Assessment and Feedback Tools

Step 1: Prepare

To make your Assessment and Feedback program a success:

 

Offer CME incentives

Getting providers to the table is a top priority for vaccine quality improvement (QI). Offering CME credits can be a valuable incentive.

You can certify your Assessment and Feedback program as a CME activity through many professional organizations and universities. The American Academy of Family Physicians (AAFP) is one good option. Click to learn about the AAFP accreditation process.

“Getting CME accreditation is easier than you may think. With a brief application and a $600 fee, you can provide CMEs for all of the providers you visit.”

Use an online survey application, like SurveyMonkey or Qualtrics, to facilitate post-CME surveys and auto-generate certificates of completion.

Schedule feedback sessions

Feedback sessions allow you to learn more about the vaccine administration practices at each clinic. They are also an opportunity for you to provide more information about the vaccine and present clinic-specific vaccination rates to providers. Working together with providers, you can discuss ways to improve HPV vaccine delivery.

Scheduling feedback sessions requires time and persistence. To make sure your efforts have the biggest impact, use your state’s Immunization Information System (IIS) to target moderate to large clinics.  For example, you might choose to focus on those with ≥200 active patients, ages 11 through 17.

“Improving HPV vaccination requires the participation of front-line vaccine providers. Do everything you can to include them in feedback sessions.”

Other best practices include:

  • Schedule feedback sessions in the spring. Providers deliver many more adolescent vaccine doses in the summer than any other time of year. Engaging providers in immunization QI improvement in the spring will prepare them to meet the summer rush.
  • Identify whether the clinic has an immunization champion. Immunization champions are staff who are personally committed to the effort to improve and promote vaccination in a clinic. Leading immunization QI efforts often requires both clinical and administrative knowledge of vaccination. Thus, clinicians are often best-suited for the role. However, immunization champions can have many different jobs in a clinic, and all staff should be encouraged to take part in the QI efforts.
  • Actively recruit vaccine providers, using incentives. When scheduling, be explicit that provider participation is preferred in feedback sessions. Offer incentives, such as “lunch and learn” sessions, educational materials, and CME credits, to get providers to the table. Emphasize that QI strategies can help them meet their HEDIS targets.
  • Separate feedback sessions from Vaccines for Children (VFC) storage and handling assessments. VFC visits are time-intensive and can involve legal consequences for providers who are non-compliant. To foster a collaborative focus on QI, feedback sessions should ideally occur on a separate day.
  • Offer a few specific times to schedule the feedback session rather than an open-ended invitation. Providers are more likely to commit to a feedback session when you offer them the choice of a few pre-determined times.

Complete Immunization Report Cards

You will use Immunization Report Cards to structure feedback sessions with providers. The Report Cards show the clinic’s coverage for adolescent vaccines, including HPV vaccine.

 

Use IIS data to complete each clinic’s Immunization Report Card before the feedback session.

  • Adolescent immunization coverage – For the first section of the report card, enter the total number of male and female patients, ages 11 to 12 and 13 through 17, with active registry records. Calculate vaccination coverage with the CDC’s “census method,” using all active records. Male and female patients are reported separately for HPV vaccine, but combined for meningococcal and Tdap vaccines.
  • QI goal – For the second section of the report card, enter the HPV vaccine QI goal, which will be 10% of each age group. For example, if a clinic has 868 male and female patients, ages 11-12, the clinic’s QI goal is for 87 patients, ages 11-12, to receive the first dose of HPV vaccine. For the initial visit, leave the boxes for the 3- and 6-month progress reports blank.

Offer feedback sessions by webinar

Feedback sessions are designed to be delivered in-person or via webinar. Webinars can be especially useful when practices are far from your office, travel budgets are restricted, or time for traveling is limited. Healthcare providers rate webinar consultations as highly as in-person ones in terms of helpfulness and convenience. However, webinars may take more time to schedule.

If you schedule a webinar, you and the health care provider will need access to a computer or tablet. You will also need to use webinar software, such as GoTo Meeting, Webex, Adobe Connect, or Microsoft Office Live Meeting. These services often come with a subscription fee to the host (usually $19 – $70 per month), but there is no fee for the viewer. Many services also offer free trial subscriptions so you can figure out which one you like best.

Once you have webinar software downloaded onto your device, practice using it and explore its features. Make sure that you are comfortable using the program and delivering a webinar. Next, download the presentation slides, Immunization Report Card, and other materials from the intervention resources.

“Keeping providers engaged is the key to a good webinar. Ask open-ended questions to encourage a two-way conversation. Check in from time to time to see if the provider has any questions.”