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TISWG Vaccine Choice Update May 20, 2010. Agenda. Choice Legislation Current Ordering/Reporting Process Choice Strategies Timeline. Choice Legislation. HB448 requires vaccine choice in Texas Vaccines for Children and Adult safety net programs Recommended through ACIP - PowerPoint PPT Presentation
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TISWG
Vaccine Choice Update
May 20, 2010
Agenda
Choice Legislation Current Ordering/Reporting
Process Choice Strategies Timeline
Choice Legislation HB448 requires vaccine choice in Texas
Vaccines for Children and Adult safety net programs
Recommended through ACIP Available through CDC Adult safety net vaccine available from DSHS
Includes 115% cost containment clause
Choice not applicable in emergencies
August 31, 2010 implementation
DSHS Guiding Principles
Offer Choice by September 1, 2010
Minimize impact on providers
Manage Choice with existing public health personnel
Maintain existing vaccine delivery timeframes
Vaccine Ordering/Reporting Current Process
Texas Infrastructure
Choice in a Paper System
Region Jan-10
1 189
2/3 855
4/5 322
6 468
COH 357
7 415
8 232
SAM 215
9/10 249
11 501
Total 3803
Austin Office
Health Service Regions
Local HealthDepartment
ProviderProvider
ProviderProvider
ProviderProvider ProviderProvider
Distributor
CDC Electronic
Paper
Curre
nt
Ord
erin
g/Re
porti
ng
Proc
ess
Choice in a Paper System
Approximately 70 products Providers
Increase in paperwork (C-33 example) Additional time to complete Likely increase in reporting errors
Choice in a Paper SystemLHD/HSR and Austin Office
Additional staff to maintain existing workload and timeframes
Likely increase in order entry errors (AO) Impact on other business needs
Customer support Training Promotions Quality
Choice in a Paper System : Vaccine Delivery 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 1 2 3 4 5 6 7 8 9 10
Provider sends order XC
HSR/LHD receives order X CHSR/LHD reveiws and forwards X C
AO Receives X C
AO Places order X CProvider receives confirmation X* C*
CDC forwards to Distributor X C
Distibutor receives order X C
Distributor ships order X C
Order arrives X X C* After 4 PM
DSHS Choice Strategies
Electronic Vaccine Inventory Operating ProceduresCommunication PlanResources and Training
Electronic Vaccine Inventory (EVI)
Providers/LHD/HSR/AO Reduce paperwork Reduce processing time Potentially decrease delivery time
Simplify Ordering/Reporting and Improve Quality Create “recommended order” Automated reminders and exceptions Auto mathematical calculation features Pre-population of previously entered inventory information (lot number,
NDC, expiration dates)
Allow to Texas to Interface with CDC System
Benefits
Ordering/Reporting PossibilitiesCurrent Situation Existing Paper System with 70 choices added
(necessary for providers without internet access)
Long Term Goal Fully Electronic System – (could take through 2011 to
fully develop)
Reality for the Next year Interim System that includes some electronic and
some paper (using current IT resources)
DistributorElectronic
Interim Ordering/Reporting Process
Paper
Approval Approval
Austin Office
CDC
Health Service Regions
Local HealthDepartment
EVI Database
ProviderProvider
ProviderProvider ProviderProvider ProviderProvider
Choice Operating Procedures
TVFC/Provider ManualsStand Alone Documents
1. Outline legislative requirements 2. Day-to-day operations under electronic
system How to order and report How to report vaccine losses How to receive vaccines
3. Provide answers to the implementation questions
Choice Operating ProceduresImplementation Question Tools
FAQ New Vaccines Unavailable Vaccines (shortages) How to handle existing vaccine inventory (Can it
be returned?) Provider fails to choose Initial Vaccine Choice Duration
Provider Vaccine Information Sheet Storage Calculator Survey, Tips, and Instructions
Communication Plan
Providers and other Internal (HSR, AO) Memos on updates Training – group and individual Conference Calls Tools such as FAQ and Storage Calculator
External Stakeholder Input from Choice subcommittee of TISWG Presentations on Choice to TISWG, Texas Association of Local
Health Officials (TALHO), and other agencies
Choice Website Development
Call Center
Resources and Training Roles
AO Roles Develop messaging, tools and other
communications as necessary Kick-off Training for LHD/HSR to introduce
training materials Develop Online or web-based trainings Manage the helpdesk after Sept 1
Resources and Training Roles LHD/HSR Roles
Conduct group presentations and/or individualized training for providers in jurisdiction
Negotiate storage space and Tiered Ordering Frequency
Primary resource for general questions on choice processes
Manufacturer Roles Education on vaccines Communicate with Providers
Provider Responsibilities
Survey of Choices Internet/Email Access Provider Agreement
Provider Choice Agreement Ensure that enrolled provider has been notified of choice options
Inform provider about their right to choose brand and presentation
Limitations 115% cost containment, and not applicable in public health emergency
Choice fundamentals use all brands prior to expiration date duration of choices
Sign Form and fax to 512-458-7346 prior to the July 31, 2010
Timeline for Vaccine Choice Implementation
Ma
r
Ap
r
Ma
y
Ju
n
Ju
l
Au
g
Se
p
Oc
t
No
v
De
c
2011
RFP Release, Bid period, Acceptance Period X X X X X X XRelease Introduction Memo X Develop Choice Protocol Recommendations X XManufacturer Discussions XConvene TSWIG Choice Subcommittee 4/30Inform contractors about kick-off X Develop survey, instructions, tips, and release X 5/14Test Storage Calulation Tool XIdentify EVI processes for providers and get screen shots XDevelop training tools, presentations for LHD/ HSR trainings X X
Provider Choice Agreement X
Manager's Meeting Preveiw 5/18Kick-off Training for HSR/ LHD 5/26LHD/ HSR Trainings for Providers X XTrain Staff on Changing Roles X XDevelop and Test Paper System (Electronic Reports) X X X EVI testing X X X Develop/ Implement Online Training X X X X Call Center Implementation X XInterium EVI Statewide implementation 9/1EVI Systems Enhancements X X X X
2010
Current StatusSurvey up getting responses Next week HSR/LHD Meeting Website www.immunizetexas.com Select “Providers”
Click on Communications Provider information Training EVI Other Resources
Vaccine ChoiceTexas Vaccines For Children
Thank you
Provider next steps Go online to the survey at
http://tvfcchoice.questionpro.com/ and select preferred vaccines.
Review email confirmation when received (same week)
Look for the Provider Agreement, sign and fax back to 512-458-7346
Await an email notifying you of your User name and password (August)
Look for memo announcing online training and ensure all appropriate staff take prior to September 1.
Beginning September 1, go online to enter information from Biological Report and Order (C-33, C-68).
Fax temperature log to HSR or LHD as usual.