Provider Management Database Facilitates Provider Enrollment and Program Evaluation Jennifer West, MPH Health Educator VaxTrack Immunization Registry Program Riverside County Department of Public Health Riverside, CA

Overview Riverside County background Riverside County background Riverside County goals Riverside County goals Riverside County progress Riverside County progress Rationale for building a Provider Management Database (PMDB) Rationale for building a Provider Management Database (PMDB)

Overview PMDB development PMDB development PMDB screen prints and sample reports PMDB screen prints and sample reports Results of using the PMDB Results of using the PMDB Conclusions Conclusions Where to get more information Where to get more information

Riverside County Background Riverside County joined the mature San Bernardino County registry in July 2000 Riverside County joined the mature San Bernardino County registry in July 2000 Riverside wanted to conduct an accelerated provider enrollment phase in order to match San Bernardino’s high rate of provider participation as soon as possible Riverside wanted to conduct an accelerated provider enrollment phase in order to match San Bernardino’s high rate of provider participation as soon as possible

Riverside County Goals Enroll 100% of Department of Public Health clinics by December 2001 Enroll 100% of Department of Public Health clinics by December 2001 Contact 100% of private health care facilities and enroll 60% of eligible facilities by December 2004 Contact 100% of private health care facilities and enroll 60% of eligible facilities by December 2004

Riverside County Progress Department of Public Health clinics enrolled on schedule Department of Public Health clinics enrolled on schedule Due to staff turnover and other factors, private provider enrollment had a slow start Due to staff turnover and other factors, private provider enrollment had a slow start –Enrolled 18 private health care facilities between January 2001 and June 2002 between January 2001 and June 2002 The need for some kind of provider management system was evident The need for some kind of provider management system was evident

Rationale for building a PMDB 1.To accelerate private provider enrollment by enabling staff to organize and manage a high volume of provider data 2.To facilitate long-term retention by providing a reliable follow-up system 3.To serve as a tool for program and staff evaluation

PMDB Development Began development of Provider Management Database (PMDB) in June 2002 Began development of Provider Management Database (PMDB) in June 2002 Implemented in July 2002 Implemented in July 2002 PMDB has been growing and evolving ever since PMDB has been growing and evolving ever since –Has become an indispensable tool for the entire registry staff

The Switchboard

Clinic Demographics/Status

Management and User Contacts

Practitioners

Users / User Training

Marketing Activity / Technology

Enrollment Dates / Service Opt.

Computer and Printer Details

Calls, Mailing Due / Survey Hist.

Notes / Action Items

Help Desk

Search by User Name

Search by Practitioner Name

Committee Management

Outreach Planner

Main Reports Menu

Health Educator Reports Menu

Management Reports Menu

Help Desk Reports Menu

Other/Special Request Menu

Open Action Item Report Shows follow- up due by specified region (staff respons- ible) and date range

Clinic Profile Report (pg 1) Clinic status Contact info Eligibility Important dates Reminder/Recall FU trng checklist Practitioner list Next FU due date

Clinic Profile Report (page 2) User list Computer list Contact log Help Desk log Space for notes made during phone calls or site visits

Results of Using the PMDB 1.Accelerated private provider enrollment –Within 3 years of becoming part of the VaxTrack regional registry and within 14 months of implementing the PMDB, Riverside County has completed 100% of new private provider contacts and enrolled 56.7% of eligible clinics

Results of Using the PMDB 1.Accelerated… (continued) –1-2 staff made 290 new contacts in 14 mo. –511% increase –Expect to reach goal of 60% eligible private provider enrollment by December 2003, one year ahead of schedule –Before PMDB: Enrolled 18 PMDs in 18 mo. –After PMDB: Enrolled 92 PMDs in 14 mo.

Results of Using the PMDB 2.A reliable follow-up system that facilitates long-term retention –Notes/Action Items section allows the user to document all interaction with the clinic and customize follow-up interval to the needs of each provider –Open Action Item Report ensures timely follow-up

Results of Using the PMDB 3.A tool for program and staff evaluation –Report results can be limited to date range, provider type, enrollment status, geographical region, staff assignment –Internal forms generated by the PMDB ensure that all procedures are followed and no clinic or user falls through the cracks

Conclusions The PMDB is an excellent tool for accelerating provider enrollment, facilitating long-term retention, and providing data for program and staff evaluation The PMDB is an excellent tool for accelerating provider enrollment, facilitating long-term retention, and providing data for program and staff evaluation

For More Information (PMDB copies available upon request) Jennifer West, MPH Health Educator VaxTrack Immunization Registry Riverside County Health Department Hemet St, Ste 300 Riverside, CA