Communitydriven Vaccine Events CDVE OHA Vaccine Operations Team

Community-driven Vaccine Events (CDVE) OHA Vaccine Operations Team – Equity (VOTE) 1

Community Driven Vaccine Event Process Our vision: Put equity values into action through vaccine solutions that address health disparities in communities systemically left behind. 2

Community Driven Vaccine Event Process • Vaccine Operations Team – Equity (VOTE) is situated in Vaccine Operations to perform intake functions, identify resource and funding needs. • VOTE Vaccine Engagement Coordinators (VECs) works in concert with existing regional OHA staff, such as: – Community Engagement Coordinators (CECs) – Regional Outreach Coordinators (ROCs) – Regional Emergency Coordinators (RECs) to engage and solicit interest with community-based organizations and develop partnerships with LPHAs, clinics, etc. 3

Community Driven Vaccine Event Process 1. A community partner (CP) expresses interest in participating in getting their community vaccinated. 2. CPs can participate in the vaccine effort by: a) Helping community members register for vaccine appointments b) Performing vaccine event outreach and engagement activities c) Providing staff/volunteers (including potential vaccinators) to support an event, d) Hosting or co-hosting a vaccine event, e) Donating space to hold a vaccine event f) Providing other resources as necessary. 4

Community Driven Vaccine Event Process 3. OHA VEC connects with CP and: a) Provides them with a form – and has a conversation – that helps to define: • How the CP wants to participate, • What resources the CP has available, • What hurdles/barriers may need to be overcome to achieve their event goal(s), and • If/How additional partnership (with other CPs, with LPHAs, and/or across OHA Vaccine Planning Unit (VPU) Branches) can overcome these barriers. 4. Honoring the important role that Local Public Health Authorities (LPHA) play in community-driven events, VOTE staff connects first with these key partners.

Community Driven Vaccine Event Process 5. In this connection, background information is shared to determine whether the LPHA is interested/available to actively partner by providing needed: a) b) c) d) Workforce (including enrolled vaccine providers), Location space, Vaccine allocations, and/or Other needed resources. 6. If LPHA can provide needed assistance: – LPHA, CP, and VEC (as well as OHA Community Engagement Coordinators, Regional Outreach Coordinators, as needed) work together to support event through completion. 6

Community Driven Vaccine Event Process 7. If LPHA is not able to provide the needed assistance: a) VEC/VOTE has a conversation with the CP about needs and possible resources, including desired vaccine hosts. b) Designated VOTE staff member reaches out to other VPU Operations contacts as a potential match for these needs. • • Clinics/Federally Qualified Health Centers (FQHCs) Hospitals/Health Systems Pharmacies Field Operations Team c) Once a match is found, that option is proposed to the CP d) The CP has the final say on whether the plan is an effective and satisfactory match

Community Driven Vaccine Event Process (cont. from step 6) 8. In some cases, matches may be proposed between multiple community partners, if they are seeking events for similar communities in similar regions. This is always optional. 9. Once all details for an event are confirmed, VOTE will communicate through appropriate channels to ensure events are advertised widely and placed on a publicly available event calendar, as appropriate and permitted by CP. 8

Community Driven Vaccine Event Process What is the partnership between CP and Vaccine host? The possibilities are endless. We have seen: • CP provide hosting space, LPHA provides vaccinators • Retail pharmacies setting aside appointment slots for CP clients • Field ops team setting up mobile vaccine sites • FQHC hosting event site, CP provides community engagement / outreach • Health systems, LPHAs, and CPs teaming up 9

Community Driven Vaccine Event Process Communication/Transparency: A priority of this process is ensuring that information is available and transparent to all who want/need to know about community partnerships and available vaccination events/resources. VOTE will maintain an internal calendar of events, and may create a shared calendar of events with the eternal partners as appropriate. Timeline: Depending on available vaccine allocations, size of event, availability of all resources, CP needs, and speed/smoothness of communicationlines, this process can take 2 -6 weeks from initiation to event completion. 10

Community Driven Vaccine Event Process The weekly report will contain data such as but not limited to: • • • Name of Community Partner, Expected date(s) and time(s) of event, Specific populations being served, Location, Any other relevant location/delivery information, If an event is open or closed (Are there “limits” to being “open”? Or is this a closed/ culturally specific event? ), Vaccine Type, Method for appointment scheduling, Accessibility details – Interpreter availability (on site or other), ADA, Parking, NEMT, Which “phase” the event is in: – Seeking partners, ideas, or vaccinators. – Have partner and vaccinator, but need help with something else. – Ready to go -- need to get the word out. • • 11

Next steps – VEC team onboarding and training – Our team is already working on some partnerships – Gather feedback from internal/external stakeholders – VECs/VOTE will begin processing CP requests early next week 12