Provider Recruitment and Retention in an Immunization Registry 37th National Immunization Conference March 19, 2003 Chicago, Illinois

Authors Katie Reed, MPA - PHS Cynthia O’Connor, MPA - OCHD Susan Maute - PHS Maureen Murphy, MPA - PHS

Partners In Health Systems Company contracted to manage, maintain and support regional registries across much of Upstate New York since 1995. Registry Application, “HealthyShot”. Currently installed in 36+ counties across NYS. Support team comprised of coordinator, support, and development all employed by PHS.

The “WE” of the project PHS OCHD – Lead Agency MCHD – Lead Agency Project Director Project Coordinator Software Engineer Database Administrator Account Manager Implementation Representative OCHD – Lead Agency Project Administrator Health Educator Outreach Staff MCHD – Lead Agency NYSDOH Regional Staff and LHU staff

HealthyShot Regions Regional Registries operating within a state-wide system. Work in close collaboration with lead agencies (Monroe and Onondaga County) and county health departments. All provider participation is voluntary. Written consent gained per patient.

Where Healthy Shot is Used NIAGARA MONROE SUFFOLK NASSAU ROCKLAND NEW YORK CITY CHAUTAUQUA CATTARAUGUS ALLEGANY WYOMING GENESEE ORLEANS LIVINGSTON WAYNE ONTARIO YATES SCHUYLER STEUBEN CHEMUNG SENECA TOMPKINS BROOME CORTLAND CAYUGA ONONDAGA OSWEGO LEWIS MADISON CHENANGO OTSEGO DELAWARE HERKIMER FULTON MONTGOMERY SCHOHARIE GREENE COLUMBIA ALBANY RENSSELAER SARATOGA WASHINGTON WARREN HAMILTON SULLIVAN ULSTER DUTCHESS JEFFERSON STLAWRENCE FRANKLIN CLINTON ESSEX ORANGE PUTNAM ONEIDA ERIE TIOGA WESTCHESTER SCHENECTADY Original CNYIR region Statewide Deployment using CNYIR model

Our Goal Provider owns the Immunization Registry in the office, meaning…. Timely data Quality data Becomes the priority for both the registry and the provider… leads to sustainable registry.

Our Approach Recruitment Strategies Retention Strategies

Recruitment Strategies Message Delivery Consistent across all sources Providers first, show respect Meet them at every level Physician Office Manager/Nurse Manager Clerk Share the milestones, often. No one wants to left out.

Perseverance and Patience The message is solid, don’t lose faith. Some like to be courted. Sometimes barriers to the office, can be overcome with a little outside facilitation. Don’t stop. It may take days or it may take years, but either way the commitment is worth it.

Outline Processes The unknown is often easy to avoid Show what is next to everyone Be clear and detailed Implementation Workbook What are you willing to do, what do you want them to do?

Retention Strategies Know your sites, rank them i.e. Beginner, Intermediate, Operational Care Calls User Meetings Newsletters Milestones Listen to their requests – reference “Quasi-technical Solutions to Provider Participation” Survey – reference “User Satisfaction Survey and Quality Improvement” Team Orientation AFIX Worksheet – tie into IAP

Benefits – both Recruitment and Retention Schools Daycares MCO Lead WIC Healthy Start Highlight unexpected results such as school to the recruitment process

Milestones- both Recruitment and Retention These are important for everyone Don’t just focus on the big, but the incremental Celebrate often Communicate often

How do we keep track of success Simple graphs that show us we are on target Increase in sites Increase in children Increase in immunizations Review them often to make sure what you do is working.

Sample Graph GROWTH IN CHILDREN

Final Comments Don’t forget the importance of your goal, it is more then just collecting data. Remember your team includes the entire community, both the registry folks and those using the registry. Make sure the registry brings value to the entire community.

Contact Information Katie Reed Director, Public Health Partners In Health Systems PO Box 249 5703 Enterprise Parkway Dewitt, NY 13214 315-446-1612 ext 7217 kreed@phs-us.com