Aggregate Reporting of Pandemic Influenza Vaccine Doses Administered

1. Aggregate Reporting of Pandemic Influenza Vaccine Doses Administered Webinar Presentation and Demonstration To Public Health Project Areas May 9, 2007 Joint Presentation by: Immunization Services Division National Center for Immunization and Respiratory Diseases and Division of Emergency Preparedness and Response National Center for Public Health Informatics

2. Agenda • Learning Objectives • Background • Aggregate Reporting Options and Demonstration • State Vaccine Administration Tracking Coordinator and Point of Contact Role • Timeline • CDC Resources • Questions and Answers

3. Learning Objectives • Understand the approaches and technologies available for reporting Pandemic Influenza vaccine aggregate doses administered to the CDC using the Countermeasure and Response Administration (CRA) system • Understand the role and responsibilities required of the vaccine administration tracking point of contact CDC is requesting project areas identify (if not done already) • Understand the timeline for testing the respective CRA option using seasonal influenza vaccine data as a proxy for pandemic influenza • Understand the resources available to assist respective project areas in making the best fit option decision for reporting aggregate does administered using CRA to the CDC

4. Background • The National Pandemic Influenza Plan calls for monitoring of the appropriate use of a scarce pandemic influenza vaccine • To accomplish this, states/ project areas will track vaccine doses administered and collect and aggregate minimum data elements and transmit weekly to CDC • This webinar presents the range of approaches CDC has in place for states/project areas to provide the aggregate reporting required of the National Plan using CRA

5. Example of Doses Administered Provider Record

6. Options for Reporting to CDC • Option 1: For states and partners collecting data via an existing immunization information system (IIS) or other application, technical specifications were developed for three different data exchange formats: pipe delimited, XML file, HL 7 • Option 2: For states and partners collecting data manually, an aggregate reporting screen was added to CDC’s CRA application to allow direct data entry via a web browser • Option 3: For states and partners using CDC’s CRA application to collect patient level information, selected data elements will be automatically aggregated

7. Option 1: Data Exchange Summary of Option • Healthcare provider collects information locally and submits selected data to the state IIS or other application • The state submits aggregate data to CDC’s CRA system on a weekly basis via Immunization Information System or other application using one of three data exchange formats: • Pipe-delimited upload file • Extensible Markup Language (XML) file • Health Level 7 (HL7) Version 2.5 Process Considerations • What level of vaccination data and by whom it will be collected must be determined; at minimum, core data elements must be collected • Aggregate data exchange must be consolidated at the state or partner level prior to submission to CDC

8. Option 1: Data Exchange (continued) Technical Considerations • Local application should have capability to collect core data elements • Core data elements should be extracted and put into one of three formats following the Aggregate Reporting Guide: pipe-delimited, XML, HL7 • Transport mechanism should be determined and consistent with CDC PHIN standards • Digital certificates should be in place for access and transfer to CRA

9. Option 2: Direct Data Entry Via CRA Web Form Summary of Option • Healthcare provider collects summarized data using the Doses Administered Provider Record • Each week, the healthcare provider submits counts to CDC via CRA’s web-based aggregate reporting user interface Process Considerations • Determine who will enter information on-line Technical Considerations • Staff entering data on-line must have access to the internet via web browser • Staff accessing CRA must have a digital certificate

10. Option 3: Calculate from CRA Detail Record Summary of Option • Healthcare provider collects patient level information locally using CDC’s CRA application • CRA automatically calculates counts from patient level data entered Process Considerations • Determine by whom and at what level of detail vaccination data will be collected; CDC’s CRA can collect detailed individual level information in addition to core data elements Technical Considerations • Staff entering data on-line must have access to the internet via web browser • Staff accessing CRA must have a digital certificate

11. Testing CRA Using Seasonal Influenza Vaccine Data as a Proxy • Objective is to test the infrastructure for reporting aggregate counts using seasonal influenza data beginning with the next influenza season - September 2007 • Test in at least one clinic within each project area jurisdiction • Test using part(s) of CRA minimum data set applicable to seasonal influenza, i.e., age groups • Regular reporting for influenza is for pandemic only; seasonal influenza reporting is for testing purposes only

12. Summary of State POC for Vaccine Administration Tracking • Communicate with CRA work group for updates and information exchange, training, and data interpretation, as needed • Serve as lead for convening appropriate staff in the planning and operational aspects of how vaccine administered data will be collected and reported to the CRA • Develop a plan for tracking vaccine doses administered that includes: • Helping gain access to at CDC-CRA grantee data and obtain digital certificate. • Facilitating complete and timely local POD data collection and submission to CRA • Timely collection, aggregation, and transmission to doses administered data to CDC • Training of appropriate staff members

13. Timeline on Aggregate Reporting • May 15 : Identify POC • June : Determine option • June – Aug : Develop Plan • Jul – Oct : Technical development • Jul 07 – Apr 09 : Test CRA

14. Dates and Tentative Topics of Future Webinars • June 06 – Option 1 Discussion, Q&A • July 11 – Options 2/3 Discussion, Q&A • August 15 – Options 1/2/3 Q&A • Additional webinars and discussion forums to be added

15. Resources and Points of Contact • Toscha Stanley, Immunization Services Division (ISD),tstanley@cdc.gov • Submit POC information • Sanjeeb Sapkota, CRA Team, Division of Emergency Preparedness and Response, ssapkota@cdc.gov • General aggregate reporting questions and inquiries • PHIN E-mail PHINTech@cdc.gov • Issuing digital certificates • Getting access to CRA Exchange, an interactive knowledge sharing and exchange web site (http://team.cdc.gov/) • Getting access to CRA demonstration site • Problem solving • To get a copy of this presentation: http://www.cdc.gov/phin/preparedness/cra.html

16. Learning Objectives • Understand the approaches and technologies available for reporting Pandemic Influenza vaccine aggregate doses administered to the CDC using the Countermeasure and Response Administration (CRA) system • Understand the role and responsibilities required of the vaccine administration tracking point of contact CDC is requesting project areas identify (if not done already) • Understand the timeline for testing the respective CRA option using seasonal influenza vaccine data as a proxy for pandemic influenza • Understand the resources available to assist respective project areas in making the best fit option decision for reporting aggregate does administered using CRA to the CDC

17. Questions?