TO:

HEADS OF PROVINCIAL HEALTH DEPARTMENTS
HEADS OF PHARMACEUTICAL SERVICES DISTRICT AND PHC MANAGERS
COVID-19 VACCINE PROGRAMME MANAGERS
COVID-19 VACCINATION SITE MANAGERS
COVID-19 VACCINATORS

 

CIRCULAR: COVID-19 VACCINATION ROLL-OUT: INFORMATION FOR VACCINATION SITES: 19th AUGUST 2021

 

All public and private sector vaccination sites should take note of the following information regarding the vaccine roll-out.

Registration and vaccination of 18 – 34 year olds

1. As from Friday, 20th August 2021, all people 18 years and older will be eligible for registration and vaccination. This includes people between 18 to 34 years of age.

 

Prioritisation of high-risk groups

2. As per the circular issued on 26th July 2021 (COVID-19 Vaccination Roll-Out – Provinces and Government Departments Next Steps), the following individuals should continue to be prioritised for vaccination, in the following order:
2.1 people over 60 years of age and people with disabilities,
2.2 people who are scheduled (have appointments) to be vaccinated on a particular day
2.3 people between 50 and 59 years of age.

3. In the coming weeks, all persons over 50 years of age will be encouraged not to wait for a scheduled appointment, but to present as walk-ins at any vaccination site. All vaccination sites must make every effort to vaccinate such persons. Where insufficient vaccines are available, they should be registered and provided with assistance to be vaccinated as soon as possible.

4. Provision of outreach services that reach older persons, especially through the SASSA paypoint project, should also be prioritised.

5. Provincial departments and vaccination sites are encouraged to ensure that individuals (18 years and older) from high-risk groups are vaccinated as soon as possible. High-risk groups include transplant recipients, other individuals on immunosuppressant therapy and individuals with other co-morbidities.

 

Documentation requirements for Registration and Vaccination

6. All documented South Africans and foreign nationals must be registered on the EVDS, and vaccinated.

7. The following documents can be used for registration on the EVDS: South African ID documents (green book, ID smartcard or birth certificate with ID number), foreign passport, refugee or asylum seeker number.

8. If a person brings a South African passport, the ID number printed in the passport should be used for purposes of verification. Do not use the South African passport number.

9. Undocumented persons (both South African and foreign nationals) cannot currently be registered or vaccinated. This includes those with an old birth certificate that does not include an ID number. A solution which will allow undocumented persons to be vaccinated using their HPRS number is currently being developed and is expected to be available from October 2021.

 

Reporting of Adverse Events following Immunisation

10. Health care workers as well as members of the public are reminded that all Adverse Events Following Immunisation (AEFIs) should be reported. All necessary information should be provided to facilitate full investigation and causality assessment.

11. The SAHPRA website which provides information regarding AEFIs, as well as aggregated data on all reported AEFIs will be available as from Friday, 20th August 2021. The site can be accessed at https://medsafety.sahpra.org.za/aefi-reporting.

12. Members of the public can report AEFIs by:
12.1 Reporting to a health care worker or health facility
12.2 Using the MedSafety App (which can be downloaded from https://medsafety.sahpra.org.za/aefi-reporting/report-aefi.html).
12.3  Calling the National COVID-19 Call Centre on 0800 029 999.

13. Health care workers should report all AEFIs using the MedSafety App or by completing the relevant Case Reporting and Case Investigation forms.

 

Correct recording of vaccination doses on the EVDS

14. The EVDS is the electronic form of the Patient Record and Vaccinators can be held liable for incorrect information captured on the EVDS

15. It has been noted that vaccine doses are being incorrectly recorded on the EVDS e.g. a person is recorded as having received Pfizer vaccine, when they have in fact received J&J vaccine. Vaccinators must ensure that they select the correct vaccine from the drop-down menu on the EVDS.

16. The importance of capturing of the correct vaccine type, dose and date of vaccination from manual forms during back-capturing must be communicated to back- capturers.

 

Back capturing of paper-based forms

17. The EVDS must be used to capture all vaccinations. Paper-based forms have been made available as back-up for when the EVDS is not available.

18. It has come to our attention the paper-based forms are not completed in full. The paper- based form must include the details of the vaccinator and their signature.

19. All provinces need to ensure that measures are put in place for the back-capturing of all paper-based forms within 24 hours.

20. Delays in the back-capturing of paper-based forms has implications for:

20.1 persons who need to receive their second dose vaccine, when the first dose has not been captured on the EVDS
20.2 reconciliation of vaccines which impacts on vaccine allocation and distribution
20.3 monitoring and reporting on vaccinations which impacts on strategic decision making for the vaccination programme
20.4 the National Call Centre which is receiving high volumes of calls from individuals who have not received the SMS’s which confirm vaccination.

 

DR NICHOLAS CRISP
(DEPUTY DIRECTOR GENERAL: NHI)
For DR SSS BUTHELEZI DIRECTOR-GENERAL:

HEALTH DATE: 19 August 2021