Author: Joe Admin

Getting started with the vaccine clinic

Before you can be assigned to shifts at the mass vaccination sites, you need to progress through a few basic steps:

  1. Register for an account on our network
  2. Have your account approved by the network admin
  3. Connect with the Vaccine clinic Hub from your account
  4. Have your request to join our Hub approved by the Hub team
  5. Complete your profile within your account

Once these are complete, then then are two routes to getting assignments in a clinic:

  • Showing availability in your Schedule and being assigned by a Hub admin
  • Choosing shifts through the self-assignment feature in your Schedule

 

Register for an account on our network

If you have not done so already, you can register for an account on the network for free, here. It takes 5 mins and a validation email will go to you as soon as you complete the form. Then a second email will come to you when your account has been activated – usually within an hour.

Once you have an active account, you can login, complete you profile and join any Hubs you wish to seek assignment with.

Connect with the Vaccine clinic Hub from your account

Network account holders can connect with any Hub active in their area but all connections require approval from the Hub before any shifts can be assigned.

When you connect with a Hub, the Hub admin team will be notified and can view your details and approve your connection.

Note: Sometimes, during a large influx of new staff, the Hub team can take a few days to approve your connection. Once a connection is approved you will be notified.

Complete your profile within your account

You Dashboard provides some feedback on any aspects of your account that need attention, such as documents that need uploading. Following the built-in guidance until your Profile is complete.

 

Showing availability in your Schedule and being assigned by a Hub admin

Once connected with a Hub, you can show them your specific availability by toggling the parts of a day in your Schedule into ‘available’.

Hubs admins can see this and can choose to assign you based on this.

Choosing shifts through the self-assignment feature in your Schedule

Any appropriate shifts within a Hub rota that are not filled can be seen within your Schedule as available to self-assign. Self-assignment shifts can be clicked to see details and assign yourself into the Hub rota.

Note: if you do not see any self-assignment shifts, it can mean a few things:

  • There are no appropriate shifts available for your user type / role
  • You have the self-assignment filter in your Schedule set to hide these types of shifts
  • Your connection with the Hub is not approved
  • The Hub has opted not to allow self-assignment.

For Vaccine site support, please contact here.racecourse.recruitment@nhs.net

COVID hub Admin account FAQ

Guidance for working in the COVID hub
Note: this is not general advice for all admin users, across all hubs

Will I get trained on Pinnacle?

Yes, time is factored in to your start time to allow for this, please be right on time or earlier as we have multiple staff to train every shift

Do I get a meal break/tea break and do I need to bring my own drinks?

There is a staff rest area with a fridge and free tea/coffee/hot chocolate/squash and biscuits (sometimes fruit). There is no set meal break but there are several natural breaks in the flow of syringes being ready so you’ll be advised when you can take breaks.

How do I get paid?

If you are employed by your practice it will be paid to you by your practice

If you are self employed it will be paid to you by Improving Access Services?

Will I also get a vaccination?

Practice staff should be being invited to book an appointment for a vaccination, please ask if you have not.

If you are not employed by a practice

Is there parking on site for staff?

There is plenty of free parking on site, if it is dry we kindly ask staff to use the grass area in front of the main entrance and leave the tarmac car park at the back for patients and their carers.

Will I be tested for COVID before I work there?

Yes, we ask all staff to take a lateral flow test at the start of every clinic.

Is the clinic socially distanced?

Yes, the racecourse venue is very large and everything is set up to operate socially distanced and is equipped to enable us to wipe down all vaccination pods, you will be asked to wear a mask for the duration of the clinic.

Volunteer (Marshall) FAQ

Brighton Racecourse COVID Vaccination Site

Staff FAQs – Marshals

Where will I be working?

One of three places:

Car Park – so bring warm/waterproof clothes. Fluorescent jacket will be supplied.

Front Door – greet patients/carers and take their temperature and ask them some screening questions (have you had COVID symptoms etc).

Queue Management – guiding patients through the venue to the vaccination booth and out the other side to the monitoring area post-injection.

Is there parking on site for staff?

There is plenty of free parking on site, if it is dry we kindly ask staff to use the grass area in front of the main entrance and leave the tarmac car park at the back for patients and their carers.

Will I be tested for COVID before I work there?

Yes, we ask all staff to take a lateral flow test at the start of every clinic.

Will I also get a vaccination?

Practice staff should be being invited to book an appointment for a vaccination, please ask if you have not.

Is the clinic socially distanced?

Yes, the racecourse venue is very large and everything is set up to operate socially distanced. Marshals greeting patients inside will be wearing PPE and you will be asked to wear a mask for the duration of the clinic and maintain a two metre distance from patients and colleagues alike.

Do I get a meal break/tea break and do I need to bring my own drinks?

There is a staff rest area with a fridge and free tea/coffee/hot chocolate/squash and biscuits (sometimes fruit). You will be advised when you can take breaks.

Information for new members to the COVID Vaccine Hub

We want to assure all new members that we are working as hard as we can to process all registrations and to enable all new members.

Whilst there are checks that we must carry out for each new member of the hub, you can also help us to speed up the process by adding the necessary documents to your account.

The documents that we need vary, depending on whether you are connected with a local practice or a full-time locum. Either way, you can assist us by following the guidance below.

Having the required documentation in place will help us to verify you quickly and allow us to enable your account for shifts.

--- --- ---

GPs

If you are self-employed, please add the following documents to your profile:

https://gpnetworks.co.uk/uploads/manage_documents

• Insurance document *
• CPR/BLS document (dated within the last year)
• Recognising & Managing Anaphylaxis (dated within the last year)
• GMC registration *
• DBS document * (dated within the last 3 years, or on the update service).
• Infection control level 2 * (dated within the last year)
• Data security awareness level 1 * (dated within the last year)
• Adult safeguarding * (dated within the last 3 years)
• Child safeguarding * (dated within the last 3 years)
• Proof of immunity * (Including proof of MMR, hep B & varicella)
• Core Knowledge for COVID Vaccinators
• COVID-19 Vaccine Pfizer-BioNTech – Specific vaccine knowledge 
• COVID-19 Vaccine AstraZeneca – Specific vaccine knowledge
• COVID Vaccinator self-assessment toolkit

Please also add two references to your profile for us to contact.

https://gpnetworks.co.uk/profile/manage

--- --- ---

If you are employed by a practice in Brighton & Hove please can you upload the following documents:

• CPR/BLS (dated within the last year)
• Recognising & Managing Anaphylaxis (dated within the last year)
• Core Knowledge for COVID Vaccinators
• COVID-19 Vaccine Pfizer-BioNTech – Specific vaccine knowledge
• COVID-19 Vaccine AstraZeneca – Specific vaccine knowledge
• COVID Vaccinator self-assessment toolkit

Please also record which practice you are employed by in your Hub management screen.

https://gpnetworks.co.uk/hub_management

Please note that we are unable to add documents to your profile.

Here is a link to the COVID Vaccination documents:

https://www.improvingaccessservices.co.uk/ehs-staff-resources/mandatory-training-covid-vaccination-sites/

This includes a copy of the self-assessment toolkit, which needs to be filled out for vaccinators and staff that are drawing-up.

If you have any technical problems such as logging in, or your account is not active, please contact: admin@gpnetworks.co.uk

There are also support articles about using the schedule tab, adding your availability and self-assignment here:

https://support.gpnetworks.co.uk/category/practitioner-support/
Nurses

--- --- ---

If you are self-employed, please add the following documents to your profile:

https://gpnetworks.co.uk/uploads/manage_documents

• CPR/BLS document (dated within the last year)
• Recognising & Managing Anaphylaxis (dated within the last year)
• Medical Defence Certificate (Insurance)
• DBS document * (dated within the last 3 years, or on the update service).
• Infection control level 2 * (dated within the last year)
• Adult safeguarding * (dated within the last 3 years)
• Child safeguarding * (dated within the last 3 years)
• Proof of immunity * (Including proof of MMR, hep B & varicella)
• Core Knowledge for COVID Vaccinators
• COVID-19 Vaccine Pfizer-BioNTech – Specific vaccine knowledge 
• COVID-19 Vaccine AstraZeneca – Specific vaccine knowledge
• COVID Vaccinator self-assessment toolkit

Please also add two references to your profile for us to contact.

https://gpnetworks.co.uk/profile/manage

If you are employed by a practice in Brighton & Hove please can you upload the following documents:

• CPR/BLS (dated within the last year)
• Recognising & Managing Anaphylaxis (dated within the last year)
• Core Knowledge for COVID Vaccinators
• COVID-19 Vaccine Pfizer-BioNTech – Specific vaccine knowledge
• COVID-19 Vaccine AstraZeneca – Specific vaccine knowledge
• COVID Vaccinator self-assessment toolkit

Please also record which practice you are normally employed by, in your Hub management screen.

Please note that we are unable to add documents to your profile.

Here is a link to the COVID Vaccination documents:

https://www.improvingaccessservices.co.uk/ehs-staff-resources/mandatory-training-covid-vaccination-sites/

This includes a copy of the self-assessment toolkit, which needs to filled out for vaccinators and staff that are drawing-up.

If you have any technical problems such as logging in, or your account is not active, please contact
admin@gpnetworks.co.uk

There are also support articles about using the schedule tab, adding your availability and self-assignment here:

https://support.gpnetworks.co.uk/category/practitioner-support/

How to self-assign

(Once your account is enabled within a Hub)

In your account, your Schedule screen contains all Hub Assignments, shifts available for self-assignment and any cancellations. Everything is in one place and commitments with different employers cannot clash. Everything works intelligently together in this one schedule view.

NOTE
Joining a Hub does not mean you are automatically eligible for assignment. After you join, a Hub admin needs to check your Profile and enable you for Hub assignment. At this point, you will be able to see any self-assignment shifts for the Hub in your Schedule.

SELF-ASSIGNMENT TO HUB SHIFTS

Hubs have the option to allow eligible members of their workforce to self-assign to unfilled shifts within their rotas.

In order to self-assign you need to ensure that your Schedule screen shows self-assignment shifts. Your Schedule screen includes a set of filters that allow you to control the view of the Schedule. One of these filters controls the visibility of self-assignment shifts.

When self-assignment shifts are visible within your Schedule, for any Hubs you are connected with that allow self-assignment, you will see shifts that you can click on to assign yourself to. This creates an Assignment in your Schedule, in the Hub rota and notifies the Hub. Its also means that no-one else can assign themselves to the shift.

The assignment will stay in your schedule unless you or the Hub admin cancel it. You will receive a reminder about the assignment closer to the time and the assignment will form part of your history of work after the assignment date.

Desktop view of Schedule screen filters
(mobile view hides them within an icon at the top of the screen)

Above is how shifts available for self-assignment look in your Schedule before you self-assign to them. Click and self-assign and they will turn into green Assignments. Mouse over a shift to reveal its details and click the info box for more details before you assign yourself.
The self-assignment details you see before you self-assign

If you are having problems and unable to self-assign

There are number of possible reason why you will be unable to self-assign to Hub shifts – in order of most common to least common reason:

  1. Your account is not enabled yet in the Hub you have joined
  2. Your Schedule filter is hiding self-assignment shifts (see above)
  3. You have 2 accounts and are logged into one not connected/enabled
  4. The hub has no eligible shifts for self-assignment in its rota
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