Application for 2010 University of California Larry L. Sautter Award for
Innovation in Information Technology
Date:
May 17, 2010
Project Title:
H1N1 & Seasonal Flu Vaccination Tracking
University of California Davis Health System
Submitted by:
Dan Cotton, Education Technology and Application Development Manager
Daniel.cotton@ucdmc.ucdavis.edu
(916) 734-2019
Mike Minear
Chief Information Officer
michael.minear@ucdmc.ucdavis.edu
(916) 734-7131
UC Davis Health System
H1N1 & Seasonal Flu Vaccination Tracking
Application for UC Sautter Award 2010
TABLE of CONTENTS
A. SUMMARY .............................................................................................................................................................3
B. PROJECT LEADERS AND TEAM MEMBERS ................................................................................................3
C. PROJECT DESCRIPTION ...................................................................................................................................4
D. TECHNOLOGY USED TO CREATE THE VACCINATION APPLICATION .............................................6
E. PROJECT TIMEFRAME ......................................................................................................................................7
G. CUSTOMER SATISFACTION ............................................................................................................................8
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UC Davis Health System
H1N1 & Seasonal Flu Vaccination Tracking
Application for UC Sautter Award 2010
A. Summary
With the massive outbreak of H1N1 Virus throughout the United States in 2009 the UC Davis
Health System started taking the steps to require all employees at the UC Davis Sacramento
Campus to be immunized for both seasonal influenza and H1N1. In 2009, the University of
California Davis Health System (UCDHS) initiated a project to assist in the tracking of H1N1 and
seasonal influenza flu vaccinations administered to 12,000+ staff, students and faculty via a
web application. This new web application would also store the data into the recently
implemented a new Employee Health EMR system (STIX HER). There were several
factors that contributed to the need to capture this data electronically:
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The health concerns over a possible pandemic of the H1N1 flu
Brand new H1N1 vaccinations
Concerns over outbreaks of H1N1 and the ability to track back to departments
and persons who did or did not receive vaccinations
Ability to track the various lot numbers associated to the H1N1 vaccinations
Patient, staff, student and faculty safety & exposure concerns
The main project goals were to create a web based application that allowed departments to
track individuals who either received the vaccinations by UCDHS, received them elsewhere, or
who declined to received the vaccinations. By collecting this information, UCDHS leadership
has real-time and detailed data to manage whatever issues arose from the H1N1 or seasonal
influenza vaccinations. Clinical and administrative leadership knows by department, by building,
by area; who did or did not get vaccinated should an outbreak or exposure concerns arise. They
would also be able to report on the various lot numbers of the H1N1 vaccinations should the
need arise.
B. Project Leaders and Team Members
One of the key elements leading to the success of this project was the deep level of
partnerships created throughout UCDHS. The collaborative efforts of the IT teams and several
business teams allowed the project to reach a successful conclusion.
Executive Leadership
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Allan D. Siefkin, MD - Chief Medical Officer
Stephen Chilcott, J.D. Interim Executive Director, Human Resources
Michael Minear, Chief Information Officer
Information Technology
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Daniel Cotton - Application Development Manager
Mark Pratt - Application Development Supervisor
Jeff Chilton - Application Developer, technical lead
David Haake - Application Developer
Kevin Stead - Project Development Analyst
Andre Chu – Database Administrator
Donna Davis - Database Administrator
Sue Walker - Programmer, People Soft
Amy Mentjox - Manager Information Technology
Clinical and Employee Health Leadership
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Susan Sutherland, RN - Manager of Employee Health Services
Neil Speth, MD - Employee Health Services
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UC Davis Health System
H1N1 & Seasonal Flu Vaccination Tracking
Application for UC Sautter Award 2010
C. Project Description
The UCDHS IT department in cooperation with Employee Health services and clinical
leadership outlined a plan and process that would leverage existing software applications,
services, and technologies; to deliver an integrated application that would provide
comprehensive information regarding UCDHS employees and their vaccinations. This new
electronic process would replace a previous paper based system that only allowed departments
to review their own departmental compliance after sorting through stacks of paper vaccination
forms. The legacy paper-based system was not efficient and did not support real-time
compliance and data reporting. There was a process where this paper based information was
collected and entered manually into STIX but this process was usually 3-4 months post
vaccination; long past the time of relevance in an influenza outbreak.
The new flu software application leveraged existing user Active Directory authentication,
departmental employee listings from the payroll application, and the STIX employee health
management application (that is used throughout UC medical centers).
UCDHS held a number of ‘flu vaccination rallies’ throughout the campus and in multiple
buildings with the intent on making it easy and convenient for employees to receive the unusual
number of multiple vaccinations required in late 2009 (the regular seasonal flu vaccination and
H1N1).
The data collected was entered into the new flu vaccination application was fed directly into the
employee health services application called STIX. Employees attending either the rallies or
coming to employee health services for vaccinations have their vaccination status noted as
Received at UCDHS. Employees also had the ability to bring in proof of vaccination done
elsewhere and have that recorded as Not Received at UCDHS – but still compliant. If
employees were allergic or had other reasons for not wanting either of the vaccinations they
would be logged with Refused.
Many features were created in the new vaccination tracking application in a matter of weeks to
support the requirements of employee health.
 Support the ability to log the potential two vaccinations required for H1N1 as well as
record the Lot number administered
 Employee Health Services has the ability to add to a “drop down list” all the lot numbers
UCDHS received in their shipments of the vaccinations – to accurately record the Meta
data of the vaccine drug lot numbers
 Department managers can be assigned multiple departments if appropriate, and
managers can delegate required data entry task to staff of their choosing
 Reporting and compliance checks - the application provides each department manager
to ability to review their departments’ compliance with all three influenza vaccinations
 Provides the UCDHS Chief medical Officer the ability to review compliance across the
organization as well as drill down reports for each department
 Department Managers or their assignees are shown their departments compliance at the
top of their summary screen
 Data and trending analysis provided for clinical and administrative staff to help assess
staffing impact and requirements in the event of an outbreak – including clear
summaries of staff who have or has not been vaccinated (and is therefore safe and
eligible to care for or assist patients)
 Supports a number of online and printable reports on various aspects or levels of
vaccinations
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UC Davis Health System
H1N1 & Seasonal Flu Vaccination Tracking
Application for UC Sautter Award 2010
Reports can be generated based on the overall organization, by department, by individual cost
centers within departments, by the individual employee and by lot numbers associated to the
H1N1 vaccinations
The granularity of reporting provides levels of reporting that the organization did not have with
the previous process, in addition the new reporting function provides access to data real-time,
not data that is months old.
Figure 1 shows a typical example of the information that department managers have on display.
Included is a summary at the top listing the employee count and percentages.
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UC Davis Health System
H1N1 & Seasonal Flu Vaccination Tracking
Application for UC Sautter Award 2010
Figure2 Sample Compliance at a point in time
D. Technology used to Create the Vaccination Application
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Windows 2003 Active Directory - Used for user authentication. This existing service
eliminated the need for users to have another username and password combination.
WhoAmI Service - Used to display the full name of the person currently logged in
Authorization Service - Used to authorize which cost centers(departments) the person
logged in can be view and updae
Rest/Ajax Technologies – Used to retrieve and insert records via a URL call. This
technology eliminates the needs for the entire web page to refresh/reload which
minimizes page refresh time and load on the server
Jasper Reports – Used to generate the PDF reports
Java and JavaScript – languages used to process data within the forms
SQL Server – Database used to store data (part of eth STIX application).
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UC Davis Health System
H1N1 & Seasonal Flu Vaccination Tracking
Application for UC Sautter Award 2010
Production STIX
XenApp Server
Web Application updating Medical Activities
on Production DB
With Flu Shot and H1N1 Shot Activities
STIX Production
Database
DR STIX
XenApp Server
Department
Manager
Influenza / H1N1 Page
On Intranet Only
Figure 3 Shows the high level integration of the self developed application and STIX
E. Project Timeframe
Need Identified for Flu management application - Initial Planning
Influenza Compliance Entry Module Online
H1N1 Compliance Entry Module Online
Reporting Function Online
August 2009
October 2009
November 2009
December 2009
Figure 4 - H1N1 Outbreak Timeline
Image source HHS Flu site, http://www.flu.gov/timeline/
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UC Davis Health System
H1N1 & Seasonal Flu Vaccination Tracking
Application for UC Sautter Award 2010
G. Customer Satisfaction
“The key in management of public health issues, for a city or state, or for a large
employer like UCDMC, is DATA. The information must be timely, accurate, and
specific to the issue and the organization.
The Flu tracking application came out of the most recent outbreak and the UCDMC
and UCDHS response. It supplied us with the information necessary to make
decisions about incidence, resource deployment, and workforce planning. While
Sacramento County and UCDMC were hit very significantly with H1N1 this year, we
were fortunate that this virus was not as virulent as it might have been.
The attack rate was very high and we had many patients and employees infected,
but not so many hospitalized that we could not manage. Our vaccination campaigns
were wildly successful, which likely also reduced the incidence of our infection
among our workers. Running the code green over the past year for 7 months
prepared us for the next major or minor influenza or other infectious outbreak. the
Flu Tracking application has and will continue to play a key role in our disaster
planning and management.”
Allan D. Siefkin, M.D.
Chief Medical Officer, UC Davis Health System
“There was a Pandemic flu outbreak on top of the normal seasonal flu. It was a
novel strain that emerged. Administration was looking to track all employees for
both the seasonal and the H1N1 novel strain; otherwise the employee would be
mandated to wear a mask. In very little time, our IT department was able to assist us
by building a web based Flu/H1N1 site. The tracking was decentralized for each
unit to track their own employees. This system in turn fed data to the employee’s
health record. It was easy to use, managers loved it. There was no resistance in
using it as it was easy to use and find.
The IT team did an outstanding job in a time frame that was crucial to this program.
The system was able to pull data for a compliance summary site in real time for
administration to view during the season. This site was so successful, it was asked
to be cloned for another activity.”
Susan Sutherland, RN
Manager of Employee Health Services
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