Training Methods for Participating Provider Sites 2004 National Immunization Conference May 11, 2004 Nashville, Tennessee

Authors Susan Anderson Katie Reed Amanda Smith Amanda Wilson Linda Markell Cynthia O’Connor Maureen Murphy Laurie Kenyon David Pringle Justin Jones James Romano John Bailey

Partners In Health Systems Company contracted to manage, maintain and support regional registries across much of Upstate New York since 1995 Part of New York State Immunization Information System (NYSIIS) Registry Application, “HealthyShot” Currently working with 43 counties

Training for Registry Success As the Registries of New York integrate into provider practices, it is imperative to educate provider sites in hands-on, interactive methods to ensure comprehensive registry usage.

Registry Training Insight Various levels of technical experience and registry knowledge require innovative educational techniques. Continuing education is essential to registry usage. Ownership of the registry is a process that we must continue to inspire. People are more willing to do things when they are having fun. Perceptions often become realities.

Brainstorming Sessions Registry Staff Project Coordinators Account Managers Implementation Representatives Software Developers Lead Agencies Onondaga County Health Department Monroe County Health Department

Training Opportunities User Meetings Road Shows Recruitment Follow-up Initial Installation and Training Follow-up Trainings Newsletters

Focus Areas to Date Sending Data Consenting Patients Track and Recall Data Quality Application Features

Training Techniques Utilized Storytelling Promotional Campaigns Interactive Games Technical Trainings Surveys Newsletters Rewards

Show and Tell

James and Jim Potatohead Data Quality Used to illustrate what a duplicate patient is and what it means to merge. What would need to happen in this instance? Jim’s record would be merged into James’ record. Now there would be only one James Potatohead in the Registry. James and Jim Potatohead

Alex and Alex Potatohead Data Quality This is an instance where twins look to be the same person because they have the same date of birth and first name. What would need to happen in this instance? The twins’ names would have to be corrected to their full names. Alex and Alex Potatohead

Shots and Records Lost Records Room Lost Records Room Used to illustrate the importance of sending data to the Registry. Players will read scenario cards which either have a successful or failed outcome pertaining to sending data and looking patients up in the central Registry. Lost Records Room Start / End

Observations of Improved Training Better relationships between… Participating Sites & Participating Sites Participating Sites & Registry Staff Participating Sites & Health Departments Increased usage of application Increased participation Increased attendance Increased interest in attending

Continuous Evaluation User surveys to assess needs Registry team meetings to maintain effectiveness Continuing collaboration with lead agencies

“The more you color outside the lines, the prettier the picture will turn out to be.”

Contact Information Susan Anderson Project Coordinator Partners In Health Systems PO Box 249 5789 Widewaters Parkway Dewitt, NY 13214 315-446-1612 ext 7557 sanderson@phs-us.com