Conceptual Model of Vaccine Management and Immunization Information System Integration

Authors Katie Reed Michael Spurchise

Partners in Health Systems Small Privately Owned Based in Syracuse, New York Public Health Projects for 10 years Software Development Software Support Software Implementation Consulting Web and Client Servers Applications

Background IIS  Company contracted to manage, maintain and support regional registries across much of Upstate New York since 1998  Part of New York State Immunization Information System (NYSIIS)  Registry Application, “HealthyShot”  Currently working in 40 counties

Background Vaccine Ordering and Distribution  Company contracted to review the business processes of NYS VFC Program in  Documented recommendation  Software modifications to Vacman  Move Vacman to a web based product.  Built a web prototype  Met with CDC in the fall of  Outcome: Build modification into existing Vacman 3.0  This integrations is today Vacman 3.1  Vacman 3.1 is used by NYS, NYC and NJ VFC programs

World is Changing Co-Casa – new web based Assessment System Move to Web Based Immunization Registry Immunization Registries are expanding functionality to include vaccine inventory management subsystem Outcome of VM/VIP will be a VOD System EIS/IIS Systems will be able to “message” to VOD Provider VODS Web interface EIS/IIS Orders & Status Orders Shipment Data

CHANGES PRESENT OPPORTUNITIES

Immunization Information System Single Point of Contact for Providers to access both VFC and Registry Functions Business Processes For VFC Order Order Entry Order Confirmation/Status Receipts of VFC Inventory Order History Build VFC Functionality into IIS Systems Opportunities to Improve Processes

IIS Screen for VFC Functionality

New Order Vaccine Code Manufacturer Device Quantity Quantity of Last Order Business Rules Day Limits Packaging PIN #

New Order Confirmation Screen Back Orders Denials Partial Shipment VOD? Business Requirements: Order Confirmation

IIS – New Order Screen Data Fields PIN Number Vaccine Manufacturer Device Quantity Quantity Last Ordered (not required) Table Driven – ties vaccine; mfg; device NDC Code – Identifier/Packaging Information Order Date Confirmation of Order/Order Status Business Rules – limited Day Between Orders

Order Receipts Reconcile: Vaccine Manufacturer Device Quantity Enter Order Discrepancies Enter: Lot Number Received

Order Receipts Message to VOD

IIS – Order Receipts Ability to Reconcile Receipts Against Order Wrong Vaccine Wrong Manufacturer Wrong Device Shortage Overage Data Entry to: Entering Lot Number Receive Vaccine at Detail Line Message Capability VOD Accountability Build Receipts Screen from Order File Receipts “Imported” Vaccine Inventory Module

Order History Line Item Listed of VFC Orders by Date High Level View of Ordering Pattern

Order History – Detail Screen Ability to “Drill Down” to Detail

IIS -- Order History Screen Not a Business Requirement Value Retrospective View of Ordering Patterns Placing Future Order

Provider Information Ship Address Contact Delivery Mail Address

IIS – Provider Information Shipping Address Name, City, State, Zip Contact Persons Name Contact Persons Phone Number Delivery Hours Days of week Hours for each day Mailing Address

IIS Screen for VFC Functionality

“Report” Feature Reports Fulfills the Business Requirements for Participation in VFC Program Doses Administered Inventory Profile Inventory Receipts Through VOD Messaging Protocols, submit “reporting” electronically: Electronic Form Report generated from the system Generate File

IIS Screen for VFC Functionality

Communications Vehicle News Programs can upload links of relevant subjects Communicate News Bulletins/Alerts VOD Contact Immunization Registry VFC Program

First Steps VOD Requirements Review VFC Order Process at Providers Office Review Order Process at VFC Program Building News/ into Applications

Benefits Improve Provider Service Improve Provider Communications Reduce Follow-up Calls, On-line Order Status, Dissemination of information electronically via the Net Improve Accountability Present a Cohesive Image of Immunization Program

Contact Information Katie Reed Michael Spurchise