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Aggregate Reporting of Pandemic Influenza Vaccine Doses

Administered

Status and Open Q&A

Joint Presentation by:

Immunization Services Division

National Center for Immunization and Respiratory Diseases and

Division of Emergency Preparedness and Response

National Center for Public Health Informatics

Webinar Presentation to Public Health Project Areas

Aug 08, 2007

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Agenda

• Background on Aggregate Reporting

• Status to Date • Pilot Test • Leading Implementers• Open Q&A

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Background

• The National Strategy for Pandemic Influenza: Implementation Plan calls for monitoring of the appropriate use of a scarce pandemic influenza vaccine

• To accomplish this, states/ project areas will track vaccine doses administered, collect and aggregate minimum data elements and transmit weekly to CDC

• CDC’s CRA system was modified to provide three ways for states and partners to report vaccine doses administered:

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Options for Aggregate Reporting to CDC

• Option 1: For states and project areas collecting data via an existing immunization information system (IIS) or other application, technical specifications were developed for three different data exchange formats: flat file (pipe-delimited), XML file, HL 7

• Option 2: For states and project areas collecting data manually, an aggregate reporting screen was added to CDC’s CRA application to allow direct data entry via a web browser

• Option 3: For states and project areas using CDC’s CRA application to collect patient level information, selected data elements will be automatically aggregated

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Pilot Test

• CDC and the project areas will test options during the next influenza season• Evaluate project area capabilities to

aggregate and send a subset of data• Evaluate CDC technical system

capabilities to accept and report aggregate vaccine doses administered

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Status to Date

• Several Webinars have been conducted • Overview and approach to monitoring vaccine

coverage• Details of each option• Details of pilot test• Open Q&A

• POC information has been received from all the project areas; exception - certain island jurisdictions

• Option choices have been received from 49 project areas

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0

5

10

15

20

25

30

Option 1 Option 2 Option 3 yet to respond

Option choice

Nu

mb

erProject Area Option Choices

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Top 5 Frequently Asked Questions

• Can a state/project area choose multiple options? • Can a project area choose one reporting option

initially and then switch to another reporting option in the future?

• What funding will be available for project areas to use existing IIS, adopt any of the options of CRA system, or to support the salary of the planning lead?

• Do our sites still need to collect and record individual patient level data in their own systems such as a paper chart or other electronic system?

• Can we do the pilot test prior to or after the scheduled pilot period?

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Why is the Pilot Test Necessary ?

• Operational Perspective• To assess the ability to collect and report

vaccine doses administered data and to provide perspective on federal, project area, and clinic needs in order to scale-up for a pandemic situation.

• Technical Perspective• To assess the technical ability of systems to

receive, aggregate, and return data, to identify and address system gaps and to test tooling options and security aspects for federal and state partners

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Data Expected from the Project Area

• Will include (required)• Age• Project Area ID• Date of Clinic(s)

• Will NOT include• Priority Group• Dose Number

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Reporting Frequency and Timeframe

• Number of Reports and Frequency• If only one clinic site is being used, data from two

different dates should be reported (using two distinct transmissions)

• If more than one clinic site is being used, data from one day for each site should be reported using a distinct transmission for each site; each transmission must represent different dates

• Time Frame• Clinic dates should occur between November 1 and

December 31, 2007• Data from each clinic should be compiled and

transmitted within 48 hours of the day of the clinic

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Expected Benefits or Lessons Learned

• Provide a framework for developing future pandemic influenza reporting plans

• Illustrate technical gaps and needs• Identify operational barriers • Understand training needs of staff• Identify equipment needs and capabilities• Gain a preliminary understanding of costs

and other impacts to clinical operations

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Expected Challenges for Project Area

• Communication and support among all parties

• Availability/distribution of seasonal vaccine

• Technical glitches; training and equipment needs

• Clinic selection and scheduling • Timeliness and completeness of

reporting

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Expected Challenges for Clinics

• Availability of seasonal vaccine • Reporting not currently required• Timeliness and completeness of

reporting• Data entry staffing, training, and

equipment needs• Communication and support

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Check list for the pilot test

• Before the Pilot Test (Between now and Oct 1)• Confirm the clinic(s) in your project area which will

be involved in the pilot test• Confirm the dates (clinic sessions) when the data

from each clinic will be collected• Send the clinic dates to Sanjeeb Sapkota at

ssapkota@cdc.gov

• During the Pilot Test (From Nov 1 to Dec 31)• Perform the vaccination in the scheduled clinic and

scheduled date• Send the data to CDC within 48 hours of data

collections

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Leading Implementers

To help gain experience for the pandemic scenario CDC is seeking 6-9 project areas who are willing to be the ‘leading implementers’ for one aggregate reporting option

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Points of Contact and Resources• Sanjeeb Sapkota, CRA Team, Division of Emergency Preparedness and

Response, ssapkota@cdc.gov Submit your clinic dates during the pilot period and for those

project areas that haven’t submitted option choices, please submit by August 10th.

• CRA Help E-mail CRAHelp@cdc.gov • General aggregate reporting questions and inquiries• Getting access to CRA Exchange, an interactive knowledge sharing and

exchange web site (http://team.cdc.gov/)

• PHIN E-mail PHINTech@cdc.gov • Issuing digital certificates• Getting access to CRA demonstration site• Trouble shooting and Problem solving

• To get a copy of all presentations and Q and A’s from presentations: http://www.cdc.gov/phin/activities/applications-services/cra/presentations.html

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Questions?

Questions may also be emailed to: CRAHelp@cdc.gov

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Webinar and Meeting Schedule

2007 PHIN Conference, Aug 27 – 29http://www.cdc.gov/phin/conference/upcoming-conference.html

CRA Activities during the conference:• Presentations • Demonstration• Booth