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TABLE OF CONTENTS


Introduction 

Background

NHS England supports aligning seasonal influenza and COVID-19 schedules to enable co-administration where clinically appropriate. This NHS England Guidance provides further information on the Seasonal Influenza and COVID-19 vaccination programmes 

 

How Ardens helps

Ardens resources support practices in planning, recalling, delivering, and evaluating vaccination uptake. These include dedicated tools for:

  • Seasonal Influenza
  • COVID-19
  • Combined Seasonal Influenza and COVID-19 delivery


⚠️ 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

 

Recall 

These resources help GP practices efficiently manage the vaccination programmes by identifying eligible patients, organising invitations and follow-ups - including special arrangements for care home and housebound patients.


Invites

Invite reports are broken down into 1st invite, 2nd invite, and 3rd invites. They identify patients who are eligible for the Seasonal Influenza and COVID-19 vaccines but have not yet been vaccinated. 

 

⚠️  Please note: 

  • Patients will only appear in one invite list at a time (1st, 2nd, or 3rd), not across multiple lists
  • If a Seasonal Influenza invite code is already on a patient’s record, they won’t appear in the 1st invite list. Once both Seasonal Influenza and COVID 1st invite codes are added, they’ll move to the 2nd invite list. If Seasonal Influenza invites have already been sent, start with the 1st invite list for COVID and then proceed with 2nd and 3rd invites as normal
  • Always add both the Seasonal Influenza and COVID invite codes to ensure accurate data recording and reporting


You can see breakdowns by cohort or communication method:

  • All cohort
  • Patients with LD, SMI, Dementia, End of Life, or Reasonable Adjustments
  • Contact method (SMS, email, letter, none)


You can export invite lists to CSV and send messages using Accurx, SystmOne Communication Annexe or another third-party platform. Please see this support article for further information on how to do this.  


Additional Notes: Patients with a preferred contact method of ‘No Communication’ will appear in a separate folder and should be reviewed manually.

 

Navigate to Arden's Ltd > Vaccinations > Flu and C19 | 2025 26 I 01 Invites I Joint.


 

Visits 

Separate visit reports are provided for housebound and care home residents so practices can use the list of patients to support the administration of the COVID vaccinations outside of the practice:

  • Care home residents (housebound / not housebound)
  • Housebound but not in a care home

 

These patients are excluded from all invitation reports, so use the Visits reports to plan and organise their vaccinations.

 

! Remember to review relevant reports in folder '02. Review before' first to ensure the patient lists are accurate.  

 

Navigate to Arden's Ltd > Vaccinations > Flu and C19 | 2025 26 I 02 Visits Joint. 



Deliver

Below information to be added once resources are available:


Administer

  • Recording activity via a template
  • Recording activity via a protocol

 

Evaluate 

These resources help practices manage and monitor the vaccination programmes by tracking uptake and providing dashboards to analyse and target patient groups more effectively.

 

Review After

To help ensure accurate payment and data integrity, a data quality report is available. The report captures patients who have not had the same number of COVID and Seasonal Influenza invites. This can then be used as a 'catch-all' search to make sure patients have been invited for both vaccinations

 

Navigate to Arden's Ltd > Vaccinations > Flu and C19 | 2025-26 | 03 Review after. 



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.

 

Login to Ardens Manager and access Services > Vaccinations.




Additional Learning

To further your understanding of the COVID vaccination programme and how to make the most of Ardens resources:

  • COMING SOON - Complete the Seasonal Influenza and COVID Modules on Ardens Academy – a free e-learning platform for Ardens users
  • Register onto our Seasonal Influenza & COVID webinar – covering key updates, practical demonstrations, and best practice tips for flu season
  • Explore more helpful resources in our Vaccination Support Articles

 

 If you require any further assistance on the process above, please contact Ardens support on: 

support@ardens.org.uk