Bar Code Usage: Breaking Down the "It Takes Too Long" Barrier

Background: The time for direct data entry into an immunization information system (IIS) has been a barrier to efficient use of the IIS in mass immunization events and to recruiting private providers to participate in an IIS.

Setting: Mass Immunization events; private provider offices

Population: IIS Users, All aged persons needing immunizations

Project Description: Bar coding technology has been used in industry and retail for many years to expedite data collection and avoid data entry errors.  These same problems need to be addressed in mass immunization events and in day to day office settings.  The Washington and Wyoming State immunization information systems (CHILD Profile and WyIR respectively) identified the value of using bar codes as a way to search for, create and /or update contact information for patients.   This functionality allows the user to scan 2D bar codes on driver’s licenses to collect the information.  1D bar codes can be created for vaccine inventory (labels or scan sheets) or patient reminder cards which are later used to populate vaccination records and decrement total vaccine inventory.   Patient’s driver’s licenses can be scanned to assign them to a waiting room status which is time stamped with the patient’s arrival time so patients are tracked through the vaccination event and assist in pritorizing patients awaiting service.  Administrative settings allow the functionality to be enabled in a cafeteria style so that states can opt to use all, some or none of the features in both the core Immunization Information System and the Mass Immunization module.

Results/Lessons Learned: Bar codes used to represent key data fields needed to document an immunization encounter expedites data entry into an IIS, minimizes data entry errors into the IIS especially when rapid data entry is needed and offers a new recruitment tool for private provider participation in the IIS.