to FALSE. Select Agree if you want to proceed and Disagree to back out of the change.

Setting the value to FALSE prevents the age cohort from booking into your site.

notified commissioner age atttribute

4. You will see a red sun logo appear next to the Save button in the top right-hand corner, to show you have made changes.

Save button in top right corner

5. Click Save. A green tick will appear indicating that the attribute is now offered by your site.


Set Transport Attributes

1. Choose Transport Attributes from the filter drop-down:

Screenshot of drop down showing transport attributes

You will see the transport Content Items listed. By default, their value is set to False.

You need to check the list of Transport Attributes for your vaccination site and set them to True in Q-Flow if they will be available at your site.

2. To edit an Attribute, click on the edit button and a drop-down will appear in the Value field.

Screenshot showing edit attributes button selected

3. Select True from the drop-down to set the Attribute to True. You will see a red sun logo appear next to the Save button in the top right-hand corner, to show you have made changes.

Screenshot of car parking attribute set to true and sunshine next to Save logo.

4. Click Save. A green tick will appear indicating that the attribute is now offered by your site.

5. Repeat this for all the Transport attributes for your vaccination centre that you need to change.


Set Accessibility Attributes

1. Choose Accessibility Attributes from the filter drop-down:

Screenshot of drop down showing accessibility attributes

The filter option will not let me select Accessibility Attributes

Check you have clicked Save on the previous set of Attributes you have changed.

You will see the accessibility Content Items listed. By default, their value is set to False.

You need to check the list of Accessibility Attributes for your vaccination site and set them to True in Q-Flow if they will be available at your site.

2. To edit an Attribute, click on the edit button and a drop-down will appear in the Value field.

3. Select True from the drop-down to set the Attribute to True.

You will see a red sun logo appear next to the Save button in the top right-hand corner, to show you have made changes.

4. Click Save. A green tick will appear indicating that the attribute is now offered by your site.


Check latitude and longitude

1. Choose Site Attributes from the filter drop-down:

Screenshot of drop down showing site attributes

You need to check the latitude and longitude for your vaccination centre, as this will be used to tell people booking appointments how far the site is from their address.

Use this website to find out the coordinates from the site's postcode.

2. If these need to be changed, click on the edit button and enter the coordinates into the latitude field. 

3. Repeat for the longitude field.

Screenshot of edited latitude and longitude fields

4. Click Save at the top right to save your changes.


Turn your site online and publish appointment availability

screenshot of publish appointment availability screen

1. Select Site Attributes from the filter drop-down.

2. To turn your site online, change the Online attribute from False to True (note that this may take up to six hours to go live initially). This publishes the appointment availability you have created and allows members of the public to book appointments at your site. 


Video tutorial

 

Last edited: 24 October 2022 5:37 pm