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AFIX Quarterly Conference Call Minutes

April 17, 2013

Awardee Attendance

Present: Alaska, Arizona, Austin, California, Chicago, Colorado, Connecticut, District of Columbia, Florida, Georgia, Hawaii, Houston, Idaho, Illinois, Indiana, Iowa, Kansas, Kentucky, Louisiana, Maine, Maryland, Michigan, Minnesota, Mississippi, Missouri, Montana, Nebraska, Nevada, New Hampshire, New Jersey, New Mexico, New York,  North Carolina, North Dakota, Oklahoma, Oregon, Pennsylvania, Philadelphia, Puerto Rico, Rhode Island, San Antonio, Texas, Vermont, Virginia, Virgin Islands, Washington, West Virginia, Wisconsin, Wyoming 

 

Outline

Overview and discussion of draft AFIX tools under development

  1. Site visit questionnaire
  2. CoCASA version 9.0
  3. Use of IIS / AFIX online tool
  4. Timeline

2013 AFIX quarterly call schedule


Other

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Minutes

Overview and discussion of draft AFIX tools under development

  1. Site visit questionnaire
    • To be available for use during 2014 visits, to be programmed by CDC in the AFIX online tool and in CoCASA version 9.0.
    • Intended to assist with QI discussions during AFIX site visits.
    • To be a standard CDC requirement during all AFIX visits.
    • Separated for the purpose of adolescent visits and childhood visits.
  2. CoCASA version 9.0
    • To be available for use starting January 2014.
    • To be available for testing by Awardees prior to its release. CDC to provide more information on the testing date/s as they become available.
    • To automatically calculate coverage rates and missed opportunities in AFIX evaluation tab once data is entered. The tool will provide users with additional data entry options (feedback/follow up).
  3. Use of IIS / AFIX online tool
    • To be available for use in PAPA starting January 2014.
    • To be available for testing by Awardees prior to its release. CDC to provide more information on the testing date/s as they become available.
    • To be used as a data interface for entering and tracking AFIX provider visits to each clinic.
    • Each Awardee will have access to their program’s data.
    • CDC program staff will have access to providers’ performance data but not to provider information. All providers will appear to CDC program staff as an ID number only. 
    • To be developed, updated, and managed by CDC. The development, upkeep, and maintenance of this site will be at no cost to Awardees.
    • Will enable AFIX staff to enter provider visit information online, print different reports (see list of reports in draft version), and enable office staff to review visit information entered by field staff.
    • Web tool will not host patient information.
    • AFIX visit reports that include patient information (i.e. not up to date, need one dose, other) should be generated through the use of IIS/immunization registries.
    • CDC (POB and IISSB) are coordinating efforts to provide a standard logic guidance document for the development of AFIX assessment reports. The logic guidance will provide a standard guide to developing the AFIX/IIS reports. CDC will also provide technical assistance to Awardees in their development of these reports. The effort to develop the standard guide will include input from Awardees and other IIS Committees (AIRA, AIM, other).
    • CDC will continue to make enhancements to the AFIX online tool after its release, one example is to copy assessment reports directly from IIS into PAPA to save time and avoid manual data entry. The enhancement projects will be initiated and continued in 2014 and onwards.
    • Access to this web tool will follow the same protocols established for PAPA access.
    • The AFIX Annual Report will be automatically aggregated in PAPA and received on its annual due date following review and approval by Awardee. 
  4. Timeline
    • The timeline is in draft form. We are coordinating our efforts within ISD to meet the listed release dates. We are also coordinating our efforts with Awardees through different committees to ensure a collaborative and open process. We will continue to welcome all comments, questions, and ideas to the AFIX update process.  
    • We will continue to keep you informed of any changes to the “Draft AFIX Tool Development Timeline” and subsequent changes to the “Draft Implementation Timeline”.
    • All AFIX coordinators interested in testing the AFIX online tool and/or CoCASA version 9.0 should submit their requests to wgn5@cdc.gov and will be enlisted on a first-come first-served basis. Hopefully all interested will have the ability to test the tool/s of their choice.

2013 AFIX quarterly call schedule

Other

  • All additional comments about the AFIX draft tools to be submitted to wgn5@cdc.gov by Wednesday, April 25 2013. All comments will be considered as helpful feedback for incorporation.
  • As a reminder, the "AFIX Policy and Procedures Manual" originally required for submittal on June 1st, 2013 was postponed. This document will be required in future years but not for 2013.
  • The VFC Management Survey which contains a section about AFIX is due on May 31st.
  • Please submit the report no later than May 31st. POB staff has around 3 weeks to aggregate the collected data and submit an annual report to the Office of Management and Budget.
  • Section I (Core Activities) is the AFIX section and you will see 2 new questions:
    • Table 3: Number of VFC providers eligible to receive an AFIX visit.
      • The question is requesting the number of providers you count as eligible to receive AFIX visits. This number may not be the total number of VFC enrolled providers.
      • Please provide your eligibility criteria for the selected provider type. This question is requesting the criteria you use to determine if a provider is eligible to receive an AFIX visit in the report year.
    • Table 8: Childhood coverage level results (single antigens)
      • This data can not be generated using CoCASA so it’s not a required entry for the report. This question will be required for the 2014 data (March 2015 report). For now, it’s an optional question if you have this data but it’s not required and you can leave it blank.

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