TABLE OF CONTENTS
Introduction
Background
The NHS England Guidance for the national Respiratory Syncytial Virus (RSV) programme provides vaccination protection for both infants and older adults.
Vaccination Schedule
- Adults aged 75 years old - eligible until their 80th birthday
- Adults aged 75 - 79 years old on 31st August 2024 - eligible until their 80th birthday or eligible until 31st August 2026 depending on date of birth
- Pregnant women from 28 weeks gestation - eligible until birth
How Ardens can help
Ardens resources support practices in planning, recalling, delivering, and evaluating the RSV vaccination uptake, including templates, reports and a dashboard.
Plan
Before sending out any invites, we recommend reviewing the following reports. These will help you to identify your eligible patients and ensure you invite lists are accurate and clinically appropriate.
Cohorts
Navigate to Reporting > Clinical Reporting > Arden's Ltd > Vaccinations > RSV | 01 Cohort.
Here you will see the different cohorts for the RSV vaccination. The cohort reports do not take into consideration whether a patient has had the vaccination or declined it, therefore patients will not fall off these reports once they have had the vaccination.
- Cohort | All - Total number of eligible patients, regardless of vaccination or decline status.
- Cohort | Age - All - Total number of eligible patients by age group, regardless of vaccination or decline status.
- Cohort | Age - Catch-up Programme - 75y-79y as of 31/8/24 + turn 80y 2/9/2024-31/8/26 - Eligible until 31/8/2026'- Patients aged 75-79 as of 31st August 2024 who will turn 80 before 31st August 2026. These patients are eligible for the vaccine until 31st August 2026.The guidance states practices should aim to vaccinate these patients as soon as possible after the catch-up campaign commences on 1st September 2024.
- 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' - Patients aged 75-79 on 1st September 2024, these patients will remain the cohort until the day before they turn 80.
- Cohort | Age - Routine Programme - >=75y on or after 1/9/2024 - Eligible until 80th birthday - This is the routine cohort. Patients turning 75 on or after 1st September 2024 and will remain there until the day before they turn 80. The guidance states practices should aim to vaccinate these patients as soon as possible after their 75th birthday.
- Cohort | Pregnant - All currently pregnant patients.
⚠️ Please Note: The guidance states that all pregnant women from 28 weeks pregnant should be offered the vaccination. However, it is not currently possible to accurately search on number of weeks pregnant in SystmOne. As a result, the cohort includes all currently pregnant patients. Clinical teams will need to check gestational age manually to determine eligibility and invite patients accordingly.
Eligible
Navigate to Reporting > Clinical Reporting > Arden's Ltd > Vaccinations > RSV | 02 Eligible.
These reports will include a breakdown of all eligible patients, similar to those listed in the 'Cohort' searches.
⚠️ Please 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).
Review Before
Navigate to Reporting > Clinical Reporting > Arden's Ltd > Vaccinations > RSV | 03 Review before.
These reports are useful to run before sending out invites to make sure all records are up to date.
- For review before | Check if still pregnant - Review patients with a current pregnancy code to confirm they are still pregnant. Add an outcome code if no longer pregnant.
- For review before | Pregnancy coded after last RSV invite - Within the invitation search suite, once a patient is coded with their 1st invite, they will (after two weeks) appear in the '2nd invite' report. However, if an additional pregnancy-related code is added after the original invite code, the patient will move back into the 1st invite report, as no invite has been recorded following the latest pregnancy code. This report highlights such patients. Their records should be reviewed to determine whether the new pregnancy code refers to the same pregnancy and decide whether another invitation is required.
Recall
These resources help GP practices efficiently manage RSV vaccinations by identifying eligible patients, organising invitations and follow-ups - including special arrangements for care home and housebound patients.
Invites
Navigate to Reporting > Clinical Reporting > Arden's Ltd > Vaccinations > RSV | 04 Invites | All.
These reports will provide you with a list of eligible patients who can be sent an invite to arrange vaccination. Invite reports are grouped into the following:
- For 1st invitation
- For 2nd invitation
- For 3rd invitation
- For 1st invitation - Consider method
- For 2 invitation - Consider method
- For 3rd invitation - Consider method
- For visit
- For 1st invitation | Age - All - Includes patients from both the 'Catch Up' and 'Routine' cohorts. Practices can choose to invite all patients in this group at once, or they may prefer to break down the results by age and prioritise older patients first.
- For 1st Invitation | Pregnant - All - Includes all pregnant patients. Clinician can check how many weeks pregnant the patient is to determine eligibility and invite appropriately. Where appropriate, vaccinations may be administered during routine midwife appointments. The Ardens "Pregnancy Immunisation" template can be used to record the RSV vaccination.
Invites can be sent by SMS, email or post and have been ordered as follows:
- 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
When you send out 1st, 2nd and 3rd invitations and add the invite code in the report name, the patients will be moved to the next invitation but will not appear in the subsequent report until two weeks after the previous invite code was entered. This helps ensure that 2nd or 3rd invitations are not sent too soon and there is a minimum of two weeks between.
⚠️ Please note: Only the following two RSV-specific invitation codes should be used when sending out invitations:
- RSV vaccination invitation letter - 2242701000000103
- RSV vaccination invitation SMS text message - 2242691000000103
⚠️ Please note: Care home, housebound, LD, Dementia, SMI, EoL and patients with Reasonable Adjustments are excluded from the main invites, and instead are included in the 'Consider Method' folder.
Consider method
Navigate to Reporting > Clinical Reporting > Arden's Ltd > Vaccinations > RSV | 04 Invites | Consider method.
These reports include eligible patients with a Learning Disability, Severe Mental Illness, Dementia, Palliative Care and patients with a reasonable adjustment recorded. This helps practices to manage these groups of patients individually and invite appropriately.
⚠️ Please note: Patients in these groups are excluded from the main invitation reports listed above. To ensure no patients are missed, it is essential that you run the specific reports for these groups separately.
To identify these group of patients and their requirements, a report output can be used.
Run the required consider invite method report and then right-click > Show Patients.
Use the Select Output option located above the patient list, select Pre-defined report output, and then select the report output titled 'Consider Invite Method - LD/SMI/Dementia/EOL/RA'.
This will allow staff to review the list on an individual basis and decide on the most appropriate method of contacting each patient about their vaccine. You may wish to contact some patients in bulk from this list, which can be done using your usual procedure.
Visits
Navigate to Reporting > Clinical Reporting > Arden's Ltd > Vaccinations > RSV | 05 Visits.
Separate visit reports are provided for housebound and care home residents so practices can use the list of patients to support administration outside of the practice.
These patients are excluded from all invitation reports, so use the Visit reports to plan and organise vaccinations.
Deliver
To support vaccine delivery and ensure accurate coding, templates are available for consistent and efficient documentation.
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.
⚠️ Please 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.
RSV Immunisation Template
The template homepage will provide you with a summary highlighting why the patient is eligible for the vaccine. It will also show you the patients previous vaccination history, including allergies and adverse reactions. This will help to quickly confirm the patient's eligibility status and allergies.
Select the required page for the patient you are vaccinating, based on their eligibility reason.
Older Adults:
Pregnancy:
⚠️Please note:
When vaccinating pregnant patients, you must record that the patient is pregnant on the same day as the vaccination, regardless of whether the pregnancy code has already been documented. Failure to do so will result in the vaccination not being included in the 'RSVP001' extraction report.
To ensure correct reporting:
- Tick the 'Eligible for RSV vaccine at least 28 weeks pregnant' box on the template.
- This will add the code 'Patient currently pregnant (77386006) to the patient record.
Recording both the pregnancy and vaccination on the same day ensures the patient is included in the automated extraction for payment.
⚠️Please 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.
Evaluate
Review after
Navigate to Reporting > Clinical Reporting > Arden's Ltd > Vaccinations > RSV | 06 Review after.
These reports highlight potential data issues that could affect payment.
- For review after | ?Consider adding pregnancy code on the same day as RSV vaccination last month + pregnant at time of vaccine - Identifies pregnant patient who have received the RSV vaccination in the last calendar month but did not have the 'Patient currently pregnant (77386006)' recorded on the same day as the vaccination. Practices should review these patients and decide whether it is appropriate to backdate the pregnancy code to match the vaccination date.
- For review after | ?Consider adding pregnancy code on the same day as RSV vaccination this month + pregnant at time of vaccine - Same as the report above but looking at the current calendar month.
The remaining reports in this folder identify patients who are still eligible (i.e. not vaccinated, declined or contraindicated) and have already received three RSV invitations - at least 7 days apart - within the last 12 months. These patients can be reviewed and contacted again if you wish.
Payment Reports
Navigate to Reporting > Clinical Reporting > Arden's Ltd > Contracts I Year I ES and VI.
These reports help to support monitoring of monthly Enhanced Services and Vaccination & Immunisation (ES & VI). It includes reports for potential data quality issues with the 'Not predicted' reports highlighting patients that are not due to be included in the extracts. These patients can be reviewed, and any necessary updates made to their records before future extracts are run.
Activity | All
Navigate to Reporting > Clinical Reporting > Arden's Ltd > Vaccinations > RSV | 07 Activity | All.
These reports include active, deceased and deducted patients, providing a complete activity count of those who have received the vaccine in the last 12 months or within the last calendar month.
These reports are not split by age cohort or pregnancy status, but this can easily be achieved by applying an age breakdown to the results if required.
Activity | By Cohort
Navigate to Reporting > Clinical Reporting > Arden's Ltd > Vaccinations > RSV | 07 Activity | By Cohort.
These reports show how many patients currently in a cohort have received a vaccination and can be used to give an idea of uptake figures. They only include active patients and are not intended to reflect the total vaccination activity as patients will be removed from the reports as they leave a cohort, for example, when a pregnancy ends.
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 be used to help with any manual claims that are needed by breaking down the results.
Run the required reports and break down by age or date of birth, or any other useful fields.
⚠️ Please Note: For patients who were 79 years old on 31st August 2024, and who turn 80 and are vaccinated before 31st August 2026, you will need to identify those patients born between 2/9/44 and 31/8/46, and are aged 80 or 81 at the time of vaccination. This can be done by filtering patients who are currently aged 80 or 81, have a date of birth in the specified range and where the event date (vaccination) is after their birthday. In the example below, the two highlighted patients meet the required criteria.
Additional Learning
To help further your understanding of the vaccination programmes and how to make the most of the Ardens resources:
- Explore more helpful resources in our Vaccination Support Articles.
If you require any further assistance on the process above, please contact Ardens support on: