FROM: Organization CEO
Congratulations! Your practice has been selected to be in the pilot phase of an improvement project to increase your vaccination rates within your practice. With our leadership and commitment to increase adult immunization rates in your practice, you will make a significant difference in patients’ lives. Your contributions will impact office processes and procedures in areas of Patient Access, Patient Notification, Systems Enhancements, and Motivation.
You will be working with a facilitator from [pharmaceutical company] who will educate and provide resources to your practice in the implementation of strategies from the 4 Pillars™ Immunization Toolkit. Your colleagues and developers of the Toolkit, Drs. Rick Zimmerman & Don Middleton, along with researchers from the Pittsburgh Vaccination Research Group will also work with you through this quality improvement initiative. Protocols are being developed to enhance the team concept so our staff can assist you and other healthcare workers in closing gaps in immunization coverage.
The goal of the Primary Care Immunization Initiative is to support increasing immunization rates in adults. Incorporating adult immunization into the process of vital signs will improve the quality of life for our patients and the community in general. The intention of this group is to educate and reinforce the role of the healthcare worker to accomplish this task in the
We will need your help to:
• Identify an “Immunization Champion” (a clinical staff member within your practice) who will be supported by the [pharmaceutical company] facilitator and have access to the 4 Pillars™ Immunization Toolkit website
• Provide leadership and motivation within your practice that will allow the program to grow and spread
Our [pharmaceutical company] partners will assist you with the following:
• Get your Immunization Champion registered and provide resources for the 4 Pillars™ Immunization Toolkit website so progress of staff education, training, and competencies can be tracked
• Educate and support the Immunization Champion to be the leader in promoting and implementing 4 Pillars™ Immunization Toolkit strategies in your office
• Learn to communicate with and educate patients about the importance of immunization
• Provide feedback to clinical staff in the form of immunization rates • Provide resources to help increase your practice’s immunization rates!
• Thank you in advance for your willingness and support to educate and reinforce the role of the healthcare worker in improving patient health through patient centered, quality and safety initiatives.
[pharmaceutical company] Personnel:
[pharmaceutical company] Vaccine Facilitator:
[pharmaceutical company] Vaccine Facilitator: [Name] [Phone #]
A.2 4 Pillars™ Immunization Toolkit Immunization Improvement Readiness Questionnaire
The following items describe some of the strategies practices might use to maximize adult vaccination. Please read each item and check the appropriate column as to whether your practice: 1) is not currently using; 2) is currently using sometimes; 3) is using routinely; or 4) has not used but is interested in trying.
My practice is:
Strategies using Not sometimes Using routinely Using Interested in trying 1. Vaccinate/offer vaccines at chronic and
acute care visits
□ □ □ □
2. Administer two indicated vaccines at the same visit (flu and pneumococcal vaccines, flu and Tdap vaccines)
□ □ □ □
3. Review patient immunization records during vital signs/rooming
□ □ □ □
4. Offer vaccines during regular office hours for walk-ins
□ □ □ □
5. Offer other express vaccination services e.g., evening and/or weekend flu vaccine only sessions
□ □ □ □
6. Set up a dedicated area as a vaccination station for walk-ins or nurse vaccination visits
□ □ □ □
7. Administer influenza vaccine as early as it is available (as early as August)
□ □ □ □
8. Continue to offer flu vaccine until influenza season has ended (as late as February)
□ □ □ □
9. On-hold message promotes vaccination and/or reminds patients to get vaccinated
My practice is:
Strategies using Not sometimes Using routinely Using Interested in trying 10. During flu season reception desk staff
reminds patients that flu vaccine is available
□ □ □ □
11. After-visit summary recommends vaccination for next visit if patient is eligible and was not vaccinated.
□ □ □ □
12. Generate EMR reports to determine all patients who are eligible and not vaccinated
□ □ □ □
13. Actively reach out to patients (call, letter, email) who are eligible and not vaccinated
□ □ □ □
14. The current ACIP Adult Immunization schedule is posted/visible/easily accessible
□ □ □ □
15. Vaccine educational materials are readily available in the waiting room and/or the exam rooms
□ □ □ □
16. Vaccination fliers are posted in the waiting and/or the exam rooms
□ □ □ □
17. Staff has reviewed specific, tested, culturally appropriate statements to encourage vaccination
□ □ □ □
18. Staff states that the physicians recommend vaccines
□ □ □ □
19. Most staff are vaccinated and expresses personal support for vaccination with patients
□ □ □ □
20. Staff recommends reliable vaccination websites to patients (Families Fighting Flu; IAC; PKIDS)
□ □ □ □
21. New hires are in-serviced about vaccination priorities
□ □ □ □
22. Clinical staff independently screens patients for vaccine eligibility, contraindications and precautions
□ □ □ □
23. Clinical staff administers influenza vaccines using standing order protocols
My practice is:
Strategies using Not sometimes Using routinely Using Interested in trying 24. Clinical staff administers Tdap vaccines using
standing order protocols
□ □ □ □
25. Clinical staff administers PPSV vaccines using standing order protocols
□ □ □ □
26. Clinical staff administers PCV vaccines using standing order protocols
□ □ □ □
27. Clinical staff administers Zoster vaccines using standing order protocols
□ □ □ □
28. Staff documents in EMR the reason(s) for vaccine refusal
□ □ □ □
29. Staff updates EMR with the vaccines given elsewhere (pharmacies)
□ □ □ □
30. Vaccination reports are reviewed and shared with staff
□ □ □ □
31. A staff member or provider serves as the motivational leader for vaccination activities (immunization champion)
□ □ □ □
32. The immunization champion is an individual in a leadership role in the practice
□ □ □ □
33. Immunization champion meets regularly with other staff members to update them on progress and discuss other strategies to improve vaccination rates
□ □ □ □
34. Immunization champion updates staff on the use and administration of new vaccines, new schedules, and new or revised recommendations as they become available
□ □ □ □
35. Motivation to improve vaccinations is fostered by rewards, competition, motivational messaging, etc.
□ □ □ □
36. Strategies to improve vaccination are evaluated to determine effectiveness and are modified as needed
Appendix B 3 Meeting Kick-Off Series Agendas
B.1 Practice Leadership Meeting