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Bi-monthly Newsletter - March 2016
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2016 Wyoming Immunization Conference
By Kristy Westfall, Compliance Specialist
This year's Immunization Conference is right around the corner! The agenda is complete and is sure to please everyone. Some of the topics this year include three panel sessions in which participants will hear directly from other immunization providers about: Vaccine Storage Equipment; Managing Vaccine Data; and Missed Opportunities, Invalid Doses, and Increasing Coverage Rates. The featured speaker is Patricia Samuelson, MD who will be presenting on the History of Vaccines and the Anti-Vaccine Movement. Dr. Samuelson is a Family Practice Physician at the Mercy Clinic in Norwood, California.
Registration is scheduled to open in early March. There is a block of rooms reserved at the Parkway Plaza Hotel in Casper, Wyoming. Be sure to book your room early! For registration and additional location information, please visit the Immunization Conference
webpage:
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Click
HERE to play an educational game on immunizations from Children's Hospital of Philadelphia
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Influenza Activity Beginning to Pick Up in Wyoming -WDH Weekly Bulletin 2/5/16
With flu activity reports beginning to increase, the Wyoming Department of Health (WDH) wants residents to know they should take common-sense steps to avoid spreading influenza or becoming ill with the disease. Influenza is a contagious respiratory illness caused by a virus. Symptoms include fever, headache, extreme tiredness, dry cough, sore throat, runny or stuffy nose and muscle aches. Influenza can sometimes cause severe illness. Click HERE to read complete article.
National Influenza
Vaccination Week
Update
By LaChel May, CPM,
Compliance Specialist
In December 2015, the Immunization Program sent emails to all Vaccine Program Providers in order to bring attention to National Influenza Vaccination Week (NIVW). The link below contains an update on NIVW activities, information and data resources, as well as current influenza activity.
The Wyoming Immunization Program is proud to partner with Immunization Champions in highlighting this annual event in order to increase Wyoming Influenza Vaccination Rates.
CDC Update: National Influenza Vaccination Week 2015
Wyoming Weekly
Influenza Report
(February 14-20, 2016)
By Jude Alden, MBA, CPM, Immunization
Unit Manager
Although the beginning of the 2015-2016 flu season was very sporadic, we are now entering the peak season for influenza exposure and are already starting to see increased activity. There is still time to get your flu vaccine if you have not already gotten it and vaccine supply is sufficient. Now is the time to ramp up your flu clinics and reach out to your communities. Below is a summary of our flu season thus far.
As of the week ending February 20, 2016, health care providers have reported 124 cases of laboratory diagnosed influenza; 87 cases were influenza A (subtyping not performed); 1 case was influenza A (H3N2); 7 cases were 2009 pandemic influenza A (H1N1) viruses; 23< cases were influenza B viruses; and 6 were unknown subtypes of influenza.
To view the most recent Wyoming Weekly Influenza Report Click HERE.
To view the Weekly U.S. Influenza Surveillance Report Click HERE.
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Manager's Corner
by Jude Alden, MBA, CPM, Immunization Unit Manager
The Immunization Program and Wyoming immunization providers have so many wonderful things to look forward to in 2016. So many changes have been taking place that will undoubtedly lead us to success and great achievements in the year to come. We will soon be having our 2nd Wyoming Immunization Conference in May, I am grateful to be serving as the new Unit Manager, we have welcomed two new WyIR staff, and so much more. As we continue to partner on all things immunization, I thank you all for your efforts and commitment to the health of Wyoming.
I would also like to welcome School Nurses to our distribution of the Jab & Gab newsletter. We will be incorporating more diverse information to ensure there is something for everyone.
Wyoming Immunization Registry (WyIR)
In 2016 we will be focusing on so many exciting projects for the WyIR. We will be working on the data exchange between the WyIR and Wyoming pharmacies, getting patient exemptions into the WyIR, and on setting up access for WIC offices and more nontraditional users. The WyIR team is going to be stronger than ever as we recruited two new WyIR staff, Ann Marie Johnson, WyIR Support Specialist, and Aspen Joiner, Assistant WyIR Support. We have also partnered with Scientific Technologies Corporation (STC) to provide additional support to interoperability efforts which has already been a great success.
Vaccine Program
The Public Vaccine Programs will soon see a new leader as we actively recruit for a new VFC Coordinator. As much as I'd like to do both jobs I must let go at some point!
In 2016, our Compliance Specialists and Clinical & AFIX Specialist will be reaching out to non-enrolled providers to share educational resources and training. Our Provider Support Specialist is working tirelessly on a fantastic recruitment plan to add to our provider ranks and we will be participating in community events such as the PHN Community Baby Showers more than ever before.
While I'm Out
As much as it pains me to be away from the Program and our providers, I will very soon be going on maternity leave. I hope to be back in touch checking emails by April 1st but will not be back in the office for a few months. I have no doubt that things will continue to run smoothly in my absence as our staff is experienced and prepared. The VFC Coordinator responsibilities will be shared between Kristy Westfall, Compliance Specialist and Lisa Sara, Provider Support Specialist while I am out.
Along with their normal duties, Kristy and Lisa will be assuming the following VFC Coordinator responsibilities as well.
Kristy Westfall
kristy.westfall1@wyo.gov, 307-777-6519
Primary Point of Contact
Vaccine Replacement
Fraud and Abuse
Lisa Sara
lisa.sara@wyo.gov
,307-777-8503
Vaccine Order Approval
Special Order Requests
Order Issue
VCTP: Program Overview webinars
Any significant concerns can be communicated to John Anderson, WyIR Coordinator at:
john.anderson@wyo.gov.
A Big Thank You to all the providers and the staff that will be holding down the fort while I am out. Without your commitment to Wyoming communities we could not have achieved all that we have.
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Get A Jump Start on School Immunizations
By Val Knepp, RN, Clinical & AFIX Specialist
As a Public Health Nurse (PHN) for our local county health department there was nothing that I dreaded more than September and October of every year. This was the time of year that frantic parents would show up with their children to receive needed vaccines for school entry.
Many of these kids would be behind and would need these vaccines in order to be able to return to school the following day. It was crazy, chaotic and frustrating! And, I can only imagine that it was the same for school nurses.
What if this crazy, chaotic and frustrating time could be reduced by promoting and giving these children their vaccinations in the spring or summer, before they start the new school year? I am talking about Kindergarten roundup and school located clinics.
Kindergarten roundup typically takes place in the spring.
This is a chance for parents of upcoming kindergarteners to go to the school and meet teachers and get information about the school, etc. What if immunization information was given at this time? What if a local PHN or pediatric clinic nurse could be present to provide appointment scheduling or even to give needed immunizations during Kindergarten roundup? Parents are there and so are the kids. Click
HERE
to read the complete article.
Annual School Immunization Assessment
By Val Knepp, RN, Clinical & AFIX Specialist
It is once again time for school nurses to complete the annual School Immunization Assessment. This assessment is conducted for one month per year, running from early March to early April. The data that is collected during this time frame reflects figures from the beginning of the school year until the assessment begins. This survey assesses vaccination levels and immunization exemptions in the population of all children enrolled in kindergarten and 7
th
grade. It also collects information on the number of students without immunization records. The survey is completed in Survey Monkey.
The survey assesses immunization coverage for vaccines required for school entry by W.S. § 21-4-309. For kindergarten these include Diphtheria, Tetanus, Pertussis (DTaP/DTP/DT/Td), Polio (IPV), Measles, Mumps, Rubella (MMR), Hepatitis B and Varicella. For 7
th
grade these include Measles, Mumps, Rubella (MMR), Hepatitis B, Tetanus, Diphtheria, Pertussis (Tdap) and Varicella.
The Wyoming Immunization Program is required to share this data with the Centers for Disease Control and Prevention (CDC) and also plans to share the results of the assessment, beginning this year, via our website with graphs, tables and maps. This data will be useful in determining pockets of under immunized children as well as areas with high numbers of exemptions. Questions about the assessment may be directed to val.knepp@wyo.gov.
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Prevent Vaccine Waste - Collaborate!!
By Kristy Westfall, Compliance Specialist
Did you know that collaborating with other Public Vaccine Program Providers in your community is a great way to prevent vaccines waste? As we all know, Wyoming has a relatively small population and for the most part vaccines are not able to be ordered in quantities of less than 10. But, there is another option - if you partner with another provider in your area, the box of 10 doses could be split between two facilities. One of the reasons we hear the most in response to vaccine waste is that the facility is unable to use all 10 doses of certain vaccines before they expire. It is highly encouraged that you reach out to others in your area to see if other facilities are having similar issues. If so, one of the facilities can order the vaccine and then work with the Immunization Program to schedule a vaccine transfer of some of those vaccines to another facility. Please refer to the Vaccine Storage and Handling page of the Immunization website at
www.immunizewyoming.com for detailed information regarding the transport of vaccines. As a reminder, all vaccine transfers must be
pre-approved
by the Immunization Program
prior
to the physical transfer taking place.
Don't Ya Know - Adults Need Immunized Too!!
The US Department of Health and Human Services (HHS) recently released the National Adult Immunization Plan (NAIP). The plan provides an overview of actions need to be taken to protect the overall health of the public and to achieve optimal prevention of infectious diseases and their consequences through the vaccination of adults. The plan establishes four key goals, each of which is supported by objectives and strategies to guide implementation through 2020.
The goals of the plan are:
Infrastructure - Strengthen the adult immunization infrastructure.
Access - Improve access to adult vaccines
Demand - Increase community demand for adult immunizations
Innovate - Foster innovation in adult vaccine development and vaccination related technologies
There will be a session focused on the NAIP at this year's Wyoming Immunization Conference. For more information about the plan, visit the
HHS National Adult Immunization Plan website
.
Dual-Eligibility Documentation-AI/AN and Medicaid
By Kristy Westfall, Compliance Specialist
Many providers in Wyoming face the situation of dual eligibility where a patient is American Indian/Alaskan Native (AI/AN) and is also covered by Medicaid. Previously, providers had been educated to document the AI/AN eligibility status as this status is the more "permanent" status of the two. However, recent guidance has provided a more clear picture of how to document eligibility in this situation when the provider's reporting system cannot document both eligibility categories. If the system cannot document the VFC-eligible patient as both AI/AN AND Medicaid, the eligibility should be documented as Medicaid because Medicaid will be paying for the immunization services in this situation.
On the Horizon: Active Temperature Displays on Data Loggers
By Kristy Westfall, Compliance Specialist
In January 2016, CDC released guidance regarding upcoming requirements for vaccine storage and handling. A new recommendation that effects Wyoming Public Vaccine Program providers is the use of active temperature displays to monitor temperatures of vaccine storage units. Active temperature displays mean that temperatures can be viewed from the outside of the unit at all times, without the need to open the unit. Active temperature displays will become a requirement beginning January 1, 2017. Compliance Specialists will be educating providers during site visits throughout 2016 to ensure providers will meet this requirement.
Many temperature monitoring systems use web and mobile-based systems to report temperatures. These systems are a great way to check temperatures at any time from anywhere; however, if there is not also a display on the outside of the unit that can be read by anyone at any time, the system will not meet the "active temperature display" requirement. The recommendation of an active temperature display has been an integral part of data logger recommendations for over two years. These recommendations are available on the Vaccine Storage and Handling webpage of the Immunization Program website at www.immunizewyoming.com.
Check Your Calibration Expiration Dates!
By Kristy Westfall, Compliance Specialist
It's hard to believe but it has now been two years since the Immunization Program purchased credits through Control Solutions, Inc. that most providers used to purchased data logger thermometers. Those thermometers are now approaching (or have already passed) the date that the devices need to be recalibrated. As a reminder, regardless of what is listed as the calibration expiration date on the Calibration Certificate, data logger thermometers must be recalibrated every two years from the date of initial calibration.
Be sure to use the backup data logger thermometer for your facility while the primary data logger is being recalibrated. It is important to work with the vendor from which you purchased the data logger to get it re-calibrated in a timely fashion. Do not wait until the last minute. Control Solutions, Inc. can be contacted at 1-503-410-5996 or at www.vfcdataloggers.com.
School Nurses and Local Immunization Providers Working Together for a Positive Kindergarten Round-Up Season!
by LaChel May, Compliance Specialist
Immunization Providers who assist communities in vaccinating children entering Kindergarten or as we Wyomingites would say, for "Kindergarten Round-Up Season" should consider working with their local school nurses and school districts alike. School District web-sites contain the dates of Kindergarten Round-Up Activities within their local communities. When immunization providers know when round-up dates are going to take place, they are able to better prepare their schedules and plan their vaccine ordering accordingly, allowing every child to receive vaccination at the time of their initial visit.
The Wyoming Immunization Program understands that "Bringing Immunity to Every Community" takes partnership with all Immunization Champions, and encourages you to create these partnerships as we look forward to a smooth and positive "Kindergarten Round-Up Season".
Vaccines for Uninsured Adults Program to Welcome Two New Providers
by LaChel May, Compliance Specialist
The Wyoming Immunization Program would like to welcome Wyoming Honor Farm-Riverton and Casper Re-Entry Center into the Vaccines for Uninsured Adults (VUA) Program. The Vaccines for Uninsured Adults (VUA) Program is a federally-funded adult vaccine program that provides vaccines to Wyoming residents, 19 and older, who are uninsured or underinsured.
We want to welcome and thank these providers, and we look forward to working with you to "Bring Immunity to Every Community".
Where's the Vaccine?
By: LaChel May, Compliance Specialist
We all know how busy provider offices can become throughout the day. The Immunization Program would like to remind providers to
"Slow Down and Look Around."
When completing a monthly vaccine inventory reconciliation, unpacking a vaccine shipment, or just removing a vaccine box from the vaccine storage unit, always remember to slow down and look around for possible vaccine left on counters, under folders/ inventory packing slips, or hiding behind or in vaccine coolers, etc. If several staff are working together to move vaccine in any way, always make sure both parties have accounted for the vaccine together and that the vaccine is currently being stored properly, never assume. By slowing down and looking around providers help to ensure vaccine is being stored properly and not left out on counters or left in vaccine shipment coolers.
For a review of Storage and Handling Best Practices visit www.immunizewyoming.com.
New WyIR Enhancement! Vaccine Order Receipt
By Lisa Sara, Provider Support Specialist
To better serve our providers, receiving orders in the WyIR has undergone enhancements.
Currently, providers receive partial orders by entering the "Receipt Quantity" of vaccines delivered and "Rejecting" those that have not been physically delivered. Subsequently by doing this, the WyIR would create what is called a "child" order for vaccines not yet received.
The upcoming version of the WyIR, expected soon, will allow providers to receive vaccines from their order by line item as they arrive, without having to "Reject" or create a "child" order.
In addition, providers will be able to easily identify if an order has been partially received by reviewing the "Status" header under "Inbound Orders"
Quick Reference Guides and other resources are being updated to reflect this new process but don't hesitate to contact us with any questions.
How to Avoid Significant Inventory Reporting Errors
By Lisa Sara, Provider Support Specialist
To ensure an accurate reporting of publicly supplied vaccines, it is important that all doses are correctly reconciled using the appropriate categories and reasons listed on the "Reconciliation" screen of the WyIR. For the year 2015, a total of 7,105 doses have been improperly reconciled out of the WyIR as "Administered but not linked to a vaccine." Providers should use the guidance below to reconcile administered doses. If there is any doubt to which "Category" or "Reason" to select while reconciling, please do not hesitate to call or email lisa.sara@wyo.gov or 307-777-8503. To review guidance, click HERE.
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Wyoming Immunization Registry (WyIR) Update
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WyIR Updates
by John Anderson, MA, WyIR Coordinator
Welcome New WyIR Staff - Aspen Joiner
Aspen has been hired as the Assistance WIR Support Specialist. She is working on getting all the relevant training required by the State, and should be ready to resume her responsibility as the WyIR Help Desk front line by mid-March 2016, perhaps sooner if ready. Until then, the WyIR Help Desk Phone line will forward to Ann Marie's desktop, but can be accessed by WyIR Staff at any time. Eventually, Aspen will assume the role of primary support for Direct Data Entry Users. Please join us in welcoming Aspen to the WyIR Team!
Welcome Returning Staff - Ann Marie Johnson!
Ann Marie Johnson has returned to the WyIR team to fulfill the role of WyIR Support Specialist. As she had previously completed all the required training for the State, so she is able to jump in immediately and provide support to users until Aspen is able to transition into her front-line role. Ann Marie will be focusing on assisting providers "post-connectivity" in the HL7 onboarding process, which will include assistance in reviewing the inbound messages to the WyIR for data quality standards, as well as assisting in troubleshooting lot decrementation issues. Please welcome Ann Marie back to the WyIR Team!
Welcome our HL7 Onboarding Team!
Scientific Technologies Corporation (STC), the software vendor for the WyIR, has been contracted to work with providers in getting their Electronic Health Record (E.H.R.) system connected to the WyIR and meeting the WyIR data quality standards. Cathy Lee and OusswaKudia are the main contacts that will be working with the various facilities in Wyoming regarding the onboarding process. With their expertise acquired in other states they have worked with, we are very pleased with the support they have provided, not to mention the results they are coordinating.
With the addition of the new hires, along with the assistance from our software vendor, the WyIR team is now better positioned to meet user needs than at any other time in history. We are very excited at the possibilities the support will provide to all customers of the WyIR.
Enrollment Process
We have been reviewing the submissions for the WyIR Agreements that began in December, 2015, and have granted an extension for the WyIR Enrollment to March 11, 2016 for facilities that have not submitted an enrollment agreement since December, 2015. The WyIR Help Desk will be reaching out to sites that don't have a current agreement in place informing them of the need for an updated agreement. If an agreement is not received by the March 11, 2016 deadline, the facility will be inactivated.
If you are in need of completing an agreement, but are unsure of which agreement to use, the following guidance may be of assistance:
If your organization is listed on the Secretary of State's website, please select this
agreement. The
Enrollment Overview Guide for Immunization Providers
should be of assistance in providing a successful submission. If your organization is listed on the Wyoming Hospital Association's website, please select this agreement.
The
Enrollment Overview Guide for Hospital Districts
should be
of assistance in submitting this agreement.
Please contact the WyIR Help Desk
wyir@wyo.gov if you have any questions related to the agreements.
Onboarding Progress
With the "standing up" of the PHC-Hub, the tool that assist in monitoring inbound HL7 submissions for data quality standards, at the end of 2015, numerous facilities have been working with our software vendor to get their data submissions up to the data quality standards that are now required for all users submitting data to the WyIR. We are very pleased that our software vendor, STC, has assumed the role in the testing process, which has resulted in the following facilities being approved to "go-live" in their data submissions to the WyIR:
Pediatric and Adolescent Clinic - Evanston, WY
Family Physicians of Laramie - Laramie, WY
Laramie Physicians for Women and Children - Laramie, WY
University of Wyoming Family Practice - Casper, WY
Star Valley Medical Center - all Afton, Alpine,
Cokeville
, and Thayne clinics
Washakie Medical Center - Worland, WY
Support for Pharmacies
The WyIR team was fortunate to be asked to present recently at the Wyoming Board of Pharmacy meeting held in Cheyenne, January 30, 2016. At the meeting, we heard of some frustrations voiced by pharmacists attempting to utilize the WyIR to meet the requirements of vaccine documentation
as required by the recently implemented pharmacy law. In response to the needs, Aspen will be developing training resources specific to pharmacists, which will include video tutorials that users will be able to access at their convenience. Of course, if training is needed, users may always suggest a date and time, and we will do our best to accommodate your request.
We will also continue to work with pharmacies attempting to connect via HL7, and have engaged our software vendor, STC to assist in meeting their needs. Until facilities are able to connect via HL7, we can assist in getting a "flat-file" submission in place from their E.H.R. to the WyIR to avoid duplicate data entry. While this solution is not ideal, as the data flows only into the WyIR, and not back to a user's system, it can eliminate the need for duplicate data entry on the part of pharmacists to meet the intent of the law. If your site is interested in establishing a connection between your E.H.R. and the WyIR, please let the WyIR Help Desk know at wyir@wyo.gov.
WyIR Statistics
- as of 02.26.2016
Patients in Registry:
669
,
587
Ages > 18 years:
350
,
120
Total Number of Vaccinations:
6
,
925
,
430
Ages > 18 years:
3
,
440
,
857
Active Facilities (not including schools):
19
6
Total Number of Active Users:
1014
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Our next newsletter will be released in May 2016
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WYOMING DEPARTMENT OF HEALTH, IMMUNIZATION UNIT
6101 Yellowstone Road, Suite 420, Cheyenne, WY 82002
307-777-7952 FAX: 307-777-3615
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Copyright © 2016. All Rights Reserved.
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