Managing vaccines for the back-to-school season can be a busy time for healthcare providers.  This is a critical time for physicians in getting children and teens caught up on physicals and required vaccinations before classes begin.  From scheduling to records management through inventory management, having an efficient process that combines key technologies can mean higher patient satisfaction, improved patient outcomes and higher employee satisfaction.

Tips to streamline the vaccine process

1. Plan and Prepare Early

• Review Guidelines: Stay up-to-date with the latest vaccination schedules and recommendations from health authorities (e.g., CDC in the U.S.).
• Update Records: Ensure that your practice management software or EHR system is updated with the current vaccination schedules and protocols.

2. Patient Outreach

• Proactive Communication: Send reminders to parents well in advance, notifying them of required vaccines for school. Use multiple channels like phone calls, texts, emails, or patient portals.
• Educational Materials: Provide parents with clear, easy-to-understand information about the vaccines their children need and the importance of staying up to date.

3. Streamline Appointment Scheduling

• Dedicated Vaccine Clinics: Consider setting up specific days or times dedicated to vaccination appointments to manage high patient volumes efficiently.
• Online Scheduling: Allow parents to book vaccine appointments online to reduce call volumes and provide more convenience.

4. Efficient Workflow Management

• Pre-Visit Planning: Review patient records before their visit to determine which vaccines are due, ensuring the visit is quick and efficient.
• Team Coordination: Train your nursing staff to handle vaccinations, freeing up more of your time for other consultations. Create a checklist to ensure no steps are missed.

5. Inventory Management

• Monitor Stock Levels: Regularly check vaccine inventory to ensure you have adequate supplies, especially during peak back-to-school periods.
• Order Ahead: Anticipate increased demand and order vaccines early to avoid shortages.

6. Safety and Compliance

• Cold Chain Management: Ensure vaccines are stored at the correct temperature and follow protocols for handling and administering vaccines.
• Documentation: Accurately document each vaccine administered, including the vaccine lot number, expiration date, and the site of administration.

7. Engage and Educate Parents

• Address Concerns: Be prepared to answer questions about vaccine safety, efficacy, and side effects. Provide evidence-based information to address vaccine hesitancy.
• Consent Forms: Have clear and accessible consent forms ready, and ensure parents understand the vaccines their child is receiving.

8. Follow-Up and Reporting

• Track Vaccination Status: Use your EHR system to track patients’ vaccination status and send reminders for any follow-up doses or boosters.
• Reporting to Registries: Ensure that all administered vaccines are reported to state or national immunization registries as required.

9. Use Technology

• Barcode Scanning: Implement barcode scanning for vaccines to reduce errors in data entry and improve tracking.
• Patient Portals: Encourage parents to use patient portals to check their child’s vaccination history and receive reminders for upcoming vaccines.

An integrated technology approach

In addition to the practical tips above, there are benefits to taking an integrated approach to practice technology to help further streamline vaccine operations.  One such way is leveraging newer barcode scanners and software that integrate directly into your EHR/EMR systems.  Barcode scanners like those from AMBIR work with integration software such as Keena to capture data and inventory and integrate directly into a leading EHR such as Nextgen.   The technology is known as an EHR Barcode reader.

A Winning Formula for Immunization and Medication Delivery: EHR Barcode Reader + AMBIR Scanners

Keena’s EHR Barcode Reader is compatible to the AMBIR line of scanners. The AMBIR BR100 USB Barcode Scanner, AMBIR BR200 Wireless Scanner & the AMBIR BR300 Wireless Scanner all work with EHR Barcode Reader to deliver the patient service you need faster and safer.   EHR Barcode Reader streamlines the administration of immunizations and medications to help ensure patient safety. Utilizing 2D barcode reader technology, this application instantly collects medication or vaccine data and populates key fields in your EHR including NDC, lot and expiration date for improved clinical workflow. Save time, reduce unnecessary keystrokes, and eliminate costly data entry errors. Built in safeguards ensure that the right vial is given to the right patient at the right time. EHR Barcode Reader will free up your clinical staff to focus on your value-based care goals..

With regulations like the National Childhood Vaccine Injury Act (NCVIA) that mandates documentation of vaccine product identification and lot number, a tool like EHR Barcode Reader will save time, reduce unnecessary keystrokes, and eliminate costly data entry errors. EHR Barcode Reader will free up your clinical staff to focus on your value-based care goal.

About AMBIR

AMBIR is a manufacturer of digital capture solutions for businesses and consumers. Headquartered in Chicago, IL and founded over 25 years ago on the premise of creating the highest quality hardware backed by hands-on support. AMBIR provides a variety of document and card scanners, eSignature pads and barcode scanners for various industries including healthcare, financial services, legal and more. We are known for being a hands-on organization who supports its clients with an internal team of dedicated professionals who know their clients by name. AMBIR is considered a market leading solution in the healthcare space due to its wide selection of products that integrate with leading EMR/EHR systems.