COVID 19 Vaccination Plan Oregon
COVID 19 Vaccination Plan Oregon
COVID 19 Vaccination Plan Oregon
Vaccination Plan
OREGON
Table of Contents
Record of Changes .....................................................................................................3
Introduction: Oregon’s COVID-19 Vaccine Plan .....................................................4
Health Equity Definition ............................................................................................4
Disproportionate Effects of COVID-19 .....................................................................5
Roots of Inequity: Social Determinants of Health and Determinants of Equity ....5
Communities of Color are Disproportionately Affected by COVID-19 ................5
Historical Disparities ..............................................................................................7
A Path Forward ..........................................................................................................8
Governor’s Health Equity Framework ...................................................................8
Co-Creation Process ...............................................................................................9
Section 1: COVID-9 Vaccination Preparedness Planning.......................................11
Section 2: COVID-19 Organizational Structure and Partner Involvement .............15
Coronavirus Response and Recovery Unit (CRRU) ............................................16
Health Security, Preparedness and Response Program (HSPR) ..........................16
Program Communications and Coordination with the Joint Information Center
(JIC)/Health Information Center (HIC) ................................................................16
Community Engagement and Equity Team..........................................................17
Home Rule ............................................................................................................32
State and Local Public Health Coordination ........................................................32
COVID-19 Response Coordination ......................................................................33
Oregon CARES Influenza Project ........................................................................34
Opportunities.........................................................................................................34
Known Gaps and Opportunities............................................................................35
Tribal preparedness infrastructure ........................................................................36
CARES Flu and COVID-19 Preparation funding ................................................36
Tribal Immunization Preparedness MOUs ...........................................................37
Updates to Tribes and tribal communities ............................................................37
Key Partnerships ...................................................................................................38
1|Page
OREGON COVID-19 VACCINATION PLAN
2|Page
OREGON COVID-19 VACCINATION PLAN
Record of Changes
Date of original version: 10/26/2020
Date Updated Version Summary of changes
Number
11/6/20 1.1 Updates to better integrate the needs of people in
Oregon living with intellectual and developmental
disabilities.
3|Page
OREGON COVID-19 VACCINATION PLAN
4|Page
OREGON COVID-19 VACCINATION PLAN
Everyone is experiencing the effects of COVID-19, but not all are experiencing
this pandemic the same way. Physical distancing with adequate space and
resources is different than physical distancing in a densely populated
neighborhood, in a food desert, or for individuals who are still required to put
themselves at risk in order to support their families. Individuals with disabilities
often rely on in direct support workers to meet their basic needs and are unable to
physically distance, which puts them and their staff at risk. Racism, discrimination
and the stigmatization of communities as either the source of the issue or as
expendable, factor into how people can access both services and safety.
5|Page
OREGON COVID-19 VACCINATION PLAN
when more people are paying attention to illness, health and racial justice in the
U.S.
Data on COVID-19 cases in Oregon show how this illness has affected tribal
communities and communities of color disproportionately.
1
Oregon Health Authority. COVID-19 Weekly Report. (2020, October 7).
https://www.oregon.gov/oha/PH/DISEASESCONDITIONS/DISEASESAZ/Emerging%20Respitory%20Infections/
COVID-19-Weekly-Report-2020-10-07-FINAL.pdf
6|Page
OREGON COVID-19 VACCINATION PLAN
Though data in Oregon is clear that people of color have been disproportionately
affected by COVID-19, the data to accurately describe these inequities is often not
available. Oregon Health Authority is committed to ensuring that Oregon’s
COVID-19 data can describe inequities in disproportionately affected communities
and inform our actions. To achieve this, on October 1, 2020 healthcare providers
began gathering expanded data on race, ethnicity, language, and disability
(REALD) pursuant to House Bill 4212. This data is critical to informing OHA’s
plans to address health inequities in Oregon. Oregon has an urgent responsibility to
identify how inequities in the social determinants of health have driven this
disproportionate disease incidence. We must work with communities to ensure that
interventions to protect health are culturally appropriate and delivered in the
language and channels that enable communities to act.
Historical Disparities
Communities of color and tribal communities in Oregon have long faced barriers
to access to preventive medical services, including immunizations. Though there
are significant differences between age groups and individual vaccines, some
groups including Latino, Latina, Latinx, African American and Black
communities, Hawaiian and Pacific Islanders, and tribal communities trail behind
whites. In addition to unmet, health-related social need, these communities also
face barriers in the medical system to receiving culturally responsive and
linguistically appropriate care. Some of the most concerning disparities occur in
seasonal influenza vaccination where Hispanic/Latino people have vaccination
rates 17 percentage points lower and African Americans 6 percentage points lower
than whites. As we approach a respiratory season where influenza and COVID-19
patients will require the same limited pool of healthcare resources, these disparities
represent critical needs that must be addressed in COVID-19 vaccine planning.
disabilities (IDD). Using data from the TriNetX COVID-19 Research Network
/platform, a network of EHR data from 42 health care organizations, the authors
identified that the overall case-fatality for people with IDD (5.1%) was similar to
people without IDD (5.4%), however the case-fatality rate varied significantly by
age group. Younger adults (18-74 years) living with IDD had a significantly higher
case-fatality rate (4.5%) than young adults without IDD (2.7%). For children ≤ 17
years of age, the difference was even more stark; the COVID-19 case-fatality rate
for a child with an IDD was 1.6% versus <0.01% for children without an IDD.
According to the CDC, people living with intellectual, developmental, and physical
disabilities are not inherently at higher risk of COVID-19, however they are three
times as likely to have a high-risk underlying condition than adults without
disabilities. In addition, they are more likely to rely on direct support providers for
their care.
People living in congregant settings are at higher risk of contracting COVID-19 as
social distancing can be difficult in shared housing. Even people living with their
families may risk exposure given that their in-home caregivers often serve multiple
individuals. A recent CDC study identified household transmission occurred 53%
of the time. Among household contacts that became ill, 3 out of 4 of them acquired
the infection within 5 days of symptom onset in the index patient.
A Path Forward
Governor’s Health Equity Framework
Governor Kate Brown shared a framework3 for applying equity across the state’s
response to the pandemic. This framework highlights three equity values that guide
our work:
1. Prioritizing Equity: Prioritizing equity and addressing racial disparities as we
work toward recovery from COVID-19.
2. Addressing Health and Economic Impacts: Address underlying systemic
causes of health and wealth inequalities especially for those most impacted.
3. Ensuring an Inclusive and Welcoming Oregon: Commitment for Oregon to
be an inclusive and welcoming state for all.
3
Office of Governor Kate Brown. State of Oregon Equity Framework in COVID-19 Response and Recovery. (2020,
June). https://www.oregon.gov/gov/policy/Documents/EquityFrameworkCovid19_2020.pdf
8|Page
OREGON COVID-19 VACCINATION PLAN
Building on this framework, OHA and the Oregon Department of Human Services
(ODHS) have recommended three additional values to further operationalize our
commitment to leading with equity in every aspect of this pandemic response:
4. Prioritizing Community: Commitment to prioritizing community
engagement and recognizing the role communities should play, especially
with communities disproportionately impacted by COVID-19 and historical
and contemporary racism, discrimination, and oppression, in our response
and recovery efforts.
5. Addressing Power, Privilege, and Race: Address the roles power, privilege,
and race play in our individual and collective responses to, and experiences
of, the COVID-19 pandemic, as well as addressing structural racism and
other forms of systemic oppression.
6. Sharing Power: Strive to identify, examine, and challenge where power lies
in our system and to continually work to share power both internally as well
as externally with our communities.
Co-Creation Process
OHA considers the planning for COVID-19 vaccine to be an opportunity to
reimagine how the agency engages communities in co-creating the work of public
health. This vaccine plan, as mentioned above, is a starting point for this journey.
The agency is building a COVID-19 Vaccine Advisory Committee that is
representative of those disproportionately affected by the pandemic, to integrate
communities in establishing priorities, processes and desired outcomes.
In assembling this committee, OHA will build on the model developed for the
agency’s Cover All Kids Advisory Committee, in which individuals who represent
the voice of communities were involved early. Their priorities were given equal
consideration with representatives from other key groups such as healthcare
providers. Co-creation is part of a participatory approach to public health, bolstered
by continuous community engagement, that allows for the development of
accountability and trust between communities and governmental public health. In
the current landscape, having these trusting relationships will help increase uptake
of the public health interventions needed to slow the spread of disease, such as
immunization. It is a long-term strategy that includes rebuilding foundational
9|Page
OREGON COVID-19 VACCINATION PLAN
10 | P a g e
OREGON COVID-19 VACCINATION PLAN
Following the H1N1 pandemic, the Oregon Health Authority Public Health
Division performed a thorough after-action report (AAR) of the statewide response
including vaccine rollout. As part of early COVID-19 vaccine planning, Public
Health Division Immunization Program and Health Security, Preparedness and
Response staff reviewed the H1N1 AAR to identify gaps that had not been
addressed as part of routine program work since that event. During the after-action
review of the 2009 H1N1 vaccination campaign, the following gaps were
identified:
11 | P a g e
OREGON COVID-19 VACCINATION PLAN
Though not explicitly identified in H1N1 after action reports, Oregon has
identified additional gaps that are likely to emerge during COVID-19 vaccination
implementation due to existing health inequities throughout Oregon:
• Long term and community-based care facility (LTCF) residents, who have
experienced disparities in mortality due to COVID-19
• LTCF employees who have had historical disparities in vaccination when
compared to other healthcare providers
12 | P a g e
OREGON COVID-19 VACCINATION PLAN
Significant gaps persist in the collection of data and reporting on the impact to
people living with intellectual, developmental and other disabilities and others
facing systemic barriers to access to care.
To address these critical access issues that may impact COVID-19 vaccine
distribution, Oregon is developing a supplementary system for vaccine
administration that will use statewide Emergency Medical Services (EMS) partners
to provide vaccination in coordination with community-based organizations, local
public health authorities, Tribes, homeless shelters, agricultural partners, agencies
serving priority populations and other key strategic partners to address the needs of
communities without adequate access through the traditional medical system.
These partnerships are under development and will be deployed during this year’s
flu season and will continue throughout the COVID-19 vaccine implementation.
Contracts are currently under development with statewide EMS agencies, with 1
pilot already in place, to improve vaccine administration access for communities
without access to a healthcare provider. Due to the nature of both statewide and
13 | P a g e
OREGON COVID-19 VACCINATION PLAN
local EMS structure, this represents a scalable system for vaccine administration
with broad availability in all geographic regions of the state.
Contracts are under development with the Oregon Department of Human Services,
and its contracted nurses, to vaccinate home-bound populations and individuals in
congregate care settings, like adult foster care, group homes and community-based
care settings.
14 | P a g e
OREGON COVID-19 VACCINATION PLAN
The Oregon Health Authority (OHA) regulates or administers many of the state's
health care programs, such as those administered through the Public Health
Division (PHD), as well as Oregon’s Medicaid program, the Oregon Health Plan
(OHP). The Oregon Immunization Program (OIP), part of the OHA Public Health
Division’s Center for Public Health Practice (CPHP), works to reduce the
incidence of vaccine-preventable disease in Oregon. OIP works closely with local
public health authorities and other CPHP Sections, including the Acute and
Communicable Disease Prevention (ACDP) Section, which addresses infectious
disease outbreak and response statewide, and the Health Security Preparedness and
Response Program, which coordinates the all hazards emergency response for state
public health.
15 | P a g e
OREGON COVID-19 VACCINATION PLAN
16 | P a g e
OREGON COVID-19 VACCINATION PLAN
The Risk Communication Analyst will serve as a liaison to the Agency Operations
Center Joint Information Center (AOC-JIC), act as the risk communications
subject matter expert, liaise with local public health authorities, CBOs and equity
partners and will serve in a leadership capacity in the development of the
communications strategy. Oregon Immunization Program educators will support
the education of vaccine providers.
The role of the HIC will be to support the production of health and vaccine
education materials, the distribution of those materials, and campaign project
management. The HIC will take a leadership role in communicating and
supporting the OHA leadership and Governor’s policy decisions related to
COVID-19 vaccine.
A team assembled within the Public Health Division has provided grant funding to
over 170 community-based and faith-based organizations. These grant funds are
17 | P a g e
OREGON COVID-19 VACCINATION PLAN
directed to communities that include but are not limited to: people of color, people
living with intellectual, developmental and other disabilities, people who are
houseless, individuals with substance use disorder, immigrant and refugee
communities, faith communities, undocumented communities and farm workers,
people experiencing mental health issues, older adults and LGBTQIA+
communities. A team of public health professionals works with each organization
to build relationships across diverse community settings in Oregon. This team
provides technical assistance to organizations as they perform contact tracing, wrap
around support for people in isolation and quarantine, and outreach and
engagement.
B. Describe how your jurisdiction will plan for, develop, and assemble an
internal COVID-19 Vaccination Program planning and coordination team
that includes persons with a wide array of expertise as well as backup
representatives to ensure coverage.
The OIP Vaccine Planning Unit has been formed to coordinate the planning and
implementation of COVID-19 vaccine distribution in Oregon. Key functions of
vaccine planning and implementation were identified, and a diverse group of
subject matter experts recruited to lead the work. Members of the OHA COVID-19
Vaccine Planning Unit come from across the state, representing the Oregon
Immunization Program, the Health Security, Preparedness and Response program,
other OHA units, sections and teams, as well as other state agencies, as described
in part A above.
18 | P a g e
OREGON COVID-19 VACCINATION PLAN
C. Describe how your jurisdiction will plan for, develop, and assemble
a broader committee of key internal leaders and external partners to
assist with implementing the program, reaching critical populations,
and developing crisis and risk communication messaging.
The process for assembling the committee will be informed by the desired outcome
– trust and partnership. Building on the foundation of existing work and
investments while also acknowledging that this process represents a major
opportunity to embark on a coordinated approach to continuous community
engagement that can continue beyond the scope of the pandemic response.
COVID-19 vaccine planning provides the urgency and impetus to ensure this
development is a priority.
Several OHA programs and divisions have extensive experience engaging with
communities and building partnerships: the Office of Equity and Inclusion,
Community Partner Outreach Program, and sections within the Public Health
Division are among them, as described in more detail in Section 4. The COVID-19
Vaccine Advisory Committee formation will draw upon the practices, expertise
and relationships these units have developed.
19 | P a g e
OREGON COVID-19 VACCINATION PLAN
OHA is engaging with communities throughout the pandemic, but there continues
to be room for improvement. These efforts are discussed further in Section 4. They
are mentioned here to emphasize the existing partnerships and platforms that will
inform the committee development:
• Regional Health Equity Coalitions (OHA Equity and Inclusion Division)
• Health Equity grants program (OHA Equity and Inclusion Division)
• Health Equity Committee of the Oregon Health Policy Board (OHA Equity
and Inclusion Division)
• COVID-19 grants to community-based organizations (OHA Public Health
Division)
• Protecting Oregon Farmworkers grants program (OHA External Relations
Division)
• Community Partner Outreach Program (OHA External Relations Division)
• COVID-19 informational webinars and regional listening sessions (CRRU)
• Tribal Consultation (OHA Tribal Affairs)
OHA has the opportunity to address several known gaps in developing this
committee. The agency has a strong desire but limited experience in assembling
advisory groups that prioritize community voices for co-creation (the Cover All
Kids Steering Committee development is one example). Prior to the pandemic,
OHA did not have a robust, coordinated, agency-wide effort to engage
communities. Individual programs and projects utilize their own community
engagement strategies, but the lack of agency-wide, ongoing engagement work is a
barrier to quick action for this committee development. This work presents an
opportunity to develop processes and structures that can be replicated for future
community partnership work.
D.Identify and list members and relevant expertise of the internal team
and the internal/external committee.
20 | P a g e
OREGON COVID-19 VACCINATION PLAN
The expertise of internal team members is described below. The membership of the
COVID-19 Vaccine Advisory Committee has yet to be finalized.
Communications Analyst:
Serves as the Risk Communications Analyst for the Oregon Health Authority and
an emergency Public Information Officer. Subject matter expert in crisis and
emergency risk communication. Prepares and coordinates the release of risk
communication in collaboration with partners and the Oregon Health Authority
External Relations division.
• Team Lead for Playbook Section: Vaccination Program Communication
• Playbook Writing Team: Preparedness Planning, Organizational Structure
and Partner Involvement, Phased Approach to COVID-19 Vaccination,
Vaccination Program Communication, Vaccination Program Monitoring
Compliance Specialist:
Provides CDC-required compliance site visits, and unannounced vaccine storage
and handling site visits.
• Team Lead for Playbook Sections: Vaccine Storage and Handling
21 | P a g e
OREGON COVID-19 VACCINATION PLAN
Training Coordinator:
Delivers provider training for implementing appropriate vaccine management to
improve vaccine accountability and minimize vaccine loss, assisting in the
development and implementation of Vaccines for Children (VFC) related policies
and procedures. This position leads annual onboarding and recertification process.
• Lead: Oregon COVID-19 Vaccine Planning Unit CARES Flu and VFC
Support Grant
• Team Member: Oregon COVID-19 Vaccine Planning Unit Epi and Data
• Team Lead for Playbook Sections: Provider Recruitment and Enrollment,
Vaccine Allocation, Ordering, Distribution, and Inventory Management,
Vaccination Second-Dose Reminders
• Playbook Writing Team: Organizational Structure and Partner Involvement,
Phased Approach to COVID-19 Vaccination, Vaccination Program
Monitoring
Contract Administrator:
Manages all contracts between the ALERT IIS vendor and the all the required
offices within the State of Oregon. Coordinates the ALERT IIS change
management team.
• Playbook Writing Team: Requirements for IIS or Other External Systems
22 | P a g e
OREGON COVID-19 VACCINATION PLAN
Policy Analyst:
Operations and Policy Analyst with Health Security, Preparedness, and Response
Program (HSPR). Has over 19 years of experience in public health with majority
of the work being in public health emergency preparedness, Cities Readiness
23 | P a g e
OREGON COVID-19 VACCINATION PLAN
Initiative and epidemiology. Currently serving as a planner for HSPR for COVID-
19 response and vaccine dispensing.
• Team Member: Oregon COVID-19 Vaccine Planning Unit POD
Management
• Playbook Writing Team: Preparedness Planning, Organizational Structure
and Partner Involvement
Onboarding Coordinator:
Provides administrative coordination for the onboarding and maintenance of data
exchange between IIS and external partners.
• Team Member: Oregon COVID-19 Vaccine Planning Unit Provider
Onboarding & Training
Epidemiologist:
Subject matter expert on data presentation, reporting and visualization. Serves as a
technical consultant to staff and partners on all aspects of immunization data and
research; responsible for working with IIS and other data sources to identify and
report on pockets of need and assist with the design and evaluation of interventions
to address them.
• Lead: Oregon COVID-19 Vaccine Planning Unit Epi and Data
• Team Lead for Playbook Sections: Critical Populations, Vaccine
Administration Capacity
• Playbook Writing Team: Phased Approach to COVID-19 Vaccination,
Vaccine Allocation, Ordering, Distribution, and Inventory Management,
Vaccination Program Monitoring
25 | P a g e
OREGON COVID-19 VACCINATION PLAN
26 | P a g e
OREGON COVID-19 VACCINATION PLAN
27 | P a g e
OREGON COVID-19 VACCINATION PLAN
around support services and outreach and education efforts to slow the spread of
COVID-19.
• Team Member: Oregon COVID-19 Vaccine Planning Unit Community
Engagement
• Playbook Writing Team: Critical Populations, Organizational Structure and
Partner Involvement
28 | P a g e
OREGON COVID-19 VACCINATION PLAN
Epidemiologist:
Compiles, monitors, and analyses surveillance data using epidemiologic methods
to answer data and surveillance questions; develops flu monitoring systems and
data tracking during flu season.
• Team Member: Oregon COVID-19 Vaccine Planning Unit Epi and Data
• Playbook Writing Team: Critical Populations, Vaccine Administration
Capacity, Vaccine Allocation, Ordering, Distribution, and Inventory
Management
29 | P a g e
OREGON COVID-19 VACCINATION PLAN
Fiscal Analyst:
Coordinates fiscal operations within the Immunization Section; provides oversight
and technical assistance for the program’s vaccine budgets; reconciling vaccine
budgets with state fiscal systems, analyzing purchases and revenue, etc.
• Team Member: Oregon COVID-19 Vaccine Planning Unit Fiscal and
Contracts
30 | P a g e
OREGON COVID-19 VACCINATION PLAN
31 | P a g e
OREGON COVID-19 VACCINATION PLAN
Home Rule
Home Rule is a legal framework that governs the delegation of state authorities to
the county level. Through home rule, Oregon counties experience a significant
amount of local discretionary authority. Two kinds of home rule apply to Oregon
counties: constitutional and statutory. Constitutional home rule, through a 1958
amendment to the state constitution, allows voters in Oregon counties to adopt
charters that govern the organization, powers and administration of county
governments. Statutory home rule, with legislation adopted in 1973, delegates to
counties the power to enact local legislation on matters of county concern.4
4
Tollenaar and Associates. (2005, June). County Home Rule in Oregon. Oregon Health Authority.
https://www.oregon.gov/oha/PH/DISEASESCONDITIONS/CHRONICDISEASE/HPCDPCONNECTION/Docume
nts/TA/policy_change_resources/county_home_rule_paper.pdf
32 | P a g e
OREGON COVID-19 VACCINATION PLAN
33 | P a g e
OREGON COVID-19 VACCINATION PLAN
• OHA participation in weekly calls with city and county leaders and elected
officials
• Weekly webinars with health equity partners
• Weekly webinars with advocates for Migrant and Seasonal Farmworkers
(One in English and one is Spanish)
Protecting communities from influenza this fall and the coming winter will save
many lives and serve to preserve the healthcare system for those who will become
ill with COVID-19. Oregon has received financial support from the CDC and
anticipates receiving up to 70,000 additional doses of influenza vaccine.
The project intends to focus influenza prevention efforts in communities most at
risk of both influenza and COVID-19, reduce the potential impact of influenza and
COVID-19 on the health care system, and prepare providers for receipt and
administration of the COVID-19 vaccine.
LPHAs and Tribes will be funded directly to support this work using funding
mechanisms that are similar to other public health programs. The funds can be
used in many ways, including but not limited to staff, vaccine storage and handling
equipment, contractors, education, infrastructure, clinic costs, and local
collaborations.
Opportunities
As part of OHA’s commitment to co-creation of the state’s COVID-19 vaccine
strategy, the agency will leverage these existing efforts to ensure that LPHAs can
share their perspectives, priorities and lessons learned to inform the statewide
34 | P a g e
OREGON COVID-19 VACCINATION PLAN
strategy. Gathering and incorporating this feedback will help ensure the support of
local public health administrators and health officers that is essential to a
successful implementation of this strategy. Regular, iterative opportunities for
feedback are crucial to this strategy.
35 | P a g e
OREGON COVID-19 VACCINATION PLAN
with the OHA Tribal Consultation and Urban Indian Health Program Confer
Policy.
The OHA Vaccine Planning Unit has submitted a Dear Tribal Leader Letter to
Oregon’s nine federally recognized Tribes and Urban Indian Health Program
through the OHA Office of Tribal Affairs.
This letter introduced the Oregon COVID-19 Vaccine Planning effort and
referenced the Immunization Preparedness MOUs established in 2019,
acknowledged the tribes’ right to choose between Indian Health Service or state
vaccine distribution, requested that Tribal leaders recommend two participants to
represent tribal interests on the OHA COVID-19 Vaccine Advisory Committee,
and invited Tribal Leaders to a collective Nine Tribes Consultation/Urban Confer
meeting to begin discussions around COVID-19 vaccine planning, tentatively
scheduled for October 23, 2020.
36 | P a g e
OREGON COVID-19 VACCINATION PLAN
This concept was presented to and approved by tribal leaders and was written in
accord with Oregon Immunization Program (OIP) preparedness standard operating
procedures (SOPs) so that procedures for IIS reporting, immune globulin (Ig)
distribution and vaccine allocation align with existing program procedure, which
specifically references the intent to take into account local data and honor
communities understanding of their impacted populations.
Because the CDC is working directly with the Indian Health Service (IHS) at the
federal level, Tribes will be able to choose to pursue COVID-19 vaccine
distribution through the IHS or through OHA. The OHA Vaccine Planning Unit
will honor the intent of the MOU when working with the nine Tribes as well as the
Urban Indian Health Program and collaborate with MOU signatories to do so
under any distribution model.
G. List key partners for critical populations that you plan to engage
and briefly describe how you plan to engage them, including but not
limited to:
Key Partnerships
Because of the disproportionate effects of COVID-19, it is essential to identify
critical populations to receive vaccine and to engage partners serving these
populations to bolster the vaccine planning and distribution effort. Critical
populations are described in more detail in Section 4 and referenced in the table
below. Engagement strategies will focus on matching key partners with these
populations and describe what will be the first step among many for creating
lasting partnerships with these entities.
38 | P a g e
OREGON COVID-19 VACCINATION PLAN
40 | P a g e
OREGON COVID-19 VACCINATION PLAN
41 | P a g e
OREGON COVID-19 VACCINATION PLAN
42 | P a g e
OREGON COVID-19 VACCINATION PLAN
43 | P a g e
OREGON COVID-19 VACCINATION PLAN
44 | P a g e
OREGON COVID-19 VACCINATION PLAN
• Ensure that all COVID-19 vaccine providers are enrolled in and trained on
Oregon’s ALERT Immunization Information System (IIS).
• Consider enrollment in VAMS if consumer access to records and clinic
scheduling modules are needed.
45 | P a g e
OREGON COVID-19 VACCINATION PLAN
46 | P a g e
OREGON COVID-19 VACCINATION PLAN
47 | P a g e
OREGON COVID-19 VACCINATION PLAN
Scenario 2: FDA has authorized vaccine B for EUA in 2020 (requires storage
at -20°C)
• Inform federal partners of Oregon’s central distribution sites with capability
for storing large amount of vaccine at -20°C and subsequent shipping to sites
throughout Oregon.
o Manufacturer will ship vaccine at -20°C directly to Oregon’s central
distribution site.
o CDC centralized distributor ship ancillary supply kits at room
temperature directly to sites.
• Develop plan for allocation and distribution of doses to smaller providers
including in remote Oregon locations, while maintaining cold chain and
avoiding wastage.
o Healthcare personnel: healthcare clinics, healthcare occupational
health clinics, local public health departments, closed points of
48 | P a g e
OREGON COVID-19 VACCINATION PLAN
49 | P a g e
OREGON COVID-19 VACCINATION PLAN
• Using ALERT IIS data and working with community groups identify phase
1 critical populations that have not been immunized during phase 1 for
vaccination during Phase 2.
• If cold chain is the limiting factor (mRNA vaccine), and an alternative
vaccine type is not available, employ POD-like distribution and EMS
delivery of vaccine to rural and other underserved communities. May require
additional resources.
• If cold chain is not limiting, begin to broaden provider networks to include
as many pharmacies, medical clinics, and other private vaccinators as
possible to increase vaccine uptake among critical populations.
• Targeting highly affected communities that have been incompletely
vaccinated in Phase 1. Our initial goal in this phase will not be to chase
outbreaks but rather to evaluate vaccine uptake in the highest-risk groups
and focus on increasing coverage in these groups through our community-
based partners and the communication team.
5
Pharmacy services administrative organizations, or PSAOs
50 | P a g e
OREGON COVID-19 VACCINATION PLAN
host PODs. Some of the CBOs who hold contracts with OHA do not have a
health focus. Adequate resources and staffing support should be provided to
ensure they are able to serve in this capacity.
• Transportation is a known concern for people living with intellectual,
developmental and other disabilities and those in rural Oregon. There is an
opportunity to plan with LPHAs and ODHS programs for in-home
vaccination services for those residents.
52 | P a g e
OREGON COVID-19 VACCINATION PLAN
53 | P a g e
OREGON COVID-19 VACCINATION PLAN
does not take into account seasonal fluctuation and may vary from the estimate at
the time of vaccine deployment. Options for mapping population data (including
Tiberius, Tableau and ArcGIS) are actively being explored in conjunction with
mapping of CDC’s Social Vulnerability Index (SVI) to identify overlap and
potential areas of greatest need.
54 | P a g e
OREGON COVID-19 VACCINATION PLAN
Long-term care facility County-specific long-term care facility residents and staff
residents (e.g., nursing estimates are obtained from two sources: the LTCF
home and assisted Testing Progress Report, which is a self-reported survey
living facility residents) of 422 sites, and the LTCF Testing Plan from Aging and
People with Disabilities (APD) Program of the Oregon
Department of Human Services. Adult foster home data
are obtained from statewide estimates, and methods for
obtaining county-level data are in progress.
55 | P a g e
OREGON COVID-19 VACCINATION PLAN
People with underlying Using the list of underlying medical conditions that are
medical conditions that risk factors for severe COVID-19 illness, Oregon county-
are risk factors for wide data are obtained from Health Promotion and
severe COVID-19 Chronic Disease Prevention Section of the Oregon Health
illness Authority. This information provides published estimates
of chronic diseases and health risk and protective factors
among Oregonians by county (2014-2017), and additional
work is in progress to estimate the number of Oregonians
impacted by other conditions included in list but not
available through this dataset.
People 65 years of age County-wide population estimates by age are obtained
and older from Portland State University Population Research
Center (updated July 2019).
People from racial and Racial and ethnic county-specific population estimates for
ethnic minoritized Oregon are obtained from the American Community
groups Survey table B03002 (Hispanic or Latino origin by race,
2018 5-year estimates); however, due to concerns of
undercounting of marginalized communities by surveys
such as the ACS, work is in progress to identify
alternative data sources (such as Oregon Vital Records
office within the Oregon Health Authority).
People from tribal To ensure that members of tribal communities have
communities access to COVID-19 vaccination services, Oregon is
taking a proactive approach to learning about the IHS
Distribution planning process. Through outreach to the
lead for the national IHS prioritization team, the Vaccine
Planning Unit data team has engaged Oregon contacts
participating in national IHS efforts to discuss
prioritization and align methodologies for critical
population estimation.
People who are Incarcerated and detained population estimates, including
incarcerated/detained in staff working in correctional facilities, are obtained from
correctional facilities the Oregon Department of Corrections, Oregon Youth
Authority and the Oregon State Hospital.
56 | P a g e
OREGON COVID-19 VACCINATION PLAN
57 | P a g e
OREGON COVID-19 VACCINATION PLAN
58 | P a g e
OREGON COVID-19 VACCINATION PLAN
59 | P a g e
OREGON COVID-19 VACCINATION PLAN
The division also houses regulatory units within the Health Care Regulation
and Quality Improvement program. These regulatory units have established
POCs with different provider and facility types. The EMS and Trauma
program will share essential connections with emergency medical services
across the state, connecting especially in rural areas.
60 | P a g e
OREGON COVID-19 VACCINATION PLAN
elsewhere in state and local government. OHA will rely on existing relationships
and POCs for the following government partners to ensure full inclusion of critical
populations in vaccine planning:
• Local public health authorities (as mentioned in Section 2)
• Tribal health authorities and the Northwest Portland Area Indian Health
Board (as mentioned in Section 2)
• Oregon Department of Corrections and Oregon Youth Authority
• Oregon Department of Education and Higher Education Coordinating
Commission
• Oregon Homeless Populations Task Force and Oregon Housing and
Community Services
63 | P a g e
OREGON COVID-19 VACCINATION PLAN
The online COVID-19 enrollment system will create an extract that meets the
specification supplied by CDC for uploading provider enrollment data. Staff will
log in to SAMS twice weekly to perform the upload.
As required by the CDC, OHA staff will verify provider licensure with the
licensing boards, including medical, pharmacy, nursing, naturopath, veterinarian
and dental. As required by the CDC, this validation process will occur at least
twice weekly, prior to the provider enrollment file being uploaded to CDC via
SAMS. Providers without valid licenses will be removed and notified. If a
provider organization does not have at least one prescribing provider with a valid
license, their enrollment will not be approved.
66 | P a g e
OREGON COVID-19 VACCINATION PLAN
E. Describe how your jurisdiction will provide and track training for
enrolled providers and list training topics.
Through CARES funding, Oregon will provide transport coolers with phase-
change material that will keep vaccine at 2-8C for three days with no power.
67 | P a g e
OREGON COVID-19 VACCINATION PLAN
69 | P a g e
OREGON COVID-19 VACCINATION PLAN
enrolling in the CARES flu vaccination project are identifying the populations that
they intend to serve who are most at risk for COVID-19. The information received
from CARES flu providers will show where gaps remain in reaching critical
populations.
71 | P a g e
OREGON COVID-19 VACCINATION PLAN
Allocation will be performed based on population size, but the methodology will
ensure that an equitable geographic distribution is also considered for each phase.
Providers serving rural communities and Tribal communities, and providers with
the ability to reach populations disproportionately impacted by COVID-19, will be
prioritized for enrollment (see Section 5) and prioritized for allocation.
Data from the following systems will inform allocation system development:
• Tiberius
• ALERT IIS
• VTrckS
• Multiple Oregon population data sources
72 | P a g e
OREGON COVID-19 VACCINATION PLAN
When providers apply for enrollment, they are required to indicate their ability to
manage cold chain parameters for each of the vaccine candidates. During
enrollment, Compliance Specialists will perform spot checks and monitor
temperature logs of all providers. Vaccines will be allocated according to provider
capacity, and providers with sufficient administration and storage capacity will
order vaccine through the IIS and receive it directly from the manufacturer. For
providers with limited vaccination capacity, such as some rural providers, a hub
system is under consideration for vaccines requiring ultra-cold storage, where
providers with ultra-cold storage capacity receive vaccine and for other providers
without the required storage capability but who can use the vaccine within the 5
days it can be stored at refrigerator temperature. Cold-chain capacity data will be
mapped to identify gaps in capacity across the state and prioritize the allocation of
vaccine to providers who can fulfill the need.
Only approved COVID-19 vaccine providers will have access to the ordering
module or prebooking systems in the IIS. Orders will be approved by matching
each request with approved provider-level allocations, which will be tracked.
Approval will take into account the number of doses available to Oregon, the type
of vaccine, storage and handling requirements, the current phase of vaccine
distribution, and the provider’s ability to reach populations equitably. Orders and
provider data will be communicated to VTrckS via our ExIS system.
73 | P a g e
OREGON COVID-19 VACCINATION PLAN
Providers who have not signed the COVID-19 Vaccine Redistribution Agreement
will not be allowed to reposition COVID-19 vaccine, and all vaccine transfers must
be entered into ALERT IIS for program visibility.
• Sign and comply with all conditions as outlined in the CDC COVID-19
Vaccination Program Provider Agreement.
• Ensure secondary locations receiving redistributed COVID-19 vaccine,
constituent products, or ancillary supplies also sign and comply with all
conditions in the CDC COVID-19 Vaccination Program Provider
Agreement.
• Comply with vaccine manufacturer instructions on cold chain management
and CDC guidance in CDC’s Vaccine Storage and Handling Toolkit, which
will be updated to include specific information related to COVID-19
vaccine, for any redistribution of COVID-19 vaccine to secondary locations.
• Document and make available any records of COVID-19 vaccine
redistribution to secondary sites to jurisdiction’s immunization program as
requested, including dates and times of redistribution, sending and receiving
locations, lot numbers, expiration dates, and numbers of doses. Neither CDC
nor state, local, or territorial health departments are responsible for any costs
of redistribution or equipment to support redistribution efforts.
74 | P a g e
OREGON COVID-19 VACCINATION PLAN
75 | P a g e
OREGON COVID-19 VACCINATION PLAN
76 | P a g e
OREGON COVID-19 VACCINATION PLAN
Oregon hospitals are currently being surveyed to evaluate capacity for provider
redistribution and depot capacity for ultra-cold vaccines. Providers enrolled in the
COVID-19 vaccination program must follow the Oregon COVID-19 VMG as their
storage and handling guidebook and adopt any special measures to accommodate
ultra-low storage. The applicable documents will available at the following
location: http://bit.ly/VFCProviderResources
Special attention must be paid to each site’s vaccine emergency plan to ensure
thoughtful pre-planning. To spot check VMG compliance, random temperature
logs will be requested for review. Additional requirements may be added as CDC
guidance evolves.
77 | P a g e
OREGON COVID-19 VACCINATION PLAN
All providers, current and new, will submit records of all doses administered to
Oregon’s Immunization Information System (IIS), ALERT IIS, within 24 hours of
administration. ALERT IIS is based on the Wisconsin Immunization Registry
(WIR) platform and is used by 17 jurisdictions in the U.S. Data typically enters the
system through automated processes through electronic health records using
health-level seven (HL7) messaging.
Historically, 88% of all vaccines given are reported to the system within 24 hours
of being administered to a patient. For vaccine providers that are not connected to
the system via HL7, quick entry screens are available and can be implemented
rapidly. OIP is currently exploring the use of the CDC’s Vaccine Administration
Management System (VAMS) as a supplement to ALERT IIS.
78 | P a g e
OREGON COVID-19 VACCINATION PLAN
In the case of all providers utilizing ALERT IIS, standard reporting procedures
currently in place will continue to be used. This will include all enrolled off-site,
satellite or novel vaccination settings. For new providers, ALERT IIS will make
available the event module in ALERT IIS, which contains a quick entry screen that
requires only an internet connection to report vaccinations. When codes are
established for COVID-19 vaccines, these can be incorporated into ALERT IIS as
they enter the marketplace. As Oregon identifies and recruits contractors such as
EMS agencies to perform off-site vaccination, CDC COVID-19 vaccine provider
agreement requirements are built into the contracts.
79 | P a g e
OREGON COVID-19 VACCINATION PLAN
ALERT IIS establishes data parameters and will reject submitted data that does not
meet the parameters. This will ensure correct vaccination coding is used. In
addition, routine tests are performed to measure improbable doses (e.g., when a
vaccine appears to have been administered to a person ineligible to receive it, for
example due to age). Data flow from providers is evaluated to ensure submissions
have not ended unexpectedly. For COVID-19 vaccine administration, data quality
reports to monitor completeness and accuracy will be reviewed daily. Acceptance
thresholds, while varying based upon data elements, are very high; a trained
provider who is reporting properly should have virtually no errors in reporting.
Technical assistance will be provided to partners as needed, with plans currently
underway to hire and train additional staff to assist with this work.
Oregon will adapt the weekly process to review influenza coverage reports to meet
the needs of the COVID-19 implementation. This process reviews the records of
influenza vaccination across Oregon and reports uptake by region, age group and
race/ethnicity. These reports are posted regularly to the State of Oregon website
using a program called Tableau, which can be updated quickly and efficiently as
new data are acquired. Although the reports are used in a static manner for
influenza reporting, they can easily be adapted for use by decision-makers to adjust
vaccination supply and resources when pockets of need are identified.
80 | P a g e
OREGON COVID-19 VACCINATION PLAN
81 | P a g e
OREGON COVID-19 VACCINATION PLAN
82 | P a g e
OREGON COVID-19 VACCINATION PLAN
Quick entry screens are available as an option in ALERT IIS for those
organizations who do not have a current EHR process. The use of regular
processes with data exchange between EHRs and ALERT IIS have built-in disaster
recovery and backup queueing processes in place. See Section 9, A for further
details.
B. List the variables your jurisdiction’s IIS or other system will be able
to capture for persons who will receive COVID-19 vaccine, including
but not limited to age, race/ethnicity, chronic medical conditions,
occupation, membership in other critical population groups.
ALERT IIS currently captures all data elements on the list of required elements,
and in addition collects data on race, ethnicity, and the refusal of all vaccines. Gaps
in data generally occur due to a lack of reporting (e.g., a provider who doesn’t
include race/ethnicity data) rather than the inability to store the information.
ALERT IIS is establishing COVID-19 vaccination data requirements for all
providers and will be ready to accept and process this information automatically.
83 | P a g e
OREGON COVID-19 VACCINATION PLAN
Starting on October 1, 2020 health care providers in Oregon were required to begin
gathering and reporting expanded data on race, ethnicity, language, and disability
(REALD) for the treatment of COVID-19 according to Oregon House Bill 4212.
As vaccination planning efforts continue, REALD data collection will be
implemented wherever possible.
Currently 95% of immunization data received in ALERT IIS is populated via real-
time data exchange. Data are submitted from EHRs as well as larger data service
hubs, which report for multiple provider sites.
Improvements that are planned for ALERT IIS include the addition of COVID-19
vaccine codes, and adjustments to accommodate the COVID-19 vaccine within the
forecaster once the vaccine is available. In an upcoming ALERT IIS enhancement
scheduled for release on November 22, 2020, there will be functionality added to
indicate a vaccine provider is a pandemic-response organization.
84 | P a g e
OREGON COVID-19 VACCINATION PLAN
Currently testing connectivity between ALERT IIS and IZ Gateway Connect and
Share, with implementation planned when the documents referenced below are
signed.
The approval process for the Data Use Agreement with CDC, to include
Oregon data in national coverage analyses.
Status: Awaiting the final version from CDC. Once received, Oregon’s review
process will begin.
Should connectivity be broken prior to data reaching the IIS, paper forms for
recording vaccinations will be available for use in the event of a loss of
connectivity. ALERT IIS quick entry screens are available to ease data entry when
the connectivity returns.
85 | P a g e
OREGON COVID-19 VACCINATION PLAN
H. Describe how your jurisdiction will monitor data quality and the
steps to be taken to ensure data are available, complete, timely, valid,
accurate, consistent, and unique.
Data quality measures will prioritize COVID-19 vaccination reports. Existing data
quality processes will be used which are automated to reject data of insufficient
quality, and pre-designed reports will be reviewed daily to assess issues with data
acceptance. The review will include timeliness, accuracy, and completeness of
data. Providers with inadequate data will be contacted and trained through the
quality improvement process. Sub-standard data will be removed from ALERT
IIS and replaced with higher quality data as needed. Additional staff will be hired
to focus on COVID-19 vaccination report data quality and provider contact.
86 | P a g e
OREGON COVID-19 VACCINATION PLAN
87 | P a g e
OREGON COVID-19 VACCINATION PLAN
Internal Audiences
OHA agency staff, agency leadership and state agencies supporting vaccine
distribution are important audiences that are internal to the response. Maintaining
communications internally allows staff to be well informed as they represent the
agency informally in their communities, to allow leadership to be well informed
formal spokespersons, and to help sister agencies identify areas of needed
information coordination and opportunities to serve channels of communication to
external audiences.
88 | P a g e
OREGON COVID-19 VACCINATION PLAN
External Audiences
Phase 1A: External audiences are identified as health care workers. These are
broken into two categories, those who will be vaccinated and those who will not
only be vaccinated but need additional information to support planning, logistics,
operations and administration of vaccine. Communication plans assume that health
care workers who could become vaccinated include the above groups as well as
other paid and unpaid health care workers, such as medical reserve corps
volunteers and workers that support people living with intellectual, developmental,
and other disabilities.
89 | P a g e
OREGON COVID-19 VACCINATION PLAN
Potential vaccinators
Geriatric providers Primary care physicians Emergency medical
service (EMS) providers
Hospitalists
Naturopaths School-based health
center staff
College Health Center
staff
Health care workers who do not serve in a vaccinator role will need much of the
same information that the public will be interested in. Needs include information
on safety and effectiveness of the vaccine, vaccine development process,
emergency use authorization and how to access vaccine.
Phase 1B: Audiences in this grouping include essential workers and those at
highest risk of exposure or severe COVID-19 illness. Individuals in this category
include those with chronic conditions, persons living with intellectual,
developmental and other disabilities, and those age 65+, especially those living in
long-term care facilities and other congregate care settings. Audience definitions
and identification will be further refined as vaccine recommendations are finalized.
90 | P a g e
OREGON COVID-19 VACCINATION PLAN
Phase 3: All audiences will need continued information to increase vaccine uptake
and to encourage return visits for multi-dose vaccines.
Channels of Communication
OHA uses channels of communication that allow for both targeted and mass
communication to reach its various audiences.
Healthcare providers and health partners are the most trusted source of vaccine
information. OHA will equip providers with information understand patient’s
possible questions and concerns and provide materials to support patient education.
Partnerships with health professional organizations, health systems and other
health care partners will be important channels of communication to individual
health care providers.
Tribal and local health authorities are also trusted sources of information at the
local level. This channel of communication will be supported through regular
conference calls, technical support and updated information and communications
toolkits.
91 | P a g e
OREGON COVID-19 VACCINATION PLAN
Sister state agencies and unions will be key partners in reaching essential
workers. OHA will begin state PIO calls with these agencies to ensure
coordination.
Earned media will be leveraged for rapid and routine public notification and
information. This is largely a mass communications tool. Limited segmentation is
possible based on the geographic coverage area, demographics served and the
specific story content offered.
Digital platforms will be used to reach large audiences to deliver information and
materials in alternate formats, and languages.
• OHA social media accounts reach English- and Spanish-speaking audiences
quickly and directly. The social media channel also creates the opportunity
for social listening and direct engagement with the audience.
92 | P a g e
OREGON COVID-19 VACCINATION PLAN
Information lines will be used to support response to questions from the public
and health care providers. 211 info will be used for the public. The information
line offers information in multiple languages through its own multi-lingual staff
when possible, and through language lines when necessary. OHA is currently
exploring adding the Oregon State University School of Pharmacy to the 211
information line to answer questions from the general public requiring clinical
knowledge. Oregon Poison Center will be contracted to serve as a healthcare
provider helpline.
Sister agencies may be more familiar with communicating with certain audiences
than OHA and have well established channels of communication with a given
target audience. Leveraging these agencies’ existing channels to disseminate
information can broaden reach, provide redundancies that ensure message
penetration and offer important feedback loops.
Partner Activation
Pre-Phase 1: Leverage OHA communication platforms to educate the public
about vaccine development processes, and to monitor and correct
misinformation.
Phase 1: Activate and leverage Tribal and Local Public Health Authorities,
hospitals and health systems, potential vaccinators, Long-Term Care Facilities,
health professional associations, Oregon Poison Center, 211, other state
agencies representing essential workers, unions and communications
contractors supporting public information work.
93 | P a g e
OREGON COVID-19 VACCINATION PLAN
Procedures:
Activation and organizational structure
OIP COVID-19 Communication
The Communications Coordinator will develop and coordinate internal
communications projects and support the development of vaccine program
materials. The Risk Communication Analyst will serve as liaison to the AOC
JIC; risk communications subject matter expert; liaise with LPHAs, CBOs and
equity partners; and will serve on the leadership of the communications
strategy. OIP staff will support education of vaccine providers.
94 | P a g e
OREGON COVID-19 VACCINATION PLAN
For public health messaging the role of the HIC will be supportive in the
production of health and vaccine education materials, distribution and
campaign project management. The HIC will take a leadership role in
communicating and supporting the OHA leadership and Governor’s policy
decisions related to COVID-19 vaccine. The HIC will liaise with the
Governor’s communication team.
95 | P a g e
OREGON COVID-19 VACCINATION PLAN
Care Act; Plain Language Act; and state and agency language access policies and
procedures.
Publications has access to several translators and the ability to support alternate
formats. The graphic design services support infographic development to
support overall ease of information uptake and low-literacy populations.
The range of individuals included in the paid and unpaid health care workforce
indicates a need to consider language access even the initial phase of vaccine
distribution. Starting language access at this early phase is intended to build
trust through accessible, transparent information that facilitates informed
consent when receiving the vaccine.
Additional data are needed to identify the language access needs of non-
licensed health care workers. Initial data from the licensed workforce indicates
that Spanish, French, Tagalog, Chinese (Simplified and Traditional),
Vietnamese and Russian materials should be produced. In previous events,
96 | P a g e
OREGON COVID-19 VACCINATION PLAN
Marshallese has also been requested to support the health care workforce.
Additional translations will be made available upon request and may be done as
a matter of routine for materials that can be used for other audiences during
subsequent phases of distribution.
Alternate formats are available upon request during this phase and as the
agency prepares materials that will carry over to subsequent phases.
Phase 1B: Language data are not available at this time for this specific
population, and it is assumed that the language preferences of this group begin
to mirror the larger population. At this stage language access will routinely
include the top 10-14 most requested languages. These currently include
Spanish, Russian, Vietnamese, Chinese (simplified and traditional), Somali,
Marshallese, Chuukese, Arabic, Hmong, Mam, Burmese, Portuguese, Khmer
and Mein.
When announcing outbreaks at workplaces, schools and other settings there are
occasionally opportunities to issue joint communication or coordinate
messaging and timing of communications. Advanced notification of a media
release helps identify these opportunities. In some instances, such as when the
partner cannot be reached within a timely fashion or when enforcement
notification is needed, it may be appropriate to conduct a media release without
advanced notification.
Delivery methods
Method of Delivery Application
Health Alert Network Rapid and emergency notification system
ALERT IIS Vaccine registry facilitates information
sharing among vaccinators and patient
recall for multi-dose vaccines
Tableau Web-based delivery of data and data
visualization
Flash Alert Rapid and routine media notification to
media outlets (broadcast and print)
GovDelivery Mass and targeted communication for
rapid and routine notifications in
newsletter/email formats
Constant Contact Targeted communication for rapid and
routine notifications in newsletter/email
formats
98 | P a g e
OREGON COVID-19 VACCINATION PLAN
99 | P a g e
OREGON COVID-19 VACCINATION PLAN
Communication monitoring
Monitoring Tool Application
Crosswalk comms data When health outcomes data is paired with
w/ ALERT IIS information about the timing of communications,
immunization data polling data surveys and focus group information,
reach and other communications data, it may be
possible to determine whether communications is
correlated with behavior change.
211 Information Reports Reports include total number of calls, geographic
distribution of calls, languages requested, topic of
calls and questions call takers were unable to answer.
This can be used to identify rumors, detect changes in
public interests and identify opportunities to support
call takers with information not currently offered in
the talking points given to 211.
Google web analytics Helps monitor traffic and use patterns of visitors to
the website and related pages. This allows web-
editors to adjust strategy to maximize the website’s
effectiveness and reach.
Hootsuite This social media monitoring tool helps OHA
monitor for common themes, identify misinformation
and understand social media demographic patterns to
support message development and targeted audience
communication. When capacity allows it can also
support evaluation of audience sentiment.
Meltwater Meltwater allows OHA to monitor for accuracy in
reporting and coverage of stories released.
Social media account Metrics from Facebook, Twitter and YouTube help
metrics determine reach and engagement of messages
released through the organizational accounts.
100 | P a g e
OREGON COVID-19 VACCINATION PLAN
101 | P a g e
OREGON COVID-19 VACCINATION PLAN
identify these populations and their formal and informal leaders and trusted
sources of health information, such as traditional health workers.
102 | P a g e
OREGON COVID-19 VACCINATION PLAN
103 | P a g e
OREGON COVID-19 VACCINATION PLAN
As described in part A, the standing orders and pharmacy protocols will contain a
step that directs the vaccinator to give the patient or guardian an EUA or VIS, as
appropriate. A link to the EUA or VIS will be listed in the order and protocol. The
CD Summary, described in part A, will provide instruction to licensed health care
providers about the requirement to provide a current EUA or VIS to every patient,
or their guardian, prior to the administration of COVID-19 vaccine.
104 | P a g e
OREGON COVID-19 VACCINATION PLAN
105 | P a g e
OREGON COVID-19 VACCINATION PLAN
The Oregon Immunization Program has an existing contract with a local pediatric
infectious disease specialist who gives grand rounds presentations on current issues
in immunization to health care providers around Oregon. The Oregon
Immunization Program will request that she add information on the purpose of
VAERS to her presentations and stress the importance of reporting all significant
adverse events occurring after vaccination, regardless of whether the provider
considers the adverse event associated with vaccination.
106 | P a g e
OREGON COVID-19 VACCINATION PLAN
Provider enrollment
Staff will monitor provider recruitment data bi-weekly as data is uploaded to the to
IZ-gateway data lake. Data will indicate providers in progress, completely enrolled
or declined enrollment. Provider enrollment progress will be compared to data on
critical populations, GIS population data at the county level and needs identified
through our community engagement processes to ensure that we have a provider
network able to meet the needs of the community.
107 | P a g e
OREGON COVID-19 VACCINATION PLAN
continually monitored, and automated emails are sent to both Oregon and
the vendor team if there are issues. Additionally, load testing is performed
prior to every system release to validate that functionality changes do not
have a significant performance impact.
• The PMI system is housed internally and monitored by state Office of
information Services (OIS) staff. PMI servers are monitored in real time for
both unusual perimeter activity and performance issues and staff are notified
immediately when they occur. PMI servers are backed up nightly to protect
against information loss and allow for rapid recovery if needed.
• Both ALERT IIS helpdesk and Provider Services helpdesks will monitor
calls regarding issues that the systems and their users are having. Systems
issues identified through the helpdesk will be immediately elevated to
external software vendors and OIS staff for troubleshooting. User issues will
be collected and routinely reviewed to determine possible systems
improvements and identify user training needs.
108 | P a g e
OREGON COVID-19 VACCINATION PLAN
Budget
All expenditures are tracked and monitored using the states State Financial
Management Application (SFMA). Program Fiscal staff and Management ensure
that only allowable expenditures are applied to the grant, following CDC guidance
and requirements along with any applicable Oregon State Administrative Rule.
Staffing
The OIP Vaccine Planning Unit organizational structure discussed in Section 2 is
designed to ensure that all core work is accomplished through a collaborative team
with a designated lead. All groups have multiple positions built in and no work will
be assigned to just one individual. This redundancy allows staff to develop
familiarity with the work of other staff within their workstream and allows
coverage if staff are not available. Redundancy is also built into the leadership
structure and Senior Health Advisor structure.
The state of Oregon adheres to all rules and guidelines on time and activity
reporting required by federal funders. Public Health staff adhere to all Oregon
Administrative Rules and OHA/OHDS policies, processes and guidelines in place
for accurate reporting of time. There are several reporting and tracking tools in
place for staff and managers to track time and activity including staff entry into
ePayroll, Workday, Oregon State Payroll Application (OSPA), etc.
Supplies
All services and supplies expenditures are tracked and monitored using the states
State Financial Management Application (SFMA). Program Fiscal staff and
Management ensure that only allowable expenditures are applied to the grant,
following CDC guidance and requirements.
110 | P a g e
OREGON COVID-19 VACCINATION PLAN
In addition to supplies used by the Vaccine Planning Unit, OIP will work in
partnership with the Coronavirus Response and Recovery Unit to monitor PPE and
other essential supply availability throughout the state, and identify potential needs
that may impact vaccination. The state emergency operations center will also
notify OIP of any unmet resource requests that come through the emergency
management system.
Oregon will use multiple tools and techniques to monitor communications delivery
and reception throughout the state.
Message delivery
• Enrolled provider communication - Oregon Immunization Program listserv
message delivery warnings and message open rates will allow OIP to
monitor messaging for key communications that are sent to enrolled
providers. Monitoring these communications ensures that each clinic has a
point of contact that is enrolled in the listserv and receiving key pandemic
provider communications.
• Oregon Health Alert Network for emergency provider communications -
HAN analytics allows OIP and the HSPR program to monitor and ensure
that critical time sensitive messages are delivered to healthcare providers
and emergency management agencies throughout the state.
• Communications with community-based organizations – The OHA
Community Engagement Team has representatives assigned as key points of
contact for specific regions and CBOs. These relationships, among other
with community partners will be used to monitor communications with
CBOs and ensure that messages are delivered and understood.
111 | P a g e
OREGON COVID-19 VACCINATION PLAN
OHA will track several metrics and publish them on the immunization program
and COVID-19 websites at https://govstatus.egov.com/OR-OHA-COVID-19
OIP has significant experience with this type of monitoring through our annual
real-time flu vaccine uptake monitoring. The following metrics have been
identified as candidates for publication:
• Dashboards on specific metrics related to 1 and 2 dose vaccine uptake by the
following characteristics:
o State and county level
113 | P a g e
OREGON COVID-19 VACCINATION PLAN
114 | P a g e
Appendix
Instructions: Jurisdictions may choose to include additional information as
appendices to their COVID-19 Vaccination Plan.
Section 1, Appendix 1
105 | P a g e
Section 2, Appendix 1
106 | P a g e
107 | P a g e
108 | P a g e
Section 2F Appendix 2
109 | P a g e
110 | P a g e
111 | P a g e
112 | P a g e
113 | P a g e
114 | P a g e
115 | P a g e
116 | P a g e
117 | P a g e
118 | P a g e
119 | P a g e
120 | P a g e
121 | P a g e
122 | P a g e
Acronyms
ACDP Acute and Communicable Disease Prevention
ACIP Advisory Committee on Immunization Practices
ACS American Community Survey
AMR American Medical Response (ambulance service)
AOC- Agency Operations Center Joint Information Center
JIC
ArcGIS Geographic Information System/Mapping Software
ASL American Sign Language
CARES Coronavirus Aid, Relief and Economic Security (Act of Congress)
CBO Community-Based Organization
CDC Centers for Disease Control and Prevention
CLHO Conference of Local Health Officials
CPHP Center for Public Health Practice
CRRU COVID-19 Response and Recovery Unit
DHS Oregon Department of Human Services
DOJ Oregon Department of Justice
DUA Data Use Agreement
EHR Electronic Health Record (system)
EMS Emergency Medical Services
EUA Emergency Use Authorization
FQHC Federally Qualified Health Center
HCW Health Care Worker
HIC Health Information Center
HIS Indian Health Services
HL7 Health-level seven
HSPR Health Security Preparedness and Response Program
Ig Immune globulin
123 | P a g e
IIS Immunization Information System
IMT Incident Management Team
IPAT Immunization Policy Advisory Team
IZ Immunization
JIC Joint Information Center
LEIE List of Excluded Individuals and Entities
LPHA Local Public Health Authority
LTCF Long term and community-based care facility
MOU Memorandum of Understanding
NARA Native American Rehabilitation Association of the Northwest, Inc.
ND Naturopathic doctor
NPAIHB Northwest Portland Area Indian Health Board
ODHS Oregon Department of Human Services
OEI Oregon Office of Equity and Inclusion
OHA Oregon Health Authority
OHCS Oregon Housing and Community Services
OHP Oregon Health Plan
OIG Office of Inspector General's
OIP Oregon Immunization Program
OIS Office of information Services
OSPA Oregon State Payroll Application
PE-31 Program Element 31
PHD Public Health Division
PIO Public Information Officer
POC Point of Contact
POD Point of Dispensing
POST Oregon’s internal provider website
REALD Race, ethnicity, language, and disability
RHECs Regional Health Equity Coalitions
124 | P a g e
RR Reminder/Recall
SFMA State Financial Management Application
SVI Social Vulnerability Index
VAERS Vaccine Adverse Event Reporting System
VAMS Vaccine Administration Management System
VFC Vaccines for Children (Federal program)
VIS Vaccine information statements
VMG Vaccine Management Guide
VPD Vaccine preventable disease
WIR Wisconsin Immunization Registry
125 | P a g e