Terry E. Adams, VFC Program, Delaware County Health Department, 528 1/2 S. Washington St, Bloomington, IN, USA and Adam Younce, Delaware County Health Dept. VFC, Indiana VFC Program, Indiana State Dept of Health, ISDH ms 6-22, 2 North Meridian St, Indianapolis, IN, USA.
BACKGROUND:
While VACMAN accurately tracks the distribution records, recovering the DAR Data (Age Group, Eligibility Criteria, and Antigens Administered) and entering this essential data into VACMAN presents a significant challenge, but is necessary for Provider and Project Level Accountability and has other uses. Previously, all DAR Data for this project had been completely processed manually, including totals for each DAR component and was extremely inefficient.
OBJECTIVE:
Planning and implementing methodology to accurately convert DAR Data from a hand-written hard copy form into a useable electronic database format without the use of excessive resources.
METHOD:
Accurate quantification of Required DAR Task Completion Time verses DAR Task Resource Allotted Time revealed a significant deficiency of staff resources to accomplish DAR Task. In order to conserve resources and increase efficiency, accuracy and facilitate accomplishment of DAR Task, different technologies were considered. OCR was selected for several reasons. The VFC Program receives an electronic version of the DAR into the OCR system and data goes directly into a useable database with minimal staff interaction, when form is FAXed from provider's office.
RESULT:
Through a Competitive Bid Process, a local vendor was selected. The OCR Form was developed to resemble the previously-used form to minimize implementation complications. Greater than 65% of providers implemented the system with only one mailing of master copy and form instructions. It took 2 months to reach 99% provider implementation rate with remediation. In 10 months all DAR data from 643 non-registry participating providers has been entered into VACMAN. It is also possible to use this data to accurately measure age, eligibility and antigens administered for each VFC Provider's Profile.
CONCLUSION:
The OCR system is reliable accurate and extremely cost-effective system of recovering and entering DAR Data into VACMAN.
LEARNING OBJECTIVES:
Methodology for DAR task analysis, Utilizing OCR Technology to accomplish DAR Data entry intoVACMAN.
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