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National Immunization Conference Hyatt Regency Atlanta
International Ballroom South
Thursday, April 22, 2010
10:30 – 11:30 AM
Lessons Learned from the VTrckS Provider Order Pilot (VPOP): CDC and
Grantee Perspectives
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Agenda
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Brief VPOP Overview
VPOP Statistics and Evaluation Results
VPOP Lessons Learned
Transition: VPOP to VTrckS
VPOP Questions and Panel Discussion
Open Q&A from Audience
CDC implemented VPOP in May 2009 to address several strategic objectives
Conduct a test run of online ordering processes
Engage the provider community early in the process
Test a simplified version of the implementation process
Capture feedback and lessons learned from grantees and providers to apply to the full VTrckS solution
Reduce the burden of handling paper forms and increase order accuracy
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Topic VPOP VTrckS Pilot VTrckS
ParticipantsFour grantees and select providers
Four VPOP grantees (and providers) and up to two ExIS grantees1
All grantees; providers at the grantees’ discretion
ExIS/IIS Integration No Yes Yes
VACMAN Use Yes No No
Order StatusLimited to order
confirmationOrder confirmation to shipment information
Order confirmation to shipment information
Grantee Access No Yes Yes
Provider online ordering and submission of accountability data
Yes Yes Yes
How does VTrckS Provider Ordering Pilot (VPOP) differ from VTrckS?
1Subject to contract modification
Providers from the four VPOP grantees have used VTrckS to place 1,220 vaccine orders
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VPOP Statistics as of April 16, 2010
Grantee Go-live (2009)
Sites Active in SAMS
Users Active in SAMS
Total Orders
Massachusetts May 20 42 42 263
California June 1 56 80 181
Chicago June 15 26 34 119
Colorado July 6 186 272 657
Total 310 428 1,220
20%
56%
17%
4% 2%
0%
20%
40%
60%
80%
100%
"Overall, the Vaccine Tracking System (VTrckS) is easy to use."Strongly agree Agree Neither agree nor disagree Disagree Strongly disagree
VPOP Evaluation Results: Overall System Performance
76% of providers agree with the statement
In October, provider satisfaction rose from 62% to 76%, with respondents reporting that VTrckS was easy to use
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29%42%
19%8%
2%0%
20%
40%
60%
80%
100%
"The Vaccine Tracking System (VTrckS) is a satisfactory replacement for existing vaccine ordering methods(e.g., fax, email, telephone, etc.)."
Strongly agree Agree Neither agree nor disagree Disagree Strongly disagree
71% of providers agree with the statement
VPOP Evaluation Results: Overall System Performance
In October, 71% of respondents concurred that VTrckS is a satisfactory replacement for existing vaccine ordering methods
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0%
80%
20%
0% 0%0%
20%
40%
60%
80%
100%
"My healthcare provider sites are satisfied with the VaccineTracking System (VTrckS)."
Strongly agree Agree Neither agree nor disagree Disagree Strongly disagree
80% of grantees agree with the statement
VPOP Evaluation Results: Overall System Performance
Grantee approval rose from 70% in June to 80% in August, with respondents agreeing that their providers are satisfied with VTrckS
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20%
80%
0% 0% 0%0%
20%
40%
60%
80%
100%
"The Vaccine Tracking System (VTrckS) is a satisfactory replacement forexisting vaccine ordering methods (e.g., fax, email, telephone, etc.)."
Strongly agree Agree Neither agree nor disagree Disagree Strongly disagree
100% of grantees agree with the statement
VPOP Evaluation Results: Overall System Performance
In June, 14% of grantees agreed VTrckS was a satisfactory replacement for existing ordering methods, by August 100% agreed
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17%
32%
21% 21%
10%
0%
10%
20%
30%
40%
The process to obtain access to the VaccineTracking System (VTrckS) w as easy to complete.
Strongly agree
Agree
Neither agree nordisagreeDisagree
Strongly disagree
49% of respondents indicated that the ID proofing process was easy to complete
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49% agreed that the ID Proofing process was easy
VPOP Evaluation Results: Identity Proofing Process
The survey revealed that the ID proofing process took between 6 to 15 business days
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39
16
71
0
10
20
30
40
50
1-5 6-10 11-15 16+
Days
“How many business days did it take to have your picture identification reviewed by an authorized agent (Notary Public or Immunization Program representative) for the Vaccine
Tracking System (VTrckS)?”
29 respondents (46%) used a notary while 34 used an immunization
program representative
VPOP Evaluation Results: Identity Proofing Process
VPOP grantee and provider feedback resulted in important changes
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Summary Impacts Full Description
Add a system timeout notification
UserThis feedback resulted in the addition of a prompt that informs the user that the session will soon end and how to continue the session without losing data.
Accountability page column headers
UserThis feedback resulted in a change to the column headings so they are visible at all times, even if scrolling is necessary.
Transmit accountability files without an order
User/Grantee
This feedback resulted in the inclusion of accountability data submitted into VTrckS without an associated vaccine order from the same date into the Excel file downloaded by grantees.
Temporary Address or Hours Change
Grantee
This feedback resulted in a notification to the grantee that the provider’s address and/or delivery hours have reverted back to the original stored value, which may differ from what was entered into VACMAN for the provider’s most recent order.
Automatically move Excel files with no data to the Archive
GranteeThis feedback resulted in the automatic transfer of any files with a “_0_” in the file name to the Archived Orders directory without any action needed by the grantees.
Lessons learned from VPOP are being incorporated into full VTrckS planning efforts
Develop enhancements for “identity proofing” to simplify access for 100,000+ VTrckS users
Engage the immunization program early to review processes and understand changes
Communicate effectively and often with the user community to update them on the implementation and transition activities
Support end users by balancing implementation plans with other non-VTrckS responsibilities (flu season, back to school, etc.)
Include end users in testing whenever possible 13
VPOP Panel Discussion Members Contact Information
California– Maria Volk - [email protected]– Claudia Aguiluz - [email protected]
Chicago– Maribel Chavez-Torres - [email protected]
Colorado– Nicole Ortiz - [email protected]– Chris Duggar - [email protected]
Massachusetts– Robert Morrison - [email protected]
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