We’re updating our Knowledge Base
We’re currently transitioning Ardens Clinical support articles to this new Knowledge Base. Content will be added progressively, so you may find limited articles available at this stage.
In the meantime, you can access our full support resources on our existing sites:
We’ll continue to expand this site, so please check back regularly.
ℹ️ Introduction
This article explains how Ardens resources can support your practice in planning, delivering, and monitoring the COVID vaccination programme in line with NHS England guidance. By the end of this article, you will understand how to access and use the available reports and tools throughout the vaccination programme workflow.
Background
The NHS England guidance for the 2025-26 COVID spring season outlines the following vaccination schedule:
From 13th April 2026, the following groups are eligible:
Adults aged 75 years and over
Residents in a care home for older adults
Individuals aged 6 months and over who are immunosuppressed (as per the Green Book)
How Ardens Can Help
Ardens resources support practices in planning, notifying, delivering, and evaluating vaccination uptake. It includes:
Identifying eligible patients
Organising invitations and follow-up activity
Manage housebound and care home visits
Record vaccination activity
Monitor uptake and programme performance
⚠️ Please note:
Ardens searches use SNOMED codes, while the Green Book uses clinical definitions
Not all eligibility criteria translate directly into coded data
Business rules for payment may differ from clinical eligibility
Clinical judgement should guide decisions in ambiguous cases
How to Access
📋 Plan
These resources help GP practices efficiently manage the COVID vaccination programme by identifying eligible patients, organising invitations and follow-ups - including special arrangements for care home and housebound patients.
Cohorts
Use these reports to estimate vaccine needs and plan stock orders. They are not designed for sending invitations:
Cohort reports: Shows the total number of patients and by each eligible group, regardless of vaccination or declined status.
Cohort groups: Shows the total number of patients by groups - asylum seekers, ethnic minority, homeless, housebound, learning disability, SMI and pregnant patients.
Due
These reports focus specifically on patients who are still outstanding for vaccination.
Due reports: Shows the total number of patients and by each eligible group, regardless of vaccination or declined status.
Due groups: Shows the total number of patients by groups - asylum seekers, ethnic minority, homeless, housebound, learning disability, SMI and pregnant patients.
⚠️ Please note:
Patients will not appear in the Due reports until they are 3 months past their previous vaccine dose.
Patients may appear in more than one cohort. These reports do not remove patients once invite codes are added, so using them for invites may result in duplicate communications.
Review before
Before sending out any invites, we recommend reviewing the following reports. These help ensure your invite lists are accurate and clinically appropriate. Some examples include:
Consider coding adverse reaction as allergic reaction or issued auto-injector: Highlights any patients coded with a history of an anaphylaxis or anaphylactoid reaction, or who have had an adrenaline auto-injector issued. Consider coding an adverse reaction.
Consider coding contraindication: Identifies patients with a previous contraindication code recorded. Code for this season if appropriate.
🔔 Notify
Invites
Invite reports includes all eligible patients (excluding those patients living in a care home or are housebound). These are broken down by 1st, 2nd and 3rd invites.
⚠️Please note: You can export invite lists to CSV and send messages using Accurx, SystmOne Communication Annexe or another third-party platform. Please see EMIS Web and SystmOne support articles for further information on how to do this.
Invitation Coding: After inviting a patient, ensure the appropriate invitation SNOMED code is added to their record. This ensures they move to the correct 2nd or 3rd invite list. Always verify codes before use. A full list is available in our invite code guide.
⚠️ Please note:
Always check the code each time when adding to the patient record. Ardens are not responsible or liable for the codes above and any incorrect code being batch added to the patient records.
There is a two-week timeframe between the 1st invite and the 2nd invite.
View Codes
SARS-CoV-2 (severe acute respiratory syndrome coronavirus 2) vaccination telephone invitation
→ 1402931000000100SARS-CoV-2 (severe acute respiratory syndrome coronavirus 2) vaccination first telephone invitation
→ 1402941000000109SARS-CoV-2 (severe acute respiratory syndrome coronavirus 2) vaccination second telephone invitation
→ 1402951000000107
SARS-CoV-2 (severe acute respiratory syndrome coronavirus 2) vaccination third telephone invitation
→ 1402961000000105
SARS-CoV-2 (severe acute respiratory syndrome coronavirus 2) vaccination invitation email
→ 1403101000000104
SARS-CoV-2 (severe acute respiratory syndrome coronavirus 2) vaccination invitation first email
→ 1403111000000102
SARS-CoV-2 (severe acute respiratory syndrome coronavirus 2) vaccination invitation second email
→ 1403121000000108
SARS-CoV-2 (severe acute respiratory syndrome coronavirus 2) vaccination invitation third email
→ 1403131000000105
SARS-CoV-2 (severe acute respiratory syndrome coronavirus 2) vaccination invitation letter
→ 1402921000000102
SARS-CoV-2 (severe acute respiratory syndrome coronavirus 2) vaccination invitation first letter
→ 1403071000000108
SARS-CoV-2 (severe acute respiratory syndrome coronavirus 2) vaccination invitation second letter
→ 1403081000000105
SARS-CoV-2 (severe acute respiratory syndrome coronavirus 2) vaccination invitation third letter
→ 1403091000000107
SARS-CoV-2 (severe acute respiratory syndrome coronavirus 2) vaccination invitation SMS text message sent
→ 1240781000000106
SARS-CoV-2 (severe acute respiratory syndrome coronavirus 2) vaccination invitation short message service text message
→ 1403031000000106
SARS-CoV-2 (severe acute respiratory syndrome coronavirus 2) vaccination invitation first short message service text message
→ 1403041000000102
SARS-CoV-2 (severe acute respiratory syndrome coronavirus 2) vaccination invitation second short message service text message
→ 1403051000000104
SARS-CoV-2 (severe acute respiratory syndrome coronavirus 2) vaccination invitation third short message service text message
→ 1403061000000101
Visits
Separate visit reports are provided for housebound and care home residents to support planning outside of general invite workflows:
Care home residents (housebound / not housebound)
Housebound but not in a care home
Care home residents and housebound patients are excluded from all the Invite folder. The reports in the 'Visits' folder provide visit lists that can be used to assist in planning these vaccinations.
💉 Deliver
To support vaccine delivery and ensure accurate coding, protocols and a template are available to enable consistent and efficient documentation.
Clinicians use a protocol to quickly record a COVID-vaccine has been given. Before the protocol can be used, you must first ensure it is fully edited with the relevant vaccination details (e.g. batch numbers, expiry dates). For step-by-step guidance, please refer to this support article.
Once edited, each clinician will need to add the protocol to their F12 key.
Open a patient record and press F12.
Right-click on an available letter or number, then select Add.
Search for and select the saved "Seasonal vaccinations – COVID-19" protocol (name will be the new saved name of the protocol).
To use the protocol:
Press F12 and select the " Seasonal vaccinations – COVID-19" protocol.
This will launch a consultation window. Update the Consultation Properties screen if required.
A multiple-choice prompt will appear. Follow the on-screen prompts to enter the appropriate vaccine information into the patient record.
Alternatively, you can use the Ardens Adult Vaccination template to record vaccine details.
📊 Evaluate
These resources help practices manage and monitor the COVID vaccination programme by tracking vaccination uptake and providing dashboards to analyse and target patient groups more effectively.
Activity
Administration- Monitors vaccine uptake for all cohorts and those not administered due to no response, contraindications and declines.
Invitation - Highlights the number of invitations sent.
Insights
For Ardens Manager subscribers, the Vaccinations dashboard provides a clear visual overview of:
Eligible cohorts
Number of invitations sent
Vaccination uptake rates
You can also filter and analyse data by:
Clinical risk groups
Low uptake groups
This helps you prioritise and target specific patient populations more effectively.
❓FAQs
Why are some eligible patients not appearing in the reports?
Ardens reports rely on coded SNOMED data. Patients may not appear if the eligibility criteria have not been met.
Why are care home patients missing from the Invite reports?
Care home residents and housebound patients are intentionally excluded from standard invite workflows and included within the Visits reports instead.
When do patients appear in the Due reports?
Patients appear once they are at least 3 months beyond their previous COVID vaccination.
Can invite reports be used for batch messaging?
Yes. Reports can be exported to CSV format for use with approved communication platforms.
🏫Additional Support
To further your understanding of the Ardens resources:
Book training for your GP Practice, PCN or ICB
Contact our Support Team for support in real time