VASE+ Job Aid: Registrant Communications Guide
VASE+
Job Aid – Vaccine Recipient Notifications
In this job aid, users will learn how to initiate registrant communications via VASE+. This user guide applies to
the Call Center Admin, Call Center Supervisor, and Call Center Agent.
Version 1.0
Registrant Search
In order to locate the recipient of the communication, navigate to the “Registrants” tab from the
homepage.
Figure 1 – Select Registrants from the homepage
In the Registrants page, a user can search by the following criteria:
•
First Name
•
Last Name
•
Email Address
•
Phone Number
•
Appointment Confirmation Number
•
Date of Birth
•
Yet to Make an Appointment
Figure 2 – Registrant Search Results
Upon search results generating, the user clicks on the icon in the first column to view the
registrant’s details.
Figure 3 – View Registrant Details
Version 1.0
At the bottom of the Registrant’s profile, the Communication Log shows the date and time
of communications, communication mode, communication reason, communication status,
comments, logged by user, and appointment recorded by user.
To create a new communication, select the “New Communication” button.
Figure 4 – Click the “New Communication” button
Upon clicking the “New Communication” button, the user can select the communication
mode: email, SMS, or phone. The user can also enter comments about the event. To
update the Communication Log, the user must select “Save”.
Figure 5 – Select the communication mode from the drop down and select “Save”
VASE+
Job Aid – Vaccine Recipient Notifications
Version 1.0
Reschedule Appointment
To reschedule a registrant’s appointment, navigate to the Registrants tab from the
homepage. The user can then search by First Name, Last Name, Email Address, Phone
Number, Appointment Confirmation Number, Date of Birth, and Yet to Make an
Appointment
Upon entering search criteria and selecting the “Search” button, related search results will
appear in a table below. Select the icon to the left of the patient’s record.
In the registrant’s profile, the user can then select the “Reschedule Appointment” button
VASE+
Job Aid – Vaccine Recipient Notifications
Figure 6 – Navigate to the registrants page
Figure 7 – Search for the registrant and view the profile
Figure 8 – Select the “Reschedule Appointment” page
Version 1.0
The user will be prompted to select the clinic and new time for the registrant’s
appointment, then will be sent to the registration process where the registrant’s data must
be completed again.
VASE+
Job Aid – Vaccine Recipient Notifications
Upon completing the registration process and selecting a new appointment time, the user
will confirm the new appointment by selecting “Confirm Appointment”.
Figure 9 – Complete registrant process and select new appointment time
Figure 10 – Confirm Appointment
In this VASE+ job aid version 1.0, learn how to initiate registrant communications efficiently. Find detailed steps for locating recipients, viewing registrants' details, creating new communications, and rescheduling appointments. With clear visuals and instructions, this guide is tailored for Call Center Admins, Supervisors, and Agents to streamline communication processes and enhance recipient interactions.
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Presentation Transcript
VASE+ Job Aid Vaccine Recipient Notifications Version 1.0 In this job aid, users will learn how to initiate registrant communications via VASE+. This user guide applies to the Call Center Admin, Call Center Supervisor, and Call Center Agent. Registrant Search In order to locate the recipient of the communication, navigate to the Registrants tab from the homepage. Figure 1 Select Registrants from the homepage In the Registrants page, a user can search by the following criteria: First Name Last Name Email Address Phone Number Appointment Confirmation Number Date of Birth Yet to Make an Appointment Figure 2 Registrant Search Results
VASE+ Job Aid Vaccine Recipient Notifications Version 1.0 Upon search results generating, the user clicks on the icon in the first column to view the registrant s details. Figure 3 View Registrant Details At the bottom of the Registrant s profile, the Communication Log shows the date and time of communications, communication mode, communication reason, communication status, comments, logged by user, and appointment recorded by user. To create a new communication, select the New Communication button. Figure 4 Click the New Communication button Upon clicking the New Communication button, the user can select the communication mode: email, SMS, or phone. The user can also enter comments about the event. To update the Communication Log, the user must select Save . Figure 5 Select the communication mode from the drop down and select Save
VASE+ Job Aid Vaccine Recipient Notifications Version 1.0 Reschedule Appointment To reschedule a registrant s appointment, navigate to the Registrants tab from the homepage. The user can then search by First Name, Last Name, Email Address, Phone Number, Appointment Confirmation Number, Date of Birth, and Yet to Make an Appointment Figure 6 Navigate to the registrants page Upon entering search criteria and selecting the Search button, related search results will appear in a table below. Select the icon to the left of the patient s record. Figure 7 Search for the registrant and view the profile In the registrant s profile, the user can then select the Reschedule Appointment button Figure 8 Select the Reschedule Appointment page
VASE+ Job Aid Vaccine Recipient Notifications Version 1.0 The user will be prompted to select the clinic and new time for the registrant s appointment, then will be sent to the registration process where the registrant s data must be completed again. Figure 9 Complete registrant process and select new appointment time Upon completing the registration process and selecting a new appointment time, the user will confirm the new appointment by selecting Confirm Appointment . Figure 10 Confirm Appointment
