1. Implementing Dose Tracking Pennsylvania Vaccines for Children Program Authors: Mary Knowlton, Harryl Allen

2. What is Dose Tracking? Pennsylvania Department of Health Dose Tracking: Requiring providers to report VFC vaccines administered and inventory on hand for the purpose of increasing vaccine accountability.

3. Pennsylvania VFC Program Pennsylvania Department of Health Pittsburgh Greater Philadelphia Area ErieWilkes-Barre/Scranton Pennsylvania is the fifth most populous state Urban, suburban, and rural populations 1,431 active VFC private provider sites Great diversity in size and technological capabilities of VFC provider sites

4. Challenges Pennsylvania Department of Health How can we tailor dose tracking to accommodate the diversity found in the VFC provider community? –Differences in VFC-eligible patient enrollment –Differences in technological capabilities How can we encourage provider cooperation?

5. Keys to a Successful Implementation in 2005 Pennsylvania Department of Health Communication with providers –Communicate purpose and procedures –Communicate early and often Choices: allow provider to choose –Method of gathering data –Method of returning report Consistent follow-up with non-compliant providers –Postcard reminder –Suspension of vaccine ordering privileges

6. Communication Pennsylvania Department of Health Article in Autumn 2004 newsletter introduced purpose of dose tracking to providers

7. Communication (continued) Pennsylvania Department of Health Dose tracking procedures introduced to providers in December 1, 2004 mailing Dose tracking procedures introduced to providers in December 1, 2004 mailing

8. Communication (continued) Pennsylvania Department of Health Periodic reminders in Kid Vac News

9. Choices: Methods of Gathering Data Pennsylvania Department of Health Providers choose the method of gathering data that is easiest and most convenient for their practice… Mark each vaccine on tally sheet as it is administered Obtain data from computer application Utilize data from Vaccine Administration Log Obtain data from Statewide Immunization Information System (no provider reporting required) 13 2 4

10. Choices: Methods of Reporting Pennsylvania Department of Health Providers choose the method of returning the completed form that is most convenient for their practice… Mail completed paper form Fax completed paper form E-mail completed electronic form 1 2 3

11. Consistent Follow-up Pennsylvania Department of Health Why you are receiving this reminder: The Pennsylvania Vaccines for Children Program has not received your office’s Quarterly Vaccine Usage Report for last quarter. What are the consequences? Failure to submit the Quarterly Vaccine Usage Report may affect your ability to order vaccines. What should you do? If you have a question about the Quarterly Vaccine Usage Report, or if you need the form, call 1-800-KID-VAC3 (543-8223). Quarterly Vaccine Usage Report forms are due the 5th business day after the close of each quarter. Step 1: Postcard reminder Step 2: Provider’s vaccine order privilege suspended until required reports are received

12. Dose Tracking Results in 2005 Pennsylvania Department of Health Achieved 94 percent compliance Achieved 94 percent compliance Received few complaints from providers Received few complaints from providers Received some positive comments from providers Received some positive comments from providers No provider withdrew because of dose tracking requirement No provider withdrew because of dose tracking requirement Compliant Non-compliant

13. Lessons Learned Pennsylvania Department of Health Providers will cooperate with a new and time-consuming procedure… when they understand its purpose when they can choose the methods that best fit their practice when there is an advantage to timely compliance

14. Pennsylvania Vaccines for Children Program