The Tulsa Health Department says its weekly COVID-19 vaccine allotments are injected into arms within seven days of receiving them — per the state’s request — and it can ramp up volume as soon as more doses are available.
In an update Monday with reporters, Executive Director Bruce Dart said THD also has a mechanism through which it checks in with its distribution partners to ensure that they, too, use all first doses within seven days.
The seven-day burn rate is a goal for and product of efficiency, not a fear of spoilage because properly stored vaccine has expiration dates typically two to three months out, according to THD.
“We think that we’ve created a very efficient process,” Dart said. “I signed up through the portal; I went to the POD (point of distribution for the vaccine). I think my time there was maybe a little over an hour, and part of that is because we have to hold people and observe them.”
People are also reading…
Dart acknowledged frustrations people are experiencing trying to use the website portal to schedule vaccines, reminding the public that the portal is the state’s effort, not THD’s.
He said THD is adding some temporary employees to expand capabilities, which includes resolving an issue of patients standing in line outside in the cold and making accommodations for those who aren’t able to stand for a lengthy period of time.
Alicia Etgen, THD’s emergency preparedness and response program manager, said her top request of the public is for individuals who have appointments to show up on time, not two or three hours early.
“We’re seeing an overwhelming number of people in line when it’s not their scheduled appointment time,” Etgen said. “So we really request that people show up at the time that they have set their appointment (so) that we have staff in place to be able to process through in a timely manner if everybody adheres to their appointment schedule.”
The federal government notifies states on a weekly basis how much vaccine to expect.
From THD’s perspective, the state typically notifies it by noon Wednesdays of how many doses it will receive, with the shipments arriving six days later on Tuesdays. So THD makes vaccine appointments available to schedule Wednesday evenings for the next week.
For this week, Etgen said THD opened up 5,480 appointments out of 7,680 doses. The other 2,200 doses were earmarked for strike teams to use at long-term care facilities among the 65-and-over population who are unable to leave, as well as at schools for teachers in that age demographic.
There are more than 250 health care providers in Tulsa County who have signed up to be vaccinators when more is available, with only 20 different facilities so far who have received some doses.
“They’re not all individual primary care physicians; some of them are specialty hospitals that serve very high-risk, over-65 populations,” Etgen said. “So we have been able to spread some vaccine out to those individuals to the tune of 200 to 300 doses at a time.
“We have not been able to saturate the primary care physicians. We get calls every single day from them asking for vaccine, but we’re just not receiving it in the amounts large enough to be able to send it out to those other providers.”
Etgen said THD isn’t sharing which providers have received the vaccine so far because the public can’t call the providers to ask for appointments. The doses are designated for those providers’ high-risk patients ages 65 and older.
“We don’t share it because people have tried calling different places to get appointments, and that at this time is not available to them,” she said.
Doses are allocated either as a first dose — prime — or the second dose — booster.
Dart said all prime doses are in individuals’ arms within seven days, while boosters are held for individuals who are ready for their second shot three or four weeks later, depending on which vaccine each originally received.
He said THD will continue the strategy of holding back boosters until it is assured that the federal government has enough supply to cover the flow of all doses with a booster. There is constant discussion about if and when to pivot plans, he said, but the primary goal is the safety of Tulsa County residents from COVID-19 — which requires the complete two-dose series.
“We’re trying to strategically ensure that everyone who walks into our POD can be assured of that second dose because we’ve had so many people that are so concerned,” Dart said.
Video: Officials discuss possible COVID-19 variants in the Tulsa area
Tulsa Health Department's Dr. Bruce Dart on Jan. 21 said that they have not been able to test for variants, but that safety recommendations stay the same.
What Oklahomans need to know about the COVID-19 vaccine while signing up in Phase 2
Q&A: State vaccination portal help and other guidance as Oklahoma enters Phase 4
Who is eligible currently?
As of March 29, all Oklahomans 16 and older will be vaccine-eligible.
What determines how many appointments are available?
The state is reliant on COVID-19 vaccines supplied by the federal government; officials reportedly are notified of shipments one week at a time. The limited supplies make it logistically impossible to schedule vaccinations weeks in advance. Oklahoma officials hope for a policy change that resupplies be based on states' “burn rate,” of how many shipped doses are distributed promptly.
States and tribal leaders are receiving federal shipments of vaccines based on population, OSDH leaders have said. Oklahomans with a CDIB card would go to a tribal health care center for vaccines.
I signed up at vaccinate.oklahoma.gov but never got an email confirmation of any kind — what should I do?
Confirmation emails are sent out in batches; users should receive one within 24-48 business hours of registering. “Emails are sent out over a span of time in the order in which registrations occurred,” the state said. “As a result, some emails may be delayed.” If you've waited at least 48 hours without having gotten a response, it could mean a data-entry error was made by the user during registration.
State and county health officials also have said most of these issues are resolved when the user checks their junk mail folder for messages flagged as spam.
I’ve been told I can make an appointment, but I went to the portal and there were none available within 100 miles — what do I do now?
First, if the portal has a link that says "No appointments available," click anyway. Possible glitches in the system might result in that message showing up even when appointments might be open outside the user's immediate area.
If you're still coming up empty, bookmark and keep checking the “Click here” link emailed to you, says deputy OSDH commissioner Keith Reed. The link does not expire and is the only method to check for appointment availability. No further emails will be sent.
When will new appointments be added to the online portal as the state is updated on the supply of vaccines expected to ship from the federal government?
A new round of scheduling should be available on the portal every Thursday. Starting 5 p.m. Wednesday through Thursday morning, new appointments are uploaded for distribution pods, said Mindy Spohn, OSDH vaccine facilitator.
Tulsa Health Department did not add appointments Feb. 10-11 for the coming week due to inclement weather.
Someone I know is unable to go online to access the vaccination portal — how can they make sure to get an appointment?
The state recommends that those unable to access the online portal ask a family member or friend with internet capabilities to assist them with the registration process.
Some churches have stepped up to help people without internet access register on the portal, as well as those who need a foreign-language interpreter. State officials have said a Spanish translation is forthcoming for the online vaccine portal.
How are 211 and LIFE Senior Services trying to help?
Call center staff at 211 can help Oklahomans connect to resources they may need to physically access the vaccine distribution sites, but they cannot schedule appointments. OSDH helped add to 211 staff, who can collect patients' contact info to pass on to local health departments for phone scheduling.
LIFE Senior Services is helping callers get scheduled by signing them up on the portal and receiving emails for the patient. Pictured: LIFE Senior Services activities director Amberly Villegas and Geneva Boling.
Who else is trying to help people book appointments?
Josh Wright, software developer from Norman, developed a text-alert system for Oklahomans as a companion site for the state's COVID-19 vaccine portal.
The vaccine-alerts.com site has 41,000 users, who have received 1.25 million text alerts, as of Feb. 5.
Can I show up at a vaccination site without an appointment to wait for someone to miss their scheduled time?
No, Tulsa Health Department and other sites say those without appointments are not welcome at known vaccination sites. THD says if someone does miss their appointment, those shots may be offered to first-responders in the area who have not been able to get vaccinated yet.
What happens if I am unable to make my scheduled appointment? Can it be changed?
Asking that residents strive to keep their bookings as time slots are in high demand, the state has said that those who miss their scheduled time will need to make a new appointment. Cancellations or scheduling changes can be made through the portal. “There’s been some difficulty with that,” Spohn said. “Sometimes you have to wait 24 hours to be able to get back in and redirect your appointment because it locks up. … That’s among fixes we’re working on on our end.”
At what point do I schedule my second dose or "booster shot"?
The answer seems to change depending on which site a patient received their first dose.
Second-dose appointments may be scheduled at the time of the first shot. It is not required to schedule booster doses through the portal. “Follow the instructions given when you got your first shot,” OSDH Deputy Commissioner Keith Reed said.
Second-dose appointments may also be made via the state portal, and users will be asked whether they need the Pfizer or Moderna shot. Some clinics have had scheduling issues for second doses, Spohn said, so officials are working to ensure those sites aren’t filling up with only first-dose appointments.
Tulsa Health Department says: “You are able to walk in for your second dose without an appt, provided you come at the same time as your first dose. Must bring your vaccination card with you.” Director Bruce Dart said those who got a Pfizer vaccine through Tulsa Health Department should try to come back to the same site 21 days after the prime dose; those who got Moderna should walk back into the same site 28 days after.
In Wagoner County, second-dose appointments cannot be made until one week before the patient is due for the booster shot.
I can't get an appointment for my booster dose when I am supposed to — is it OK to take it any later?
Those concerned about getting appointments exactly 21 or 28 days after their first dose don’t need to worry; if you’re a little late, it doesn’t cause you to have to restart the shots. You may just take a few more days to reach 95% immunity.
The state says it may take longer for second-dose appointments to show up in the system as those cannot be entered into the system weeks in advance. Because the timing of booster doses means a three- or four-week delay, those scheduling their booster dose via the online portal are told not expect to set the schedule right after the prime dose.
Can I choose whether I receive a Moderna or Pfizer shot?
Some clinics have both Pfizer and Moderna available, but basically it’s whatever is available at the time of the appointment at the site.
Will I be able to drive-through to get my vaccination or will I have to go inside a facility?
Mindy Spohn said the state is trying at each location to help patients with accessibility issues to be able to drive-through. “The problem with drive-throughs … it does limit our throughput because you have a 15-minute observation period.” She said some sites may have found ways to offer drive-through with observation, "but their ability to reach large numbers is limited because of that."
If I have already had COVID-19, do I still need to consider getting the vaccine?
The short answer is yes. Dr. Jennifer Clark, who leads Project ECHO’s COVID-19 data sessions, said the human body’s natural immunity isn’t fully reliable and can be erratic. She said the response a person’s body will have from the vaccine will be more reliable and robust relative to the body’s natural immune response. Monks recommends waiting 90 days after recovering, especially if those who received monoclonal antibodies or convalescent plasma.
Do I still need to practice the three W’s after getting my vaccination?
Yes, it is vital for Oklahomans to continue to wear masks, wash their hands and watch their distance even after being vaccinated. The vaccine effectively protects recipients, but recipients may still be able to spread the virus to others. The CDC has not yet determined if or when it will stop recommending that people wear masks and avoid close contact with others to help prevent community spread.
Can you be a carrier of the virus after receiving a vaccination?
"We have to assume the answer is yes, you can. In other infectious diseases, this happens pretty commonly, though in others it does not. It won’t be known for another few months as we’ve gotten lots of people vaccinated and then tested with viral swabs," Oklahoma Medical Research Foundation President Dr. Stephen Prescott said.
Why do I have to wait 15 minutes before being able to leave after my vaccination, and what side effects are common?
Any adverse reaction that could endanger the patient's health should be evident within 15 minutes, so those receiving the vaccine must agree to observation during that time. Dr. George Monks, president of the Oklahoma State Medical Association, said possible side effects include mild pain or swelling at the injection site, true of any medicine injected into skin. Other possible side effects include mild fever, chills, tiredness and headache. Monks said side effects are almost always mild and are more common in younger people or when receiving the boost dose. Monks said one can think of the symptoms as a sign that the vaccine is working.
How many vaccine doses have gone to waste in Oklahoma?
State officials say there is no problem with expiring vaccines; doses arriving each week are already scheduled to be distributed the following week. “We don’t have any vaccine that’s sitting on the shelf,” says deputy OSDH commissioner Keith Reed. On Feb. 9, he said only 247 cumulative doses had been wasted due to broken or leading needles and vials.
12 months for just $26
"This is a special 'editor' offer at a rate we have not offered before. For just $26, you get unlimited access to everything on tulsaworld.com for a year. Every time you click on a story from social media you will get it without interruption and without surveys. Every story online + the daily e-edition that shows you the pages of the paper that day. Support our local journalists who work for you." — Tulsa World Editor Jason Collington
Corey Jones
Public Service Journalism Team
I am a general assignment reporter who predominately writes about public health, public safety and justice reform. I'm in journalism to help make this community, state, country and, ultimately, world a better place.
