Introducing the specifications of the vaccination reservation management system

Contents of this article 

  • Reservation management system overview
  • Login function
  • How to register and confirm the vaccination venue
    • ①-1 How to register individually from the management screen
    • ①-2 How to batch register from csv
    • ②List of venues
    • ③ Venue details
  • Account registration/confirmation method
    • ④-1 How to register individually from the management screen
    • ④-2 How to batch register from csv
    • ⑤ Account list
    • ⑥ Account details
  • How to register/confirm vaccination reservation
    • ⑦-1 How to register individually from the management screen
      • Children’s reservation slot
      • Same-day reservation frame
      • Set reservation frame
      • age limit
      • Target inoculation frequency/inoculation interval
    • ⑦-2 How to batch register from csv
    • ⑧ List of vaccination reservation slots
    • (9) Details of vaccination reservation slots
  • How to register and confirm a valid vaccination ticket
    • ⑩-1 How to register individually from the management screen
    • ⑩-2 How to batch register from csv
    • ⑪ List of valid vaccination tickets
    • ⑫Valid vaccination ticket details
  • How to register/confirm resident information
    • ⑬ Resident information registration
    • ⑭Details of resident information
    • ⑮Resident search
  • ⑯ Reservation
    • ⑰-1 Inoculation reservation
      • About the third reservation
      • About the 4th reservation
    • ⑰-2 Bulk reservation
  • ⑱ Reception
  • VRS-related functions
    • ⑲ CSV download for VRS
    • (20) VRS format checker
  • Notification posting function
    • ㉑Announcement new post
    • ㉒List of news
  • Other features
    • ㉓-1 List of inoculation records
    • ㉓-2 Batch change of list of inoculation results
    • ㉔Various csv downloads
    • ㉕Operation log output
  • About system version upgrade
  • summary

Reservation management system overview

“Corona Vaccination Dedicated Reservation Management System” is a system for making reservations for new coronavirus vaccination reservations and managing vaccination results.
Residents can make reservations from various means such as web browsers, LINE, telephone (automatic voice), and each reservation can be centrally managed by the municipality (secretariat) side .
Operators can also take calls from residents and make reservations on their behalf.
Municipalities use the reservation management system to manage reservations for residents, to register reception at the vaccination venue on the day, and to register results after vaccination.

First of all, we recommend that you check the general flow of using the system in the video below, and if you want to know more detailed information and operation methods, please look at the manual.

From here, we will introduce how to use each page of the reservation management system as a manual.

Login function

First, log in to the management screen with the municipality number, master ID and password issued by our company.
Master ID is an account with all privileges, and only one will be issued per municipality, so please handle it with care.

After logging in, you will be able to register an account, register a venue, set a time frame, etc.
The reservation management system has the following pages from ① to ㉕. I will explain the details step by step.

I will explain from the configuration of the management screen after login.
A menu is displayed on the left side of the screen, and in the categories below the vaccination reservation frame, you can expand it by clicking the down arrow mark on the left and display the menu stored in it.

How to register and confirm the vaccination venue

After logging in with your master ID, we recommend that you register the venue first.
This is because if you start with account registration without registering the venue, you will not be able to issue a venue authority account (an account that can only operate a specific venue).

①-1 How to register individually from the management screen

Follow the input screen to enter the information of the vaccination venue and register.
We will register all the venues that are scheduled to use our system, regardless of whether it is a group vaccination venue or an individual vaccination venue.
Each venue needs to be freely decided by the local government, so it is a good idea to prepare in advance.

In addition to the address and nearest station, there are free entry fields in the registration fields, so you can enter additional items such as whether there is a bicycle parking lot or childcare center for each venue, whether support for the hearing impaired is available, etc.

In addition, there is a concept of public and private venues, and for venues that you do not want to be displayed in searches on the site for residents (venues where you cannot supply vaccines but only want to prepare), you can register privately.

①-2 How to batch register from csv

When registering venues in bulk, download a sample csv file from ” Inoculation venue registration ” on the “Bulk registration” screen , enter the necessary information, and upload it.

In addition, some venue information, such as handling vaccines and public settings of the venue, can also be changed at once. If you want to change the venue information all at once, upload the csv file to “Edit vaccination venue information”.

②List of venues

This is a page where you can check the list of venues registered in venue registration. You can search by “venue
number” and “venue name” , and you can also edit the information at the time of registration by pressing the details button of the corresponding venue.

③ Venue details

You can edit the information of the venue on the same page as the venue registration.

Account registration/confirmation method

④-1 How to register individually from the management screen

Once you have completed the registration of the venue, the next step is to register an account. There are four types of default
account privileges : “administrator”, “general call center”, “venue manager”, and “general venue” .

To briefly introduce the use of each authority,
“Administrator” is assumed to be used by local government officials and call centers, and is given the authority to use all functions.

“Call center general” is intended for use by call center operators, and it is possible to make reservations and register reservation slots for venues in the entire municipality.
However, overbooking and irregular operations ignoring vaccination intervals are not possible.

“Venue manager” is an account used by the person in charge of each vaccination site. Residents who have reserved their own venue can operate, but residents other than their own venue cannot be searched or registered.

“Venue general” is the authority to be used by the person in charge of receiving vaccinations at the venue and registering vaccination results. Assuming the use of part-time workers, the person in charge of the venue can make reservations that ignore overbooking and vaccination intervals, but the general authority of the venue is set so that irregular operations cannot be performed.

Each authority can be Excel DL in the latter half of the article.

When registering an account individually, enter the required information on the “Account Registration” screen.

④-2 How to batch register from csv

Accounts can also be registered in bulk using csv. When registering in bulk, download a sample csv file from the “Bulk registration” screen of your account, enter the necessary information, and upload it.

⑤ Account list

This screen displays a list of registered accounts. You can search registered accounts by “name”, “authority”, and “venue in charge” .

⑥ Account details

As with registration, a screen that can be edited will be displayed.

How to register/confirm vaccination reservation

After the account registration is completed, proceed to the registration of the vaccination reservation frame. For each venue, we will check the number of vaccines to be delivered and the schedule, and set and change the reservation frame as needed.

・”Administrator accounts” such as those in charge of local governments can register reservation slots for all venues・“Venue accounts” that
manage only specific venues can register reservation slots for their own venues . Since the supply of vaccines may not be stable for a while after the start of vaccination, it is recommended to set a small reservation quota and increase the quota after delivery of the vaccine is confirmed.

In addition, the reservation slot has the same concept of public / private as the venue, and if it is set to “public”, it will be subject to reservation on the reservation site for residents and voice IVR. “Undisclosed” slots can be
used as drafts for unconfirmed reservations or as slots for phone reservations only .
Reservations are made on a first-come-first-served basis, but accounts with “administrator privileges” can make reservations that exceed the set number of reservations, so there is no problem even if two people make reservations at the same time.

⑦-1 How to register individually from the management screen

STEP1
Click the “Add adult reservation slot” button on the upper right of the screen to display the modal for adding.
STEP2Enter
each item in the registration form and click the “Add” button. “Reservation slot name” is required, so please enter it.
STEP3Repeat
steps 1 and 2 to register multiple reservation slots.
STEP4After
adding the reservation slot, click the “Register reservation slot” button and click “Confirm” in the confirmation modal.

Children’s reservation slot

To make a reservation for children (ages 5 to 11), click the “Add Child Reservation” button on the upper right. The creation procedure is the same as the adult reservation slot above.
In the registration form for children, the vaccine is “Pfizer (for 5 to 11 years old)”, the age limit is 5 to 11 years old, and the target number of vaccinations is specified in advance.
In addition, you can perform batch registration by csv from “Create Child Reservation Space” on the batch registration screen.

Same-day reservation frame

Normal reservation slots can only be reserved for the next day or later, but the “same day reservation function” is a function that allows you to make reservations for the remaining reservation slots due to sudden cancellations on the same day.
You can use it by enabling “Same day frame setting” when creating a new reservation frame or from the reservation frame details.
* Same-day slots cannot be set by the method of batch registration of reservation slots in csv.

Set reservation frame

In the normal reservation frame, the first and second vaccination reservations are made separately, but the “set reservation function” is a function that automatically creates a reservation for two doses at the time of the first vaccination reservation.
The set reservation frame can be created by registering from “Create 2 set reservation frame” when registering collectively with csv, and by enabling “Create 2 set reservation frame” from “Detailed settings” of the reservation frame registration form when registering individually.

age limit

You can set a target age range of XX years old or older and XX years old or younger in the reservation frame.
You can set it by “Detailed setting” of the reservation slot registration form or batch registration with csv. You can also add or change settings from the Edit Information button on the vaccination reservation details screen.

Target inoculation frequency/inoculation interval

You can set the number of vaccinations (1st-2nd vaccination, 3rd vaccination or 4th vaccination) for the reservation frame. Also, if you set the 3rd or 4th vaccination, you will need to set the vaccination interval from the previous vaccination.

⑦-2 How to batch register from csv

You can download the format file for csv upload by clicking the “Sample csv download” button.
Please enter the content according to the format and upload it.

As a feature of the csv format, the columns for reservation start year/month/day/hour/minute/end time/minute are all separated.
This time, it is assumed that we will create a large number of reservation slots that are divided into quite small intervals, such as 15 minutes and 30 minutes, so we have used this format to make it easier to create and prevent mistakes.

⑧ List of vaccination reservation slots

This page displays a list of registered reservation slots. You can search by “vaccination venue”, “vaccine type”, “start date and time”, “end date and time”, “target number of vaccinations”, and “3rd vaccination interval” .
It is also possible to change public settings in bulk.

(9) Details of vaccination reservation slots

If you click “Details” for each vaccination reservation slot, a list of residents (municipal number and vaccination ticket number) who have made a reservation at that time will be displayed along with their status.
If the municipality is subject to acquisition, the Say/May will be displayed, so you can print this screen and fax it to the medical institution to notify the person who made the reservation on the day.

How to register and confirm a valid vaccination ticket

Registration of valid vaccination tickets is performed before and after registration of vaccination reservation slots.
This time, residents will log in on the reservation site with the
valid vaccination ticket number issued by the local government
and the date of birth corresponding to the vaccination ticket number . 
Therefore, the operation of registering these two items in advance in the reservation management system is the registration of a valid vaccination ticket.

⑩-1 How to register individually from the management screen

Enter the municipality number, vaccination ticket number, and date of birth of the vaccination ticket you want to register .
In principle, vaccinations are given in the municipality with the resident card, but some people cannot be vaccinated in the municipality with the resident card due to unavoidable circumstances such as moving away from home or being hospitalized for a long time.
The person can be vaccinated at the current place of residence by applying for “vaccination application outside the address”. Therefore, we have made it possible to register even vaccination tickets with other municipality numbers.

⑩-2 How to batch register from csv

You can download the format file for csv upload by clicking the “Sample csv download” button.
Please enter the content according to the format and upload it.
*In Excel, numbers with a long number of digits are automatically converted to exponents. Please note that uploading as is will result in an error.

⑪ List of valid vaccination tickets

This screen displays a list of registered valid vaccination tickets. You can search by “municipal number” or “vaccination ticket number” .

⑫Valid vaccination ticket details

This screen is used to change the date of birth if the registered vaccination ticket is incorrect, or to delete the incorrectly registered vaccination ticket.
Click “Details” in the row of the target vaccination ticket displayed in the list of vaccination tickets to display it.

Once the above settings are completed, residents will be able to book vaccinations from the reservation system.
That was it!

How to register/confirm resident information

⑬ Resident information registration

When accepting reservations for the first time, first register resident information on this page.
Regardless of the settings on the site for residents, all information can be registered and managed on the management screen side, so please enter the information you need to obtain for each municipality. You can configure your email reception settings on this screen. If you want to receive it, please enter your email address and select the “Receive” button in the email reception settings.

For the second and subsequent reservations, the resident information has already been registered, so proceed to “⑭ Resident information details”.

⑭Details of resident information

All operations that involve changing resident information, such as reservations and receptions, are operated by transitioning to this resident information screen, so it becomes a hub page.
Mainly, you can perform important operations such as
1. input / change of registration information of residents
2. registration / change
of reservation 3. registration / change of vaccination record .

⑮Resident search

It is a screen that can be used widely when you want to know information about residents, such as when you want to check the information of a person who called the call center, or when you want to check the status of a resident whose reservation could not be confirmed at the reception at the vaccination venue.
You can narrow down by vaccination ticket number, phone number, surname (Kana), first name (Kana), and press “Details” to transition to “⑭ Resident information details” page.

⑯ Reservation

The “Reservations” screen is used by call center operators who receive calls from residents and make reservations on their behalf.
The operator will enter the vaccination ticket number and date of birth heard from the residents and make a reservation for the vaccination.
If you press the “Next” button, you will be taken to the above-mentioned “⑬ Resident information registration” page.
You can also make multiple reservations at once using csv only with administrator privileges. For details on this “bulk reservation function”, please see “(17)-2 Batch reservation” below.

⑰-1 Inoculation reservation

This is the page for making a vaccination reservation by pressing the New Reservation button from the “⑬ Resident Information Registration” or “⑭ Resident Information Details” page. You can make a reservation by selecting
1, vaccination venue
2, vaccine linked to the venue
3, reservation date
4, reservation frame in the selected date in order.

In addition, it incorporates the following visual ingenuity to make it easier to understand.
・The dates with available appointments are highlighted in green.
・The availability of the venue and the number of remaining slots are displayed with icons. ・When you
hover the cursor over the reservation slot, the number of target vaccinations.   

About the third reservation

Appointments for the 3rd inoculation can be made at regular intervals (5, 6, 7, 8 months) from the 2nd inoculation.
(If the vaccination interval is less than the specified number of days, reservations can only be made in the “administrator special authority” mode. Administrator special authority can only be used by administrators, and all irregular operations are possible.)

About the 4th reservation

Appointments for the 4th inoculation can also be made at regular intervals (5, 6, 7, 8 months) from the 3rd inoculation.
(If the vaccination interval is less than the specified number of days, reservations can only be made in the “administrator special authority” mode. Administrator special authority can only be used by administrators, and all irregular operations are possible.)

⑰-2 Bulk reservation

Bookings are normally made individually, but only with administrator privileges, multiple bookings can be made together.
There are two functions in bulk reservation: “regular bulk reservation” and “data import bulk reservation”. “Normal bulk reservation” is used when the local government (secretariat) side performs an operation to specify the vaccination date in advance, and “data import bulk reservation” is used when migrating from another system or when centrally managing reservations outside this system.
Bulk reservations can be made by uploading a csv file from the “Bulk reservation” screen in “Reservation operations”.

⑱ Reception

The “reception” screen is used by the “receptionist” who confirms the reservation when entering the vaccination venue and the “vaccination certificate issuer” who registers the vaccination results.

First, when you go to the vaccination venue, the receptionist will enter the vaccination ticket number or read the barcode of the vaccination ticket from the “Reception” menu, and proceed to the above-mentioned “⑭ Resident Information Details” page to confirm the reservation information.

Here,
・I have a reservation → proceed as it is
・I do not have a reservation → I will ask you to make a reservation, or later if the seats are full
, the response policy will differ depending on the municipality.

Proceed as it is, and when the doctor’s interview and vaccination by the nurse are completed, proceed to the inoculation certificate issuer.
Again, enter the vaccination ticket number of the relevant resident or read the barcode, and proceed to the “⑭ Resident information details” page to register the vaccination record.
At this time, those who could not be vaccinated on the day due to the doctor’s judgment must set the status to “preliminary examination only”, but be careful as it will be counted as one vaccination if it is mistakenly set to “vaccinated”.

VRS-related functions

⑲ CSV download for VRS

In addition to acquiring appointments, it has a function to register vaccination results (lot number, doctor name, number of vaccinations) and output it as a csv that can be uploaded to VRS.
Especially at the mass vaccination venue, it is necessary to judge a large number of people in a short time, so we recommend batch processing with this reservation management system instead of the OCR tablet, which takes about 10 seconds to read.

(20) VRS format checker

This is a function to check whether the VRS data is in a format that can be imported when importing it into the reservation system. When uploading csv data, a csv containing the upload results will be output.

Notification posting function

The notification function can reduce the number of inquiries by posting important information on the login screen of the resident’s reservation site and on My Page.

㉑Announcement new post

Notices consist of three elements: title, summary, and text. If the public setting is “private”, it will not be displayed on the site for residents.
After entering all the necessary information on the posting screen, the “Post” button becomes active, so click it and press “Confirm” on the confirmation modal to complete posting. (Summary is optional)

㉒List of news

A list of created announcements is displayed.
It is recommended to display only one notice, but you can post up to three notices. If there are 4 or more public posts, only the 3 with the most recent creation date will be displayed.

Other features

㉓-1 List of inoculation records

Here, you can check and change the reservation status and vaccination status of residents.
You can search by “vaccination venue”, “vaccine type”, “date”, and “reservation slot”, and you can change the status, doctor name, lot number, and number of vaccinations for the residents you have narrowed down.
As a usage scene, it is a screen for changing to cancel all the people who did not come for each specific reservation slot and registering the vaccination record.

㉓-2 Batch change of list of inoculation results

This is a function to collectively register the vaccination results (status if canceled) for existing appointments in csv format.
Since it is tied to the reservation to the last, achievements without reservations cannot be registered.

㉔Various csv downloads

Valid vaccination tickets, vaccination venues, vaccination reservation slots, vaccination records, and account data can be downloaded as csv files.

㉕Operation log output

You can output the operation log of the management screen as a csv file. It is used to find out the cause, such as whether there was an error in the operation, in the event of a problem with the vaccination reservation. In addition, this function can only acquire the operation information of the management screen, and cannot acquire the operation information of the resident site.

About system version upgrade

So far, we have explained each feature of the current reservation management system.
The system will be updated from time to time based on the policy of the country and the requests of local governments and outsourcers.
The latest situation will be introduced in the article below, so please take a look at it.

summary

Although it became long, I introduced each screen and function of the reservation management system.
There are some parts that are difficult to convey with text, so we will add videos as needed.

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