5. Set up CVCP Program the PPA Portal
Click here for a downloadable supporting checklist
4. Publish a website with Guild Digital
GuildLink is helping pharmacies get ready for vaccinations. With changes to legislation for the recording and reporting of vaccinations there are important steps to take to help ensure you're set up correctly. This guide, alongside the great resources created by the Pharmacy Guild of Australia and Services Australia will help ensure you've completed all tasks required. Start this process now as it can take time waiting for approvals and form processing.
The key steps are listed here. You can click on the step you're up to. Here we go!
3. Subscribe to GuildCare and set up
2. Register for the AIR
1. Set up PRODA
Watch videos on optimising GuildCare for Vaccinations
Creating QR Codes
Set up AIR Web Services in GuildCare
Set up CVCP Program the PPA Portal
GuildLink is helping pharmacies get ready for vaccinations. There are a few steps, so it's important to get started early.
We've broken it down into three key phases: Ready, Set, Go
Ready is all about getting your pharmacy connected to the Australian Government's digital services
Set covers how to ensure your software and pharmacy have the optimal set up
Go has you maximising your pharmacy's potential by unlocking the 'Promote, Book, Clinical, Payments' efficiencies of the GuildCare platform.
Simply follow the steps below. Remember - the software can't work until you have lodged the required government forms and they have been processed.
Click here to start process
PRODA (PROvider Digital Access) is an online identity verification and authentication system. It lets you securely access government online services. PRODA is your gateway to accessing services like the Australian Immunisation Record, which pharmacists will need to do for each vaccination they perform.
Click here to access the Pharmacy Guild of Australia's FAQ's about PRODA
The key steps are:
A PRODA action plan has been developed by the Guild.
Set up PRODA
Click here to access the HW027 form
The next steps can be done after you've got your your AIR provider number and AIR linking code.
Step 2: Link your Organisation PRODA to HPOS, then link HPOS to the AIR (via Medicare Online)
Log in to PRODA and follow the steps to connect PRODA to HPOS then HPOS to AIR by entering your AIR Provider number and AIR linking code - Click here for a screen-by-screen walk through. This will link HPOS to AIR so you can view and manually record to your patient's AIR records. GuildCare has a more efficient way to view and record to your patient's AIR records which will cover soon - but complete this step as a back up.
Step 3: Complete the Services Australia HW027 Form so you can access AIR web services for realtime AIR information
Accessing a patient's AIR record via HPOS is time consuming for pharmacists during a vaccination service. An easier way is viewing the record in GuildCare. To do this, the HW027 must be submitted to Services Australia to confirm to them that GuildCare is software you authorise.
You'll need to get your Minor ID from GuildCare which can be found in GuildCare (this is unique to your pharmacy's GuildCare subscription and is different from your PBS Online Minor ID):
In GuildCare, click on Admin >> AIR Integration and your Minor ID will be shown. In this example it is 'GLD30612' but yours will be unique to your pharmacy. Enter this on the HW027 form. Click here to acccess the Guild's guide to completing this form.
Click here to access the IM004 form
The Australian Immunisation Register (AIR) is a national register that records vaccines given to all people in Australia. From 01 July 2021 it is mandatory that immunisers report ALL vaccinations to AIR. GuildCare has AIR recording and viewing functionality built in but you do need to set up your AIR immunisation provider details.
Click here to access the Pharmacy Guild of Australia's FAQ's about AIR
Step 1: Complete the IM004 Form to get your AIR provider number and AIR linking code
Complete an application to register as a vaccination provider by downloading and completing the IM004 form from Services Australia. After up to 7 days, you will receive an AIR provider number (1 Letter + 5 Digits + 1 Letter e.g. A44243L) and your AIR linking code which will link your pharmacy to the AIR.
You will need both these credentials to:
a) Link your Organisation PRODA account to the AIR (so you can access patient AIR records before a vaccination)
b) So you can upload the vaccination records you perform in your pharmacy to the AIR
Register for the AIR
Next, set up GuildCare to communicate to the AIR. Watch the video below and follow the steps:
This will created the a 'Device Activation Code'. You need to enter this into GuildCare, so keep this PRODA window open.
Watch this video
If you haven't yet subscribed to GuildCare - please do so by completing this form:
Subscribe and set up GuildCare
Click here to see how pharmacies are using their Guild Digital website
Now you've set up the GuildCare software for vaccinations - it's time to use the full power of GuildCare. This is achieved by using the Bulk messaging feature and the online bookings URL feature. To activate these super-powers view the videos below.
The best way to communicate the value of your vaccination services is to publish a website with Guild Digital. This will allow you to have a 24/7 digital conceirge that engages your local customers about the services you offer and drives them to book online. This saves time, effort and money for your pharmacy and gives customers what they want - convenience.
Set up your website with Guild Digital
Click here for the GuildCare PPA Integration User Guide
Pharmacies should not register for the CVCP Program in the PPA Portal until they have been sent an onboarding pack email from the PPA.
The Main Authorised Person for the pharmacy is the only person who can register the pharmacy for the Program (as is the case for registering for any other Program on the PPA Portal).
Screenshots of the registration process can be found in our CVCP User Guide available here: https://www.ppaonline.com.au/wp-content/uploads/2021/06/Portal-User-Guide-CVCP.pdf. The User Guide is found in the Program Rules and other Downloads section of the CVCP Program webpage.
The pharmacy will be asked to enter:
The pharmacy will also be asked to agree to the Program declaration. They should ensure they have read all required documents such as CVCP Program Rules etc before agreeing, noting that the PPA/Taskforce may conduct audit and compliance activities on pharmacies to ensure what has been agreed to is being met.
Upon submitting their CVCP Program Registration this will go to a PPA Operator for approval. Only pharmacies who have been onboarded will have their registration approved in the PPA Portal.
Claims can be submitted manually or (once signed off) via integration on their CVCP Program Registration has been approved.
Pharmacies should ensure they are selecting the correct type of 2nd dose as they are paid differently depending on their answer.
Pharmacies should also ensure they are submitting claims under the correct pharmacy.
In GuildCare please also ensure your PPA Portal integration credentials have been entered via Admin >> Pharmacy Programs Administrator
Registering for the CVCP in the PPA Portal
Vaccination Recording Protocol
COVID-19 Vaccine Video Series
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