1. Conceptual Model of Vaccine Management and Immunization Information System Integration

2. Authors Katie Reed Michael Spurchise

3. Partners in Health Systems Small Privately Owned Based in Syracuse, New York Public Health Projects for 10 years Software Development Software Support Software Implementation Consulting Web and Client Servers Applications

4. Background IIS  Company contracted to manage, maintain and support regional registries across much of Upstate New York since 1998  Part of New York State Immunization Information System (NYSIIS)  Registry Application, “HealthyShot”  Currently working in 40 counties

5. Background Vaccine Ordering and Distribution  Company contracted to review the business processes of NYS VFC Program in 2002.  Documented recommendation  Software modifications to Vacman  Move Vacman to a web based product.  Built a web prototype  Met with CDC in the fall of 2002.  Outcome: Build modification into existing Vacman 3.0  This integrations is today Vacman 3.1  Vacman 3.1 is used by NYS, NYC and NJ VFC programs

6. World is Changing Co-Casa – new web based Assessment System Move to Web Based Immunization Registry Immunization Registries are expanding functionality to include vaccine inventory management subsystem Outcome of VM/VIP will be a VOD System EIS/IIS Systems will be able to “message” to VOD Provider VODS Web interface EIS/IIS Orders & Status Orders Shipment Data

7. CHANGES PRESENT OPPORTUNITIES

8. Immunization Information System Single Point of Contact for Providers to access both VFC and Registry Functions Business Processes For VFC Order Order Entry Order Confirmation/Status Receipts of VFC Inventory Order History Build VFC Functionality into IIS Systems Opportunities to Improve Processes

9. IIS Screen for VFC Functionality

10. New Order Vaccine Code Manufacturer Device Quantity Quantity of Last Order Business Rules Day Limits Packaging PIN #

11. New Order Confirmation Screen Back Orders Denials Partial Shipment VOD? Business Requirements: Order Confirmation

12. IIS – New Order Screen Data Fields PIN Number Vaccine Manufacturer Device Quantity Quantity Last Ordered (not required) Table Driven – ties vaccine; mfg; device NDC Code – Identifier/Packaging Information Order Date Confirmation of Order/Order Status Business Rules – limited Day Between Orders

13. Order Receipts Reconcile: Vaccine Manufacturer Device Quantity Enter Order Discrepancies Enter: Lot Number Received

14. Order Receipts Message to VOD

15. IIS – Order Receipts Ability to Reconcile Receipts Against Order Wrong Vaccine Wrong Manufacturer Wrong Device Shortage Overage Data Entry to: Entering Lot Number Receive Vaccine at Detail Line Message Capability VOD Accountability Build Receipts Screen from Order File Receipts “Imported” Vaccine Inventory Module

16. Order History Line Item Listed of VFC Orders by Date High Level View of Ordering Pattern

17. Order History – Detail Screen Ability to “Drill Down” to Detail

18. IIS -- Order History Screen Not a Business Requirement Value Retrospective View of Ordering Patterns Placing Future Order

19. Provider Information Ship Address Contact Delivery Mail Address

20. IIS – Provider Information Shipping Address Name, City, State, Zip Contact Persons Name Contact Persons Phone Number Delivery Hours Days of week Hours for each day Mailing Address

21. IIS Screen for VFC Functionality

22. “Report” Feature Reports Fulfills the Business Requirements for Participation in VFC Program Doses Administered Inventory Profile Inventory Receipts Through VOD Messaging Protocols, submit “reporting” electronically: Electronic Form Report generated from the system Generate File

23. IIS Screen for VFC Functionality

24. Communications Vehicle News Programs can upload links of relevant subjects Communicate News Bulletins/Alerts Email VOD Contact Immunization Registry VFC Program

25. First Steps VOD Requirements Review VFC Order Process at Providers Office Review Order Process at VFC Program Building News/Email into Applications

26. Benefits Improve Provider Service Improve Provider Communications Reduce Follow-up Calls, On-line Order Status, Dissemination of information electronically via the Net Improve Accountability Present a Cohesive Image of Immunization Program

27. Contact Information Katie Reed KReed@phs-us.com Michael Spurchise MSpurchise@phs-us.com