Implementing a Scanning Solution for Data Capture Into An Immunization Information System (IIS)

Background: In 2008, the Oregon Immunization Program (OIP) was awarded a grant from the Centers for Disease Control (CDC) to explore innovative data capture methods for mass vaccination clinics. The OIP purchased scanning hardware and software, and ran a small-scale test at eight mass vaccination clinics in the field during the 2008-09 influenza season. In 2009, the arrival of the H1N1 pandemic and the collection of H1N1 data offered a much more expansive test of scanning as a data capture solution.

Setting: Public and private clinic settings as well as many non-traditional immunizers throughout Oregon.

Population: Prioritized groups (pregnant women, individuals under 24, etc.), eventually expanding to the entire population of 3.2 million Oregonians.

Project Description: Oregon purchased a Kodak high-volume production scanner, two portable scanners, Datacap software, and five Datacap licenses to address scanning capacity. With the help of a contracted vendor, a software application was developed to read and index key scannable fields, and to create a user interface to verify fields. Two additional staff were hired to verify scannable forms. Reporting guidelines with extensive user instructions were sent to all providers approved to administer H1N1, and ongoing outreach and quality assurance were provided.

Results/Lessons Learned: Although some gains were recognized through introducing a scanning solution, there were also significant quality assurance issues and training issues with rolling out a new data capture method in the midst of a pandemic, particularly when the focus is on collecting patient level data. At the height of H1N1 processing, data entry verifiers processed one form approximately every 40 seconds, suggesting that one verifier could process approximately 600 forms per day. This capture method, however, did lend itself well to quickly gathering and processing aggregate data pre-verification, such as the number of doses administered by a given organization to certain age ranges.