Capturing and Transmitting Pandemic Influenza Vaccine Administration Data Via An IIS: a Pilot Project

Background:
The purpose of this pilot project was to determine if scanning technology and optical character recognition (OCR) software were viable options for rapidly and accurately entering vaccination doses administered data into Oregon's ALERT Immunization Information System (IIS) during an influenza pandemic. OIP examined the topic of tracking vaccine administration data in a 2006 needs assessment. Local health departments (LHDs) were supportive of collecting and submitting data but they expressed concern about the amount of staff time that would be required, particularly during an influenza pandemic. As an option, the Department of Medical Informatics at the Oregon Health & Science University School of Medicine examined scanning technology and OCR software in a 2007 feasibility study. The pilot project took the next step of testing this data capture option in the field.

Setting:
Activities took place at Point of Dispensing (POD) clinics in six Oregon counties. These large-scale influenza vaccination clinics were held at locations such as senior centers, fairgrounds, and school gymnasiums.

Population:
The PODs were open to the general population.

Project Description:
OIP partnered with six LHDs to field test automated data capture. These LHDs conducted influenza vaccination PODs during the fall of 2008. OIP and the LHDs developed Spanish and English versions of scannable single- and multi-person influenza vaccination screening forms. Keys for these forms were also created to aid POD staff. Scanning versus data entry time and error rates were recorded. Data were transmitted to the CDC as part of the 2008 Countermeasure Response and Administration (CRA) pilot project.

Results/Lessons Learned:
Development of scannable forms with LHD input prior to the fieldwork resulted in few problems in the field. Scanning was faster and had lower error rates than manual data entry. Scanning technology and OCR software are efficient options for IIS pandemic influenza data capture needs.