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TABLE OF CONTENTS


Introduction

Background 

The NHS England guidance for the 2025-26 COVID autumn season outlines the following vaccination schedule:


From 1st October 2025, the following groups are eligible:
  • Residents in a care home for older adults
  • Adults aged 75 + 
  • Individuals aged 6 months and over who are immunosuppressed (as per the Green Book)


How Ardens help?

Ardens resources support practices in recalling, delivering, and evaluating vaccination uptake.


⚠️ 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 COVID vaccination programme by identifying eligible patients, organising invitations and follow-ups - including special arrangements for care home and housebound patients.


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 after 1/8/2025 as recorded last season: Identifies patients with a previous contraindication code recorded. Code for this season if appropriate (on or after 1st August 2025).


Navigate to Ardens Searches > 3.10 Vaccinations - COVID Autumn-25  >1. Review before.


Cohorts and due

Use these searches to estimate vaccine needs and plan stock orders. They are not designed for sending invitations:
  • Cohort reports: Show the total number of patients in each eligible group, regardless of vaccination or declined status.
  • Due reports: Focus specifically on patients who are still outstanding for vaccination.


⚠️ 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.
 

Navigate to Ardens Searches > 3.10 Vaccinations - COVID Autumn-25 > 2. Cohorts and due.


Invites

Invite reports are broken down by 1st invite and 2 invites.


You can then 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, or another third-party platform. Please see this support article 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.


SARS-CoV-2 (severe acute respiratory syndrome coronavirus 2) vaccination telephone invitation

1402931000000100

SARS-CoV-2 (severe acute respiratory syndrome coronavirus 2) vaccination first telephone invitation

1402941000000109

SARS-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


⚠️ 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.
 

Navigate to Ardens Searches > 3.10 Vaccinations - COVID Autumn-25 > 3. Invites.



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 invitation reports mentioned above. The reports in the 'Visits' folder provide visit lists that can be used to assist in planning these vaccinations.
 

Navigate to Ardens Searches > 3.15 Vaccinations - COVID Autumn-25> 4. Visits.



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 COVID vaccination programme by tracking vaccination uptake and providing dashboards to analyse and target patient groups more effectively.


Activity

  • Given- Monitors vaccine uptake for all cohorts.
  • Invitation - Highlights the number of invitations sent.
  • Not Given - Identifies non-responders, contraindications and declines.

 

Navigate to Ardens Searches > 3.10 Vaccinations - COVID Autumn-25 > 5. Activity.


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 flu vaccination programme and how to make the most of Ardens resources:

 

 If you require any further assistance on the process above, please contact Ardens support on: 
support@ardens.org.uk