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Background: How does an agency with limited staff manage and retain providers’ usage of the Immunization Information System (IIS)? Following IIS development and deployment, Ohio began marketing to recruit the immunization provider community, but managing this systematically was difficult. Common applications are limited in scope and efficiencies. The Contact Management System (CMS) was employed to solve this problem. Integrated and synchronized with the IIS, CMS quickly assesses usage levels to determine which recruitment, training and retention methods are most effective. By eliminating time intensive administrative, reporting and analysis tasks, more focus and energy is placed on the user community, thus resulting in improved recruitment and retention rates.
Setting: Monitoring, training and marketing to existing and potential ImpactSIIS facilities including EMR companies.
Population: Over 5200 potential and existing ImpactSIIS user sites.
Project Description: We will demonstrate how the Contact Management System (CMS), with its Business Intelligence Dashboard, synchronizes all aspects of IIS project management including, but not limited to, R&T Staff Assignments, Recruitment Triage, Travel Coordination and Scheduling, R&T Activity and Support Logging, Automated Follow-Up Reminders, Registration/Security Agreement Management, EMR Certification and Integration, Integrated Learning Management Service (LMS) for Online Training, Saturation and Retention Assessments, Weekly Achievement and Funding Source Reporting.
Results/Lessons Learned: CMS streamlines administrative tasks allowing IIS R&T Programs to strategically focus on barriers and challenges identified through trend analysis. Not including mass emailing, with a staff of five, Ohio has communicated over 56,340 times to end users in 88 counties over a period of 8 years. During a major system overhaul, CMS facilitated constant communications over 8000 trainings in under a month.