Of course, many of the contemporary COVID-19 vaccines require two doses for optimal efficacy. Scheduling a recipient’s second dose in the requisite timeframe presents a unique logistical challenge. Here’s how some vaccine providers are navigating this complexity.

• On-site scheduling: Require first dose recipients to schedule their second dose appointment while they are in observation following their first dose. Enlist staff to help schedule recipients who don’t have smartphone or need assistance. Provide a link or QR code to scan for more tech-savvy recipients to schedule their own second dose while they are waiting to be released.
• Invite to schedule second dose by email: A potentially less common approach is to email first dose recipients an exclusive link to schedule their second dose as the time approaches.

At RSVPify, we’ve heard repeatedly that vaccine recipient hopefuls are eager to be flexible, and willing to clear their schedules to make their first and second vaccination appointments.

Their advice? Focus on efficiency and process, and not on accommodating individual schedules. 

Managing queues on-site can present another host of logistical challenges — particularly as some recipients may arrive to their appointment well earlier than expected, resulting in a shortage of available space in some cases. 

• Avoid lines: Where possible, utilize a large, open space with numbered individual seats and/or waiting areas. Space these numbered waiting areas as much as possible, and assign recipients a number as they arrive (in RSVPify, you can “tag” recipients with this number assignment). Avoid true lines, especially in recipient populations that may require seating and easy access to bathrooms while they wait.
• SMS notifications: Recipient lists and their associated “tags” (e.g. vaccine maker, phase, appointment time slot, etc.) can be readily exported from RSVPify and imported into a 3rd-party SMS platform. Recipients can wait in their car, and provider staff can send SMS notifications when it’s time for a given recipient or batch of recipients to receive their vaccination.

Vaccine providers have reported that they may unexpectedly receive additional doses — or, in other cases, may receive fewer doses than anticipated to serve a given scheduling block.

Choose a vaccine appointment scheduling system that allows for flexibility. Vaccine administrators may need to be able to add additional capacity on a day-by-day basis, or scale back availability to mitigate the potential for mass cancelation.

Email Address: Most vaccine scheduling software requires email by default in order to send confirmation emails and calendar invitations. The ability to be able to quickly email select vaccine recipients or recipients en masse (scheduled to receive their vaccine on a given day, for example) is critical in case of an urgent update or last-minute vaccination site change.

Phone Number: Not all recipients have an email address, especially in elderly populations. Some recipients may use a friend or family member’s email address when scheduling their appointment.

Collection of a phone number ensures your organization can reach recipients in one way or another with critical updates or appointment cancelations.

Mobile Phone Number: Requesting a mobile phone number allows vaccine providers to import a list of recipients into a mass SMS platform, and keep recipients informed by SMS.

If using RSVPify as a vaccination scheduling solution, you can tag recipients and import your recipient’s mobile number and tags to allow for SMS updates or alerts when it’s a recipient’s turn in line.