1. VFC Tracking Database: HAL
By: Kristen M. Harker, M.S.Ed., CHES
Virginia Vaccines For Children
VVFC Director and HAL Database Administrator
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004

2. National Immunization Conference
HAL, What is it?
National Immunization Conference
May 2004
Microsoft Access database
Tracks provider information for Virginia VFC
Before HAL, VVFC had two Access databases
Development from January to June 2001
400 hours, $70,000 in staff time
Went live on June 8, 2001
HAL is a MS access database that tracks VFC provider information.
We used to have two Access databases, tracking provider contract updates and site visits. This didn’t work because we could not track historical data. We only had one record per provider and once we had a second SV or a second contract update, we had to delete the old and put in the new information.
Development of this database took on two phases. The initial phase took 5 months, which was over 400 staff hours. The second phase began once we went live on June 8, During phase two we created all the reporting options. To this day, we continue to create additional reporting options to meet growing programmatic needs.
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

3. National Immunization Conference
May 2004
This is a screen shot of the Main Switchboard, which appears when you start HAL.
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

4. National Immunization Conference
Program Components
National Immunization Conference
May 2004
Membership
Distribution
Accountability
Quality Assurance
Combination of Vacman and HAL to track data
In order to understand the structure of HAL, I must tell you a little bit about our program structure.
VVFC is organized into 4 major areas: Membership, Distribution, Accountability, QA
A combination of Vacman and HAL is used to track the data from these areas.
What is tracked where:
Membership:
Vacman:provider demographics
HAL:recruitment, provider contracts
Distribution:
Vacman:shipments
HAL:vaccine holds tracked in HAL, Medicaid billing tracked in HAL
Accountability:
Vacman: DA, Inventory
HAL: DA and Inv Submission
Quality Assurance:
Vacman: nothing
HAL: visit dates, visit notes, questionnaire answers
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

5. National Immunization Conference
May 2004
Membership
Membership portion of the program…
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

6. Membership: Background
National Immunization Conference
May 2004
Required for Medallion providers to participate in VFC
Send a list of inactive providers to Medallion program for them to target for visits
Track when enrollment information is sent out and to whom
With each part of VFC, I am going to start by giving you a little background information in order to better understand the reporting options.
It is required for Medallion providers to enroll and participate with VFC.
Medallion is a section of our state Medicaid program that assigns PCPs to Medicaid recipients (non-HMO)
We send a list of inactive VFC providers to Medallion so that they can target them and find out why they are not participating because it is a violation of their contract.
We also track when we sent out enrollment information to a potential provider. This allows us to know who has responded and who hasn’t. We then can follow-up with those who haven’t responded and ask them if they have any questions or need help enrolling.
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

7. National Immunization Conference
May 2004
This is a screen shot of the enrollment form where we track who has been sent information on VVFC.
(Point to sections)
We enter their demographic data and then the date the enrollment information was sent and by whom.
Then below, the consultants can enter in any additional information about this potential provider, e.g. that they will be a satellite of an existing provider, they have been visited and educated about VFC, they decided not to enroll because they don’t see any kids.
Once the Provider Contract is returned to VFC, we document this and they are assigned a PIN.
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

8. Membership: Background
National Immunization Conference
May 2004
Provider Contracts updated monthly on a rotating schedule
Given 30 days to complete and return
Phone calls are made after initial 30 days has passed
After 60 days have passed, a letter is sent giving them 10 days to respond
Vaccine holds are placed after 75 days
Provider contracts are updated annually, on a rotating basis. Every month we send new contracts to a set of providers to update and resign. Over the course of the year, we have sent one to each provider.
They are given 30 days to send it back.
If they still haven’t sent it back we call them to remind them and see if they have any questions. They are given an additional 30 days at this point.
If after 60 days they haven't sent it back, they get a letter giving them 10 days to mail it back or their vaccines will be held until they do.
We hold their vaccines once 75 days have passed after the original sent date.
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

9. National Immunization Conference
May 2004
Here is a screen shot.
You pick your provider from a list.
Then you are given what we call a “Look-Up Screen”.
Down on the bottom (point) you can click on the drop down box to select the update you are looking for for that provider.
This is the form (point to green form) where we document when we send the letters and make the phone calls.
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

10. National Immunization Conference
Membership: Background
National Immunization Conference
May 2004
Memos
We also document any memos on the providers in HAL.
This allows us to track phone calls and repeated questions for each provider, or for many providers.
We can also make notes here that need to be addressed on QA visits.
To get to the memo screen you select the provider, then click on the drop down box for memos on the yellow Look-Up form. From here you will be given a list of memos for that provider to select from.
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

11. Membership: Reporting Recruitment
National Immunization Conference
May 2004
Outstanding Enrollments
New Providers (recruitment)
Outstanding enrollments
We track enrollment information sent out to potential providers
This list shows who has not enrolled in the program
New Providers for recruitment numbers
always a grant goal to increase provider enrollment
this allows us to track how many providers we have enrolled in each region
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

12. Membership: Reporting
National Immunization Conference
May 2004
This is the reporting screen for membership.
Here you can see:
Who has outstanding provider contracts
Who needs a phone call
Who needs a letter
Who needs a vaccine hold
You can also see a list of:
Who we have provider contracts on, but they are incomplete or incorrect
Who we called
Who we sent letters to
Who we put their vaccines on hold
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

13. National Immunization Conference
May 2004
This is a picture of a Provider Roster. It lists all of our active providers by health district and VFC consultant.
There is lots of information here including:
PIN
Facility name
Address
Contact
Phone and fax
VFC enrollment date
The date their last provider contract update was sent
The date their last provider contract was updated
The date of their last QA review
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

14. National Immunization Conference
May 2004
This is an example of a list of inactive providers.
We use this to send to Medallion so they can see who is not participating in VFC.
We also use this to try and re-recruit providers that have dropped out of the program in the past.
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

15. National Immunization Conference
May 2004
Distribution
Distribution…
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

16. Distribution: Background
National Immunization Conference
May 2004
Shipments: Vacman
Compare this data to Medicaid billing data (HAL)
We still place all of our vaccine shipments into Vacman.
We can run a list of shipments to a particular provider and compare it to Medicaid data, which is in HAL. This gives us an idea of whether or not they are ordering more than what they are billing or vice versa.
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

17. Distribution: Background
National Immunization Conference
May 2004
Vaccine holds: HAL
When they were initiated and released
Allows VFC to track historical holds
(Vacman does not allow this)
We can also track vaccine holds in HAL, which in Vacman, all we can track is Varicella holds.
We can track when hold was placed, why, and by whom, and we can track when it was released.
HAL allows us to track historical information about holds, e.g. if a provider is repeatedly put on a vaccine hold for the same reason.
HAL also allows us to put a provider on hold for refrigerated vaccines, or just a particular vaccine.
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

18. National Immunization Conference
May 2004
To get to the hold screen you select the provider, then click on the drop down box for holds on the yellow Look-Up form. From here you will be given a list of holds for that provider to select from.
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

19. National Immunization Conference
May 2004
This is a screen shot of the vaccine hold list that HAL produces.
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

20. National Immunization Conference
May 2004
Accountability
Accountability….
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

21. Accountability: Background
National Immunization Conference
May 2004
DA and INV data: Vacman
DA and INV report submission: HAL
All of our DA and INV data is put into Vacman because in Vacman we can compare calculated inventory to actual inventory.
In HAL we track who has submitted their accountability reports (DA and INV reports) and who hasn’t.
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

22. National Immunization Conference
May 2004
This is a screen shot of the checklist developed to track the submission of the accountability reports.
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

23. National Immunization Conference
May 2004
Faxes to providers who have not submitted their accountability reports (DA/INV)
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

24. National Immunization Conference
May 2004
Report indicating accountability report submission status of all providers
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

25. Quality Assurance (QA)
National Immunization Conference
May 2004
Quality Assurance (QA)
Quality Assurance…
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

26. Quality Assurance: Background
National Immunization Conference
May 2004
5 regional consultants
Visit FQHC, RHC, Private providers, and health departments annually
Target providers for QA visits in HAL
Consultants make monthly QA visit plans
Issue “Gold Star” awards
We have 5 consultants, three of which work out of their homes and two who work out of the central office.
These consultants visit FQHC, RHC, HD, and private providers.
They target providers in HAL for QA visits.
Using these targets, they develop a plan of who they are going to see every month.
90% of providers have an annual QA visit
25% of visits include AFIX component
Gold star awards are given for
program compliance
high CASA rate (90% or above)
These gold stars are published in our bi-monthly newsletter that goes out to all VFC providers and anyone who wants to be on our mailing list
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

27. National Immunization Conference
May 2004
This is the regional map of our consultant’s districts. The blue and orange consultants are based out of the central office in Richmond.
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

28. National Immunization Conference
May 2004
To look up a QA visit, you find the provider, then click on the Site Visit drop down menu to find the particular visit date you are looking for.
You can also create a new QA Visit Here.
In the QA visit tracking form you can:
Identify a visit week to make monthly plan
Document contact information for QA visit
Identify a return date for next QA visit
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

29. National Immunization Conference
May 2004
We also track all the answers to all our QA questions in HAL using this form. From here, a report is automatically generated to send to the providers.
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

30. National Immunization Conference
May 2004
This is a screen shot of the report that is automatically generated.
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

31. Quality Assurance: Reporting
National Immunization Conference
May 2004
This is the report menu for QA. Here you can run a report for:
Targeted providers
When providers are due for a return visit
Consultant’s monthly QA visit plan
Calendar of scheduled visits
QA visits completed
QA visit summaries: both of contact info and written paragraph summaries
QA Standards of Practice report
You can also run a report on:
Number of visits canceled
AFIX results
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

32. HAL: What does the future hold?
National Immunization Conference
May 2004
Dependant on Vacman updates
Report on all answers to QA questionnaire
Right now, we can only do this behind the scenes
Web-based
We have not upgraded to the new Vacman yet, so what we do in HAL depends on what is in the new version of Vacman.
Eventually, we would like to create an all encompassing report that produces the results for each question on the QA questionnaire.
HAL will be going Web-based before the end of the calendar year.
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children

33. National Immunization Conference
Contact Information
National Immunization Conference
May 2004
Kristen M. Harker, M.S.Ed., CHES Director, Virginia Vaccines For Children HAL Database Administrator
Virginia Department of Health ______________________________________ Division of Immunization, VVFC P.O. Box Governor Street, Room 314 West Richmond, VA Office: (800) Local Office: (804) VVFC Fax: (804)
This is my contact information if you have any questions.
I also have brought a HAL User Manual that is in Draft form in case you want to see in more detail what HAL can do for the VFC program.
Thank you for you time and attention today.
Virginia Vaccines For Children: HAL Database
Kristen M. Harker, M.S.Ed., CHES
National Immunization Conference, May 2004
Virginia Vaccines For Children