1. HPV Cancer Prevention Action Guide Training: Office Administrative Staff
Welcome to training on the HPV Cancer Prevention Action Guide for Office Administrative Staff.
Version 1.0, NOVEMBER 2018
Presenter Name,
Organization

2. Action Guides Best practices to increase HPV vaccination
Clinician Action Guides:
MD, NP, PA
RN, MA
Office teams
Dental professionals
Systems Guides:
Large Health Systems
Small Private Practices
The National HPV Vaccination Roundtable has created a suite of action guides for health providers and health systems.
The guides outline specific actions by professional role, showcasing evidence-based interventions and promising practices.

3. hpvroundtable.org/action-guides
You can access the suite of materials at HPVRoundtable.org/action-guides
hpvroundtable.org/action-guides

4. HPV Cancer Prevention Starts With YOU!
Each member of the care team plays a role in improving vaccination rates.
We each have the power to reduce the incidence of HPV cancers and pre-cancers. We are all advocates for cancer prevention.
A team approach helps us ensure that we do not miss any opportunity to fully vaccinate our patients.
You have the power to reduce the incidence of human papillomavirus (HPV) cancers and pre-cancers among patients in your care.

5. By the end of this session, you will…
Understand the value of HPV vaccination as cancer prevention
Learn specific action steps that office team members can take to increase HPV vaccination rates
In this session, we will discuss:
the value of HPV vaccination as prevention of six cancers
specific action steps that office team members can take to increase HPV vaccination rates

6. PROBLEM Low HPV vaccination rates
The Problem:
HPV causes six cancers.
Men and women can get cancer of the mouth and throat, and anus which are caused by HPV infections.
Men can also get penile HPV cancer.
In women, HPV infection can also cause cervical, vaginal, and vulvar HPV cancers.
HPV leads to nearly all cases of cervical and anal cancer, 70% of oropharyngeal cancers (which affect the base of tongue and back of throat), and over 60% of penile cancers.
Why does HPV vaccination matter?
HPV vaccination rates lag behind those of other preteen vaccines. Nationally, we’re over 85% for Tdap and meningococcal vaccine, but significantly lower for HPV cancer prevention. Rates can vary widely from state to state, clinic to clinic, or provider to provider. [REFERENCE YOUR SYSTEM,LOCAL,STATE RATES]
HPV causes around 31,500 cases of cancer in men and women each year in the U.S. Imagine preventing over 30,000 cancers each year! We avoid unnecessary pain and suffering for our patients, and avoid costs of time and treatment.
Data models show that we could eliminate cervical cancer if we raise HPV vaccination to 80% by vaccinating boys and girls.
NOTE: Statistics for HPV-associated and HPV-attributable cancers viewable at:
Low HPV vaccination rates
>33,000 cases of HPV cancers each year
Causes 6 types of cancer and nearly ALL cases of cervical cancer
PROBLEM

7. The HPV vaccine is cancer prevention!
Boys and Girls
Boys and girls should complete the HPV vaccine series by age 13, starting as early as age 9.
The solution to this problem is HPV vaccination.
The HPV vaccine is cancer prevention.
1. We need to vaccinate all boys and girls
Boys and girls should get the HPV vaccine series by 13, starting as early as age 9.
HPV vaccination by age 13 results in a strong immune response and gives long lasting protection.
Vaccinating after age 13 should be considered LATE.

8. The vaccine works! 2. The vaccine works!
Since the release of the vaccine, infections that cause most HPV cancers and genital warts have dropped 71% among teen girls.
In Australia, the vaccine has reduced cases of genital warts among those under 21 by 92%. In fact, HPV types 6 and 11 which cause genital warts have NOT been detected for two years in all of Australia!

9. We can protect boys & girls.
Make it your goal for every age-eligible patient to leave vaccinated against HPV.
We must increase HPV vaccination rates.
Every age-eligible patient should be vaccinated against HPV.
We don’t want to miss ANY opportunity to protect kids from becoming adults with cancer. This means any time an age-eligible patient comes in, we make sure they are fully vaccinated against HPV.

10. one message to promote HPV vaccination.
OUR GOAL:
Speak with
one message to promote HPV vaccination.
The goal of this training is to equip all members of our team to share pro- immunization messages with our patients and increase the delivery of HPV vaccination.
We’ll do that by capitalizing on the unique professional roles of our team members. .

11. Tips for Office Administration Staff
From the moment patients enter our practice, they look to us to provide the best care possible. Our voices can positively influence a parent’s decision to vaccinate their child.
OPEN DISCUSSION:
What is unique about your role with the patient?
How can you encourage parents to talk with providers about vaccination?
Let’s explore some specific actions members of the office staff can take.

12. Action 1 Represent a pro-immunization culture
Represent a pro-immunization culture to patients and parents.
Your words matter. Make sure you understand the vaccination policy of your practice and represent a positive outlook on vaccinating to prevent cancer.
Front desk staff are seen as the face of the practice— families often know you well. Know that your voice is powerful and can influence whether parents protect their children against cancer.
Work with the care team to prepare for patient visits. During pre-clinic team meetings or huddles, review which patients are due for vaccination. Work together to use consistent vaccine messaging and pre-pull records.
You can also be ready to provide resources and direct questions to providers.
Represent a pro-immunization culture
Action 1

13. Action 2 Help families with the vaccine schedule
Know and Help Families with the Vaccine Schedule
To be a vaccination advocate, it helps to be familiar with the recommended vaccine schedules for teens and preteens.
Let’s look at what the CDC recommends.
Help families with the vaccine schedule
Action 2

14. The CDC website has “schedules” for parents to know when their child should receive vaccines.
This is the schedule for children ages 7-18 years old.
Reviewing this schedule is a great way to learn about ALL the vaccines adolescents should have and at what age.
The top row lists vaccines. HPV is the third column.
The left side lists ages.
The colors indicate recommendation considerations.
Green indicates the recommended age (assuming no health concerns from the provider).
Yellow indicates catch up on missed vaccines.
Purple is recommended vaccines for children at risk of certain health conditions.
Blue means an earlier start is possible.
Notice how ages is all green for 4 vaccinations: Flu, Tdap, HPV, and Meningococcal. Remember, HPV is a 2 dose series!
NOTE: This is a great opportunity to print and review the adolescent schedule with trainees.

15. Strategies to Keep to the Schedule
Pre-visit planning
Set up follow up appointments!
Have parents put in their mobile/calendar right away!
Remind them of second dose appointment.
The medical team is charged with getting patients vaccinated.
The office administrative team makes sure that patients get scheduled for their first and second doses.
This can be done proactively by pre-visit planning.
Plan for scheduled visits by checking on patients vaccination status before they come in for a visit. Checking your state's immunization information system or “registry” is always a good idea for reviewing a patient’s immunization history. You may find doses given by other providers or facilities. [NOTE: SHARE THE NAME OF YOUR STATE’S IIS]
For acute or walk-in patients, review their HPV vaccination status at check-in.
Follow the workflow for helping remind providers of the need to vaccinate. Some practices use colorful sticky notes on charts, some use electronic alerts. Help with reminders whenever possible.
In most cases, patients can get the HPV vaccine during well-child, sick-child, or chronic care visits.
Some practices utilize “standing orders” which allow other medical staff like nurses or medical assistants to provide the vaccinations. [NOTE: TELL THE AUDIENCE IF THESE ARE USED IN YOUR PRACTICE AND WHOM IS AUTHORIZED.]
One of the most important things to do is to set up appointments for follow-up doses BEFORE patients leave the office. Get the second dose scheduled.
A best practice is to encourage parents to schedule the appointment on their smartphone or calendar right away while they are at the office.
Find ways to use your electronic health record (EHR) functions to send vaccination reminders via text messaging, mail, , and/or phone calls. Reminders especially help for that second shot!
Immunization Information Systems (IIS) aka the state registry may be able to help with reminder efforts too. Work with your administrators to see how IIS might be able to support your reminder efforts.

16. Action 3 Provide payment and insurance guidance
Let parents know that the cost of the HPV vaccine is regularly covered (by insurance or the Vaccines for Children Program), as with all childhood vaccinations.
Work as an office team to develop ready-to-go answers to questions about insurance coverage.
If your practice is a VFC provider, make sure all office team members understand the coverage provided through the program.
If your practice is not a VFC provider, and your patient is uninsured or underinsured, refer them to a local community health center or health department.
Your practice may also want to consider participating in the VFC program. Contact the immunization program at your state health department for Information about the becoming a VFC provider.
Provide payment and insurance guidance
Action 3

17. Action 4 Be a vaccine champion Be a vaccine champion
Every single member of the care team can be a vaccine champion.
Given the busy pace of practice, you can play a unique role in supporting the care team.
Be a vaccine champion
Action 4

18. Champion Strategies Share mobile apps Display promo materials
Encourage cancer prevention messaging on web and social media
You can help inform your colleagues about mobile apps on immunization for clinicians and patients. The action guide includes hyperlinks to a list of apps and resources to explore.
Create a pro-immunization environment by displaying and distributing posters, brochures, flyers, and handouts from the CDC and HPV Roundtable organizations. They are all free!
Encourage cancer prevention messaging on your online channels, including the patient portal and the practice’s website and social media platforms. Help spread the word that we can prevent 6 cancers!
Download the Action Guide for resources.

19. Together, we can prevent cancer
We can prevent more than 30,000 cancers each year!
Each of us can contribute to national efforts reduce HPV infections, pre-cancers and cancers.
Together, we can work towards preventing more than 30,000 cancers each year.

20. Connect & Learn RESOURCES: www.hpvroundtable.org/resource-library
NEWS:
twitter.com/HPVRoundtable
CONNECT:
facebook.com/groups/HPVCancerFreeFamily
For additional info:
Check out national resources in the Resource Library of the HPV Roundtable website.
Follow the National HPV Vaccination Roundtable on Twitter to stay current.
Take any difficult questions to the HPV Cancer Free Family Facebook page. HPV Roundtable members can answer parents questions and offer input on any challenges you want to share.

21. Share Your Story
If your practice implements changes and sees positive results in your HPV vaccination rates, let us know!
Please send your story to

22. Questions? Comments? CONTACT: HPV.Vaccination.Roundtable@cancer.org
Funding for the HPV Roundtable was made possible (in part) by the Centers for Disease Control and Prevention Cooperative Agreement grant number NH23IP , CFDA #