Assessment

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Assessment
Reminder Recall
Becky Batchelor NC Immunization Branch
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What is an Assessment?

• An assessment is a standardized routine
  collection, analysis and summary of immunization
  records

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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

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Whats my Goal?
90 UTD is Excellent!
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NCIR Assessment Report
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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.

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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.
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To Run an Assessment Report
Private Providers will see...
Select the Client Population
Health Departments will see...
Choose assessment report
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Select your client population
Select your evaluation date
Remember... only click Generate once!!!
Click Generate when done
Choose assessment report
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Report Status!
Stage 1
If Status is Complete click on link under Job name
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Please be patient

• You must wait 10 minutes before you can run
  another assessment report!

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How to Understand the NCIR Assessment Summary
Report
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Note the Date Report Was Run
Verify the correct Client Population
Notice the Evaluation Date and How it
corresponds to the Birth Date Range
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Age Groups Include Clients Who Are

• 36-72 months of age
• 24-35 months of age
• 12-23 months of age
• lt12 months of age

on the Evaluation Date, that was entered when
the report was generated
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Review the Number of Records Analyzed
Verify the Birth Date Range 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
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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 clients information during a
  particular day will not be reflected until the
  next day

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Immunization Status Table

• The 1-4 notation refers to the footnotes
• about benchmarks

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• Use months of age as your initial
  target group

24 - 35
This is the UTD For the 2 year olds
Benchmarks
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What I Need to Know
Age Group Birth Date Range Records Analyzed
24 35 Months of Age 01/01/2007 01/02/2006 8 .
Immunization Status Immunization Status Immunization Status
Age (months) Up-to-Date (UTD) Late UTD _at_ Assessment
24 35 Months of Age 24 35 Months of Age 24 35 Months of Age
241 50.00 62.50
122 75.00 87.50
73 62.50 87.50
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
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• To Find a Count of the Number of Clients That are
  UTD

Records Analyzed
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Immunization Status Immunization Status Immunization Status
Age (months) Up-to-Date (UTD) Late UTD _at_ Assessment
24 35 Months of Age 24 35 Months of Age 24 35 Months of Age
24 50.00 62.50
8 x 50 4 UTD
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A Look at Each Individual Vaccine at Different
Ages (Benchmarks)
A benchmark is used as a standard for measuring
or assessing something
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• The Age Specific Immunization Benchmarks grid
  shows how many vaccines are needed to be
  considered UTD at specific age milestones.

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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
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Age Specific Benchmarks
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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.
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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.
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Studies have shown clients who start late are
more likely to continue to be behind and
therefore are not age appropriately immunized.
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Calculating the Drop Off Rate
Footnotes
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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.
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Missed Opportunities
NOTE Missed opportunity on last visit may
reflect incomplete documentation of immunization
histories rather than true missed opportunities
for simultaneous vaccination.
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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

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Documenting Parental Refusals
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Note the Client Comment and Applies to Date
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Questions about the
Assessment Report?
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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.

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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.

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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
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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
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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.
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Status Updates
Stage 1 Click Refresh
Stage 2 Wait, Its thinking!!
Stage 3 Its Finished!!
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Request Reminder Process Summary
What about Varicella?
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Part 1
Click on Omitted Clients
Click Refresh
When your report is ready click on the Omitted
Clients link
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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

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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

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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
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Click on the Responsible Person(s) Tab
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Responsible Person Information
Note that the v 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
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Click the report link which is underlined in blue

Type in the name of the report
Click here
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Click on the Report Link
Report Link
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• 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?

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Client Query Listing
You can use the back button here

• Look for not valid (NV) shots

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Client Query Listing

• Look for blank records

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Look for duplicate addresses
Enter historical doses
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Identify Duplicate Clients
Dont forget to report duplicates to the NCIR
Help Desk!
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Ive 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)

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Out of State
Last Updated by WAKE COUNTY HUMAN SERVICES on
07/21/2009
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• Unable to locate

1. The client has not been seen by your office in
   the last 6 months
2. All available telephone numbers are no longer
   valid (disconnected or family no longer
   associated with number)
3. A postcard and/or letter has been returned as
   undeliverable and no other address information is
   known

If all 3 have been met...INACTIVATE!
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to Run Request Reminder Again!

• Any time you edit client information
  (i.e.
  demographics, shot info.) the
• Request Reminder report must be run again in
  order to reflect the changes you have made

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Report Status
Report Link
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Report Status
Report is ready Click on link to view
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What about HIPAA Compliance?
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Report Status
Click on link to view report
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Mailing Labels
Mailing Labels correspond with reminder cards and
letters generated
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How to Get the Most From Reminder Recall

• Enter all children into the NCIR
• Enter historical immunizations
  (properly and completely)
• Check the Notices box for at least
  one responsible person

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Required Series in NC 431331 4 DTaP, 3 Polio,
1 MMR, 3 Hib, 3 HepB, 1 Varicella

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Strategies for Improving Immunization Rates

• Prioritize vaccinations in terms of staff
  responsibilities and communication among ALL
  staff members
• Placement and design of immunization flow sheet
• Check immunization status at every visit
• Give all needed vaccinations at each visit
• Educate parents

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Strategies continued

• Write legibly and clearly
• Document any adverse reactions or
  contraindications to vaccines
• Consolidate immunization records
• Document attempted communication
• Document transfers MOGE
• Schedule or Use Reminder/Recall for next visit

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• Becky Houston Batchelor
  
• [phone] Office
• [phone] Cell
• becky.houston_at_dhhs.nc.gov
• Beth Meadows
• [phone] Office
• [phone] Cell
• Beth.meadow_at_dhhs.nc.gov
• Call the NCIR
  Helpdesk

at 1-877-873-6247.