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Day to Scope, Build & Test

A non-profit Federally Qualified Health Center needed a simple solution to manage and track yearly flu vaccination records for its healthcare staff in late 2020. As COVID-19 vaccines became available, Cask was able to turn this solution into a robust vaccine management tool for the client, going live within 24 hours. 

With about 2,000 employees in the state of Texas, our client historically had trouble keeping track of the number of employees getting their annual influenza vaccine at one of the organization’s six primary care hospitals versus the number of employees getting vaccines outside the hospital system, or simply not at all. They needed a secure solution that could streamline their workflow while providing visibility into their process and a reporting mechanism that would track consent, validation, processing, and post-vaccine care communications.

Simplicity was key; if the process was complicated, the staff wouldn’t use the system. Speed was also paramount: with only 1.5 months to capture this sensitive data, Cask would need to work quickly to implement an agile vaccine tracking and management system. With the coronavirus pandemic ongoing, the organization also wanted to add contact tracing into this offering. 

Cask was able to provide a solution, built on the ServiceNow platform, that would track and manage the organization’s annual influenza vaccine campaign. The Cask team built a portal for the client’s end users, where they could submit a form indicating their vaccination preferences, collecting more data based on self-reporting results.

We built the vaccination management portion to be scalable, and we only had to make a few tweaks here and there to be able to get it up and running so that administrators could pick COVID-19 as opposed to influenza.”

Matt Walton, Cask Solution Consultant

When the coronavirus vaccine became available, Cask was able to quickly pivot the solution to meet government reporting requirements and help our client track pertinent information about inventory, dosage rates and communication efforts to employees seeking to get the vaccine through their employer. Key data points, like the date of the administration of the vaccine’s first dose, scheduling information for the second dose, and actual dosage were also able to be captured. 

“We built the vaccination management portion to be scalable, and we only had to make a few tweaks here and there to be able to get it up and running so that administrators could pick COVID-19 as opposed to influenza,” Matt Walton, Cask Solution Consultant said. 

In about 24 hours, Cask was able to deploy a robust, end-to-end, scalable vaccine management solution based on emerging requirements to schedule and capture COVID-19 vaccination information. Within the first hour of go-live, the organization had 200 employees register to receive their vaccination through the system. With robust reporting integrated into the system, our client can export COVID-19 data directly into the Centers for Disease Control and keep track of vaccination efforts year after year.

Thanks to the wealth of data the new system has provided, the organization is looking for other ways this information can be applied, including inventory management for vaccines and the consumables used to deliver them. Today, our client can securely track and manage both influenza and COVID-19 vaccinations and is successfully building an occupational health record for all of their employees, with plans to integrate contact tracing later on.

What set Cask apart was our ability to be agile and flexible, and pivot in the middle of the project to streamline the work.”

Matt Walton, Cask Solution Consultant

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