TM Aggregate Reporting of Pandemic Influenza Vaccine Doses Administered Discussion of Options 2 & 3: Submitting Aggregate Reports using the Web-Based User Interfaces of the CDC’s CRA System Joint Presentation by: Immunization Services Division National Center for Immunization and Respiratory Diseases and Division of Emergency Preparedness and Response National Center for Public Health Informatics Webinar Presentation and Demonstration To Public Health Project Areas June 13, 2007

TM Agenda Learning Objectives Background Details and Demonstration of Option 2 of CRA System Details and Demonstration of Option 3 of CRA System CDC Resources and Contacts Questions and Answers

TM Learning Objectives Understand Options 2 & 3 for reporting aggregate counts to the CRA system Understand the operational steps and decisions to be made for Options 2 & 3 Understand the CDC technical support available for Options 2 & 3 of CRA system for aggregate reporting

TM Background The National Strategy for Pandemic Influenza: Implementation Plan calls for monitoring of the appropriate use of a scarce pandemic influenza vaccine To accomplish this, states/ project areas will track vaccine doses administered and collect and aggregate minimum data elements and transmit weekly to CDC

TM Options for Aggregate Reporting to CDC Option 1: For states and project areas collecting data via an existing immunization information system (IIS) or other application, technical specifications were developed for three different data exchange formats: flat file (pipe- delimited), XML file, HL 7 Option 2: For states and project areas collecting data manually, an aggregate reporting screen was added to CDC’s CRA application to allow direct data entry via a web browser Option 3: For states and project areas using CDC’s CRA application to collect patient level information, selected data elements will be automatically aggregated

TM Basic Operational Issues For Pandemic Influenza Reporting Maintain individual shot record at provider site in accordance with standard medical practice Ensure the timely and complete reporting of vaccine data Need to know provider sites and/or distribution sub sites Collaborate with key staff, including Immunization and BT Preparedness Ensure staff are trained and equipped Develop data entry capacity as needed Develop quality assurance measures and follow up plans For example, ‘did the provider report their doses’

TM Example of Doses Administered Provider Record ( Required Data Noted )

TM Option 2: Direct Data Entry Via CRA Web Form Summary of Option Healthcare provider collects summarized data using the Doses Administered Provider Record Each week, the healthcare provider submits counts to CDC via CRA’s web-based aggregate reporting user interface Process Considerations Determine who will enter information on-line Technical Considerations Staff entering data on-line must have access to the internet via web browser Staff accessing CRA must have a digital certificate

TM Option 2: Responsibilities Provider/Local Public Health Enter aggregate data into CRA system Project area Define and load providers in CRA system Identify data enterers for each provider in CRA system Has oversight responsibilities; will be able to see and edit entered data in CRA system CDC Aggregate at project level

TM Option 2 Demonstration

TM Option 3: Calculate from CRA Detail Record Summary of Option Healthcare provider collects patient level information locally using CDC’s CRA application CRA automatically calculates counts from patient level core data elements Process Considerations Determine by whom and at what level of detail vaccination data will be collected CDC’s CRA system can collect detailed individual level information in addition to core data elements; additional elements are for project area use only Technical Considerations Staff entering data on-line must have access to the internet via web browser Staff accessing CRA must have a digital certificate

TM Option 3: Responsibilities Provider Enter individual data into CRA system Project Area Define and load providers in CRA system Identify data enterers for each provider in CRA system Has oversight responsibilities; will be able to see and edit entered data in CRA system CDC Store and secure entered data Calculate aggregates from entered individual data Aggregate at project level

TM Option 3 (phase 1) Demonstration

TM CDC Technical Support Request username and password to access the CRA Demo system ( contact the PHIN Help Desk or , option Apply for an SDN Certificate at for password contact the PHIN Help Desk Contact the CRA Help at to request access to the CRA Exchange area of CDC Team website

TM Option 2: Action Items 1.If you haven’t already, identify a vaccine coordinator or point of contact (POC) for your project area and notify Toscha Stanley 2.Notify Sanjeeb Sapkota of your decision to use Option 3.Identify the providers for which aggregate counts will be submitted; add those providers to the CRA system 4.Manage the aggregate reporting process 5.Identify the users who will be using CRA to submit counts for each provider; add users to the CRA system 6.Ensure the users have an SDN Digital Certificate and access to the CRA Application activity

TM Option 3: Action Items 1.If you haven’t already, identify a vaccination coordinator/point of contact (POC) for your project area and notify Toscha Stanley 2.Notify Sanjeeb Sapkota of your decision to use Option 3.Identify the providers that will be submitting individual patient-level data; add those providers to the CRA system 4.Manage the detailed data entry process 5.Identify the users who will be using CRA to submit individual data for each provider 6.Ensure the site users have an SDN Digital Certificate and access to the CRA Application activity

TM Points of Contact and Resources Toscha Stanley, Immunization Services Division (ISD), Submit POC information by June 30 Sanjeeb Sapkota, CRA Team, Division of Emergency Preparedness and Response, or Submit option choice by June 30 CRA Help General aggregate reporting questions and inquiries Getting access to CRA Exchange, an interactive knowledge sharing and exchange web site ( PHIN Issuing digital certificates Getting access to CRA demonstration site Problem solving To get a copy of this presentation:

TM Webinar and Meeting Schedule June 27 : Discuss the seasonal influenza pilot test using CRA system July TBD: Open Q&A and updates on options and pilot test August TBD: Open Q&A and updates on options and pilot test

TM Questions?