1. 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

2. 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)

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. The Switchboard

10. Clinic Demographics/Status

11. Management and User Contacts

12. Practitioners

13. Users / User Training

14. Marketing Activity / Technology

15. Enrollment Dates / Service Opt.

16. Computer and Printer Details

17. Calls, Mailing Due / Survey Hist.

18. Notes / Action Items

19. Help Desk

20. Search by User Name

21. Search by Practitioner Name

22. Committee Management

23. Outreach Planner

24. Main Reports Menu

25. Health Educator Reports Menu

26. Management Reports Menu

27. Help Desk Reports Menu

28. Other/Special Request Menu

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

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

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

32. 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

33. 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.

34. 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

35. 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

36. 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

37. For More Information (PMDB copies available upon request) Jennifer West, MPH Health Educator VaxTrack Immunization Registry Riverside County Health Department 10370 Hemet St, Ste 300 Riverside, CA 92503 909-354-1444jkwest@co.riverside.ca.us