TM Aggregate Reporting of Pandemic Influenza Vaccine Doses Administered Status and Open Q&A 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 to Public Health Project Areas Aug 08, 2007

TM Agenda Background on Aggregate Reporting Status to Date Pilot Test Leading Implementers Open Q&A

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, collect and aggregate minimum data elements and transmit weekly to CDC CDC’s CRA system was modified to provide three ways for states and partners to report vaccine doses administered:

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 Pilot Test CDC and the project areas will test options during the next influenza season Evaluate project area capabilities to aggregate and send a subset of data Evaluate CDC technical system capabilities to accept and report aggregate vaccine doses administered

TM Status to Date Several Webinars have been conducted Overview and approach to monitoring vaccine coverage Details of each option Details of pilot test Open Q&A POC information has been received from all the project areas; exception - certain island jurisdictions Option choices have been received from 49 project areas

TM Project Area Option Choices

TM Top 5 Frequently Asked Questions Can a state/project area choose multiple options? Can a project area choose one reporting option initially and then switch to another reporting option in the future? What funding will be available for project areas to use existing IIS, adopt any of the options of CRA system, or to support the salary of the planning lead? Do our sites still need to collect and record individual patient level data in their own systems such as a paper chart or other electronic system? Can we do the pilot test prior to or after the scheduled pilot period?

TM Why is the Pilot Test Necessary ? Operational Perspective To assess the ability to collect and report vaccine doses administered data and to provide perspective on federal, project area, and clinic needs in order to scale-up for a pandemic situation. Technical Perspective To assess the technical ability of systems to receive, aggregate, and return data, to identify and address system gaps and to test tooling options and security aspects for federal and state partners

TM Data Expected from the Project Area Will include (required) Age Project Area ID Date of Clinic(s) Will NOT include Priority Group Dose Number

TM Reporting Frequency and Timeframe Number of Reports and Frequency If only one clinic site is being used, data from two different dates should be reported (using two distinct transmissions) If more than one clinic site is being used, data from one day for each site should be reported using a distinct transmission for each site; each transmission must represent different dates Time Frame Clinic dates should occur between November 1 and December 31, 2007 Data from each clinic should be compiled and transmitted within 48 hours of the day of the clinic

TM Expected Benefits or Lessons Learned Provide a framework for developing future pandemic influenza reporting plans Illustrate technical gaps and needs Identify operational barriers Understand training needs of staff Identify equipment needs and capabilities Gain a preliminary understanding of costs and other impacts to clinical operations

TM Expected Challenges for Project Area Communication and support among all parties Availability/distribution of seasonal vaccine Technical glitches; training and equipment needs Clinic selection and scheduling Timeliness and completeness of reporting

TM Expected Challenges for Clinics Availability of seasonal vaccine Reporting not currently required Timeliness and completeness of reporting Data entry staffing, training, and equipment needs Communication and support

TM Check list for the pilot test Before the Pilot Test (Between now and Oct 1) Confirm the clinic(s) in your project area which will be involved in the pilot test Confirm the dates (clinic sessions) when the data from each clinic will be collected Send the clinic dates to Sanjeeb Sapkota at During the Pilot Test (From Nov 1 to Dec 31) Perform the vaccination in the scheduled clinic and scheduled date Send the data to CDC within 48 hours of data collections

TM Leading Implementers To help gain experience for the pandemic scenario CDC is seeking 6-9 project areas who are willing to be the ‘leading implementers’ for one aggregate reporting option

TM Points of Contact and Resources Sanjeeb Sapkota, CRA Team, Division of Emergency Preparedness and Response, Submit your clinic dates during the pilot period and for those project areas that haven’t submitted option choices, please submit by August 10 th. 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 Trouble shooting and Problem solving To get a copy of all presentations and Q and A’s from presentations:

TM Questions? Questions may also be ed to:

TM Webinar and Meeting Schedule 2007 PHIN Conference, Aug 27 – 29 CRA Activities during the conference: Presentations Demonstration Booth