VFC Enhancements to the New Jersey Immunization Information System Increased Provider Participation Jocelyn Claudio, MA NJIIS Program Manager, Central New Jersey Maternal and Child Health Consortium Barbara Giudici, RN, M Ed VFC Coordinator Immunization Program, New Jersey Department of Health and Senior Services

What Happened in New Jersey in 2004?  The training of potential and current New Jersey Immunization Information System (NJIIS) providers was transitioned from the New Jersey Institute of Technology (NJIT) to the regional maternal and child health consortia of New Jersey.  The New Jersey Department of Health and Senior Services wanted the consortia to focus their recruiting efforts on Vaccine For Children providers.

Who are the Players?  The New Jersey Vaccine for Children program  The New Jersey Immunization Information System  The six regional Consortia in New Jersey

Vaccine For Children Program In 1999, the New Jersey Vaccine for Children (NJVFC) program began providing free vaccines to over 1,200 sites for eligible children 0-18 years old who were enrolled in Medicaid, KidCare Plans, or had no health insurance.

New Jersey Immunization Information System  NJIIS, in existence since 1997, is a web enabled immunization information system that receives immunizations via user data entry, electronic birth certificate, Medicaid, WIC and managed care organization downloads.  In April 2004, the New Jersey Immunization Information System (NJIIS) was enhanced to include VFC program information and data requirements.

Consortia…who are they?  The Consortia are six (6) regional not for profit organizations that are designated and licensed by the NJ Department of Health and Senior Services to coordinate and monitor the full spectrum of healthcare services for pregnant women and children in New Jersey.  In January 2004, the Consortia were given sole responsibility by the NJ Department of Health and Senior Services (DHSS) for the continued training and recruitment of NJIIS providers

The Central Consortium  Today’s presentation will focus on the recruiting efforts of the Central consortium which serves five (5) counties (Hunterdon, Middlesex, Mercer, Somerset and the Plainfield portion of Union) in New Jersey.  After the technical enhancement of NJIIS, the central consortium changed its recruitment strategy to focus on the VFC enhancement to NJIIS.

Flash Back to January 2004…  Targeted outreach to 190 VFC providers located within the central consortium region  Providers were contacted via mailings, phone calls, faxes and in office demonstrations

Now Flash Forward to April 2004  VFC Enhancement to NJIIS allow providers the ability to: – add VFC eligibility information to the patient screen – order vaccine on line with automated vaccine balance information – eliminate manual inventory – eliminate manual completion of VFC eligibility forms and yearly provider reports

Still Flashing Forward to April  In addition NJIIS already had the capability to manage inventory, which included: – Lot, manufacturer and expiration data – Reminders to reorder vaccine  Enhancement lead to Sharing Information – Provides the ability to close gaps in service to VFC/NJIIS providers – Cuts cost for the VFC by eliminating data entry by a third party administrator – Eventually VFC will utilize NJIIS as a paperless system which can be easily monitored for data quality purposes.

Nothing to Loose, Providers to Gain  In 2003 – 70 providers were contacted – Two (2) providers were recruited – No providers were using NJIIS as of 2nd qtr 2004  In 2004 – 190 providers were contacted – 24 providers were recruited – 24 providers were using system December 31, 2004

Objectives  Promote and market the recent VFC enhancement to NJIIS  Increase the number of VFC provider participation in NJIIS  Increase NJIIS/VFC data quality and vaccine accountability

Method  In office demonstrations of the VFC enhancements to NJIIS were presented via the online training site: – Illustrated vaccine inventory module – Vaccine online reordering – Automated provider profile submission, VFC forms, automated vfc eligibility form.

NJIIS Home Page

Search Patient Screen

Patient Immunization Information

Inventory Management

Patient Immunization Information

Inventory Management

Patient Immunization Information

VFC Forms

Online Vaccine Order form

Electronic Vaccine Accountability form

Provider Profile form

Conclusion  Increased and promoted active participation of VFC providers in our immunization information system (NJIIS)  The enhancement provides quality data and vaccine accountability for VFC program and the provider  Although provider recruitment increased there are still barriers to recruitment – Internet access – computers  The VFC enhancement to NJIIS is a valuable marketing tool for recruiting and increasing VFC provider participation

Lessons Learned  Basic office management procedures need to be addressed during the demonstration and training of all potential providers  “Buy in” from the practice decision maker is essential to successful implementation of NJIIS  Regular and consistent follow up by the trainer is key to maintaining active use  A regular assessment of the system is required to address the needs of providers

Contact Information Jocelyn Claudio, MA NJIIS Program Manager Central New Jersey Maternal and Child Health Consortium Barbara Giudici VFC Coordinator, Immunization Program NJDHSS