MI ROW De c re me nting I nve nto ry via E le c tro nic Da ta - - PowerPoint PPT Presentation
MI ROW De c re me nting I nve nto ry via E le c tro nic Da ta E xc ha ng e AI RA Na tio na l Co nfe re nc e April 6, 2016 Se a ttle , WA Ove rvie w I ntro duc tio n to MI ROW Ove rvie w o f DI -v-E DE I mple me nta
AI RA Na tio na l Co nfe re nc e April 6, 2016 – Se a ttle , WA
Ove rvie w
I
ntro duc tio n to MI ROW
Ove rvie w o f DI
DE
I
mple me nta tio n Co nside ra tio ns Use r Pe rspe c tive
I ntro duc tio n to MI ROW
T
he Mo de ling o f I mmuniza tio n Re g istry Ope ra tio ns Wo rkg ro up
F
AI
RA in pa rtne rship I I SSB a t the CDC
Ob je c tive
De ve lo p a nd pro mo te I
I S Be st Pra c tic e s
Go a l
Pro vide the b a sis a nd suppo rt fo r unifo rm a lig nme nt
I S pro c e sse s
I nc o nsiste nc y amo ng I I S ne g ative ly affe c ts o ve rall data q uality, c o mparab ility,
MI ROW Ste e ring Co mmitte e
Ove rsig ht fro m the MI
ROW Ste e ring Co mmitte e
Wa rre n Willia ms – Co -Cha ir E
la ine L
Bra ndy Altsta dte r, ST
C
Ama nda Ha rris, NV Da vid L
ya lin, CDC
Me g a n Me ldrum, NY E
liza b e th Pa rilla , MN
K
a tie Re e d, HP
K
im T ic hy, I A
Bha va ni Sa thya , NJ
AI
RA Sta ff
Re b e c c a Co yle Nic ho le L
a mb re c ht
Ho w MI ROW Wo rks
Busine ss a na lysis a nd de ve lo pme nt pro c e ss suppo rt
pro vide d b y I I SSB/ CDC a nd AI RA pub lic he a lth c o nsulta nts
Org a niza tio na l suppo rt fo r in-pe rso n me e ting s fro m AI
RA sta ff
F
a c ilita tio n suppo rt fo r in-pe rso n me e ting s pro vide d b y e xte rna l c o nsulta nts
Vo lunte e ring sub je c t ma tte r e xpe rts fro m the I
I S c o mmunity
T he MI ROW Pro c e ss
Disc ussing Bra insto rming Re a c hing Co nse nsus
Co nse nsus = “I c an live with that and suppo rt it”
T he MI ROW Pro c e ss
Pa st T
Ma na g e me nt o f Pa tie nt Ac tive / I
na c tive Sta tus in I I S
Da ta Qua lity Assura nc e – Se le c te d Aspe c ts I
nve nto ry Ma na g e me nt
Pa tie nt E
lig ib ility fo r the VF C Pro g ra m a nd Gra nte e I mmuniza tio n Pro g ra ms
Re minde r/ Re c a ll I
nc o ming Da ta Qua lity Assura nc e – I nc o ming Da ta
Va c c ina tio n L
e ve l De duplic a tio n
I
I S-Va c c ine Adve rse E ve nt Re po rting Syste m Co lla b o ra tio n (pilo t pro je c t)
MI ROW Do c ume nts
Co mple te Guide – 150 pa g e s Mini-g uide – 4 to 8 pa g e s
Do wnlo a d MI ROW do c ume nts a t: AI RA we b site : http:/ / www.immre g istrie s.o rg / pub s/ miro w.html CDC we b site :
www.c dc .g o v/ va c c ine s/ pro g ra ms/ iis/ a c tivitie s/ miro w.html
Why DI
DE ?
DI
DE a ssists immuniza tio n pro g ra ms in ma inta ining mo re a c c ura te pro vide r va c c ine inve nto rie s a nd pro vide r o rg a niza tio ns in me e ting a wa rde e immuniza tio n pro g ra m o pe ra tio na l re q uire me nts (e .g ., va c c ine a c c o unta b ility).
De ve lo pme nt Me tho ds
F
ma tte r e xpe rts
I
I S Sta ff
I
I S Ve ndo r Sta ff
He a lth I
T Ve ndo r Sta ff
Utilize d mo de rn b usine ss a na lysis a nd fa c ilita tio n
te c hniq ue s
Co nduc te d pre limina ry wo rk
Co lle c te d a nd a na lyze d e xisting I
I S ma te ria ls
Me t July 2015 (De c a tur, GA)
Ana lyze d e xisting pra c tic e s F
F
ina lize d wo rk via pho ne me e ting s
Sma ll g ro up a nd wo rksho p
DI
DE Co nc e pts
T
he DI
DE pro c e ss is a n a uto ma te d me tho d to de c re me nt the numb e r o f va c c ine do se s in a pro vide r o rg a niza tio n’ s inve nto ry in the I I S whe n the o rg a niza tio n re po rts a va c c ina tio n e ve nt thro ug h e le c tro nic da ta e xc ha ng e fro m a n E HR to the I I S.
E
a c h pro vide r o rg a niza tio n’ s va c c ine inve nto ry is c a te g o rize d b a se d o n funding indic a to rs.
T
I S ma tc he s info rma tio n tha t the pro vide r o rg a niza tio n sub mits re g a rding a va c c ina tio n e ve nt a g a inst the info rma tio n tha t I I S ha s fo r the inve nto ry o f tha t pro vide r o rg a niza tio n.
T
he I I S use s da ta e le me nts suc h a s lo t numb e r, lo t numb e r e xpira tio n da te , do se le ve l e lig ib ility, lo t le ve l pub lic / priva te indic a to r a nd, in so me c a se s, do se le ve l pub lic / priva te indic a to r to ma tc h inve nto ry.
F unda me nta l Co nc e pts
F
und T ype
Sto ra g e Mo de l Do se L
e ve l E lig ib ility
Do se L
e ve l Pub lic / Priva te I ndic a to r
L
e ve l Pub lic / Priva te I ndic a to r
F und T ype
De sc rib e s the pro g ra m
(o r a priva te pa ye e ) tha t pa id fo r va c c ine .
E
a c h do se o f va c c ine is pa id fo r with funds fro m a pub lic pro g ra m (e .g ., VF C, 317, sta te o r CHI P funds) o r priva te funding .
Sto ra g e Mo de l
De sc rib e s the wa y va c c ine
sto c ks a re physic a lly se pa ra te d in the pro vide r
De pe nding o n the
a wa rde e ’ s re q uire me nts,
the pro vide r o rg a niza tio n ma y
ne e d to se pa ra te the va c c ine s b y fund type o r
ma y b e a llo we d to ha ve le ss
spe c ific c a te g o rie s (e .g ., VF C pub lic , no n-VF C pub lic a nd priva te ).
Multi-sto c k (4 o r mo re ) mo de l
C, 317, CHI P, Sta te , a nd priva te ).
his mo de l ta ke s a dva nta g e o f the fa c t tha t a pro vide r o rg a niza tio n kno ws fund type fo r e a c h va c c ine fro m the pa c king slip o r o the r me c ha nism.
T hre e -sto c k mo de l
c a te g o rie s.
his is the o nly mo de l tha t VF C re c o mme nds; ho we ve r, a wa rde e s c a n re q ue st to use a mo de l tha t b le nds fund type s into two sto c ks o r o ne sto c k.
T wo -sto c k mo de l
T he pro vide r o rg a niza tio n se pa ra te s va c c ine s into two funding so urc e c a te g o rie s.
One -sto c k mo de l
Do e s no t re q uire pro vide r o rg a niza tio ns to pa rtitio n
va c c ine s into multiple inve nto ry sto c ks within the ir sto ra g e .
T
wo type s:
Re pla c e me nt: T
he pro vide r o rg a niza tio n use s priva te ly-funde d va c c ine s to va c c ina te a ll pa tie nts a nd the VF C pro g ra m re pla c e s priva te ly-funde d va c c ine s tha t we re a dministe re d to VF C e lig ib le c hildre n.
Unive rsa l: T
he pro vide r o rg a niza tio n o nly ha s pub lic ly-funde d va c c ine (a t le a st fo r pe dia tric pa tie nts) supplie d dire c tly fro m the a wa rde e immuniza tio n pro g ra m.
Do se L e ve l E lig ib ility
Do se le ve l e lig ib ility
de sc rib e s a pa tie nt’ s e lig ib ility fo r a do se o f va c c ine fro m a funding pro g ra m (e .g . VF C, 317, e tc .)
De te rmine d fo r e a c h
do se a dministe re d to a pa tie nt a t the time o f the va c c ina tio n e ve nt.
Do se L e ve l Pub lic / Priva te I ndic a to r
T
he pro vide r se le c ts a do se o f va c c ine fro m the sto ra g e unit b a se d o n the pa tie nt’ s e lig ib ility.
Whe n the pro vide r do c ume nts the va c c ina tio n
e ve nt, the y ma y inc lude
spe c ific fund type o f the do se a dministe re d o r le ss spe c ific c a te g o rie s (e .g ., VF
C pub lic , no n-VF C pub lic & priva te ).
Do se L e ve l Pub lic / Priva te I ndic a to r
T
he se le ss spe c ific c a te g o rie s a re re fe rre d to a s do se le ve l pub lic / priva te indic a to r sinc e the da ta e le me nt ide ntifie s if the do se tha t wa s a dministe re d wa s purc ha se d with pub lic o r priva te funds.
Do se le ve l pub lic / priva te
indic a to r is a n a g g re g a te d re fle c tio n o f fund type a t the va c c ine do se le ve l.
L
e ve l Pub lic / Priva te I ndic a to r
T
he lo t le ve l pub lic / priva te indic a to r is a n a g g re g a te d re fle c tio n
va c c ine lo t le ve l.
I
t indic a te s if va c c ine do se s with a g ive n lo t numb e r a re a sso c ia te d with pub lic ly-funde d o r priva te ly-funde d inve nto ry in the I I S.
DI
DE Wo rkg ro up
E
xpe rts
Bra ndy Altsta dte r, ST
C
Je nnife r Be dna r, HP Ja ne t F
a th, CDC
Da nie lle Ha ll, ME Ama nda Ha rris, NV T
he re se Ho yle , MI
T
ra c y L ittle , OR
Me g a n Me ldrum, NY Bha va ni Sa thya , NJ Pro je c t Suppo rt T
e a m
Wa rre n Willia m, Co -Cha ir E
la ine L
Nic ho le L
a mb re c ht, AI RA
Ang e la L
indsa y, CDC
Da vid L
ya lin, CDC
E
liza b e th Pa rilla , MN
I mple me nta tio n Co nside ra tio ns
K
e y Da ta E le me nts
Da ta Qua lity HL
7 I mmuniza tio n Me ssa g ing
E
HR
Outre a c h a nd E
duc a tio n
Sta ff T
ime
Re so urc e s
T he re se Hoyle
Se nio r Pub lic He a lth Adviso r Mic hig a n De pa rtme nt o f He a lth a nd Huma n Se rvic e s Ho yle t@ Mic hig a n.g o v
Mic hig a n is a 2 Sto c k Mo de l
Va c c ine I nve nto ry Mo dule
I
n 1999 MCI R re le a se d a n I nve nto ry Mo dule
E
XT file s de duc te d fro m inve nto ry if the lo t numb e r ma tc he d the inve nto ry in the I I S.
Ve ry fe w pro vide r o ffic e s use d the inve nto ry mo dule I
t did no t se pa ra te priva te fro m pub lic va c c ine .
I nve nto ry Mo dule E nha nc e me nt 2012
Ne w inve nto ry mo dule 2 sto c k mo de l Priva te a nd Pub lic F
la t F ile de duc te d fro m inve nto ry
Sub mitting VF
C o rde rs to VT rc kS sinc e De c e mb e r 2010 (E XI S)
Pro c e ssing Mc K
e sso n Shipping F ile s sinc e 2011
HL 7 I mmuniza tio n Me ssa g ing
2012 I
mple me nte d HL 7 2.5.1
Onb o a rding do e s ta ke a little mo re time with pe r site
to me e t the inve nto ry re q uire me nts
440 VF
C pro vide r site s a re sub mitting HL 7 me ssa g e s
K e y Da ta E le me nts
Pro vide r Org a niza tio n le ve l ide ntifie rs, inc luding se nding
fa c ility a nd a dministe ring fa c ility.
Pa tie nt ide ntifie rs a nd de mo g ra phic info rma tio n fo r
ma tc hing a nd o r a dding ne w pa tie nt to MCI R.
L
CVX Co de s MVX Co de s Do se L
e ve l E lig ib ility
Da te Administe re d
Da ta Qua lity
Ha ving a te st b e d with a c tive inve nto ry fo r HL
7 te sting
L
CVX c o de ma pping a nd ma nufa c ture c o de
ma pping
Ho w the E
HR displa ys va c c ine s to the e nd use r
Histo ric a l vs Administe re d
Da ta Qua lity (c o nt’ d)
De le ting o r mo difying a n e xisting do se in the I
I S via HL 7
I
mple me nting Uniq ue Va c c ine I D pro c e ss to he lp ma na g e this pro c e ss. Curre ntly 500,000 do se s o f va c c ine in MCI R ha ve a uniq ue Va c c ine I D a sso c ia te d with the m.
Ong o ing mo dific a tio ns o f da ta q ua lity re po rts to me e t
the e nd use rs ne e ds.
E le c tro nic He a lth Re c o rd (E HR)
Do se le ve l e lig ib ility wa s a n issue fo r E
HR ve ndo rs.
T
he sta ff using a n E HR re c o g nize s the impo rta nc e
7 to MCI R.
Use r c ho o se s the wro ng va c c ine in the HE
R, b ut immunize s with the c o rre c t do se .
Outre a c h a nd E duc a tio n
Ho w to use da ta q ua lity re po rts in MCI
R.
E
nc o ura g e e nd use rs to re vie w da ta q ua lity re po rts da ily o r a t a minimum o nc e a we e k.
Prima rily the fo c us is o n da ta q ua lity!!!!
Sta ff T ime
Re c o nc ilia tio n is time c o nsuming fo r a ll. Onb o a rding re q uire s de dic a te d sta ff to tra in o n
HL 7 sub missio ns a nd the use o f the va c c ine inve nto ry.
Mic hig a n ha s 2.5 F
T E ’ s fo r o nb o a rding
12 F
T E ’ s fo r tra ining (MCI R Re g io na l Sta ff)
Re so urc e s
Re so urc e s
F uture E nha nc e me nts
F
unding So urc e (po ssib le if E HR’ s c a pture it)
Priva te Pub lic
Ca pturing E
xpira tio n Da te in HL 7 Me ssa g e
Bha va ni Sa thya
Ne w Je rse y I I S Co o rdina to r Ne w Je rse y De pa rtme nt o f He a lth Bha va ni.sa thya @ do h.nj.g o v
Ne w Je rse y I I S
I
nve nto ry mo dule
VT
rc kS-E xI S inte g ra tio n imple me nte d in 2012
VF
C/ 317 va c c ine s a re a uto ma tic a lly a dde d into inve nto ry mo dule a nd a va ila b le fo r de c re me nting
Pro vide rs ha ve the o ptio n to e nte r priva te va c c ine s into
NJI I S inve nto ry
DI
DE in pla c e sinc e 2009; upda te d 2013
NJI
I S inte rfa c e e ng ine suppo rts:
HL
7 v2.3.1 a nd v2.5.1
Ac tio n c o de s Add, Upda te , De le te (RXA-21)
Do no t c urre ntly suppo rt funding so urc e fie ld
Do se -le ve l e lig ib ility is use d to de te rmine whe the r to de duc t fro m
pub lic o r priva te va c c ine inve nto ry
K e y Da ta E le me nts
Pro vide r Org a niza tio n le ve l ide ntifie rs, inc luding se nding
fa c ility a nd a dministe ring fa c ility.
Pa tie nt ide ntifie rs a nd de mo g ra phic info rma tio n fo r
ma tc hing a nd o r a dding ne w pa tie nt to NJI I S.
Da te Administe re d CVX Co de s Do se L
e ve l E lig ib ility
L
Da ta Qua lity
Pre -c e rtific a tio n (o nb o a rding )
CVX c o de ma pping L
do se s
Pa tie nt-le ve l de mo g ra phic s a nd ide ntifie rs fo r ma tc hing
Pro duc tio n da ta re vie w
T
hre e inte ro pe ra b ility re po rts a va ila b le in NJI I S
Da ta Qua lity (c o nt’ d)
T
hre e inte ro pe ra b ility re po rts a va ila b le in NJI I S
Sta tistic s re po rt - o ve rvie w o f a ll da ta sub mitte d a nd whe the r
pa tie nts/ do se s we re suc c e ssfully a dde d
VF
C sta tistic s re po rt – sa me a s sta tistic s re po rt b ut o nly inc lude s do se s sub mitte d with VF C e lig ib ility
De ta ils re po rt – pro vide s de ta ils a b o ut pro c e ssing fo r e a c h pa tie nt
a nd do se ; ide ntifie s e rro rs
Do se sta tus – ‘ Adde d’ o r ‘ No t Adde d’ , ‘ De le te d’ o r ‘ No t De le te d’ ,
‘ Upda te d’ o r ‘ No t Upda te d’
Do se sta tus me ssa g e – pro vide s re a so n why the do se wa s no t a dde d
T
ro ub le sho o ting Guide s
Re vie w fre q ue ntly e nc o unte re d issue s/ sc e na rio s Re vie w ho w to use the
Da ta Qua lity (c o nt’ d)
F
re q ue ntly e nc o unte re d e rro rs tha t c a use pro b le ms with inve nto ry de c re me nting
I
nc o rre c t lo t numb e r re po rte d
I
nc o rre c t do se -le ve l VF C e lig ib ility sub mitte d o r no do se - le ve l VF C e lig ib ility wa s inc lude d in sub missio n
Pa tie nt no t ma tc he d o r a dde d in NJI
I S
Sc e na rio : VF C Do se Adde d into Pa tie nt Re c o rd b ut I nve nto ry no t De c re me nte d Re a so n: I nc o rre c t lo t numb e r re po rte d
Sc e na rio : Do se a dde d to pa tie nt re c o rd with no inve nto ry de c re me nte d Re a so n: VF C e lig ib ility wa s no t re po rte d
Sc e na rio : Pa tie nt a nd Do se s No t Adde d into NJI I S Re a so n: Multiple po ssib le ma tc he s
E le c tro nic He a lth Re c o rd (E HR)
During pre -c e rtific a tio n (o nb o a rding ), we re q ue st
pro duc tio n da ta sub mitte d to o ur te st syste m to e va lua te re a dine ss fo r pro duc tio n inte rfa c e
Va ria b ility in a b ility to suppo rt a ll a c tio n c o de s
(a dd, de le te , upda te )
E
nsure a ll CVX c o de s a re suppo rte d
NJI
I S sta ff wo rk c lo se ly with E HR sta ff to re so lve issue s during pre -c e rtific a tio n a nd a fte r
I
mpo rta nt to inc lude ve ndo r c o nta c t o n g o -live c a lls with pra c tic e s to e nsure e ve ryo ne is o n the sa me pa g e
Outre a c h a nd E duc a tio n
Sig nific a nt sta ff time spe nt o n o utre a c h a nd e duc a tio n
De ve lo ping tra ining ma te ria ls Cre a ting suppo rt do c ume nta tio n Answe ring fo llo w-up q ue stio ns fro m use rs
T
ra ining o ppo rtunitie s:
I
nte rfa c e we b ina r tra ining (6 mo dule s)
T
ra ining is we b -b a se d using pre -re c o rde d mo dule s with live q ue stio n & a nswe r se ssio n with NJI I S T ra ine r a nd NJI I S I nte ro pe ra b ility Co o rdina to r
Re g io na l inte rfa c e wo rksho ps – in-pe rso n tra ining fo r pra c tic e s
re q uiring e xtra he lp
Pre -re q uisite is inte rfa c e we b ina r tra ining Minimum o f 4 NJI
I S sta ff re q uire d (fo r 8 -10 tra ine e s) to a ssist use rs o ne -to -
C inve nto ry is a c c ura te
Sta ff T ime / Re so urc e s
Suppo rting DI
DE c a n b e re so urc e inte nsive :
Pre -c e rtific a tio n (o nb o a rding ) is time a nd re so urc e
inte nsive
E
nsuring c o rre c t sub missio ns up fro nt sho uld re duc e e rro rs in pro duc tio n e nviro nme nt
5.5 F
T E s re q uire d fo r o nb o a rding a nd da ta q ua lity re vie w
4 F
T E s fo r tra ining (b ut o nly 1 in a ny g ive n mo nth is c o nduc ting inte rfa c e tra ining
Ac kno wle dg e me nts
xpe rts
a c ilita tio n T e a m a t Adva nc e d Stra te g ie s
RA Sta ff
I S
ROW Wo rksho p
xte rna l Re vie we rs
e c hnic a l E dito r a t CDC
Co nta c t I nfo rma tio n
E la ine L
E liza b e th Pa rilla E la ine .L
e liza b e th.pa rilla @ sta te .mn.us (303) 881-2440 (651) 201-5532 T he re se Ho yle Bha va ni Sa thya ho yle t@ Mic hig a n.g o v b ha va ni.sa thya @ do h.nj.g o v (269) 330-9393 (609) 826-4861
Re a d MI ROW re c o mme nda tio ns do c ume nts a nd a b ridg e d mini-g uide s a t: AI RA we b site : http:/ / www.immre g istrie s.o rg / re so urc e s/ a ira -miro w CDC we b site : www.c dc .g o v/ va c c ine s/ pro g ra ms/ iis/ a c tivitie s/ miro w.html