Provider Management Database Facilitates Provider Enrollment and Program Evaluation

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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. Overview. Riverside County background Riverside County goals - PowerPoint PPT Presentation

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Provider Management Database Provider Management Database Facilitates Provider Enrollment and Program EvaluationFacilitates Provider Enrollment and Program Evaluation

Jennifer West, MPHHealth EducatorVaxTrack Immunization Registry ProgramRiverside County Department of Public HealthRiverside, CA

OverviewOverview

Riverside County backgroundRiverside County background

Riverside County goalsRiverside County goals

Riverside County progressRiverside County progress

Rationale for building a Provider Rationale for building a Provider Management Database (PMDB)Management Database (PMDB)

OverviewOverview

PMDB development PMDB development

PMDB screen prints and sample reportsPMDB screen prints and sample reports

Results of using the PMDBResults of using the PMDB

ConclusionsConclusions

Where to get more informationWhere to get more information

Riverside County BackgroundRiverside County Background

Riverside County joined the mature Riverside County joined the mature San Bernardino County registry in July San Bernardino County registry in July 20002000

Riverside wanted to conduct an Riverside wanted to conduct an accelerated provider enrollment phase accelerated provider enrollment phase in order to match San Bernardino’s in order to match San Bernardino’s high rate of provider participation as high rate of provider participation as soon as possiblesoon as possible

Riverside County GoalsRiverside County Goals

Enroll 100% of Department of Public Enroll 100% of Department of Public Health clinics by December 2001Health clinics by December 2001

Contact 100% of private health care Contact 100% of private health care facilities and enroll 60% of eligible facilities and enroll 60% of eligible facilities by December 2004facilities by December 2004

Riverside County ProgressRiverside County Progress

Department of Public Health clinics Department of Public Health clinics enrolled on scheduleenrolled on schedule

Due to staff turnover and other factors, Due to staff turnover and other factors, private provider enrollment had a slow private provider enrollment had a slow startstart

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

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

Rationale for building a PMDBRationale for building a PMDB

1.1. To accelerate private provider To accelerate private provider enrollment by enabling staff to organize enrollment by enabling staff to organize and manage a high volume of provider and manage a high volume of provider datadata

2.2. To facilitate long-term retention by To facilitate long-term retention by providing a reliable follow-up systemproviding a reliable follow-up system

3.3. To serve as a tool for program and staff To serve as a tool for program and staff evaluationevaluation

PMDB DevelopmentPMDB Development

Began development of Provider Began development of Provider Management Database (PMDB) in Management Database (PMDB) in June 2002June 2002

Implemented in July 2002Implemented in July 2002

PMDB has been growing and evolving PMDB has been growing and evolving ever sinceever since– Has become an indispensable tool for the Has become an indispensable tool for the

entire registry staffentire registry staff

The SwitchboardThe Switchboard

Clinic Demographics/StatusClinic Demographics/Status

Management and User ContactsManagement and User Contacts

PractitionersPractitioners

Users / User TrainingUsers / User Training

Marketing Activity / TechnologyMarketing Activity / Technology

Enrollment Dates / Service Opt.Enrollment Dates / Service Opt.

Computer and Printer DetailsComputer and Printer Details

Calls, Mailing Due / Survey Hist.Calls, Mailing Due / Survey Hist.

Notes / Action ItemsNotes / Action Items

Help DeskHelp Desk

Search by User NameSearch by User Name

Search by Practitioner NameSearch by Practitioner Name

Committee ManagementCommittee Management

Outreach PlannerOutreach Planner

Main Reports MenuMain Reports Menu

Health Educator Reports MenuHealth Educator Reports Menu

Management Reports MenuManagement Reports Menu

Help Desk Reports MenuHelp Desk Reports Menu

Other/Special Request MenuOther/Special Request Menu

Open Action Item ReportOpen Action Item Report

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

Clinic Profile ReportClinic Profile Report(pg 1)(pg 1)

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

Clinic Profile ReportClinic Profile Report(page 2)(page 2)

User list

Computer list

Contact log

Help Desk log

Space for notes

made during

phone calls or

site visits

Results of Using the PMDBResults of Using the PMDB

1.1. Accelerated private provider enrollmentAccelerated private provider enrollment

–Within 3 years of becoming part of the Within 3 years of becoming part of the VaxTrack regional registry and within 14 VaxTrack regional registry and within 14 months of implementing the PMDB, months of implementing the PMDB, Riverside County has completed 100% of Riverside County has completed 100% of new private provider contacts and enrolled new private provider contacts and enrolled 56.7% of eligible clinics56.7% of eligible clinics

Results of Using the PMDBResults of Using the PMDB

1.1. Accelerated… (continued)Accelerated… (continued)

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

–511% increase511% increase

–Expect to reach goal of 60% eligible Expect to reach goal of 60% eligible private provider enrollment by December private provider enrollment by December 2003, one year ahead of schedule2003, one year ahead of schedule

–Before PMDB: Enrolled 18 PMDs in 18 mo.Before PMDB: Enrolled 18 PMDs in 18 mo.

–After PMDB: Enrolled 92 PMDs in 14 mo.After PMDB: Enrolled 92 PMDs in 14 mo.

Results of Using the PMDBResults of Using the PMDB

2.2. A reliable follow-up system that A reliable follow-up system that facilitates long-term retentionfacilitates long-term retention

–Notes/Action Items section allows the Notes/Action Items section allows the user to document all interaction with the user to document all interaction with the clinic and customize follow-up interval to clinic and customize follow-up interval to the needs of each providerthe needs of each provider

–Open Action Item Report ensures timely Open Action Item Report ensures timely follow-upfollow-up

Results of Using the PMDBResults of Using the PMDB

3.3. A tool for program and staff evaluationA tool for program and staff evaluation

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

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

ConclusionsConclusions

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

For More InformationFor More Information(PMDB copies available upon request)(PMDB copies available upon request)

Jennifer West, MPHJennifer West, MPHHealth EducatorHealth EducatorVaxTrack Immunization RegistryVaxTrack Immunization RegistryRiverside County Health DepartmentRiverside County Health Department10370 Hemet St, Ste 30010370 Hemet St, Ste 300Riverside, CA 92503Riverside, CA 92503909-354-1444909-354-1444jkwest@co.riverside.ca.usjkwest@co.riverside.ca.us