Assessment

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Assessment AccountabilityHand in Hand

• Glenda Anderson
• Caroline Helton

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Objectives

• Define the following for assessment and
  accountability

Who
What
When
Why
How
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Assessment

• Used to determine the number of children within
  your organization, that are up-to-date on their
  immunizations, within a specified age group

What is it?
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Accountability - what is it?
Accountability

• A justifiable explanation of what occurred with
  state-supplied vaccines during a specified time
  period

What is it?
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The Need for Assessment

• To show pockets of need
• To ensure complete records
• To determine kids in need of deferral catch-up
• To generate revenue

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Why Account?

• Fulfill state / federal reporting requirements
• Ensure I have enough vaccine
• Ensure I dont have excess wastage
• To ensure complete records

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Who can do it?

• Inventory Control
• Inventory Report
• Administrators
• Inventory Report
• Assessment Report
• Request Reminder

Assessment
Inventory
Reminders
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Click Here for a List
Minimum of 2
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Do you have at least 2 administrators?
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When to Run
Finish Line

• Accountability - depends on ordering practices
• Orders Bi-monthly Run bi-monthly
• Run assessment quarterly

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• the
• Assessment Report

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Assessment Report

• Click assessment report
• Choose an evaluation date
• Click generate

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(No Transcript)
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Click
Now what???
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• Focus on the first page

ONLY 12.5 ????
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Whats my Goal?
90 UTD is Excellent!
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• Evaluation Date sets Birth Date Range for Request
  Reminder
• Percentages are based on Records Analyzed (count
  of active clients)

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• Use
• months of age as
• your initial target group

24 - 35
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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
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• To find a count of the number of clients that are
  UTD

16 x 12.50 2 UTD
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• 16 2 14 still not UTD

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Request Reminder
DTaP, Hep B, Hib, MMR, Polio
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13 1 14 clients not UTD
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Options for Output
Client Specific
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Client Query Listing
Click Link HERE
Name your file HERE
Report Link Shows Up HERE
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Client Query Listing

• Look for not valid (NV) shots
• Look for blank records
• Who can you inactivate?

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Starting questions to Answer

• Are histories entered on all clients?
• Are there any active duplicate clients under my
  organization?
• Have all doses administered been keyed into NCIR?
• Have keyed doses been entered correctly?

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Where to begin

• Generate Inventory Report (1st of the Month)
• Count doses on hand
• Sets your beginning inventory
• End of the Month
• Run transaction summary report
• Generate Inventory Report
• Count doses on hand

Inventory
Count
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Transaction Summary
Inventory Report
Wasted/ Expired
Show Transactions
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Inventory Report

• Generate for
• State (default)
• Private
• State AND Private (all vaccines)

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Accountability Report
Oh, NO, 8.57!!!! Thats over 1,000 worth of
vaccine!
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Whats my Goal?
5 unaccounted
is Excellent!
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Viable Doses Returned To State
Start Inventory
Doses Shipped From State

-
-
Expired Doses Returned to the State
Doses Transferred IN
Doses Transferred OUT

-
-
Doses Wasted
Doses Administered
Ending Viable Inventory
-
-
Over/Under Accounted
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Inventory Reconciliation Report
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Transaction Report
Its client specific!
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Show Transactions
12/01/2008
01/31/2009
Filter Options
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Show Transaction Results

• Now we have our client specific information list
  from our vaccine transactions (list of clients
  immunized from inventory)

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Comparison
Show
Request Reminder
Transactions
?
Vax
Client
UTD
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• D
• U
• P
• L
• I
• C
• A
• T
• E
• S

How do we know?

• Same name
• Same DOB
• Same address
• Majority of shots given same day

Merge
D U P L I C A T E S
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Reporting Duplicates
Email ncirhelp_at_ncmail.net
Indicate which client should be removed and which
should remain.
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Look client up were doses given and entered
from inventory ?
1. Is there a Trade Name listed?
2. Owned? is blank
3. Hist? is blank
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(NV) Not Valid
A single dose of KINRIX is indicated for
children 4 through 6 years of age ...
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4 of 5
Tripedia
2. Subtracts DTaP and IPOL from inventory
1. Adds Kinrix back to Inventory
I P O L
DTaP
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Everything looks right wonder whats wrong
Gave STATE Entered PRIVATE
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1. Delete incorrect lot
2. Enter correct lot
_____________
Inventory Balances
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Client Query Listing
CHRISTOPHE
MERGE
vs.
CHRISTOPHER
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Similar Match Screen
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New Historical Entry Screen
Add dates and click Trade Name details to add
more information
Enter Here
Click Here
To add additional Vaccines, click drop-down here
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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
07/21/2006
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• Unable to locate

• The client has not been seen by your office in
  the last 6 months
• All available telephone numbers are no longer
  valid (disconnected or family no longer
  associated with number)
• 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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Doses entered in December 2008
Oops!!!! No transactions for Beverly! But someone
did ERROR CORRECT the doses out.
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Doses entered historically

• Delete the Historical Doses
• Error correct (ADD) the doses back to inventory
• 3. Re-enter the doses from inventory

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T. Parker
DTaP
add the missing immunizations
Hep A
MMR
Varicella
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• Client Evaluation
• No history entered
• Only received FLU at Rock of Love Medical Clinic
• One dose of flu given entered and removed from
  inventory twice

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• How to Fix
• Delete extra dose of Fluzone (adds it back to
  inventory)
• Verify office has no updated information on the
  patient
• Inactivate client

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OOPS! The second record needs to be deleted!
Need to update history
X
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Should be Tripedia!

• Delete the dose of Boostrix
• Enter the dose of Tripedia

Boostrix
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• Clients that
• Have one or more responsible persons and at least
  one resp. person receives notices
• City is not specified
• Zip Code is not specified

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For Request Reminder Contact!
Removed from Omitted
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• One last inventory check

5.43
Still gt 5
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• A little extra inventory cleanup

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• Enter Preventive Action
• Click Save
• Click Packing List
• Click Ship
• Click Ship

Monitor usage more closely
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Let's Run Everything Again...
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100 Accounted
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81.82 x 11 9.00 11-9 2
Now at 81.82 UTD!
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• Down to 2!

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Due for DTP/aP (Flu and Hep A)
Need to Enter History!
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Reminder Letters
Labels too!
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How to Get the Most from Request Reminder

• 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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• Notices Box

5551
704
704
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• Review and give all needed vaccinations at each
  visit
• Consolidate immunization records (enter
  histories, merge duplicates, etc.)
• Document attempted communication (request
  reminder letter return)
• Document MOGEs
• Schedule next visit

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How to Get the Most from Your Inventory

• Reconcile Inventory Weekly
• Use your reports
• Keep picklists small
• Enter doses real-time (use new client form for
  mass flu clinics)
• Report wasted, expired and transfers
• Accept orders and enter Varicella
• Be careful of the Back button
• Utilize the Help Desk

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• New
• Mass
• Clinic
• Form

Parent Completes
Fluzone
U2471AA
05/23/09
08/23/09
.5mL
Prefill and Make Copies
Glenda Anderson, RN
08/23/2009
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Harmony
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If you have any questions...
please contact the NCIR HelpDesk
at 1-877-873-6247.