Preparing for Vtrcks: Implementing An Online Ordering and Management Tool In An Immunization Information System

Background:  The Vaccine Tracking System (VTrckS) is a centralized computerized system introduced by the Centers for Disease Control and Prevention (CDC) for more efficient and less manually driven management of publicly-funded vaccine. In preparation for VTrcks, the New York City Department of Health and Mental Hygiene (DOHMH) implemented an online ordering and management tool (OLOMT), incorporated in its Immunization Information System (IIS), accessible by providers through its web application.

Objectives:  To evaluate use of the OLOMT and examine its impact in improving management of Vaccines for Children (VFC) vaccine.

Methods:  The IIS developed screens that allowed providers to order VFC vaccine online and gave recommendations on amount and type of vaccine to order and ideal frequency of ordering based on past order history and current inventory.  This pilot project targeted 310 providers who were given intense training on using the OLOMT and were required to use it, but the system was available to all VFC providers.

Results:  Between June 24 and November 15, 2010, the 310 targeted providers placed 761 orders, a 70% reduction in the number of orders placed over the same time period the year before and no change in the total number of doses ordered. An additional 459 providers used the system on their own, and showed a 24% reduction in the number of orders placed with no reduction in number of doses ordered.

Conclusions:  The OLOMT was successfully used by 44% of VFC providers demonstrating the feasibility of electronic ordering and the capacity of an “intelligent” system to modify provider behavior and improve ordering practices. The OLOMT prepared the IIS for electronic communication with VTrcks, and improved efficiency by reducing grantee staff time in processing and tracking orders, while assuring all vaccines are in stock and children do not miss opportunities to get vaccinated.