In Their Own Words: A Michigan Provider Tells
How They Used the Registry with Great Results

It has been two long years of hard work but we did it! All of the children in our practice are finally on MCIR (Michigan Childhood Immunization Registry). That's over 3,000 charts and immunization records entered. You say you're too busy to do that? Let us tell you how it can be done.

The most important requirement is a staff that is committed to making sure all of their patients are fully immunized. Our entire staff at Children's Medical Group of Saginaw Bay (Bay City office) makes this a high priority. The front desk staff has to pull extra charts, enter patient data into the computer and initiate billing. The staff members who do the billing are checking on insurance coverage so we can offer the patients VFC vaccines if they qualify.

We did hire a staff member to input charts and immunization records into MCIR. This person worked an average of eight hours a week for a year and a half. While this was an added expense, we felt the benefits in the long run were worth the cost. At the same time, the nursing staff also entered immunization data into MCIR. Every time an immunization was given, the chart was flagged and immunization data were entered into MCIR if needed. During any downtime in the office, someone was at the computer entering immunization information.

A system was devised to insure the data is entered into MCIR and that immunizations are entered as soon as possible after vaccines are given. Once the chart information is entered into MCIR, the front of the chart is marked with a sticker. The MCIR number for that patient is written on the immunization sheet in the chart. Every time an immunization is given the chart is flagged with a colored clip. Anytime anyone in the office notices a chart without a sticker or with a colored clip, the chart is returned to the computer for entry.

While entering charts into MCIR, any needed immunizations are noted. The parents are called first to notify them of the needed immunizations. If there is no response, in four weeks a follow-up letter is sent. The chart is also flagged so the next time the patient comes in the immunizations can be given.

Periodically reports are run from MCIR data. We pick different vaccines and ages to check to ensure all our patients are as up-to-date as possible. This system has allowed us to give the best possible immunization protection to all our patients.

We recently requested an Immunization Record Assessment from the Michigan Department of Community Health. This assessment showed that the 19-35 month-old patients in our practice were at 93 percent for the combination series of four doses of DTaP, three doses of polio, one dose of MMR, three doses of Hib, and three doses of Hep B vaccine. The varicella coverage level for the same age group was 85 percent. We have met our goal and challenge you to do the same!

(Source: Therese Hoyle, MI. Contributed by Children's Medical Group of Saginaw Bay, Bay City office)

August 2001 SnapShots Headlines