Clinical Decision Support: Seasonal Influenza Immunization in an Ambulatory Care Setting
Margaret Chapman, Raja Ekambaram, and Brad Schwartz Northwestern University
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Clinical Decision Support: Seasonal Influenza Immunization in an Ambulatory Care Setting Introduction The H1N1 influenza pandemic of 2009 claimed approximately 400,000 lives worldwide (CDC, 2013). As a result, in 2010 the Centers for Disease Control (CDC) Advisory Committee on Immunization Practices (ACIP) recommended universal yearly influenza vaccination for every eligible individual older than six months of age. In spite of this, efforts to achieve universal influenza vaccination have met with limited success. Flu vaccination coverage among children did not significantly change for the 201112 season compared to the 201011 season, with rates remaining around 50 percent (CDC, 2013). Statistics are worse for adults, among whom influenza vaccination coverage decreased by 1.7 percent for the 2011-12 season compared to the 2010-11 season, from 40.5 percent to just 38.8 percent (CDC, 2013). Increased rates of influenza vaccination would be expected to translate into lower rates of seasonal influenza infections and decreases in associated morbidity and mortality. In view of this, the CDC has endorsed efforts to increase influenza vaccination rates through proven methods including strong recommendation by healthcare providers and reminder strategies such as standing orders, patient reminder and recall systems, and provider reminders (CDC, 2013). Electronic medical record (EMR) systems configured with clinical decision support (CDS) features such as alerts, guidelines, and standing orders can aid providers in ensuring high quality, evidence-based care (Bates, 2003). The authors hypothesized that a CDS system might improve rates of seasonal influenza vaccination among children and adults in an outpatient, family practice setting. The literature on CDS for immunization shows conflicting results. Immunization reminder EMR alerts have been shown to significantly improve rates of routine childhood immunization (Fiks, 2007). However, a study by the same investigator concluded that $
pediatric influenza vaccination rates were not significantly improved in the presence of EMR alerts (Fiks, 2009). This is in contrast to results in two studies of adult patients, in which rates of influenza vaccination increased with the use computerized alerts (Dexter, 2001 and Swenson, 2012). This report describes the development, implementation, and evaluation of a CDSS designed to increase rates of influenza vaccination in a family practice group. This CDSS was developed as part of a broader quality improvement initiative that includes patient education, staff education, and tracking outcomes before and after the intervention. Results will be submitted as a clinical quality measure (CQM) for Meaningful Use Stage 1 (MU1) and to meet the CDS requirement for MU2 (CMS, 2012). The primary clinical objective for the CDSS is a significant increase in seasonal influenza immunization rate compared with previous years. Stakeholders, Goals, and Objectives To be effective, CDS should be integrated into the users workflow, should appear at the appropriate point in the patient encounter, and should offer rapid access to a simple action step (Fiks, 2006). To achieve this, careful planning and communication are essential. All stakeholders in the project were identified, along with their roles, motivation to participate, goals for the project, concerns, and stakes in the outcome (Osheroff, 2012). Stakeholders fell into two main groups: technical consultants responsible for design and implementation, and clinical/support staff of the practice who would be the users of the CDSS. One or more representative from each stakeholder group served on the implementation team. Some team members filled more than one role; for instance, one provider was also a partner in the practice, and a medical assistant doubled as a patient/parent, since she and her children are patients of the practice. Clinical team members were chosen based on their comfort with EMR and technology in general, and their positive view %
toward implementing the CDSS. Recruiting such champions, who are respected members of the constituencieswho fully understand and support the CDS efforts, goals and strategies and can serve as ambassadors (Osheroff, 2012) is critical to the programs success. It is equally important to identify stakeholders who have negative views toward the project; these may be individuals who are uncomfortable using technology, who fear the program will create more work for them, or who resist change. The concerns of resisters were solicited and addressed in designing and implementing the system. Efforts to involve all stakeholders at all stages in the development process ensures that CDS is done with them and not to them (Osheroff, 2012). Identification of stakeholders is also useful for planning schedules and assigning project responsibilities. An overview of stakeholders in the influenza immunization CDSS appears in tables one and two.
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Table 1. Clinical Stakeholders
Stakeholde r Role/Participation in CDSS Motivation Goals Stake in CDS Concerns Patients/ Parents CDSS user/ patient portal reminders Vaccine recipients; consent to vaccinate minors; reports prior immunization Prevent illness and missed school/work due to flu Preventio n of influenza infection Low Safety/efficac y of flu vaccine Physician Partners Practice owners Subject matter experts, oversight, champions Meaningful Use incentives ($) Optimize EMR use and ROI; MU for CDS and CQM High Cost, loss of productivity Providers (MD, PNP) CDSS user EMR Recommends, orders flu vaccine; addresses questions/concerns; documents immunization refusal CDC recommendation ; pay-for- performance incentive programs; quality of care Primary prevention of influenza for all eligible patients
Medium Slowed workflow, takes time from other patient care, increased documentation Nurse CDSS user EMR Administers vaccines; documents immunization Performance measure; quality of care Primary prevention of influenza for all eligible patients Medium Significant increased workload during busy flu season Medical Assistants CDSS user EMR Opens encounter; Queries re flu vaccine; information sheet Performance measure; quality of care Primary prevention of influenza for all eligible patients Medium Additional task to remember (but minimal increase in workload) Office Manager Consultant/practic e management Orders flu vaccine; oversees staffing needs Performance measure; quality of care; Vaccine inventory control; maintain patient flow High Work slowdown; staffing, vaccine shortages '
Stakeholde r Role/Participation in CDSS Motivation Goals Stake in CDS Concerns Project Manager Consultant/manage r Manage CDSS development, implementation
Performanc e measure for job (raise, promotion) Meet or exceed budget/timelin e goals; client satisfaction High Staff resistance to change; technical difficulty; cost Systems Analyst Consultant/analyst Workflow analysis; intervention specification Performanc e measure for job (raise, promotion) Accurate assessment of client needs Medium Staff resistance; understandin g of workflow Systems Designer Consultant/designer System design; troubleshooting Performanc e measure for job (raise, promotion) System functions as required Medium Technical challenges; time/cost constraints Trainer/ tester Consultant /implementer Train staff; oversee go-live; measure outcomes; staff support Performanc e measure for job (raise, promotion) Staff use of CDSS; positive outcomes measures Medium Staff resistance to use or rejection of CDSS Table 2. Technical stakeholders
Information System Inventory This is an inventory of the resources that will be necessary to implement the proposed influenza vaccination intervention. The technical solution is designed to be integrated within the Electronic Medical Record and may also interact with a data warehouse and a patient reminder solution. The inventory is separated into three sections: hardware, software, and personnel.
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Hardware Inventory
Equipment Purpose Additional Detail Application Servers Host the applications EMR, CDS, Reminder Solution. Existing equipment should be sufficient. Database Servers Host the databases Data from applications. Existing equipment should be sufficient. Web Servers Allow for patients to use the patient portal via the internet May also be needed for reminder solution if using email reminders. Existing equipment should be sufficient. Workstations Allow for users to interact with the system. Existing equipment should be sufficient. Used for viewing and recording information as well as entering orders. Scanners Record documentation from patients regarding externally received vaccinations Existing equipment used for scanning other patient documents should be sufficient.
Software Inventory
System or Element Purpose Additional Detail Electronic Medical Record Discrete data fields For recording of information relative to vaccinations Vaccination type, vaccination date Query tools Ability to identify patients within (or outside of parameters) Vaccination type, vaccination date, age range, health status Data Warehouse (depending on architecture) Allow for collection and querying of data
Computerized Physician Order Entry System (CPOE) Allow for entry of vaccination order
Patient Portal Allow for patients to connect to their medical record Receive reminders, receive education, schedule appointments, upload information regarding externally received vaccinations Reminder solution Used for automated contacting of patients Email, text, phone calls Electronic learning tools For Education Provider education on tools and processes. Patient education on vaccinations and the patient portal
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Personnel Inventory
Role Duties Additional Detail Subject Matter Experts Provide clinical expertise to development team on process Physicians, Nurses, Medical Assistants, Schedulers Analysts Translate clinical requirements to technical requirements Must have both clinical and technical understanding. Need to have understanding of tools for documenting requirements (Excel, Visio) Developers Build technical solution Create queries, add discrete fields to screens/database as needed, Trainers Develop materials and train users on solution Materials may be needed for the care team and patients. Training may be needed for the care team Testers Test solution There will be unit testing, integrated testing, and user acceptance testing Users Use solution. Provide feedback Physicians, Nurses, Medical Assistants, Schedulers as well as Patients
Intervention Selection and Workflow Opportunities Improving Outcomes with Clinical Decision Support: An Implementers Guide suggests four possible CDS interventions on Pages 165-170 which are applicable this CDSS. Of the four possibilities, all are relevant in some way, although one would need to be altered to create a relevant data presentation which recognizes the annual CDC influenza guidelines and incorporates its data regarding influenza dates, types, and vaccines. The text also makes several important recommendations on Pages 153-163 regarding the use of multiple interventions, the empowering of multiple staff members (such as Medical Assistants), and the introduction of interventions at appropriate points in the workflow. The proposed decision support is intended for use in the outpatient environment and will alert providers, patients, and office staff. The first intervention involves the identification of *
patients without a current vaccination in their EMR. Automated notifications will be provided to the patients via the patient portal, text message, or voice message. Patients with appointments in the near future would receive an informational message alerting them they are due for their vaccination and tell them where more information can be obtained. Patients without upcoming appointments would be provided an opportunity to schedule an appointment, information regarding alternate locations for receiving their vaccination, and information on how to learn more about the vaccination. The system will also provide the patient with an opportunity to report information regarding vaccinations received outside the health care system. A typical workflow into which these interventions can be introduced, which shown in figure one. A medical assistant (MA) places the patient in the exam room, opens the encounter note, and enters the chief complaint as stated by the patient. The second intervention is incorporated into the encounter note through an alert that prompts the MA to ask the patient the date of their most recent influenza vaccination if this information is not in their EMR; the third intervention will verify that the date entered is after the release date of the annual CDC guidelines, which are incorporated in the EMR through this CDS and which can be viewed through a link from the chart to the following website: CDC - Seasonal Influenza (Flu) - Weekly Report: Influenza Summary Update. The fourth intervention is an alert asking the MA if he verified that the date of the influenza vaccination occurred this year with the patient. If the patient requires a vaccination at this visit, the nurse will receive an alert to administer and document it from this CDS, prompted by the previous entered responses of the MA, before she closes the note and prior to when the clinician sees the patient; the vaccination will be authorized through a standing order. !+
Clinicians receive an alert in the form of the fifth intervention when entering the Plan and can verify that the patient received the vaccination, discuss any issues regarding the vaccination with the patient, and offer and order it if necessary. This CDS reminds the provider of the need for clinician documentation of the vaccination in the EMR, but only during the influenza season, and alerts the office manager if vaccine shortages occur; indirectly, it also records data on the efficacy of the system, for the purpose of HHS reporting. The sixth and final CDS intervention is a dropdown menu from which the clinician can select reasons why the patient refused the influenza vaccination, if this occurred, for the purposes of data gathering. Workflows and processes affected will include pre-visit workflows and visit workflows. Pre-visit changes are in regards to patient identification, patient notification, scheduling, and data collection. Visit workflow changes include notifications for the medical team, patient education, and data collection. The lower frequency of immunization is possibly due to general misperceptions that the flu shot is ineffective, unnecessary, and maybe even dangerous (Rivers, 2013). In order to change the perception of the effects of the flu shot, patients will likely have to be repeatedly provided educational material. Change Management Plan The proposed influenza vaccination intervention has various effects on many people during the individual steps in the process. Some effects can be anticipated while others cannot. The selected methodology to mitigate the risks of the new intervention for influenza vaccination is comprised of communication and training. The automatic generation of patient notifications has a direct impact on patients and indirect effects on the staff. Some patients may appreciate receiving notification of the !!
recommendation for their vaccination while others may react differently. It is important to compose patient messages with all the needed content, at the correct reading level, and with the appropriate level of urgency as to encourage but not scare the patient. Additionally, the clinic must provide access to additional information and create a methodology for patients to communicate their feedback. This patient communication potentially creates indirect work for the clinical staff. They will likely receive questions and potentially receive feedback from patients who were concerned by the message. Clinical staff will need to be trained regarding how to answer expected patient questions, where to direct questions they cannot answer, and how to handle upset patients. The system provides the ability to record vaccinations occurring outside of the system. Patients will be given the ability to enter proof of their vaccination via the patient portal. Easy to understand instructions will be available within the portal, support will have to be available to patients, and alternative methodologies will also be available (as well as made known to patients). Secure alternative methods for patients, including the mailing of copies of their vaccination record or delivery of the record to their physician office, require staff preparation and training. Staff will be informed of the potential record receipts and taught the proper way to store the information in the system as well as what to do with the paper. Additionally, staff will be prepared to receive patient questions regarding the collection of vaccination information. Finally, a policy will be created for managing patients who have discarded the paperwork from their vaccination. This policy will be clearly conveyed to both staff and patients. Staff will receive training regarding changes they will encounter in the electronic medical record (EMR). Clinical staff in various roles will be trained regarding the alerts they will receive when seeing a patient in need of a vaccination. They will be educated regarding the meaning of !#
the alert as well as how to discuss the vaccination with the patient. Additionally, the staff responsible for administering the vaccination will have to be trained regarding the entry of the vaccination in the EMR to ensure the entry of quality information in an efficient manner. In the case of patient denial, staff will be educated regarding how to document the patient denial.
Communication and education will be created at the appropriate level for the intended audiences, which likely require different materials for patients and staff. Staff communications and education will be provided prior to system go-live. Patient communication will be provided with the initial notification so it isnt forgotten during the period between messages. The organization could conduct free learning workshops for patients, which could also serve as a tool for enrolling patients in the patient portal, helping the organization achieve meaningful use measures for patient use of the portal. System Design Models Two models of the CDSS are presented. Figure one models the decision logic for the system as a flow chart. Figure two models the workflow associated with the patient encounter showing the user and the point in the visit where each intervention occurs. !$
Figure 1. !%
Figure 2. Workflow analysis
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Architecture CDSS architecture covers three aspects: technical design issues, reasoning, and knowledge acquisition (Berner, 2007). Technical issues include structuring, formatting, and representing the knowledge-base and the data; reasoning is often rule-based or can be thought of as one or more of six Bayesian varieties (Berner, 2007). Knowledge is acquired through ontologies and vocabularies used to capture, enter, name, encode, classify, organize, store, retrieve, utilize, and manage data (Berner, 2007). The following sections cover each of these three categories as they pertain to this CDSS. Knowledge will be multi-sourced and comprehended from data available through the CDCs websites and also gathered from patient and provider inputs; it will be stored temporarily on the CDSS office server and permanently within an on-site central repository, where it will be mined by a data warehousing unit, leading to the generation of reports that will be distributed to state vaccination registries in their approved formats. Our central medical data repository will be modeled after Intermountain Health Cares HELP system, with its client-server CDSS and lifetime data repository upgrades; similarly, it will employ Microsofts OLE DB Provider for DB2 V3.0 to interface with its Oracle RDBMS V12.1c (Huff, 1994). The repository collects data from the server each night from which the warehouse is able to process it, stores its own data separately, and makes it available to end-user interfaces (Szirbik et al, 2006). The patient portal resembles Partners HealthCares Patient Gateway with its interactive, algorithm-driven interface, recommendations of what actions should be taken, (and an) opportunity to check a box or fill in free text to add a concern (that enters) directly into a physician progress note, thereby facilitating documentation (Grant et al, 2006). It also affords !'
them the chance to learn more about vaccinations via CDC-based corresponding explanations provided by a commercial patient education content provider (Grant et al, 2006). Interfaces will be implemented using Microsoft Internet Information Servers in HTML format (Grant et al, 2006). The patient will access the EMR via their view, otherwise known as the patient portal; this EMR is the source for data capture and transfer and the means for sharing the CDSS among users (Grant et al, 2006). The interface between the on-site and online CDC databases, and their patient- and provider- users, will employ UMLS tools to conduct searches through the NLM Gateway system in order to access content at both locations (Lindberg and Humphreys, 1990). This interface is integrated into both the patient portal and the EMR and displays as a GUI, and offers the aforementioned drop-down menus and checkboxes (Shiffman, 1994). Data entry is structured using the items necessary for inclusion such as vaccination type, date, site of administration, lot number, manufacturer, and vaccinator; similarly, the vaccine information data is classified by date, source, etc. Contraindications will be cross-checked against available information on the CDC website and internal database criteria for exclusion; likewise, vaccination dates will be examined as to whether they fall in the current season. The algorithms included in this document trigger will be used by the decision logic to trigger the alerts at each point (Shiffman, 1994). Rule-based CDSS interaction architecture was also inspired by Partners HealthCare efforts at representing knowledge. So- called if then statements work well with the paradigm of our algorithms and workflow diagrams in informing the systems decision logic. The intention is to minimize data types and create logic expressions (that) can be readily expressed in the object-oriented GELLO expression language currently under review in HL7 (Greenes et al, !(
2004). With two applications in operation, the client-server system requires an event monitor, rule activator, centralized rule base and rule engine, (and) access to data sources for patient information, as well as to knowledge bases (Greenes et al, 2004). To formulate the rules, we will follow the steps of identifying and modeling the contexts of the rules, making the system function in synchronous mode, and having whole data structure mapped into the HL7 RIM standard data model (Greenes et al, 2004). The event monitor guides the system through message-driven transactions leading to events/ triggers; actions- orders, approvals, and cancellations; notifications and recipients (Greenes et al, 2004). We propose to design a semantic web, derived from a Canadian model, to integrate vaccination guidelines into the CDSS knowledge base, which establishes ontologies upon which a rules engine operates. They will be encoded using Protg software and are a CPG-Domain ontology based on the CDCs recommendations and a Patient ontology based on the EMR database (Hussain et al, 2007). Like the Canadian model, the former ontology interfaces with the rules engine which in turn interfaces with the latter to generate the alerts, but the two are also linked (Hussain et al, 2007). Intervention Specifications The proposed clinical decision support system (CDSS) is designed to increase rates of seasonal influenza vaccination in an ambulatory family practice setting. This will be achieved through interventions targeted at key persons and occurring at different points in time. This design will result in multiple opportunities to recommend and administer flu vaccine to patients. Data capture will allow outcome tracking for quality improvement and to assess the efficacy of the CDS. !)
The first intervention will target patients, with a pre-visit reminder delivered via patient portal. During visits, the remaining interventions will be directed at medical assistants, nurses, and providers via the electronic medical record, as noted in the figure. Data entered into the EMR must be converted into coded elements, by the CDS or by users, when possible. For instance, dates of vaccination can be checked by CDS for proximity to the recommended vaccination period when they are coded elements. There are three options for the forms into which data can be converted: CPT procedure codes, ICD-9 procedure codes, and ICD-9 diagnosis codes relating to influenza and influenza vaccine. Input will be provided by the EMR, by patients, and by clinical staff. The CDSS can search for ICD-9 and CPT codes in the EMR. Patients and providers can enter structured data using template forms with dropdown menus and optional fill-in boxes. Patients will receive output from the CDSS in the form of texts, emails, and reminders on the secure patient portal. Medical staff can access the system through the EMR or a PC within the office which is a terminal for the server in which the CDSS database is stored and from which it operates; the terminal opens the tracking system for the CDSS which can be used by providers or by IT staff for software maintenance. Checklists will be the predominant form of data presentation, for ease of use. Alerts will appear in a pop-up window and perform the following functions: state the reason for alert; provide useful, actionable data; list options and/or links for explanations; display choices with tabs that open checkboxes and/or boxes for data entry and/or exception explanations; and allow for comments at the conclusion (Osheroff et al, 2011). Alerts will be non-modal so that they do not impede workflow. The user interface will be standardized with the same general appearance for ease of use. !*
All information will be available on the main screen or at most one click away. Text message, e-mail, and portal websites will be HIPAA-compliant. The CDSS will link directly to CPOE order checkboxes where providers may edit their selections. The reference display information will be integrated into the CDSS, EMR, and order lists, such that the CDSS will search through a reference, pick out the relevant data, and make them coded elements. Clinicians will be able to override CDSS recommendations in cases where their clinical judgment differs. Lastly, the CDSS will list exceptions and offer an "other" option when appropriate. Our system will utilize data-driven triggers to move from one intervention to the next. Concerning system background logic, the CDSS will utilize the basic alert sequence of data recognition, triggering, CDSS logic to determine the need for system activation, user notification, user acknowledgement, data presentation, and user action providing additional data to be recognized (Osheroff et al, 2012). The CDSS will also screen alerts and their frequency to ensure that they are displayed only at critical times, to minimize alert fatigue. Figure Two contains information describing each individual workflow step. User Interface The influenza vaccination clinical decision support system has two primary sets of users; clinicians and patients. Each set of users has a different primary interface. The information entered and viewed in the primary interface will also be available to the users in other appropriate places. Clinicians will enter data and receive feedback within the framework of their standard Electronic Medical Record (EMR) interface. Alerts will be available on the provider schedule and the first screen of the patient record during an encounter as well as various appropriate places within the EMR. A vaccination tab will be available within the patient record as can be #+
seen in the following mockup. The mockup below is Dr. Jones (our clinician) view of the vaccination tab for our patient Willie the Wildcat, the Northwestern University Mascot.
The EMR header, including the provider name, links to some frequently used functionalities, and navigation tabs, are standard across screens within the medical record. This uniform layout is important in the user interface to provide a consistent feel for the user. Also, the patients picture, medical record, number, and date of birth are standard across tabs. This provides additional visual clues to the user that the correct medical record is being used. The vaccination tab itself has four sections. There is an alert section on the top right of the screen which will display in red if the patient has a vaccination which should be addressed in the current visit. In this example, the section header is red as there is an alert since Willie is due for his influenza vaccination. The section below that is for vaccination history. It is an informational #!
section displaying the patients most recent vaccinations including when and by whom they were administered. More information on each vaccination can be accessed by clicking the entry. A full list of the patients vaccinations can be accessed by clicking the link at the bottom of the section. The section intended to get the most use is placed at the top center. This is the new vaccination administration section. The purpose of this section is to record the information regarding the vaccine administered during the visit. Dropdown boxes are used as possible in order to ensure quick and accurate data collection. A comment field is provided in case the provider needs to include additional data not accommodated by the form. Should the patient deny the vaccination, the final section of the tab is the patient vaccine denial section. This allows the clinician to record when the vaccine was offered, record education provided, the patients reason for refusal as well as any additional comments. The tab is uncluttered which should make it easy for clinicians to navigate while still providing access to all the information they need to enter and view. Reports regarding the patient populations influenza vaccination will be available to clinicians via the EMR reporting tools. Available information will include what percentage of patients has received vaccinations, what percentage has denied vaccinations, what percentage of patients without vaccinations have a visit scheduled during the vaccination period, and the percentage that do not. More specific information will be available regarding the types of vaccination received, patient reasons for denial, and the demographics of those receiving, yet to receive, or denying a vaccination. These reports will be available at a patient level, a provider level and at a practice level. This will allow for evaluation from various aspects. Ideally, patients will receive notification and enter data within the framework of the patient portal. If the patient has not enrolled in the patient portal, they will be notified of the recommended vaccination via appropriate means as selected by the patient during a previous ##
visit. Patients will be able to provide a contact preference between email, telephone, text, or traditional mail. This information will be recorded with their demographics. The EMR will be integrated with a reminder system, which will create and send the reminder messages to the patient via the means they have designated. In addition to the vaccination information, reminders will include information about the patient portal. Patients who have enrolled in the patient portal will receive an email informing them of a notification in the portal. When they logon to the portal they will be alerted that they are due for a vaccination with a link to the vaccination tab of their record. The mockup below is Willies (our mascot patient) view of the vaccination tab in his patient portal. #$
The basic layout of the patient portal is very similar to that of the clinician EMR view. This is because the format is easily navigated by both patients and physicians. Additionally, the commonalities make it easier for the developers, support desk staff, and others involved with the EMR by minimizing the variations they have to learn. Therefore, just like in the clinician view, the EMR header, including the patient name, links to some frequently-used functionalities, and navigation tabs are standard across screens within the patient view of the medical record. Also like the clinician view, the patients picture, medical record, number, and date of birth are standard across tabs. This provides additional visual clues to the user that the correct medical #%
record is being used. This is especially important for a patient who also manages the medical treatment of additional family members. The patient has the ability to switch between allowed family members charts as well. The patient view of the vaccination tab has sections similar to the four viewed by the physician plus two additional tabs. The patient alerts section works the same as it does for the provider with one additional function. If the patient has an active alert, a link will be provided so the patient can make an appointment. The patient vaccination history also works exactly the same as it does for the clinician with one additional function. The patient has the ability to print their vaccination record should they need it for their employer, their childs school, or any other reason. The I Already Got My Flu Shot section takes the top center place where the clinicians new vaccination administration section is located. The purpose of this section is to record the information regarding a vaccine administered outside of the clinic. Just like the provider functionality, dropdown boxes are used as possible in order to ensure quick and accurate data collection. Should the patient choose not to obtain the vaccination, the final section of the tab is the I Dont Plan to Get a Flu Shot section. This is similar to the clinicians patient vaccine denial section and allows the patient to record their reason for refusal as well as any other comments. A link to educational materials is also provided for the patient. The two additional sections are frequently asked questions and a map displaying vaccination locations near the patient. The tab is designed to be easy for patients to use in order to encourage the entry of information. The influenza vaccination clinical decision support system can run autonomously for standard annual vaccinations. However, if there are any changes to the recommended dates or unscheduled vaccination recommendations, they would have to be entered manually. Therefore, #&
an interface will be designed for administrators to help ensure the staff and patients do not receive alerts prior to the vaccination being available. The updates could be entered globally, meaning one entry could be applied to all patients. The long term goal is for the CDS to run independently. In order for this to occur, the system will have to be able to receive vaccine recommendations from the Center for Disease Control (CDC) and/or other entities. Until that interface can be created, the system will require human entry. The system is able to act autonomously to evaluate the patient records to determine if they have a vaccination recorded during the set period. It can create alerts and reports, remove alerts and update reports dynamically as information regarding completed vaccinations is entered. The ability to enter denial of the vaccination allows the patient to opt out of additional notifications, but will only change the providers view to display the patient has chosen not to receive the vaccination rather than remove it entirely. This method will allow the clinician to be informed and to choose whether or not to make an additional attempt to recommend the vaccination to the patient. Knowledge Engineering The primary source of information and logic for the CDSS is the Center for Disease Control (CDC) Advisory Committee on Immunization Practices (ACIP) recommendations for the prevention and control of influenza, which is revised annually prior to each flu season (ACIP, 2012). ACIP is a multidisciplinary group that includes representatives from internal medicine, pediatrics, epidemiology, infectious diseases and other relevant medical specialties (CDC, 2013). This body is widely accepted as the gold standard reference source where immunization issues are concerned. The recommendation for the 2013-2014 flu season is that all persons older than 6 months be screened for eligibility to receive flu vaccine and, if indicated, receive the vaccine as #'
early as possible in the flu season, which occurs each year between October and March. Contraindications to influenza vaccine are relative and should be considered on a case-by-case basis (ACIP, 2012). The CDSS includes a link to the CDC Fluview web page, which provides extensive, high-quality information for patients and providers about influenza, including surveillance of disease spread during flu season (CDC, 2013). The clinical outcome measure on which the CDSS is evaluated is based on the National Quality Forum performance measure for influenza immunization (ID #IMM-2) (NQF, 2012). The numerator is the number of patients older than 6 months who are screened and vaccinated, if indicated. The denominator is the number of patients over 6 months of age in the practice. In addition to comparing immunization rates within the practice before and after the CDSS, practice rates will be compared with national average rates of influenza immunization tracked by the CDC. The Unified Medical Language System (UMLS) is the source for ontological representations in the CDSS. Specifically, SNOMED-CT is the basis for terminology relating to influenza and related disease concepts; the International Classification of Disease (ICD-9-CM) classification system is used for diagnosis codes and billing; and the Current Procedural Terminology (CPT) coding system is used for procedural codes for documentation and billing. (Berner, 2007). The knowledge content of the CDSS will be deployed in the forms of patient reminders, links to information and frequently asked questions through the patient portal, patient education video material, EMR alerts to clinicians, and vaccine order sets and documentation templates. Clinicians will be able to link from the EMR with one click to the CDC Fluview webpage for up- to-the-minute information regarding the current flu season. Information available on Fluview that #(
clinicians would find useful at the point of care includes contraindications to vaccination, types and brands of influenza vaccine, dosage and administration guidelines, and recommendations and cautions for children and adults of different ages. (CDC, 2013). The decision to give the influenza vaccination is straightforward for the clinician: the vaccine is safe and effective, with minimal side effects, and is recommended for all individuals older than 6 months (CDC, 2013). In view of this, advanced algorithms such as those employing Bayesian logic are not indicated. A procedural knowledge representation using the ifthen type as the primary logic rule is appropriate for this CDSS, although some Boolean logic will also be applied (Berner, 2007). For example, the patient reminder to get a flu shot would be triggered in the following sequence: IF date is after Sept 1 AND before March 30, THEN the system searches EMR for evidence of flu vaccination. IF no vaccine found, THEN notification is sent to patient. IF a patient indicates by clicking a button that they want the flu shot, THEN the system is triggered to go to the scheduling page. Management of knowledge assets are outlined in a knowledge maintenance policy and are the responsibility of Dr. Smith, a project champion and the primary liaison with the implementation team (Osheroff, 2012). Using automated reports generated monthly by the EMRS, along with qualitative input from interviews and surveys of the other users, Dr. Smith tracks measurable outcomes as well as subjective feedback on the knowledge content of the CDSS. Each September, Dr. Smith and the other providers review ACIP guidelines for the upcoming flu season and make adjustments as needed to keep CDSS interventions in line with best practices. Planning for the anticipated transition from ICD-9-CM to ICD-10-CM is underway. Similarly, changes to SNOMED-CT and CPT will need to be incorporated. Hardware #)
and software updates or changes should be followed by testing of the CDSS to ensure its knowledge content assets function as intended. System Evaluation In order to monitor usability, multiple methods will be used. Page hits will be monitored. This will allow for the understanding of what pages are visited and how often. It is important to understand how many unique patients visit the page and how many of those have either scheduled an appointment, recorded the occurrence of a vaccination, or recorded the denial of vaccination. If there is a large group of visitors that does not take any of these actions, the usability should be revisited. Additionally, the vaccination tab will be included in periodic user group meetings for the EMR and the patient portal. These meetings should occur for all functionality within those systems. Finally, a feedback form will be available on both the clinician and the patient pages. Based on a review of literature, there are several additional techniques we will employ to determine the efficacy of our system design, its appropriateness to the clinical problem we are attempting to solve, and how effective it is in performing its intended functions. In addition to conducting these tasks, we will compare it to a similar system in order to assess our capabilities as well as those of our CDSS. The first step in the evaluation of our CDSS is to verify how well this construct meets the specifications we proposed in order to achieve our stated goals. Initially, we will conduct an analysis of patient and provider opinions, by surveying their perceptions of the systems utility and consistency, of the systems usability and quality, and of their willingness to use it (Hwang et al, 2004). Next, we will evaluate our implementation methods and process outcomes using data analysis tools to monitor whether alerts are positioned at the correct points in the workflow, whether they should require responses or not, whether they #*
directed providers to act and act correctly, and whether the data sources we have referenced are accurate (Bryan and Boren, 2008). Finally, we will attempt to confirm our choices of CDS alert types and discuss ways we could improve the system such as the possible use of decision trees or Bayes theorem (Tenorio et al, 2011). Methods we will employ to validate the use of the system are the following. Since the primary purpose of this project is to increase vaccination compliance, we will use the previous years statistics, prior to the CDSS implementation, as our control group. Depending on how low or high the national averages are for a calendar year, we can set reasonable goals but also anticipate that as our vaccination percentages increase, we expect a slowing in improvement over time. As was mentioned earlier, we will evaluate the patients receiving alerts, either directly or at a provider visit, and determine which ones received vaccinations, to judge the impact of the project. To judge the systems efficacy, we will begin by quantifying patient and provider responses to the alerts and will follow that up by tracking outcomes, namely the intended increase in patient vaccinations. One way to achieve these measurements would be to set up a randomized controlled trial with the alert being the intervention, administration/ documentation/ ordering of the vaccination being the variables measured, and intent-to-treat being the analysis of the data performed (Boustani et al, 2012). The ethical issue this creates would be that we would need to ensure that those patients for whom the providers were not alerted by the CDSS still received their shots, so this may not be feasible. The next evaluation would be to judge the impact of the CDSS on workflows, considering the concomitant rise of flu-like illnesses in the Fall. Receiving the vaccination during a visit should enhance workflows and patient satisfaction by reducing the number of visits, both of which we can monitor (Manotti et al, 2005). $+
To know whether or not our alerting method is beneficial, we could compare our design to others, in terms of compliance rates; although we intend to use pop-ups, interactive alerts or pharmacy interventions are viable alternatives and may work well in the case of a patients visit to a pharmacy to receive their prescriptions (Scheepers-Hoeks, 2013). We also need to determine whether the alerts are having the same effect on each subset of provider staff; using time stamps, we could graph when the shots are administered to further enhance workflows (Mann et al, 2011). We could also survey providers regarding their opinions on universal vaccination and the necessity of offering it; this is especially crucial in the cases of patients who are non-compliant or refuse to receive the vaccination (Robbins et al, 2012). This could lead to the development of incentives for CDSS use. We would also hope to see an increased rate of vaccination among patients with chronic diseases who are susceptible to influenza and its complications, so we could analyze data in this group separately (Nendaz et al, 2010). Implementation can be evaluated by measuring training hours and syllabi; subtle changes in graphics or colors- or in the duration of the alert- could be made to screen for their effects on compliance; and the effects of alerting multiple employees could also be scrutinized (Scheepers-Hoeks, 2013). There is a real-world version of our product which meets the same needs we observed, but which was customized to cover a larger group of patients across a health system and vaccinations covering other disease conditions (Swenson et al, 2012). It functions similarly to ours in that it determines who is eligible for immunization and then alerts providers to act, or indicates that they refused it; the developers of this system also saw the need to make these duties those of MAs, just as we concluded, and to integrate it into the workflow (Swenson et al, 2012). Even their assessment criteria, i.e. quantifying immunization rates, correspond with ours; with its success rates such as a 10% increase in immunization rates, its similar ability to $!
incorporate new indications, and its room for expansion, this study reassures our team that we can expect good results as well (Swenson et al, 2012). Our goal is to provide additional data demonstrating the potential that this intervention has on improving care quality. Discussion This report describes the planning, design, and evaluation of a CDSS in a family practice setting. While the overarching goal of the CDSS is to support universal vaccination (CDC, 2010) of all eligible patients in the practice, the specific, measurable outcome is a significant increase in influenza vaccination rates following CDSS implementation and compared with rates in previous years. Review of the literature shows that nationwide influenza vaccination rates have been under 50 percent, despite strong recommendations and coordinated efforts at the federal, state and local levels to improve compliance (CDC, 2013). The framework for this intervention package is the CDS Five Rights: to achieve the desired objective by delivering the right information to the right person in the right format, through the right channel and at the right point in the workflow. (Osheroff, 2012) This CDSS is designed to deliver information to these key persons along the chain of events resulting in seasonal influenza vaccination: The Patient is notified that flu season has begun and is prompted to make an appointment for vaccination. The Medical Assistant the first clinical contact when the patient arrives at the office is prompted to ask the patient whether they have had the flu shot, and if they wish to get one. The Nurse is the person who administers and documents the vaccination. $#
The Provider is the person responsible for answering patient questions and concerns about the safety and efficacy of the influenza vaccine, for checking that each patient is an appropriate candidate for vaccination, and for ordering the appropriate type and dosage of vaccine. Planning of the CDSS implementation was undertaken as a team effort involving technical and clinical stakeholders at each phase of development. A complete information system inventory and iterative workflow analysis formed the foundation for the CDSS package of six interventions targeting each of the users at different points in time. Change management analysis and planning aimed to anticipate the effects of the CDSS on users and workflows, with the goal of targeting training and communication efforts to minimize disruption. System design began with the two models developed during the planning stage. System architecture is based on the stated requirements of the practice owners and takes into account their technical and personnel resources. Intervention specifications are based on the CDS Core Actions of pattern recognition (recognizing flu season by date); formulating a plan (prompting patient to make appointment); executing the plan (vaccine order sets); monitoring and responding (checking for current vaccine and alerting); and communicating (patient reminders) (Osheroff, 2012). Interventions are designed for ease of use, with non-modal alerts, checklists, actionable data, and links to action steps. Specification for collecting data on reasons for vaccine refusal is included for system evaluation and ongoing quality improvement efforts. Graphical interfaces of the CDSS are designed to facilitate intuitive use and to take into account the intended users: interventions directed at patients are configured at appropriate reading level, with medical content presented in terms understandable to laypersons (Berner, 2007), while EMR interventions for clinicians are configured for efficient, non-disruptive alerting and integration $$
into workflows. Knowledge engineering for the CDSS includes identification of the information sources for the interventions and outcome measurement, procedural representation of knowledge content in a variety of interventions, and planning for knowledge content maintenance. Evaluation of influenza vaccination rates before and after CDSS implementation is the primary, but not the sole, outcome measure. Other assessments will consider the efficacy and usability of the individual interventions, and the adequacy of training. A combination of subjective and objective evaluation will yield the most useful information for updating and refining the CDSS; an iterative evaluation process beginning during development and continuing through implementation is preferred (Horsky, 2010). While the CDSS described here has been configured according to many principles of effective CDS design (Osheroff, 2012), there are several assumptions worth mentioning. First, the design assumes no cost barriers, which is unlikely to be the case regardless of the client, but especially in a private-practice setting. This could be addressed by including a project budget and cost-benefit analysis in the planning phase. Another assumption is that the recommendation for universal influenza vaccination is unlikely to be rescinded or substantively changed for the foreseeable future of the CDSS. This is a fair assumption, based on the well-established safety and efficacy of influenza vaccination. However, CDS design and maintenance must take into consideration that medical knowledge is changing constantly and sometimes quite dramatically; an outdated system that recommends inappropriate actions is more than useless it is a liability. Having a knowledge maintenance policy and plan helps to avoid this pitfall. Another assumption is that all patients will have access to the patient portal in order to receive and act on flu reminders. The options of telephone, mail, email and text message reminders have been included for those who are unable to access the portal. For reasons of clarity, the scope of the CDSS was $%
limited to the routine immunization of patients without complicating factors or contraindications. Future extension of the model could include an algorithm for patients with egg allergy, a relative contraindication to influenza immunization; and for pediatric patients, for whom dosing and administration are more complex (CDC, 2013). Use-case scenarios such as these should be considered at the outset of the development of CDSS, as well as during implementation and evaluation (Osheroff, 2012). Despite ongoing clinical trials, there remains no consensus that current CDSS improve patient outcomes and quality of care (Garg, 2005). The 2010 report, Clinical decision support: progress and opportunities, cites three strategic objectives to advance the state of CDS: 1) best knowledge available when needed; 2) high adoption and effective use; and 3) continuous improvement of knowledge and CDS methods (Lyman, 2010). While larger trials are needed to validate the use of CDS, the increasingly widespread use of EMR in medical practice offers myriad opportunities to incorporate well-designed CDS into daily workflows, as described in this report, as a means of supporting the highest standards of care.
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