assessment & reminder recall becky batchelor nc immunization branch
TRANSCRIPT
Assessment & Reminder
Recall
Becky BatchelorNC Immunization Branch
What is an Assessment?
An assessment is a standardized routine collection, analysis and
summary of immunization records
Why is it Important to Assess Immunization Rates?
•To increase immunization rates•To ensure complete immunization records•To identify pockets of need•To help immunization providers to understand their true coverage rates
What’s my Goal?
NCIR Assessment Report
• Numbers only report- helps you see your immunization rates right away.
• Keep track of your clients’ immunization status. Are they up to date? Do they need to come back in?
• Show the number of clients that could have been brought up to date with additional immunizations.
• Assessment of missed opportunities.
How Will the Assessment Report Help Me?
1. Evaluation Date: used to set the age range
for the clients in the report.
2. Client Population: options are available based
on what type of provider is requesting the assessment.
What Information Do You Need to Run the Report?
To Run an Assessment Report
Choose assessment report
Select the Client Population
Choose assessment report
Select your client population
Select your evaluation date
Click Generate when done Remember... only click Generate
once!!!
If Status is Complete click on link under Job name
Stage 1
Report Status!
Please be patient…
• You must wait 10 minutes before you can run another assessment report!
How to Understand the NCIR Assessment Summary Report
Verify the correct Client Population
Note the Date Report Was Run
Notice the Evaluation Date and How it corresponds to the
Birth Date Range
Age Groups Include Clients Who Are:
36-72 months of age
24-35 months of age
12-23 months of age
<12 months of age
on the Evaluation Date, that was entered when the report was generated
Review the Number of Records Analyzed
Verify the Birth Date Range corresponds with the age group(s) of interest. These birth date ranges will be used to generate the Request
Reminder report to identify clients who are not up to date
Important Info!
• Records Analyzed shows how many active clients were in each Age Group as of the Date Report Was Run
• Data included in report is not updated in “real time”
• Changes made to a client’s information during a particular day will not be reflected until the next day
The “1-4” notation
refers to the footnotesabout
benchmarks
Immunization Status Table
Use months of age as your initial target group
Benchmarks
This is the % UTD
For the 2 year olds
What I Need to Know…
Age Group Birth Date Range Records Analyzed24 – 35 Months of Age 01/01/2007 – 01/02/2006 8 .
Immunization StatusAge (months) Up-to-Date
(UTD)
Late
UTD @ Assessment
24 – 35 Months of Age241 50.00% 62.50%
122 75.00% 87.50%
73 62.50% 87.50%
1) UTD by 24 months equals 4 DTaP, 3 HepB, 1 MMR, 3 HIB, 3 Polio2) UTD by 12 months equals 3 DTaP, 2 HepB, 2 HIB, 2 Polio3) UTD by 7 months equals 3 DTaP, 2 HepB, 2 HIB, 2 Polio
To Find a Count of the Number of Clients That are UTD:
Immunization StatusAge (months) Up-to-Date
(UTD)
Late
UTD @ Assessment
24 – 35 Months of Age24 50.00% 62.50%
Records Analyzed8 .
A Look at Each Individual Vaccine at Different Ages (Benchmarks)
A “benchmark” is used as a standard
for measuring or assessing something
The Age Specific Immunization Benchmarks grid shows how many vaccines are needed to be considered UTD at specific age milestones.
Clients are Considered UTD at 24 Months if They Have Received:
4 DTaP, 3 HepB, 3 Hib, 1 MMR, 3 Polio, 3 Prevnar, and 1 Varicella
Age Specific Benchmarks
Clients who could have been UTD with ONE additional visit.
There were 2 clients 24-36 months of age who could have been UTD with additional immunizations.
This represents
25.0% of the total clients in
this age group.
1 client needed only 1 vaccine to be brought UTD.
That 1 client represents 50.0% of the 2 clients who could have
been brought UTD.
Late Start or Dropped Off Schedule After a Good Start
The upper portion of table shows
Late Start Rates for 3 different age
groups.
The lower portion of table displays Drop Off Rates for 5 different age groups.
Studies have shown clients who start late are more likely to continue to be
behind and therefore are not age appropriately immunized.
Calculating the Drop Off Rate
Footnotes
No Birth Dose of Hep B and Have Not Completed the 3 Dose Series
Note the footnotes here for further clarification of the clients
being assessed.
Missed Opportunities
NOTE: Missed opportunity on last visit may reflect incomplete documentation of immunization histories rather than true
missed opportunities for simultaneous vaccination.
A Word About Alternative Schedules
If your practice allows parents to vaccinate according to an alternate schedule this will affect your number of missed opportunities
Documenting Parental Refusals
Note the Client Comment and Applies to Date
RequestRequest ReminderReminder
• Used to generate reports, letters, address labels, or a client listing for clients “active” in the organization.
• Unlike the Assessment report, the Request Reminder reports will show client specific information.
• Determine which clients are not up to date with their immunizations.
• Provide a fast way to run a report with all the contact information for those clients that need to come back in.
• Improve immunization rates because you will be able to keep your clients up to date.
The Reminder Recall Report The Reminder Recall Report will help to…. will help to….
How Do I run theHow Do I run the Request Reminder Report? Request Reminder Report?
Click on the request reminder link under the Reports section
Private Provider
Health Department
Which one are you?
Select vaccine group. The default is set to required vaccines. You can add or remove additional vaccines as necessary.
Type in your birth date range
Click Generate when done
Select the Client Population
Select vaccine group.The default is set to required vaccines. You can add or remove additional vaccines as necessary.
Type in your birth date range
Stage 1 – Click Refresh
Stage 2 – Wait, It’s thinking!!
Stage 3 –It’s Finished!!
What about Varicella?
Click on Omitted Clients
Click Refresh
When your report is ready click on the ‘Omitted Clients’ link
Take the omitted list and the client query list and “clean up” those records as much as possible
How do I Fix the Omitted Clients?
Print the omitted client list Go back to Manage Client
Add the responsible person information
Notice! This clienthas a
Chart Number
Print the omitted client list Go back to Manage Client
Add the responsible person information
Omitted ClientsOmitted Clients
Go back to Manage Client
Take the first client on your “Omitted Clients” list and enter the info into the
Client search screen
Click Find
If you have chart numbers, you can search by that number
Click on the Responsible Person(s)
Tab
Responsible Person Information
Note that the √ has been removed from the “Notices?” box
Note the last updated info.
When you click the back button from the omitted clients, you will
go back to the status page
Click the report link which is underlined in blue
Type in the name of the report
Click here
Click on the Report Link
Report Link
Questions to Consider:
• Are there any active duplicate clients under my organization?
• Have all doses administered been keyed into NCIR?
• Have keyed doses been entered correctly?
• Are there clients that need to be made inactive?
Client Query Listing
Look for not valid (NV) shots
You can use the back button here
Client Query Listing
Look for ‘blank’ records
Look for duplicate addresses
Enter historical doses
Identify Duplicate Clients
Don’t forget to report duplicates to the NCIR Help Desk!
Client Evaluation:
– Responsible Persons: NC address and TX address
– No doses entered since 2006
– Received confirmation from parent that patient now lives in Texas
– Moved or Gone Elsewhere (MOGE)
I’veMOVED!
Last Updated by: WAKE COUNTY HUMAN SERVICES on 07/21/2009
Out of State
Unable to locate:1. The client has not been seen by your office in the last
6 months
2. All available telephone numbers are no longer valid (disconnected or family no longer associated with number)
3. A postcard and/or letter has been returned as undeliverable and no other address information is known
to Run Request Reminder Again!
Any time you edit client information (i.e. demographics, shot info.) the
Request Reminder report must be run again in order to reflect the changes you have made
Report Status
Report Link
Report Status
Report is “ready”
Click on link to view
What about HIPAA
Compliance?
Report Status
Click on link to view report
Mailing Labels correspond with reminder cards and
letters generated
Mailing Labels
• Enter all children into the NCIR
• Enter historical immunizations (properly and completely)
• Check the ‘Notices’ box for at least one responsible person
How to Get the Most From Reminder Recall
North Carolina's Estimated Vaccination Coverage with Selected Vaccination Series (U.S., National Immunization Survey, 2002-2008* - including Q3/2008-Q2/2009)
60%
65%
70%
75%
80%
85%
90%
95%
100%
2002 2003 2004 2005 2006 2007 2008 Q3/2008-Q2/2009
Year
pe
rce
nta
ge
up
to
da
te
NC US National data
Required Series in NC: “431331”4 DTaP, 3 Polio, 1 MMR, 3 Hib, 3 HepB, 1 Varicella
Strategies for Improving Immunization Rates
• Prioritize vaccinations in terms of staff responsibilities and communication among ALL staff members
• Placement and design of immunization flow sheet• Check immunization status at every visit• Give all needed vaccinations at each visit• Educate parents
Strategies continued…
• Write legibly and clearly• Document any adverse reactions or
contraindications to vaccines• Consolidate immunization records
• Document attempted communication• Document transfers –MOGE • Schedule or Use Reminder/Recall for
next visit
Becky Houston Batchelor (252) 568-5529 Office (252) 568-5579 Cell [email protected]
Beth Meadows (252) 224-1282 Office
(252) 224-1219 Cell [email protected]
Call the NCIR Helpdesk