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H1N1 Vaccine Doses Administered Refresher Training (All Options)

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H1N1 Vaccine Doses Administered Refresher Training (All Options) September 9, 2009 Jeanne Tropper, MS, MPH, jwu0_at_cdc.gov – PowerPoint PPT presentation

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Title: H1N1 Vaccine Doses Administered Refresher Training (All Options)


1
H1N1 Vaccine Doses AdministeredRefresher
Training (All Options)
  • September 9, 2009
  • Jeanne Tropper, MS, MPH, jwu0_at_cdc.gov
  • CRA Development Team
  • Division of Integrated Surveillance Systems and
    Services
  • National Center for Public Health Informatics

2
Agenda
  • Learning Objectives
  • Background
  • Options 1, 2 and 3 Overview and Training
  • Action Items
  • Upcoming Events and Questions

3
Learning Objectives
  • The Refresher Training session focuses on
  • Understanding procedures for project area setup
    (organizations, users, etc.)
  • Reviewing and understanding guidelines for
    reporting aggregate data per option
  • Comprehending process and technical
    considerations
  • Gaining awareness of steps for submitting and
    confirming aggregate count data
  • Identifying and managing potential quality
    control concerns for aggregate reporting

4
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
  • CDCs CRA system was modified to provide three
    ways for states and partners to report vaccine
    doses administered

5
Aggregate Reporting Options via CRA
6
H1N1 Vaccine Doses Administered Tracking
  • Pandemic Plan is applied to H1N1 Response
  • CRA will be used to track doses administered (DA)
    initially critical component of safety and
    ensuring targeted groups are reached
  • BRFSS will be running in parallel and will track
    usage with statistical methods as vaccine
    coverage increases

7
Guidelines for Reporting Aggregate Data
  • Each project area sending data to the CRA system
    is responsible for submitting counts for each
    reporting period that aggregates all the doses
    administered for all clinics in the jurisdiction
    by age group and dose number
  • Reporting is required for each reporting period,
    even if no doses were administered
  • Reporting period is based on the MMWR week
    defined as Sunday through Saturday
  • Reporting is required by end of day (1159 pm
    local time for the reporting jurisdiction) on the
    Tuesday following the end of the reporting period

8
Definitions
  • Event public health programs or emergency
    responses that require the administration of
    countermeasures H1N1 vaccine campaign has been
    defined as an event within CRA
  • User Roles CRA has role based user access the
    user can only access system functions appropriate
    to their role two roles
  • Public Health Administrator (PHA)
  • Data Entry Specialist (DES)
  • Data Entry Specialist Lite (DESL)
  • Organization Physical location where vaccine or
    countermeasure will be administered

9
Overview of Setup Tasks
  • CDC has already setup the H1N1 event and the
    minimum dataset, including vaccine types,
    aggregate groups and project areas
  • Some basic setup tasks may be required these
    include adding
  • Users
  • Organizations
  • Optional fields (Option 3 only)

10
Option 1(Data Exchange)
11
Guidelines for Reporting Aggregate Data via
Option 1
  • Primary code 128 should be used to report
    aggregated age group and dose number to CDC
  • Based on any formulation of H1N1 vaccine
  • Full Replacement of Aggregate Reports
  • Full replacement of all weekly aggregate counts
    previously reported, along with new aggregate
    counts is required for each reporting period
  • Each week, counts for new week plus the counts
    for all previous weeks must be reported
  • Aggregate counts replaced based on a match to the
    partner, event, start date, end date, and vaccine
    type

12
Full Replacement of Aggregate Reports
Aggregate Reporting Full Replacement of Doses Administered Reporting Weeks Reporting Weeks Reporting Weeks Reporting Weeks
Aggregate Reporting Full Replacement of Doses Administered Week 1 Report Week 2 Report Week 3 Report Week 4 Report
Week 1 Doses Administered 100 105 (week 1 data updated with 5 more doses 105 (no change from previous week) 105 (no change)
Week 2 Doses Administered 250 250 (no change from previous week) 200 (week 2 data updated with 50 fewer doses)
Week 3 Doses Administered 100 100 (no change)
Week 4 Doses Administered 375
13
Process Technical Considerations (Option 1)
  • Local application should have capability to
    collect core data elements and/or aggregate
    report form counts
  • Minimum data set should be extracted and put into
    one of three formats following the Data Exchange
    Specification for Novel Influenza - H1N1
    Aggregate Report document
  • CDC SDN Digital certificates must be in place for
    access and transfer to CRA
  • Quality control concerns for aggregate report
    form counts

14
Option 1 Training
  • Scenario
  • Data has been collected in the project area via
    an existing Immunization Information System (IIS)
    or other application and aggregate counts are
    manually uploaded to CRA for the reporting period

15
Essential Tasks to PerformOption 1
  • Login to CRA
  • Upload the data file to CRA
  • Note and correct errors and warnings, if any
  • Search upload status
  • Note to PHINMS users upload process is more
    automated and these steps do not apply if
    interested in implementing PHINMS contact your
    CRA POC

16
Option 2(Web-based Aggregate)
17
Guidelines for Reporting Aggregate Data via
Option 2
  • Option 2 (Web-based Aggregate)
  • Vaccine type Novel Influenza-H1N1-09, all
    formulations should be used to report aggregate
    age group and dose number to CDC

18
Process Technical Considerations (Option 2)
  • Process Considerations
  • Determine how data will be entered into CRA
  • Aggregate data submitted at the Project Area only
  • Data submitted at the provider level and
    confirmed at the Project Area level
  • Determine who will need access to CRA and in what
    role
  • Technical Considerations
  • Staff entering data online must have access to
    the internet via web browser
  • Staff confirming data for the Project Area
    (Public Health Administrator) must have SDN
    digital certificate

19
Option 2 Training
  • Scenario 1 - Project Area Enters and Confirms
    Counts
  • Data collected at the provider level is sent to
    the public health authority and aggregated at the
    Project Area level
  • Public Health Administrator (PHA) logs into CRA
    and submits confirmed aggregate data for the
    Project Area
  • Scenario 2 - Providers Enter Counts and Project
    Area Confirms Total Counts
  • Data is collected and aggregate counts are
    entered into CRA at the provider level
  • Public Health Administrator (PHA) logs into CRA
    and confirms aggregate data for the Project Area

20
Scenario 1Essential Tasks to Perform
  • Enter and confirm aggregate counts at the project
    area/state level - Confirm Aggregate Reports
  • Search for aggregate counts and reports
  • Replace counts with new data as it becomes
    available - Replace Aggregate Reports

21
Scenario 2Essential Tasks to Perform
  • Enter aggregate counts into CRA at the
    provider/clinic level - Report Aggregate Counts
  • Confirm aggregate data at the project area/state
    level - Confirm Aggregate Reports
  • Search for aggregate counts and reports
  • Replace counts with new data as it becomes
    available - Replace Aggregate Reports

22
Option 3(Web-based Detail)
23
Guidelines for Reporting Aggregate Data via
Option 3
  • Option 3 (Web-based Detail)
  • All vaccine types can be used to track vaccine
    doses administered
  • Individual vaccine and lot number information can
    be collected

24
Process Technical Considerations (Option 3)
  • Process Considerations
  • Determine who will collect and enter data
  • Determine what level of detail vaccination data
    will be collected
  • Ensure data entry staff (users) and providers
    (organizations) have been added and assigned to
    the event
  • Technical Considerations
  • Staff entering data online must have access to
    the internet via web browser unless they use
    offline CRA
  • Staff accessing CRA must have SDN digital
    certificate

25
Option 3 Training
  • Scenario
  • Patient level vaccine doses administered data has
    been collected at the provider level and entered
    into CRA
  • CRA aggregates patient level data entered by age
    group and dose number
  • Public Health Administrator (PHA) logs into CRA
    and confirms aggregate data for the Project Area
    for the reporting period

26
Essential Tasks to PerformOption 3
  • Enter patient demographic and doses administered
    data collected at the provider level into CRA -
    Add Patient Countermeasures
  • View recently added patients
  • Confirm aggregate data at the project area level
    - Confirm Aggregate Counts

27
Blended Option OverviewOptions 2 and 3
  • Scenario
  • Data collected at the provider level
  • Some providers enter aggregate counts into CRA
  • Some providers enter patient level data into CRA
  • Public Health Administrator (PHA) logs into CRA
    and confirms aggregate data for the Project Area

28
Accessing CRA
  • Preparation Activities
  • Acquire or renew SDN digital certificate as
    necessary
  • Use CRA event name Novel Influenza (H1N1) 09 for
    associated setup tasks
  • Logging into CRA
  • Access Secure Data Network (SDN) at
    https//sdn.cdc.gov
  • Access CRA Application on SDN Activity Page

29
Security Waiver
  • Provides data entry staff access to limited CRA
    features to support the H1N1 Response
  • Requires username and password authentication to
    access the application
  • Supports easier access by not requiring SDN
    digital certificates
  • Applicable to Option 2 and limited access for
    Option 3
  • Guide for Establishing CRA Data Entry Specialist
    Lite for H1N1 document will be sent to Project
    Area POCs and made available on the CRA webpage

30
Process Security Considerations
  • Evaluate the planned security changes that may be
    applicable to your project area
  • Limited features allowable for data entry staff
  • Data entry staff must have valid email addresses
    and the Public Health Administrator (PHA) must
    setup the user in CRA
  • Begin the process of identifying potential users
    needing access to CRA
  • Setup the DESL user and assign the data entry
    staff with appropriate role in the CRA system

31
Quality Control Considerations for Provider
Supplied Aggregate Reports
  • Scenario
  • Provider sends aggregate report to public health
    authority
  • Need arises to add aggregate counts from provider
    forms to IIS individual level data to create an
    inclusive doses administered report
  • If subsequent patient level reporting is received
    for a previously submitted aggregate report,
    Project Areas need to reconcile the aggregate
    counts with patient level data to avoid
    double-counting to the CRA system

32
Reminders
  • CRA Demonstration Site (http//crademo.cdc.gov)
    should be used for testing data entry and data
    submission
  • Contact the PHIN Helpdesk (phintech_at_cdc.gov) for
    login/password information
  • CRA Production Site accessed via SDN should be
    used to perform associated setup tasks
  • Adding organizations (provider locations) and
    users (staff accessing CRA)
  • Assigning users to organizations
  • Assigning organizations to the event Novel
    Influenza (H1N1) 09

33
Action Items
  • Submit test file to Tony DaSilva (aod7_at_cdc.gov)
    or your designated Project Area point of contact
    to ensure the file can be submitted
  • Perform setup tasks as necessary for your Project
    Area (adding organization and users)
  • Ensure users have an active SDN digital
    certificate, as required
  • Develop quality control mechanisms for aggregate
    report forms
  • Review Guide for Establishing CRA Data Entry
    Specialist Lite for H1N1 document will be sent to
    Project Area POCs and made available on the CRA
    webpage

34
CRA Team Contact Information
  • Jeanne Tropper, NCPHI/DEPR CRA Lead, jwu0_at_cdc.gov
  • Warren Williams, NCIRD/ISD Informatics Lead,
    wxw4_at_cdc.gov
  • Charles Williams, SRA Contractor, Project Area
    and Public Health Partner Liaison, cpw6_at_cdc.gov
  • CRA Help crahelp_at_cdc.gov

35
Upcoming Events
Date Event Topic
September 16 Conference Call/Training Session (as needed) Open Conference Call for Project Areas to Touch Base with CDC/CRA
September 23 Conference Call/Training Session (as needed) Open Conference Call for Project Areas to Touch Base with CDC/CRA
September 30 Conference Call/Training Session (as needed) Open Conference Call for Project Areas to Touch Base with CDC/CRA
36
Questions
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