Accountability through Technology: Making Every Dose Count

Background:
The Maine Immunization Program (MIP) accounts for all vaccine dose transactions, inventory on hand, and temperature logs through Optical Character Reader (OCR) and the Immunization Information System, Immpact2.

Setting:
The Maine Immunization Program strives to account for each dose distributed and to store the data in a centralized location. The MIP is utilizing the functionality of their registry Immpact2 for both registry enrolled providers and non-registry provider transactions. All dose transactions including distributed and administered, temperature logs and orders are all process through Immpact2. Vaccine orders, dose transactions, inventory on hand and provider demographic information along with standardized shipping instructions is then sent to Vacman.

Population:
All eligible recipients for vaccination supplied by the MIP

Project Description:
Maine uses the OCR process to decrease the validation time of submitted forms and omits the need for data entry. The MIP has Pediatric and Adult Usage forms, Refrigerator and Freezer logs, and an Order form as tools that the Vaccine Management Unit utilizes through OCR. The OCR forms are received via a fax press and then the system validates each form by the unique block coding in the corner. The form is then moved to a staging area to be picked up by an automated process and sent to Immpact2. During this process if any of the forms fail due to preset business logic checks, the system generates an email to a MIP staff through our activity tracker function in Immpact2. Business logic checks may consist of Vaccine Usage Report miscalculations, inventory reconciliation outside of the preset threshold, or temperature cold chain exceptions.

Results/Lessons Learned:
Automation has allowed MIP staff to improve quality assurance and accountability. This effort has also made providers aware of importance for timely submissions of their orders, reporting of usage and temperature logs. Working document will be presented.