Principles and Practices of Training Immunization Registry Users

Background:
Despite the advantages of using online Immunization Information Systems (IIS), some health care providers are reluctant to regularly enter immunizations into the IISs either via interface or manual entry. A special small group of users have electronic interfaces with Houston-Harris County Immunization Registry (HHCIR), and are able to extract data from their electronic medical record or billing systems and upload the reports directly into the registry database. This minimizes staff time needed to submit immunizations to HHCIR, but greatly increases the level of technical support these users require. The most common reasons given by medical staff for not using IISs include: limited time and staff for data entry, limited computer skills, lack of technical support, and staff turn-over. For better retention and understanding, users need active learning experiences and extensive technical support and training.

Setting:
Telephone and internet contact between staff and medical staff in the Houston-Harris County area.

Population:
Health care professionals who use HHCIR.

Project Description:
This project aimed to identify the challenges of training immunization registry users, and explored the best ways to train and support them. Constructive training techniques were practiced. For example, training was customized based on user's technical skills. Flexible training was offered when the users needed it. Analogies were used for better understanding. Continuous training and relationship building helped to build a user-supportive learning environment for the users.

Results/Lessons Learned:
The interactions during training were tracked using an Access Database. For the group of interface users, an increase in immunizations uploaded was observed in conjunction with hiring a trainer to provide technical support. This increase could be attributed, in part, to the extensive technical constructive training. The mean number of phone calls required for each upload in 2008 was 1.84; the median was 1.94.