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Aggregate Reporting
2009 Exercise
2008 Exercise
Aggregate Reporting of Pandemic Influenza Vaccine Doses Administered - Background
The National Pandemic Influenza Plan calls for the Department of Health and Human Services (HHS) agencies, specifically the Centers for Disease Control and Prevention (CDC), to “assess vaccine coverage rates.” To meet this objective, Public Health Emergency Preparedness (PHEP) grantees are requested to track pandemic influenza vaccine doses administered and to report the associated aggregate counts to CDC. PHEP grantees (also referred to as Project Areas) include 50 states, 4 major metropolitan areas, and 8 U.S. territories. The CRA system has been enhanced to accept aggregate counts of pandemic influenza vaccine doses administered and to aid in reporting vaccine coverage rates on a state-by-state basis. Three options for submitting aggregate counts to the CDC using CRA have been developed:
OPTION 1: For Project Areas collecting data via an existing immunization information system (IIS), aggregate counts may be submitted via three standard data exchange formats.
OPTION 2: For Project Areas collecting data manually, data may be entered directly via the CRA aggregate reporting screen using a Web browser.
OPTION 3: For Project Areas using CDC’s CRA application to collect patient-level information, selected data elements will be automatically calculated and aggregated.
Aggregate reporting options were developed in collaboration with:
- American Immunization Registry Association (AIRA);
- Association of State and Territorial Health Officials (ASTHO);
- CDC’s National Center of Immunization and Respiratory Diseases (NCIRD);
- CDC’s National Center for Public Health Informatics (NCPHI);
- CDC’s Pandemic Influenza Task Force;
- State and partner jurisdictions.
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AR FAQ
Aggregate Reporting for Pandemic Influenza Vaccine Doses Administered
Can a Project Area choose multiple reporting Options? For example, can a city within a project area jurisdiction use option 1, while the rest of the project area's jurisdiction uses option 2 or 3?
CDC prefers each Project Area operate with one Option to maximize accuracy,
consistency, and operational ease. We will be happy to discuss any issues with this
approach on a case by case basis. Our intent is to obtain full participation in
aggregate reporting of vaccine doses administered data. A
Project Area may choose one Option initially and move to another Option in the future.
However, changing
Options will need to be coordinated with the CDC CRA team.
What funding will be available for Project Areas to either update an existing IIS for
Option 1, or adopt Options 2 or 3 to report pandemic influenza vaccine doses administered?
In addition, what funding is available to develop the plan for tracking doses administered and to support the salary of a planning lead?
Preparedness funding from the PHEP cooperative agreement is an appropriate source of
funding for this work. However, as with other preparedness activities, many states will also rely on in-kind participation from other parts of the state health department, including immunization programs. How planning activities will be supported must be worked out at the
Project Area level and the approach used is likely to vary across Project
Areas.
We do not envision the planning lead to be a full time position requiring an FTE (Full Time
Equivalent). The primary role of this individual is to coordinate appropriate staff within
the
Project Area, develop and oversee a team plan for collecting, aggregating, and submitting
data on the administration of pandemic influenza vaccine, determine how the plan will become
operational/implemented, train staff as needed for their roles, and exercise the plan to
identify any gaps.
As part of the plan, CDC is also requesting that Project Areas make an assessment of the
resources needed to carry out the process of collecting, aggregating, and submitting doses
administered data. This will help CDC and project areas determine the magnitude of
resources needed to carry out this aspect of pandemic response.
Since CDC is primarily interested in cumulative aggregate data, do our providers (clinics)
still need to collect and record individual patient level data in their own systems, whether
in a paper chart or other electronic system? For example, if my
Project Area selects Option 2, do we still need to ensure the other clinical data is captured
somewhere?
Yes, providers (clinics) still need to collect clinical information, such as route of administration and lot number to document that a vaccine was administered to a patient. Option 3 of the CRA system supports collecting individual patient level data for points of dispensing sites.
How is CDC testing CRA?
CDC and the Project Areas are using a number of seasonal influenza clinics as substitutes to test for accuracy. The testing is planned for the following reasons:
- To assess the technical ability of CDC’s CRA system to collect and aggregate Project Area data.
- To assess Project Areas’ ability to collect and report to CDC on vaccine doses administered.
- To provide perspective on federal, project area and provider needs to scale-up for a pandemic situation.
- To identify and address system gaps.
- To test tool Options and security aspects for federal, Project Area, and provider partners.
- To demonstrate timely data exchange among key parties.
- To exercise initial vaccine tracking plans.
Pilot data will include age, Project Area identification number, and date of clinic. The data for the pilot will not include recipient tier group, or selected population. Data must be sent at least twice during the pilot test to ensure the process can be replicated. This may be approached as one provider or clinic sending data for two different clinic dates in two different transmissions or two separate clinics each sending one data transmission for different clinic dates. The goal is to conduct the pilot test with minimal impact to seasonal influenza vaccination processes.