Table of Contents
NHS England has released guidance on a national vaccination programme to protect both infants and older adults from Respiratory Syncytial Virus (RSV) (General Practice Contractual Guidance).
From the 1st September, the programme will include a vaccine for the following cohorts:
- Pregnant women over 28 weeks to help protect their newborn babies
- Adults turning 75 years old on or after 1 September 2024, who remain eligible until their 80th birthday
- Adults already 75 to 79 years on 1st September 2024 as a catch up cohort.
1. Clinical Reports
All of the RSV reports can be found by going to 'Reporting > Clinical Reporting > Arden's Ltd > Vaccinations'
1.1 Cohorts
Go to 'Reporting > Clinical Reporting > Arden's Ltd > Vaccinations > RSV | 01 Cohorts'
Here you will see the different cohorts for the RSV vaccination. They are broken down as follows:
'Cohort | Age - Routine Programme - >=75y on or after 1/9/2024 - Eligible until 80th birthday'
This is the routine cohort - anyone who has turned 75 on or after the 1st September 2024 will be included in this cohort and will remain there until the day before they turn 80y. The guidance says practices should aim to vaccinate these patients as soon as possible after their 75th birthday.
'Cohort | Age - Catch-up Programme - 75y-79y as of 31/8/24 - Eligible until 80th birthday but aim to complete majority by 31/8/2025'
This cohort will show any patients who were, as of 1st September 2024, aged between 75 and 79 years old. These patients will remain in the cohort until the day before they turn 80. The guidance says practices should aim to vaccinate the majority of these patients by the end of August 2025.
'Cohort | Age - Catch-up Programme - 75y-79y as of 31/8/24 + turn 80y 2/9/24-31/8/25 - Eligible until 31/8/2025'
This cohort will show any patients who were, as of 1st September 2024, aged between 75 and 79 years old, and will also turn 80 before the end of August 2025. All of these patients are eligible for the RSV vaccination until 31/8/25. The guidance says practices should aim to vaccinate these patients as soon as possible after the catch-up campaign commences on 1st September 2024.
'Cohort | Pregnant'
This cohort will include all patients who are currently pregnant.
NOTE: The guidance states that all pregnant women from 28 weeks' gestation should be offered the vaccination however it is not possible to accurately search on weeks gestation in SystmOne. Therefore, the cohort includes all currently pregnant patients who can be clinically checked to work out when they are eligible to have the vaccination and can then be invited in accordingly.
1.2 Eligible
Go to 'Reporting > Clinical Reporting > Arden's Ltd > Vaccinations > RSV | 02 Eligible'
Here you will find a breakdown of all of your eligible patients, similar to those listed in the Cohort searches.
Note: There is often confusion over 'cohort' and 'eligible' reports. Cohorts list patients that match the criteria in each group and are effectively your 100% population for each group (These numbers will therefore not change much). The Eligible reports list patients who are still 'outstanding' as they exclude all patients who have been vaccinated, declined or should not be vaccinated as they are contraindicated (these numbers will therefore reduce as and when RSV vaccinations are given).
1.3 Review before
Go to 'Reporting > Clinical Reporting > Arden's Ltd > Vaccinations > RSV | 03 Review before'
Here you have some useful searches to run before sending out invites to make sure all records are up to date. For example,
'For review before | Check if still pregnant' will allow practices to review women who are marked as pregnant to ensure they are still pregnant. If they are not they can be coded with a pregnancy 'outcome' code.
As the invite codes used for RSV vaccinations are currently generic invite codes and not specific for RSV, the 'For review before | Generic invite code used before 1/7/24' search will allow practices to identify if this invite code has been used elsewhere up to a one year period before we count them in our invite searches. That way if it has been used, practices can ensure adding the generic invite codes for the RSV vaccination wont affect any other recalls on their record.
1.4 Invites | All
Go to 'Reporting > Clinical Reporting > Arden's Ltd > Vaccinations > RSV | 04 Invites | All'
These reports will give you a list of all patients eligible to have the vaccine, broken into 1st/2nd/3rd invites, and separating out those by age, and those that are pregnant.
'For 1st invitation | Age - All' will include both the Catch Up and the Routine cohorts of patients over 75 years old, as mentioned in the 3.1 Cohort section above. If practices wish to invite all patients in this group in one go then they can do, or they may wish to Breakdown the results to view the age of each patient and invite older ages first as they so wish.
'For 1st Invitation | Pregnant - All' will include all pregnant patients. These can be clinically checked to see how many weeks pregnant they are and if eligible for the vaccination can be invited in appropriately.
Note: These vaccinations may be done in their routine midwife appointments, and the Ardens Pregnancy Immunisation template has been updated to include the RSV vaccination.
You can send invites by either SMS, email or post and they have been ordered so they can be:
- Sent by SMS - If have implied/expressed SMS consent
- Sent by email - If they have email consent but no SMS consent
- Sent by post - If they have no SMS and no email consent
Note: No current RSV specific invite codes exist in SystmOne, so the invite process currently uses generic invite codes, as listed in the report names.
When you send out your 1st/2nd Invitations and apply the generic code in the report name the patients will be moved on to the next invitation but won't be visible in the next report until 2 weeks after the previous invitation code was recorded. This ensures you don't send 2nd and 3rd invitations too soon and will be a minimum of 2 weeks apart.
1.5 Invites | Consider method
Go to 'Reporting > Clinical Reporting > Arden's Ltd > Vaccinations > RSV | 04 Invites | Consider method'
These searches show any patients with a Learning Disability, Severe Mental Health, Dementia, Palliative care and patients with a Reasonable Adjustment recorded who are also eligible for an RSV Vaccine. This means practices can manage these patients individually and decide how they should be invited as appropriate to their personal requirements.
Important - Patients in any of these groups are excluded from the main invite reports mentioned above so it is important you run these reports so that these patients are not missed.
To view which of these groups the patient falls into, or what code has added them to the Reasonable Adjustment list, there is a report output that can be used.
Run the required consider invite method report and then right-click > show patients.
Use the 'Select Output' option above patient list to select 'Pre-defined report output' and then select the report output called 'Consider Invite Method - LD/SMI/Dementia/EOL/RA'.
This will then allow staff to work through the list individually and decide how best to contact and/or approach each patient about their flu vaccine. There may be some patients you wish to contact in bulk from this list, and this can be actioned as normal.
1.6 Visits
Go to 'Reporting > Clinical Reporting > Arden's Ltd > Vaccinations > RSV | 05 Visits'
Care home residents and housebound patients are excluded from all the invitation reports outlined above. The reports in the 'Visits' folder give you visit lists which can used to help planning these vaccinations.
1.7 Review after
Go to 'Reporting > Clinical Reporting > Arden's Ltd > Vaccinations > RSV | 06 Review after'
Here you have some useful searches to run after sending invites as they will show any patients who are still currently eligible (not vaccinated, declined or contraindicated) and have also already had 3 invites (at least 7 days apart). These patients can be reviewed and contacted further if you wish.
1.8 Activity | All
Go to 'Reporting > Clinical Reporting > Arden's Ltd > Vaccinations > RSV | 07 Activity | All'
These searches include active, deceased and deducted patients so give a full activity count of who has had the vaccine in either the last 12 months or in the last calendar month. They are then further split into where they had the vaccination.
These searches have not been broken down into the various age cohorts and pregnant patients but if required this can easily be done by breaking down the results by age.
1.9 Activity | By Cohort
Go to 'Reporting > Clinical Reporting > Arden's Ltd > Vaccinations > RSV | 07 Activity | By Cohort'
These searches show how many patients who are currently in a cohort group have been given the vaccination. This means they only include active patients so should not be used to see all vaccinations that have been given and patients will drop out of these reports when they are no longer in a cohort group. For example, the pregnant searches will only include patients that are currently pregnant.
1.10 V&I enhanced services (CQRS) and other reports
Reports to help monitor and check your monthly V&I enhanced services claims for any possible data quality issues are available in Clinical Reporting > Ardens > Contracts I Year I CQRS
There are also monthly Vaccinations and Imms activity reports available in Clinical Reporting > Ardens > Vaccination and Imms Activity. These are useful for looking at general stock usage and can also be used to help with any manual claims that are needed by breaking down the results.
Just run the required monthly report and then breakdown using the age and DoB and any other required fields.
NOTE: For RSVP001 it is not possible to accurately report on patients who had the vaccine when they were pregnant and also ensure they were at least 28 weeks at the time so you should review each patients record (who is of child bearing age) to individually confirm they were given the vaccination at the right time.
NOTE: For patients aged 79 years on 31st August 2024 and who turn 80 and are vaccinated before 31st August 2025 at the age of 80 you will need to look for patients with a DoB between 2/9/44 and 31/8/45 and who were also 80 at the time of the vaccination. This can be done by looking for patients who are currently 80 with a DoB between 2/9/44 and 31/8/45 and where the event date was after the day and month of their DoB. E.g in the example below the two highlighted patients would meet all the required criteria.
2. Clinical Template and Patient Status Alerts
Patient Status Alert
If the patient is eligible they will have a green syringe icon under their demographics box, clicking on this will take you to the RSV template for your patient.
NOTE - If you have multiple RSV alerts, remember to check which alerts are visible at your practice by going to 'Setup>Data Output>Patient Status Alerts>Availability>System Wide' and remove the tick from the 'Enabled' column.
Clinical Template
The template homepage will show you a summary highlighting why the patient is eligible for the RSV vaccination, along with a view to show you their previous vaccination history including allergies and adverse reactions. This is to help you to quickly confirm the patient's eligibility status and allergies etc.
You can then select the required page for the patient you are vaccinating depending on their eligibility reason. Either page allows you to add fit for immunisation codes, PSDs, and any other information, before adding the Abrysvo vaccination to the patient's record.
3. Vaccination Template
For recording the vaccination on pregnant patients, it is advised to create a Vaccination Template that will automatically record the reason for vaccine as 'Pregnancy'. This will ensure accurate data recording for claims and for clarity in the patient's record.
NOTE - For the vaccination template to work you must name the vaccination template exactly 'Abrysvo Pregnancy'.
NOTE - you do NOT need to add a code in SystmOne to record that a vaccination has been given. Adding the vaccine through the red syringe option is all that is required for correct recording.