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  1. Reports Holly Kiel, Becky Houston Batchelor & Ashley Luck Regional Immunization Consultants NC Immunization Branch

  2. Reports to be Discussed: • Vaccines for Children (VFC) Report • Assessment Report • Request Reminder Report • Benchmark Report • New Client Form • Vaccine Administration

  3. Vaccines for Children (VFC) Report • Allows an administrator to run a report that details the number of clients vaccinated by your organization for each type of eligibility within a specific date range • Only produces data for public doses entered from inventory into the NCIR

  4. To Generate the VFC Report

  5. Your Organization will be selected by default Enter the Report Date Range Click Generate

  6. This is an annualized report.

  7. Eligibility type is displayed at the top of each column (i.e. Medicaid, Not Insured)

  8. Sum= is the number of encounters

  9. Assessment Report

  10. What is an Assessment? Standardized routine collection, analysis and summary of immunization records

  11. What is the Purpose of the Assessment Report? • Generate immunization coverage rate • Identify service delivery problems • Identify useful changes in policy and practices procedures

  12. Benefits of the Assessment Report • Helps to see your immunization rates right away • Keeps track of your clients’ immunization status • Shows the number of clients that could have been brought up to date with additional immunizations. • Assesses missed opportunities for vaccination

  13. What information do you need to run the report? Evaluation Date: used to set the age range for the clients in the report.Client Population: options are available based on what type of provider is requesting the assessment. (Private Provider or LHD)

  14. Interpreting the Assessment Summary Report

  15. Verify the correct Client Population Review the number Of Records Analyzed Note the Date Report Was Run Notice the Evaluation Date and How it corresponds to the Birth Date Range Verify that the Birth DateRange corresponds with the age group(s) of interest. These birth date ranges will be used to generate the Request Reminder report to identify clients who are not up to date

  16. Shows how many activeclients were in each Age Group as of the date the report was run Records Analyzed

  17. Age Groups Include Clients Who Are: • 36-72 months of age • 24-35 months of age • 12-23 months of age • <12 months of age as of the Evaluation Date, which was selected when the report was generated

  18. Data included in this report is NOT updated “real time”, but rather on a nightly basis. Therefore, changes made during a particular day will not be reflected until the following day.

  19. Immunization Status Table

  20. % UTD for 2 yr olds Focus on this age group Benchmarks

  21. UTD with ONE additional visit This represents 25.0% of the total clients in this age group. There were 2 clients 24-36 months of age who could have been UTD with additional immunizations. That 1 client represents 50.0% of the 2 clients who could have been brought UTD. 1 client needed only 1 vaccine to be brought UTD.

  22. Children Who Got a Late Start or Have Dropped Off Schedule After a Good Start The upper portion of this table shows Late Start Rates for 3 different age groups. The lower portion of this table displays Drop Off Rates for 5 different age groups.

  23. Clients Who Do Not Have a Birth Dose of Hep B and Have Not Completed the 3 Dose Series Footnotes provide further clarification of the clients being assessed.

  24. Missed Opportunities shows the count of and percent clients who were not UTD by a specific benchmark, and of those, the count and percent that had a Missed Opportunity for an immunization(s) on their LAST VISIT. Please be aware the missed opportunity on last visit may reflect incomplete documentation of immunizationhistories rather than true missed opportunities for simultaneous vaccination.

  25. Assessment Report Summary Know the Variables • Evaluation Date • Birth Date Range • Date Report was Run • Age Group • Records Analyzed

  26. Assessment Report looks at: • % of clients Up-to-Date (UTD) • % of clients Late UTD • Age Specific Benchmarks • UTD with one additional visit & with additional immunizations • Drop Off Rate • Late Start Rate • % of clients missing birth dose of HepB • Missed Opportunities at last visit

  27. Request Reminder • Used to generate reports, letters, address labels, or a client listing for clients “active” in the organization. • Unlike the Assessment report, the Request Reminder reports will show client specific information.

  28. The Reminder Recall Report will help to…. • Determine which clients are not up to date with their immunizations • Provide a fast way to run a report with all the contact information for those clients that need to come back in • Improve immunization rates because you will be able to keep your clients up to date

  29. Continued… • Identify patients that no longer receive services from your practice • Help with the management of vaccine in your refrigerator • Identify duplicate clients in the NCIR • Correct inaccurate patient contact information

  30. How Do I run the Request Reminder Report? Private Provider Which one are you? Health Department Click on the request reminder link under the Reports section

  31. Private Providers 1. Select vaccine group. The default is set to required vaccines. You can add or remove additional vaccines as necessary. 2. Type in your birth date range 3. Click Generate

  32. 1. Select the Client Population 2. Select vaccine group. The default is set to required vaccines. You can add or remove additional vaccines as necessary. Local Health Dept 3. Type in your birth date range 4.

  33. Request Reminder Process Summary What about Varicella?

  34. Part 1 Click on Omitted Clients Click Refresh When your report is ready click on the ‘Omitted Clients’ link

  35. Omitted Clients Notice! This client has a Chart Number • Print the omitted client list • Go back to Manage Client • Add the responsible person information Print the omitted client list Go back to Manage Client Add the responsible person information

  36. Click Find If you have chart numbers, you can search by that number Go back to Manage Client Take the first client on your “Omitted Clients” list and enter the info into the Client search screen

  37. Click on the Responsible Person(s)Tab

  38. Responsible Person Information Note that the √ has been removed from the “Notices?” box Note the last updated info. Click the back button from to return to the status page

  39. Click the report link which is underlined in blue Type in the name of the report Click here

  40. Click on the Report Link

  41. Questions to Consider: • Are there any active duplicate clients under my organization? • Have all doses administered been keyed into NCIR? • Have keyed doses been entered correctly? • Are there clients that need to be made inactive?

  42. Client Query Listing Look for not valid (NV) shots

  43. Client Query Listing Look for ‘blank’ records

  44. Look for duplicate addresses Enter historical doses

  45. Identify Duplicate Clients Don’t forget to report duplicates to the NCIR Help Desk!

  46. I’ve MOVED! Client Evaluation: • Responsible Persons: NC address and TX address • No doses entered since 2006 • Received confirmation from parent that patient now lives in Texas • Moved or Gone Elsewhere (MOGE)

  47. Out of State Last Updated by: WAKE COUNTY HUMAN SERVICES on 07/21/2009

  48. The client has not been seen by your office in the last 6 months • All available telephone numbers are no longer valid (disconnected or family no longer associated with number) • A postcard and/or letter has been returned as undeliverable and no other address information is known Unable to locate: If all 3 have been met...INACTIVATE!