Health & Social Care Staff Eligibility for Covid-19 Vaccination Programme

JCVI Priority 2

First and Second Dose Appointments – Your Questions Answered

Access to first dose appointments is now being made available at the mass vaccination venues for eligible staff who have not yet had a first dose appointment. 

If you meet the Staff Eligible Criteria and still require your first dose of COVID-19 vaccine, please email your name, employer, role and contact telephone number to: loth.massvaccinationstaff@nhslothian.scot.nhs.uk and a member of the team will aim to respond with required next steps within 5 days.

Delivery of second dose clinics to those who receive their first doses in December all of the above is now underway, within the 12 week window advised. 

Frequently asked questions

I am eligible for the staff vaccination programme but haven’t had my Dose 1 appointment yet. What should I do?

Please email your name, employer, role and contact telephone number to: loth.massvaccinationstaff@nhslothian.scot.nhs.uk

A member of the team will aim to respond with required next steps within 5 days.

Health & Social Care staff eligible for priority COVID vaccination are those who provide care closely and regularly to, or come into very close contact with, those who are clinically very vulnerable to COVID-19.

Those currently eligible for COVID-19 vaccination can be found in the CMO list and additional information can be found in the Joint Committee on Vaccination and Immunisation (JCVI) Priority Group 2 statement, which defines patient-facing frontline workers.

What happens next?

Once you have emailed your details as described above to loth.massvaccinationstaff@nhslothian.scot.nhs.uk  we aim to respond to you within 5 working days.  You will be asked to complete an online e-form and conform a work email address to verify eligibility. If you are currently unable to access your employee or educational body email account, please ask your line manager or tutor for their employee email account to help us accurately assess your eligibility. 

Please also take care to complete the e-form with the correct information as it is recorded on your medical record to help efficient upload to the national appointment system.  

At your appointment you will be required to provide identification confirming your role and employer, as per the information provided on your completed e-form.

Please note the email we send should be used by the indented recipient(s) only. 

I am eligible for the staff vaccination programme and have emailed loth.massvaccinationstaff@nhslothian.scot.nhs.uk but have not heard anything? Why not?

We have received a very significant volume of enquiries in relation to the Priority 2 Health & Social Care Staff eligibility for the COVID-19 vaccination. As of February 26 we have already processed almost 10,000 requests but these are arriving at a rate of around 400- 500 new request per day. We will endeavour to respond as soon as possible with next steps and aim to reply to your email within five days.  

I received information on the next steps and responded by submitting the electronic form, but I have not had a reply or received an appointment as yet? Do I need to do anything?

No. Following submission of the required e-form and assuming eligibility, your detail are passed to the national booking system, Service Now, and you will be allocated an available appointment at a mass vaccination centre via this national appointment tool. 

You will receive a letter confirming your appointment at either the Edinburgh International Conference Centre, the Royal Highland Centre at Ingliston, the RBS campus at the Gyle, Pyramids Business Park at Bathgate, West Lothian or Queen Margaret University at Musselburgh in East Lothian.

The waiting time for your first dose will be dependent on vaccine supply, which, as you will have seen in the press recently, is currently much reduced across the country. Currently waiting time is around 8 weeks but we do expect this to reduce over time when vaccine supply increases again.

Please remember that a wait of eight weeks is still likely to be faster than the time you may have had to wait as part of the general population cohorts in the mass vaccination programme.

If you need to rearrange your allocated dose 1 appointment at a mass vaccination centre please contact:

Please remember that only those eligible under the JCVI Priority 2 Frontline Health and Social Care Worker Group should apply for vaccination under the staff priority group. 

You may hear from us before receiving confirmation of an allocated appointment if:

  • You do not meet the eligibility criteria
  • More information is required to verify eligibility
  • We have been unable to match the information provided on the e-form with individuals Medical Record (specifically CHI number) – examples of why we cannot match e-forms with CHI include; submitting forms using different surnames, addresses or other demographics to those on individuals’ medical records; individuals do not have a CHI because they are not registered with a General Practitioner.

I received a first dose of the vaccine in December through the staff programme and need a second dose. What do I need to do?

Staff who received their first dose of the vaccine in December 2020 and had a second dose appointment booked were contacted by letter to confirm their rescheduled second dose appointment date. 

If you received your first dose in December, have not already had a second dose and have not received a second dose appointment letter, please call 0800 111 4499.

If you have a mobile phone number recorded on Trak (our patient management system) you will receive a reminder text message five days and one day before your appointment.

Delivery of all second vaccinations for eligible staff is planned for around week 10 of the 12 week window advised, and the appointment allocated to you should meet this.

Due to the necessity to receive your second dose within this window and the complexity of delivering this programme, please make every effort to attend the appointment allocated to you. It may be possible to change the appointment allocated to you if circumstances prevent you from attending, but this should be considered only when there is no alternative solution possible. The information on how to do this will be found in your letter.

If you have already received your second dose and receive an appointment letter after this, please contact us on 0800 111 4499 so we can make this appointment available for other people. 

I received a first dose of the vaccine in January through the staff programme and need a second dose. What do I need to do?

Staff who received their first dose vaccine in January 2021 are now able to book their second dose appointment online. These staff have been notified by text or, if we do not have your mobile number, contacted by letter. 

 If you have not already registered to book appointments online you will be asked to complete a form to register for this service and once returned and uploaded by colleagues in eHealth you will be sent a welcome email. 

Please activate your online account and go ahead and book. Once registered for online booking, click this link to book: https://www.healthportal.scot.nhs.uk/

If you received your first dose in January 2021, have not already had a second dose and have not received a text or letter, please call 0800 111 4499 to book a second dose appointment within your 12 weeks.

Capacity in dose 2 clinics across Lothian have been planned to meet weekly demand, within 12 weeks, in line with vaccine availability.

You will only be able to book online for a second dose if you have had a first dose.

You will only be able to book your second dose appointment online for a date around week 10 of your 12 week window.

Second dose clinics for staff who have already received a first dose of the vaccine commenced from 15 February 2021 and will continue for a 9-10 week duration. These clinics are being held in the Anne Rowling Clinic at the RIE, SJH, WGH, RHSC, Lauriston Building, Liberton Hospital, Strathbrock Partnership Centre, Stoneyburn, Midlothian Community Hospital & East Lothian Community Hospital

I received a text from NHS Lothian about my second dose appointment and I am worried this is a scam?

NHS Lothian has sent a number of texts to staff recently to request that they go online to book a second dose appointment or, if they have not already registered for online booking, provided a link to register for this service. This text also provides the number of the contact centre in the event that individuals cannot book online. 

NHS Lothian has also sent out appointment reminder texts to those who have a second dose appointment booked, five days and then again the day before their booked appointment. NHS Lothian has only been able to do this for staff where we have a mobile telephone number available on their medical record.

We are not aware of any scams related to this. NHS Lothian or any reputable organisation will never send unsolicited emails or texts asking for personal details. Staff should never give out personal details to organisations or people before verifying their credentials first, even if the message appears to be genuine.

I am not currently eligible for the staff vaccination programme, when will I receive my vaccination?

If you are not currently eligible for vaccination because of your role or the area you work in, you will be vaccinated as part of the mass population programme. The timing of your vaccination invitation will depend on your age and whether you have an underlying health condition.

More information on the programme can be found at https://www.nhsinform.scot/healthy-living/immunisation/vaccines/coronavirus-covid-19-vaccine 

Issued on 1 March 2021