Using bar-code reading software and computerized databases to identify eligible healthcare workers and expedite administration of influenza vaccine

ISSUE: The hospital has had a decentralized process for administering influenza (flu) vaccine to eligible healthcare workers (HCWs), volunteers, and patients since 2000. The process included identification of eligible HCWs and patients and delivery of multidose vials of vaccine, supplies, and consent forms to each area for onsite vaccination. Additional vaccination clinics were provided for HCWs and volunteers each fall. During the 2003-2004 flu season, 1501 (34.5%) of 4352 eligible staff members and volunteers were vaccinated. Patient vaccination rates were not determined, and 1463 (21%) of 7000 vaccine doses were lost to wastage. PROJECT: In October 2004, the Centers for Disease Control and Prevention (CDC) announced a shortage of flu vaccine and issued guidelines for prioritizing available doses. The hospital received 80% (5000 doses) of its vaccine order for this flu season. To minimize vaccine wastage, the hospital developed a centralized program for administering flu vaccine to eligible HCWs, patients, and volunteers. Pharmacy provided high-risk patient clinics with 25 pre-drawn syringes and sent additional doses only when consent forms were returned for tabulation. A bar-code scanner was used with a custom Web-based application to interface with an employee database containing badge numbers, department, and position codes from the payroll system. Scanning the HCWs' bar-coded badge numbers generated an online consent form that included eligibility criteria and medical contraindications. Vaccine lot numbers and vaccine administration data were automatically stored in a database, and a consent form was printed for employee signature. Consent forms for non-salaried HCWs (e.g., private physicians), volunteers, and patients were completed manually. RESULTS: During the 2004-2005 flu season, the proportion of eligible HCWs and volunteers vaccinated (1954/2407, or 81%) was significantly higher than during the 2003-2004 season (p LESSONS LEARNED: A computerized, centralized vaccination program minimized vaccine wastage and improved completeness of vaccine administration records and vaccination rates. The program laid the groundwork for developing a system for handling future mass vaccinations that might be needed for natural epidemics or bioterrorism-related diseases, and identified the need for a hospital database that includes badge numbers of non-salaried HCWs and volunteers.