This practice solved the following mass vaccination problems:
- Ensured that vaccine supplies were always sufficient for every clinic’s attendance
- Ensured that people did not come to the clinic who were not in priority groups for vaccination, with the ability to change these groups as vaccine supplies increased.
- Eliminated long lines and waits for immunizations despite serving large numbers of people at each clinic by spreading people evenly over time, and limiting numbers who could be served to vaccine supplies on hand.
- Allowed clinic organizers to gauge public demand for vaccine by monitoring how quickly vaccination appointment slots filled up through web and phone registration, and adjust staffing and hours accordingly.
- Sped up client registration considerably with 85%+ of attendees bringing their already-completed pre-registration screening forms with them.
- Ensured effective management of volunteers
- Ensured planning information was available to staff and partners
Goal: To develop informatics tools that would help us overcome the problems that plague mass vaccination clinics in times of vaccine shortages:
- Frail patients and parents of young children having to stand in line for hours
- People that arrive 5-6 hours before a clinic opens to be sure they get vaccinated, or that all arrive when the clinic opens, creating human traffic jams and crowding that’s undesirable in a pandemic
- People who don’t have time to wait for hours and decide it’s not worth being vaccinated
- Mismatches of vaccine types, vaccine amounts, and clinic staffing compared to the number of people seeking vaccines.
- Difficulties with recruiting, scheduling, training, and managing volunteers and paid staff to work each clinic
- Challenges of keeping staff and partners informed about plans
Objective 1: Develop an online and phone pre-registration system for patients that would manage patient flow and speed up service delivery by
- Obtaining all screening information required for the clinics in advance
- Requiring all persons to select an available 15-minute time slot for their vaccinations
- Using automated logic to reject those that did not fall into the current priority groups for vaccinations or weren’t eligible due to other medical contraindications, with an explanation about why they were rejected and what other options were available to them
- Printing entrance “tickets” (their screening form) to admit them to the clinic
Objective 2: - Develop an online volunteer registration/scheduling/initial training website to manage volunteers for each clinic.
Objective 3 - Develop secure web-based tools for ICS planning and situational awareness and detailed clinic operations planning where information could be shared with staff and key partners
- Over 90% of our H1N1 clinic attendees registered online
- 100% of our clinic volunteers registered online.Most read some additional training materials online before coming the the just-in-time training immediately before each clinic
- Persons who were ineligible for vaccination (based on the priority groups in any given week) were not allowed to register, and given information about why and what their options were
- The public expressed great overall satisfaction with the registration process and the ease of getting through the clinics due to the appointments being spread over time and knowing they would get their vaccine
- The majority (60%) of clients were vaccinated in 10 minutes or less; 94% were vaccinated in 20 minutes or less. - 99.6% of attendees expressed their satisfaction with their H1N1 clinic experience,
- Positive feedback from the public was incredible; no public health effort I’ve been involved in for the past 25 years has been so well received.
- ICS, staff, and partners were able to find needed planning updates and situational awareness tools through secure wiki-type websites
Creating PH Informatics Tools to Implement Efficient, No-Wait Mass H1N1 Vaccination Clinics