Table of Contents
My Turn Registration Instructions
Clinic Manager Training Introduction
My Turn Onboarding Journey
Training Agenda
Training Norms
User Profiles - Access
Training Objectives
Clinic Manager Responsibilities
Clinic Naming Best Practices
Instructions for Creating a Test Clinic
Clinic Manager Support Resources
General Tips
Issue Management
Special Use Cases
Dose Type Options Chart
My Turn & myCAvax Integrated View
Clinic Manager Training Next Steps
Additional Practice Questions
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While we wait, please log into My Turn
Clinic: https://mycavax.cdph.ca.gov/s/
• If you will be away from the system for an extended period of time, you should LOG OUT.
• Please do not use "forgot your password”— instead, contact a Clinic Manager.
Create a password 2
Take note of your username (format: YourEmail.myturn), password, and the URL for future reference
3Locate your email welcoming you to the Salesforce platform and select "Register."
1
Note: Make sure that you are logged in to My Turn, notmyCAvax.
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• Keep this Kahoot session open throughout the training – we will be using it multiple times
• The Kahoot knowledge checks contain questions from the Clinic Manager assessment you
will take after today’s training, so it’s highly recommended that you follow along!
Enter code: 96459092 For Nickname, use: “Your initials – LHJ/provider name”3
Open a second tab on your browser and go to: kahoot.it1
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Please log in to Kahoot!
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My Turn Login – Clinic Manager View
If you don’t see this view, please contact your site lead.
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My Turn Login – VA and VA Assistant View
Full Clinic Manager functionality with
continued My Turn support
“Intro to My Turn Onboarding”
“EHR Onboarding,” if applicable and
approved
“My Turn Onboarding Office Hours”
“My Turn User Training”
“My Turn Train-the-Trainer”
First clinic launched with the My Turn Clinic Operations team
“Clinic Manager Training”
“What’s New in My Turn” after each new
release
Join LaunchGet Ready Operationalize
Welcome Email
New User List and Clinic Scheduling Form
Submitted
Go-Live Confirmation
2
58
1 4 7
Communication Milestone Training SessionRequired Step Optional StepLegend
Readiness plans confirmed & myCAvaxdata check conducted
Go-ahead from Blue
Shield 3
4
Clinic Operations TeamOnboarding Team
0
LHJ / Provider Onboarding Journey
User, Clinic and Scheduling Setup
Confirmation Email
6
User Forums and Executive Engagement on solution and enhancements
Ongoing Support
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9
10
11
Today’s Agenda
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TRAINING STAGE APPROX LENGTH
1 Log in to My Turn Clinic 5 min
2 Agenda, Training Norms & Opening Poll 2.5 min
3 User Profiles & Objectives 2.5 min
4 Clinic Manager Checklist & Onboarding Journey Overview 2.5 min
5 Clinic Naming Best Practices & Participation Safeguards 2.5 min
6 Setup a Clinic 15 min
7 Vaccine Supply 5 min
8 Schedule Clinic Hours of Operation 5 min
9 Kahoot Learning Check 5 min
Break 5 min
10 Vaccine Inventory 5 min
11 User Management 10 min
12 Clinic Dashboard & Reports 5 min
13 SMS Notifications 5 min
14 Clinic Tags 5 min
15 Kahoot Learning Check 5 min
16 Recap: Clinic Manager Resources & Readiness Checklist 5 min
17 Readiness Survey 5 min
18 Q&A Session 25 min
Total Training Time: 120 min
Training Norms
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3P a r t i c i p a t e
F o l l o w a l o n g t o
s e t u p a c l i n i c .
O v e r a c h i e v e r s ,
p l e a s e d o n o t g o
a h e a d o f u s
.1A s k q u e s t i o n s
. 2 .B e p r e s e n t
A v o i d m u l t i t a s k i n g
p l e a s e
P i n g y o u r
q u e s t i o n s i n t h e
c h a t o r a s k d u r i n g
o u r c l o s i n g Q & A
Please fill out this quick poll!How comfortable do you feel using My Turn to fulfill your Clinic Manager responsibilities?
1 - Not at all Comfortable
2 – Slightly Comfortable
3 – Somewhat Comfortable
4 – Moderately Comfortable
5 – Very Comfortable
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VA Assistant Vaccine Administrator (VA) Clinic Manager
View all Clinics (within the associated provider account(s))
✓ ✓ ✓
View all Clinic Appointments ✓ ✓ ✓
Check-in a Registered Patient ✓ ✓ ✓
Add a Walk-in Patient ✓ ✓ ✓
Edit Patient Details (screening questions, health insurance, etc.)
✓ ✓ ✓
Edit Vaccine Administration Data - ✓ ✓
Document Adverse Reactions ✓ ✓ ✓
Add/Cancel Appointments in Bulk ✓ ✓ ✓
View Clinic Dashboard and Reports - - ✓
Export Clinic Reports - - ✓
Create Clinics - - ✓
Edit Clinic Hours and Availability - - ✓
Add New Vaccine Supply - - ✓
Edit Existing Vaccine Supply - - ✓
Send SMS to Standby & Availability List - - ✓
User Management - - ✓
Add Clinic Tags - - ✓
12
After
Clinic
Manager
Training
User Profiles – Access
13
Objectives
After completing the Clinic Manager Training Session, Clinic
Managers will understand the following:
1 Clinic Creation
2 Clinic Operations
3 User Management
4 Ongoing Support & Resources
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Category Responsibilities Ready?
Clinic Creation
Add a Clinic to an Account ❑
Add Vaccine Inventory to Account ❑
Add Vaccine Supply to a Clinic ❑
Edit/Delete Existing Vaccine Supply ❑
Clinic
Operations
Clinic Availability and Hours of Operation ❑
Clinic Dashboard ❑
Clinic Reports ❑
Send SMS Notifications ❑
Manage Clinic Tags for Display in My Turn Public ❑
User
Management
Add Users (Individually and via Bulk Upload) ❑
Edit User Contact Details ❑
Reset User Passwords ❑
Add Users to Multiple Providers ❑
Ongoing
Support and
Resources
Contact Clinic Operations Pod as needed ❑
Access My Turn Training Materials on EZIZ and YouTube (Materials are refreshed after every release) ❑
Register for My Turn Trainings on EZIZ if needed ❑
Access new release information (What’s New in My Turn Session and Release Notes) ❑
Clinic Manager Responsibilities
2 Options to Create a Clinic
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Option 1:
Setup a ClinicIncludes:
• Adding a Clinic
• Adding Vaccine Supply
• Adding Vaccine Inventory
• Setting Clinic Schedule
Option 2:
Add a ClinicOnly creates a new Clinic. Does not:
• Add Vaccine Supply
• Add Vaccine Inventory
• Set up Clinic Schedule
You will have to do those things separately.
Clinic naming recommendation
Naming Layout: Level 1 – 2 – 3 - 4
• Level 1: Clinic/Site Name
• Level 2: Location
• Level 3: Vaccine Brand
• Level 4 (Optional): Dose Type (Single or Both Dose)
• Clinics can specify “First Dose Only” or “Second Dose Only” in lieu of “Single Dose Clinic”
Ex: Mission Dolores – San Francisco – Pfizer – Single Dose
17
Note: It is important to follow the required format, since the Clinic Name is how your
clinic will appear to patients in My Turn. If
Levels 1-3 of the naming format are
omitted, patients may end up scheduling
appointments at the wrong clinic.
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Best practices for clinic namingUse short, clear, easy-to-interpret language:
• Keep in mind multi-lingual audiences and translators
• Include recognizable key words (San Francisco, XX Arena/Center/Stadium/Site)
Eliminate acronyms, abbreviations and jargon whenever possible:
• Avoid SF, LA, CSUN, HHSA, HHS, LHD, CAL OES/CalOES, etc.
• Avoid PODs, Mega POD, MPOD, etc.
Use a dash with spaces to delineate between levels:
• Clinic/Site name – Location – Vaccine Brand – Dose Type (Optional)
Include available vaccine brand
• Separate clinics will need to be created if your clinic offers multiple brands of vaccine
Include and spell out dose information consistently:
• Use Single Dose, First Dose, Second Dose or Both Doses (versus 1st or 2nd)
*Note: Please ensure that each clinic has a unique name. Do not have duplicate names across multiple clinics.
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Creating a test clinic in My Turn
These safeguards ensure your test clinic does not go live for scheduling:
1. Use clinic name “Test Clinic – (DO NOT USE) – Vaccine Brand – Dose Type (Optional)”
2. Hide from public scheduling (Step 2) when setting up a clinic (Exclude from Search)
3. Set “Vaccine Inventory” (Step 3) Total Doses to zero and DO NOT make available
4. Set “Stock Capacity/Vaccine Supply” (Step 3) Current Stock to zero
5. DO NOT add Users
We will remind you of these details during the demonstration
Therefore, please DO NOT go ahead of us!
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Clinic ManagersDemo – Walkthrough Video Part 1
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• Keep this Kahoot session open throughout the training – we will be using it multiple times
• The Kahoot knowledge checks contain questions from the Clinic Manager assessment you
will take after today’s training, so it’s highly recommended that you follow along!
Enter code: 96459092 For Nickname, use: “Your initials – LHJ/provider name”3
Open a second tab on your browser and go to: kahoot.it1
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Please log in to Kahoot!
Today’s Agenda
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TRAINING STAGE APPROX LENGTH
1 Log in to My Turn Clinic 5 min
2 Agenda, Training Norms & Opening Poll 2.5 min
3 User Profiles & Objectives 2.5 min
4 Clinic Manager Checklist & Onboarding Journey Overview 2.5 min
5 Clinic Naming Best Practices & Participation Safeguards 2.5 min
6 Setup a Clinic 15 min
7 Vaccine Supply 5 min
8 Schedule Clinic Hours of Operation 5 min
9 Kahoot Learning Check 5 min
Break 5 min
10 Vaccine Inventory 5 min
11 User Management 10 min
12 Clinic Dashboard & Reports 5 min
13 SMS Notifications 5 min
14 Clinic Tags 5 min
15 Kahoot Learning Check 5 min
16 Recap: Clinic Manager Resources & Readiness Checklist 5 min
17 Readiness Survey 5 min
18 Q&A Session 25 min
Total Training Time: 120 min
Clinic ManagersDemo – Walkthrough Video Part 2
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Clinic Manager TrainingRecap, Readiness Survey, and Q+A
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Today’s Agenda
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TRAINING STAGE APPROX LENGTH
1 Log in to My Turn Clinic 5 min
2 Agenda, Training Norms & Opening Poll 2.5 min
3 User Profiles & Objectives 2.5 min
4 Clinic Manager Checklist & Onboarding Journey Overview 2.5 min
5 Clinic Naming Best Practices & Participation Safeguards 2.5 min
6 Setup a Clinic 15 min
7 Vaccine Supply 5 min
8 Schedule Clinic Hours of Operation 5 min
9 Kahoot Learning Check 5 min
Break 5 min
10 Vaccine Inventory 5 min
11 User Management 10 min
12 Clinic Dashboard & Reports 5 min
13 SMS Notifications 5 min
14 Clinic Tags 5 min
15 Kahoot Learning Check 5 min
16 Recap: Clinic Manager Resources & Readiness Checklist 5 min
17 Readiness Survey 5 min
18 Q&A Session 25 min
Total Training Time: 120 min
Clinic Manager Support Resources
27
PDF Quick Sheets
User-specific contentBite size videos by
user/role
EZIZ.ORG/Covid/MyTurn
Presentation and Resources: Walkthrough of Clinic Manager capabilities, including special use cases and troubleshooting advice
Videos: Recordings of Public & Clinic capabilities, process steps, and tasks by user/role type.
Quick Sheets: Quick reference cards for users detailing key steps and associated system thumbnails.
Trainings: Live training registration and pre-recorded sessions
COVID Call Center (833-502-1245): For vaccine program information. Hours: Mon-Fri, 8AM-8PM
PDF Walkthrough
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General Tips
1Prevent staff from getting locked out of their accounts by reminding them to
save their Username and Password Information and bookmark the URL:https://mycavax.cdph.ca.gov/s/
2Bookmark the Eziz and YouTube URLs:
https://eziz.org/covid/myturn/
https://www.youtube.com/playlist?list=PLZqpl41f-8c9nIjyV-cElYT_1hyeHH1ft
3 Use Chrome Browser. Clear cache before launching My Turn.
4When stepping away from your device, don’t forget to logout. When logging back in, use the URL you bookmarked. Do not try logging in from the email you received because you will get locked out of your account.
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My Turn Clinic Operations Pod
Request type:
• Questions around new clinic
setup/updates and clinic
schedule updates (using clinic
scheduling form)
• Questions around initial User
Creation of User lists
• Client-specific use case questions
surrounding system limitations,
clinic setup, etc.
• Troubleshooting not done by Help
Desk or Command Center
• Appointments unreleased
• Schedule irregularities
• User-related visibility issues
(unable to see
clinics/inventory)
My Turn Clinic Help Desk
Request type:
• Account creation/modification
• User login issues (password issues,
lockouts, training completion
blockers)
• System issues (T2/T3)
Contact:
• Phone: 1-415-621-9494
• Email:
Hours:
• M-F 7 AM-7 PM PST
• Sat-Sun 8 AM-1 PM PST*Note: Clinic Managers can also reset user
passwords, create users, and modify certain
user details. Escalate these issues to Help Desk if
you are unable to use the CM functions.
My Turn Command Center
Request type:
Urgent issues that require immediate
fixes such as:
• System outage errors
• Inability to schedule appointments
Contact:
• Please reach out to your Clinic
Operations Pod if you need to
access the Command Center line
Hours:
• M-F 7:30 AM-5:30 PM PST
• Sat 7:30 AM-3:30 PM PST
*Note: Please contact your Clinic Operations
Pod before escalating to the Command Center
– they are available for go-live support and
urgent escalations.
Issue Management
Special Use CasesTable of Contents
5 How do I set up a walk-in only clinic?
1 My clinic is open for patients to schedule both 1st and 2nd dose appointments.
2 My clinic is only open for patients to schedule 1st dose (single dose) appointments.
3 My clinic offers multiple types of vaccines (e.g., Pfizer and Moderna)
4 How can I delete a duplicate vaccine inventory entry?
6 How does a mobile clinic change its address?
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Special Use Case
1
Create a clinic and indicate that it is a “Both Dose” clinic in the title.
(Clinic title format: Provider – Clinic Location – Vaccine Brand – Both
Dose)
2
For Vaccine Supply, enter the corresponding “Vaccine” code for a 2 Dose clinic and add supply for both 1st and 2nd doses separately (If you
are using the Setup a Clinic function, indicate that your clinic will offer 2
doses; 1st and 2nd doses will pre-populate to the same stock count)
Case: My clinic is open for patients to schedule both
1st and 2nd dose appointments.
3
For Availability, ensure “End Date” is at least 3 or 4 weeks from the last day of appointments (i.e., For a Pfizer 2 dose clinic, if the first week the
clinic is open from M-W, end date must be 20-25 days from that
Wednesday; for a Moderna 2 dose end date should be 27-32 days).
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Special Use Case
1
Create a clinic and indicate that it is a “First Dose Only” clinic in the title
(Clinic title format: Provider – Clinic Location – Vaccine Brand – First Dose
Only).
2
For Vaccine Supply, enter the corresponding “Vaccine” code for a 1 Dose clinic then only add one Vaccine Supply entry for the dose you
offer (if you are using the Setup a Clinic function, indicate that you will
offer 1 dose scheduling).
Case: My clinic is only open for patients to schedule
1st dose (single dose) appointments.
Note: In Vaccine Supply, “Dose Number” for a single dose clinic is
always “1”.
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Special Use Case
Create a separate clinic for each vaccine type and indicate the brand
in the “Clinic Name” (i.e., Create a Moderna only clinic and a Pfizer only
clinic).
Fill out details for each clinic separately (i.e., Vaccine Supply,
Availability).
Note: You can use the “Clone Clinic and Availability” feature to copy the
Clinic Details and Availability of an existing clinic to a new clinic.
2
Case: My clinic offers multiple types of vaccines,
(e.g., Pfizer and Moderna).
1
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1
2
3
Case: How can I delete a duplicate vaccine inventory
entry?Clinic managers cannot delete duplicate vaccine inventory entries; however, they can
hide the asset from being available for selection during the vaccination process.
Navigate to the Vaccine Inventory tab.
Search for and select the vaccine inventory you wish to hide.
Click the pencil icon beside the “Status” field to edit, set status to “-None-”.
4 Next, set “Total Doses” to zero.
5 Click “Save”.
Special Use Case
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1 Create a clinic.
During clinic creation, “Exclude From Search” (Do not make available for
public scheduling).3
2 Push clinic “Available Date” past the clinic “End Date.”
5 For Availability, fill out the walk-in clinic’s hours of operation and set “Appointments per time window” to 0.
Note: Remember to fill out “Vaccine Inventory” and update “Lot” number
as needed.
Case: How do I set up a walk-in only clinic?
Special Use Case
When making a new walk-in appointment, select this clinic to tie the
appointments to.6
4 For Stock Capacity/Vaccine Supply, set “Current Stock” to 0.
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Note: If clinic is not public facing, follow the setup steps for a walk-in only
clinic.
Case: How does a mobile clinic change its address?
Special Use Case
1If the clinic is not public facing, Clinic Managers can continuously change the address via the clinic details page.
3
If a mobile clinic returns to a previously used address, simply update the
start date/closing date for the existing clinic profile at that address. Since
public facing clinics prompt patients to schedule both doses at the same
site, mobile clinics must be at the same address for the second dose.
2
If the clinic is public facing (patients can book directly online) and the
mobile clinic relocates, Clinic Manager must open a new clinic at the
additional location. Any change of address requires a new clinic to be
made.
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Dose Type Options
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Clinic Availability
Name used in optional
4th level of naming
convention
Who can view and
book at this clinic
in My Turn?
Required settings in My Turn
Vaccine Supply
CodeOption 1:Setup a Clinic Flow
Option 2:Adding Vaccine Supply
Manually
Single Dose Clinic (appointments offered for
< 3 consecutive weeks)
Single Dose Clinic
Dose number not specified
Patients seeking first
or second dose
Select “First dose only”
under Appointment Scheduling in Step 2
Add vaccine supply for
Dose Number 1
Pfizer: VAX-0003
Moderna: VAX-0004Johnson & Johnson:
VAX-0005
First Dose OnlyFor clinics targeting Patients seeking first dose only appointments
Patients seeking first or second dose
Select “First dose only” under Appointment Scheduling in Step 2
Add vaccine supply for Dose Number 1
Pfizer: VAX-0003Moderna: VAX-0004
Second Dose OnlyFor clinics targeting Patients seeking second dose only appointments
Patients seeking second dose
Select “Second dose only” under Appointment Scheduling in Step 2
Add vaccine supply for Dose Number 1
Pfizer: VAX-0010Moderna: VAX-0011
Both Dose Clinic(appointments offered for
> 3 consecutive weeks)
Both DoseFor clinics giving Patients the option to
schedule both doses at the same time
Patients who have not yet been vaccinated, and are
seeking first andsecond dose
Select “Both Dose” under Appointment Scheduling in Step 2
Add vaccine supply for Dose Number 1 & Dose Number 2
Pfizer: VAX-0000Moderna: VAX-0001
My Turn and myCAvax Integrated View
Join LaunchGet Ready OperationalizeMy Turn Clinic Operations TeamMy Turn Onboarding Team
My Turn User Training(T, W, Th: 3 PM PT)
Clinic Manager Training(Th: 10 AM PT)
What’s New in My Turn(Bi-weekly on F: 4 PM PT)
Train-the-Trainer Session(M: 1 PM PT)
Enroll in myCAvax
My TurnmyCAvax
Onboarding & Training
Comms
Executive Engagement
Email: WelcomeEmail: Session Reminders and Follow-up post
onboarding sessionEmail: Clinic Go-Live, Command Center
Invitation, CM Training Reminder
EZIZ – Includes FAQs(Continuously Updated)
User Engagement
Weekly Wrap-Up (Providers)
End of Week Email (LHDs/MCEs)
101: System Overview(Weekly)
411: System Demo for New Functionality
(Weekly)
My Turn Release Notes
myCAvax Team
My Turn Core User Experience/Feedback Sessions(T: 4 PM PT)
myCAvax and My Turn Office Hours for LHJs(M: 12 PM PT)
My Turn + myCAvax
myCAvax Training (In-system)
My Turn Volunteer Live Demonstrations(Th, F: 2 PM PT)
Provider Office Hours(M: 9 AM PT)
Intro to My Turn Onboarding (M, W, F: 1 PM PT)
Required
EHR Onboarding(T, Th: 11 AM PT)
My Turn Onboarding Office Hours(T, Th: 1 PT)
Optional
FQHC Executive User Experience Sessions (TBC Monthly)
My Turn Learning Materials: EZIZ + YouTube(continuously updated)
LHJ Executive User Experience Sessions(TBC Monthly)
Ad Hoc Executive Briefings(As Needed)
My Turn Volunteer Office Hours(W: 8 AM PT)
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Clinic Manager Training
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Next Steps
Attend Clinic Manager Training
In Session 6/17
• Complete Operational Readiness Survey (ORS)
After Session 6/17
• Review follow up email
containing assessment Link
and training resources
• Complete CM Training
Assessment
6/18 – 6/23
• Retake CM assessment as needed (pass < 70%)
• If not done in session, Complete Operational Readiness Survey
Thursday 6/17 Friday 6/18 – Wednesday 6/23
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In which “Setup a Clinic” step can you hide a clinic from public view? How can this be updated?
In which “Setup a Clinic” step can you hide a clinic from public view? How can this be updated?
• In Step 2: Clinic operations
• This can be updated by going into the clinic details page and updating the “Exclude from Search” checkbox
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How do you setup a clinic that offers two brands of vaccine (e.g., Pfizer and Moderna)?
a. Create one clinic with both vaccine brands in the title
b. Create separate clinics for each
c. None of the Above
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How do you setup a clinic that offers two brands of vaccine (e.g., Pfizer and Moderna)?
a. Create one clinic with both vaccine brands in the title
b. Create separate clinics for each
c. None of the Above
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Where do you update lot numbers?
a. In the Vaccine Inventory Tab
b. In the Vaccine Supply Tab
c. None of the above
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Where do you update lot numbers?
a. In the Vaccine Inventory Tab
b. In the Vaccine Supply Tab
c. None of the above
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BONUS: Does vaccine inventory add inventory at the clinic level or the provider account level?