Assessment & Reminder Recall

1. Assessment & Reminder Recall Becky Batchelor NC Immunization Branch

2. What is anAssessment? An assessment is a standardized routine collection, analysis and summary of immunization records

3. Why is it Important to Assess Immunization Rates? • To increase immunization rates • To ensure complete immunization • records • To identify pockets of need • To help immunization providers to • understand their true coverage rates

4. What’s my Goal? 90% UTD is Excellent!

5. NCIR Assessment Report

6. How Will the Assessment Report Help Me? • Numbers only report- helps you see your immunization rates right away. • Keep track of your clients’ immunization status. Are they up to date? Do they need to come back in? • Show the number of clients that could have been brought up to date with additional immunizations. • Assessment of missed opportunities.

7. What Information Do You Need to Run the Report? 1. Evaluation Date:used to set the age range for the clients in the report.2. Client Population: options are available based on what type of provider is requesting the assessment.

8. To Run an Assessment Report Private Providers will see... Select the Client Population Health Departments will see... Choose assessment report

9. Select your client population Select your evaluation date Remember... only click Generate once!!! Click Generate when done Choose assessment report

10. Report Status! Stage1 If Status is Complete click on link under Job name

11. Please be patient… • You must wait 10 minutes before you can run another assessment report!

12. How to Understand the NCIR Assessment Summary Report

13. Note the Date Report Was Run Verify the correct Client Population Notice the Evaluation Date and How it corresponds to the Birth Date Range

14. AgeGroups Include Clients Who Are: 36-72 months of age 24-35 months of age 12-23 months of age <12 months of age on the Evaluation Date, that was entered when the report was generated

15. Review the Number of Records Analyzed Verify 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. Important Info! • Records Analyzed shows how many active clients were in each Age Group as of the Date Report Was Run • Data included in report is not updated in “real time” • Changes made to a client’s information during a particular day will not be reflected until the next day

17. The “1-4” notation refers to the footnotes about benchmarks Immunization Status Table

18. 24 - 35 Usemonths of age as your initial target group This is the % UTD For the 2 year olds Benchmarks

19. What I Need to Know… 1) UTD by 24 months equals 4 DTaP, 3 HepB, 1 MMR, 3 HIB, 3 Polio 2) UTD by 12 months equals 3 DTaP, 2 HepB, 2 HIB, 2 Polio 3) UTD by 7 months equals 3 DTaP, 2 HepB, 2 HIB, 2 Polio

20. To Find a Count of the Number of Clients That are UTD: 8 x 50% = 4 UTD

21. A Look at Each Individual Vaccine at Different Ages (Benchmarks) A “benchmark” is used as a standard for measuring or assessing something

22. The Age Specific Immunization Benchmarks grid shows how many vaccines are needed to be considered UTD at specific age milestones.

23. Clients are Considered UTD at 24 Months if They Have Received:4 DTaP, 3 HepB, 3 Hib, 1 MMR, 3 Polio, 3 Prevnar, and 1 Varicella

24. Age Specific Benchmarks

25. Clients who could have been 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. 1 client needed only 1 vaccine to be brought UTD. That 1 client represents 50.0% of the 2 clients who could have been brought UTD.

26. Late Start or Dropped Off Schedule After a Good Start The upper portion of table shows Late Start Rates for 3 different age groups. The lower portion of table displays Drop Off Rates for 5 different age groups.

27. Studies have shown clients who start late are more likely to continue to be behind and therefore are not age appropriately immunized.

28. Calculating the Drop Off Rate Footnotes

29. No Birth Dose of Hep B and Have Not Completed the 3 Dose Series Note the footnotes here for further clarification of the clients being assessed.

30. Missed Opportunities NOTE: Missed opportunity on last visit may reflect incomplete documentation of immunizationhistories rather than true missed opportunities for simultaneous vaccination.

31. A Word About Alternative Schedules If your practice allows parents to vaccinate according to an alternate schedule this will affect your number of missed opportunities

32. Documenting Parental Refusals

34. Note the Client Comment and Applies to Date

35. Questions about the Assessment Report?

36. RequestReminder • 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.

37. 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.

38. 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

39. 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 when done

40. 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.

41. Status Updates Stage 1 – Click Refresh Stage 2 – Wait, It’s thinking!! Stage 3 –It’s Finished!!

42. Request Reminder Process Summary What about Varicella?

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

44. How do I Fix the Omitted Clients? • Take the omitted list and the client query list and “clean up” those records as much as possible

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

46. 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

47. Click on the Responsible Person(s) Tab

48. Responsible Person Information Note that the √ has been removed from the “Notices?” box Note the last updated info. When you click the back button from the omitted clients, you will go back to the status page

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

50. Click on the Report Link Report Link