1. Using an Outreach Planner to Accelerate Private Provider Recruitment Jennifer West, MPH Health Educator VaxTrack Immunization Registry Riverside County Department of Public Health Riverside, CA

2. Overview Riverside County background Riverside County background Definition of an Outreach Planner Definition of an Outreach Planner How an Outreach Planner works How an Outreach Planner works Example of Outreach Planning Example of Outreach Planning Results of using an Outreach Planner Results of using an Outreach Planner Conclusions Conclusions Where to get more information Where to get more information

3. Riverside County Background Fourth largest and one of the fastest growing counties in California Fourth largest and one of the fastest growing counties in California 7200 square miles 7200 square miles 308 private health care facilities 308 private health care facilities 1-2 staff responsible for all provider recruitment, enrollment, and retention 1-2 staff responsible for all provider recruitment, enrollment, and retention Staff often travel 1-2 hours to reach provider offices Staff often travel 1-2 hours to reach provider offices

4. Definition of an Outreach Planner A form within a comprehensive Provider Management Database (PMDB) A form within a comprehensive Provider Management Database (PMDB) Developed by Riverside County to facilitate provider recruitment and enrollment by increasing staff efficiency in the field Developed by Riverside County to facilitate provider recruitment and enrollment by increasing staff efficiency in the field

5. The Outreach Planner

6. How an Outreach Planner Works Form only displays contact information for clinics that have not yet been approached about the registry Form only displays contact information for clinics that have not yet been approached about the registry Record filtering function allows the user to identify increasingly smaller subsets of data Record filtering function allows the user to identify increasingly smaller subsets of data Can limit dataset using any criteria Can limit dataset using any criteria –Address, city, zip code, provider type,etc.

7. How an Outreach Planner Works

8. Example of Outreach Planning Start with 100 private providers Start with 100 private providers Limit to city of Palm Springs: 35 providers Limit to city of Palm Springs: 35 providers Limit to zip code 92264: 15 providers Limit to zip code 92264: 15 providers Limit to pediatric clinics: 8 providers Limit to pediatric clinics: 8 providers Sort by street name for efficient travel Sort by street name for efficient travel

9. Example of Outreach Planning Through record filtering, 100 providers have been narrowed down to 8 high- priority providers in close geographic proximity Through record filtering, 100 providers have been narrowed down to 8 high- priority providers in close geographic proximity When there is only time to visit a few of the providers, the user may wish to view the entire provider file which may contain information that could help further prioritize the outreach When there is only time to visit a few of the providers, the user may wish to view the entire provider file which may contain information that could help further prioritize the outreach

10. Example of Outreach Planning

11. Once the desired providers have been identified, “Initial Contact Forms” (ICFs) are generated Once the desired providers have been identified, “Initial Contact Forms” (ICFs) are generated The ICF is designed to be used during site visits to help the outreach staff quickly record information about the provider office The ICF is designed to be used during site visits to help the outreach staff quickly record information about the provider office

12. Example of Outreach Planning

13. The Initial Contact Form Clinic name, address, phone Clinic name, address, phone Office Manager contact information Office Manager contact information Eligibility information Eligibility information Practitioners on site Practitioners on site Places to write notes from the site visit Places to write notes from the site visit Contact history to date, if any Contact history to date, if any

14. Example of Outreach Planning After the site visits are completed, registry staff enter the data collected into the PMDB After the site visits are completed, registry staff enter the data collected into the PMDB –The Open Action Item Report is used to facilitate timely follow-up Once a clinic’s status is updated from “New Clinic” to “Clinic in Active Recruitment”, it will no longer appear in the Outreach Planner Once a clinic’s status is updated from “New Clinic” to “Clinic in Active Recruitment”, it will no longer appear in the Outreach Planner

15. Results from Riverside County As of June 2002, all public providers and 18 private providers were already enrolled As of June 2002, all public providers and 18 private providers were already enrolled One staff member was responsible for recruiting the remaining 290 private providers One staff member was responsible for recruiting the remaining 290 private providers Began using the Outreach Planner in July 2002 with the goal of completing all new contacts by December 2004 Began using the Outreach Planner in July 2002 with the goal of completing all new contacts by December 2004

16. Results from Riverside County 100% of new private provider contacts completed by September 2003 100% of new private provider contacts completed by September 2003 –290 new contacts made between July 2002 and September 2003 –Average 20.7 new contacts per month –One staff member recruiting July 2002 – April 2003. Two staff members recruiting May – September 2003

17. Results from Riverside County Methods of initial contact Methods of initial contact –58.8% drop-in site visits (door-to-door) –15.3% phone calls –11.4% CHDP Provider Workshop referrals –4.9% special events –4.2% surveys –3.2% word-of-mouth, health plan referrals –2.3% other

18. Results from Riverside County 308 private provider facilities identified 308 private provider facilities identified 69 (22.4%) did not see children < 6 yrs 69 (22.4%) did not see children < 6 yrs 27 (8.8%) did not have computers 27 (8.8%) did not have computers 18 (5.8%) did not have internet access 18 (5.8%) did not have internet access 194 (62.9%) eligible private providers

19. Results from Riverside County Current status of 194 eligible private providers Current status of 194 eligible private providers –110 (56.7%) currently enrolled –12 (6.2%) in active recruitment –29 (14.9%) demo in process –33 (17.0%) requested follow-up in 3-6 mo. –10 (5.2%) not interested at this time

20. Results from Riverside County Avg. time from initial contact to demo: 6.6 weeks Avg. time from initial contact to demo: 6.6 weeks Avg. time from demo to enrollment: 2.2 weeks Avg. time from demo to enrollment: 2.2 weeks Avg. time from enrollment to training: 6.5 weeks Avg. time from enrollment to training: 6.5 weeks Avg. time from initial contact to training: 13.2 weeks Avg. time from initial contact to training: 13.2 weeks

21. Results from Riverside County Before the PMDB and Outreach Planner Before the PMDB and Outreach Planner –18 private providers enrolled in 18 months After the PMDB and Outreach Planner After the PMDB and Outreach Planner –92 private providers enrolled in 14 months 511% increase 511% increase

22. Conclusions The Outreach Planner is an excellent tool for maximizing use of staff time in the field, thereby accelerating provider recruitment and enrollment efforts. The Outreach Planner is an excellent tool for maximizing use of staff time in the field, thereby accelerating provider recruitment and enrollment efforts.

23. For More Information 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