Case Study: UTHealth achieves faster COVID-19 vaccination scheduling, follow-up, and data reporting for 12,000 employees with Smartsheet

UTHealth ramps up employee vaccinations and data reporting with Smartsheet

The University of Texas Health Science Center at Houston (UTHealth), a 12,000-employee academic health system, needed to rapidly organize COVID-19 vaccinations for staff while meeting daily reporting requirements to state and federal agencies. Facing high demand and tight compliance deadlines, UTHealth required a scalable way to schedule appointments, track doses and lot numbers, monitor post-vaccine symptoms, and deliver timely data to leadership and oversight bodies.

Using Smartsheet, the team launched a digital system of forms, automated reminders, dashboards, and alerts—deployed within a week—to manage scheduling, check-in, dose logging, follow-up surveys, and real-time reporting to TDEM/CDC. The solution supported about 200 vaccinations per day, seven days a week, cut process time and wait lines, improved staffing planning, and delivered roughly a 30% efficiency gain while enabling on-demand compliance reporting.

UTHealth

Lindy Anderson-Papke

Director of Clinic Operations Performance Improvement