IIS Project and Contact Management Systems (CMS): An Efficient Comprehensive Management Approach to IIS Recruitment, Training and EHR Integration IIS Community & Program Management March 30 th, 2011

88 Counties Total Targeted Practices 5,962 Total Practices Using 4,969 Total Patients 10,349,622 Total Immunization Histories 46,377,212 ImpactSIIS

Region 1: 781 Region 2: 1466 Region 3: 740 Region 4: 788 Region 5: 541 Region 6: 917 Territory Breakdown by ImpactSIIS Representative

ImpactSIIS Community & Program Management

Contact Management System (CMS)

Primary CRM for ImpactSIIS Team ImpactSIIS Team Records all of Interactions with ImpactSIIS Community Including: Advocacy Groups, Coalitions & EHR Vendors. Handles Staff Time & Travel Management Manages ImpactSIIS Registration and Security Agreement Real-Time Reporting ImpactSIIS Team Status, Time & Activity Accounting and Funding Source Broadcast Communications “Meaningful Use” Adoption, Certification & Integration Tracking

Representative Dashboard

Work Load Manager Staff & Management can assign work items. Staff updates, work load items, activity logging, and time and percentage of completion. R&T Activity and Work Items captured in CMS combined produces... Time & Activity Report Individual Status Report Funding Source Report

County Level View Franklin View Providers on List View County Providers on the Map View County Providers on Usage Level Map View County Providers on Retention Map

Practice Level View Practice Demographics EHR Data Exchange Details Detailed Activity Log

Value Added Data Entry Functionality 2010 Adding One Scheduled Event takes care of all tedious tasks usually involved. Automatically Creates Calendar Event Sets Follow Up Reminder & Displays on Dashboard Generate Daily Travel Itinerary Generate Travel Maps with Estimated Time & Mileage Populates Manager Calendar 03/03/2010

Online Enrollment CR C ImpactSIIS Community Resource Center Capture Information Directly from Provider Registration & Security Agreement Management Enrollment Request is routed to the assigned ImpactSIIS Representative Dashboard & Notifications

Online Training Request CR C ImpactSIIS Community Resource Center User Submitted online Training Request is routed to the assigned ImpactSIIS Representative Dashboard & Notifications Reduce User Frustration Increase Retention

Practice Snapshot One page summary – Contact Information – Usage EHR Immunization Rates – Vaccine Management VFC Accountability VFC Ordering Information Last recorded Temperatures

ImpactSIIS New IIS Rollout June 2010 Challenge How to transition and train over 8000 users in 30 days or less to a whole NEW ImpactSIIS? Solution 1.Constant Communication with ImpactSIIS users. 2.Aggressive Month long Group Trainings 3.Supplemented by... Virtual Training Library Per Request On Site Training

Constant Communications Using CMS to sent out broadcast messages we sent over 40,000 messages to communicate: Training Schedules Maintenance Schedules Bugs Release Notes Workarounds SSO Conversion Instructions

Training Management Center Reservation based training due to 60 seat restriction Users had option to cancel or reschedule to free up seats Captured Training History per attendee

Immunization Data Exchange Management Meeting ‘Meaningful Use’ Head On Challenge to transition from traditional recruitment to catching the Meaningful Use wave to boost ImpactSIIS participation Automate HL7 data evaluation to eliminate costly processes.

The ImpactSIIS EHR/EMR Immunization Data Exchange (IDE) Certification and Integration Service

Meeting Meaningful Use Head On Health Care Provider Registration Electronic Health Record (EHR) Product Line Registration – EHR Registers, Product is Evaluated and Certified by Version Instant HL7 Message Evaluation & Status updates – Evaluation for Meaningful Use EHR Interoperability – Evaluation for Ohio ImpactSIIS Data Compliance Examples of Additional Evaluations < MSH4 Facility ID presence and format, ORC, NPI Validity – Instant Status Updates in Contact Management System (CMS) Real-time Immunization Data Certification – Pass IDE Evaluation, allowed to send data viability to ImpactSIIS Test

Registrant must indicate whether they are a Health Care Provider or EHR. All Users must Register with Address Health Care Providers must indicate County If EHR information is on file it will be displayed. Otherwise the Registrant must enter their EHR Product Version Registrant has option to enter in desired Data Exchange specifics. Medical Group is captured to tie Health Care Provider Site to the associated Health Care Network Once Registration is completed the Provider Site may upload and evaluate their EHR Immunization Data File for meaningful use and State standard validation.

All provider EHR information recorded on the ImpactSIIS IDE Site is reflected in the ImpactSIIS Contact Management System (CMS) for internal DPH staff tracking on the practice and EHR levels. Likewise all EHR and Data Exchange specifics updated internally in ImpactSIIS CMS are reflected on the ImpactSIIS IDE user interface.

EMR/EMR Companies must provide an to register. The company can select from a list of known EHR/EMR Companies generated from the ImpactSIIS CMS or... Add their company.This step registers the EHR/EMR Company Once the Company is Registered, it’s product line must be also added by version The EHR/EMR Company can add as many versions of products in their product line that are currently in use or coming to market.

Oversight Dashboard

Oversight Dashboard Business Intelligent Dashboards Usage, Trends, Performance Measure Shift from Web Interface to EHR Interfaces Evaluate Immunization Rates between Interfaces Review Data Quality Issues Automated Reporting

Total Visitor Sources Quick Summary

Contact Information Kent Ware ImpactSIIS Manager The Ohio Dept. of Health – – Darrin Rosebrook Director of Public Health iManagement Svcs. Atlantic Management Center, INC – –