Provider Management Database Facilitates Provider Enrollment and Program Evaluation

1
Provider Management Database Facilitates
Provider Enrollment and Program Evaluation
Jennifer West, MPH Health Educator VaxTrack
Immunization Registry Program Riverside County
Department of Public Health Riverside, CA
2
Overview

• Riverside County background
• Riverside County goals
• Riverside County progress
• Rationale for building a Provider Management
  Database (PMDB)

3
Overview

• PMDB development
• PMDB screen prints and sample reports
• Results of using the PMDB
• Conclusions
• Where to get more information

4
Riverside County Background

• Riverside County joined the mature San Bernardino
  County registry in July 2000
• Riverside wanted to conduct an accelerated
  provider enrollment phase in order to match San
  Bernardinos high rate of provider participation
  as soon as possible

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Riverside County Goals

• Enroll 100 of Department of Public Health
  clinics by December 2001
• Contact 100 of private health care facilities
  and enroll 60 of eligible facilities by December
  2004

6
Riverside County Progress

• Department of Public Health clinics enrolled on
  schedule
• Due to staff turnover and other factors, private
  provider enrollment had a slow start

• Enrolled 18 private health care facilities
• between January 2001 and June 2002

• The need for some kind of provider management
  system was evident

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Rationale for building a PMDB

• To accelerate private provider enrollment by
  enabling staff to organize and manage a high
  volume of provider data
• To facilitate long-term retention by providing a
  reliable follow-up system
• To serve as a tool for program and staff
  evaluation

8
PMDB Development

• Began development of Provider Management Database
  (PMDB) in June 2002
• Implemented in July 2002
• PMDB has been growing and evolving ever since
• Has become an indispensable tool for the entire
  registry staff

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The Switchboard
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Clinic Demographics/Status
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Management and User Contacts
12
Practitioners
13
Users / User Training
14
Marketing Activity / Technology
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Enrollment Dates / Service Opt.
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Computer and Printer Details
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Calls, Mailing Due / Survey Hist.
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Notes / Action Items
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Help Desk
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Search by User Name
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Search by Practitioner Name
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Committee Management
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Outreach Planner
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Main Reports Menu
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Health Educator Reports Menu
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Management Reports Menu
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Help Desk Reports Menu
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Other/Special Request Menu
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Open Action Item Report

• Shows follow-up due by specified region (staff
  respons-ible) and date range

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Clinic Profile Report(pg 1)

• Clinic status
• Contact info
• Eligibility
• Important dates
• Reminder/Recall
• FU trng checklist
• Practitioner list
• Next FU due date

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Clinic Profile Report(page 2)

• User list
• Computer list
• Contact log
• Help Desk log
• Space for notes made during phone calls or site
  visits

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Results of Using the PMDB

• Accelerated private provider enrollment

• Within 3 years of becoming part of the VaxTrack
  regional registry and within 14 months of
  implementing the PMDB, Riverside County has
  completed 100 of new private provider contacts
  and enrolled 56.7 of eligible clinics

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Results of Using the PMDB

• Accelerated (continued)

• 1-2 staff made 290 new contacts in 14 mo.

• Before PMDB Enrolled 18 PMDs in 18 mo.

• After PMDB Enrolled 92 PMDs in 14 mo.

• 511 increase

• Expect to reach goal of 60 eligible private
  provider enrollment by December 2003, one year
  ahead of schedule

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Results of Using the PMDB

• A reliable follow-up system that facilitates
  long-term retention

• Notes/Action Items section allows the user to
  document all interaction with the clinic and
  customize follow-up interval to the needs of each
  provider
• Open Action Item Report ensures timely follow-up

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Results of Using the PMDB

• A tool for program and staff evaluation

• Report results can be limited to date range,
  provider type, enrollment status, geographical
  region, staff assignment

• Internal forms generated by the PMDB ensure that
  all procedures are followed and no clinic or user
  falls through the cracks

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Conclusions

• The PMDB is an excellent tool for accelerating
  provider enrollment, facilitating long-term
  retention, and providing data for program and
  staff evaluation

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For More Information(PMDB copies available upon
request)

• Jennifer West, MPH
• Health Educator
• VaxTrack Immunization Registry
• Riverside County Health Department
• 10370 Hemet St, Ste 300
• Riverside, CA 92503
• 909-354-1444
• jkwest_at_co.riverside.ca.us