1. Brief In-Office Demonstrations Yield High Enrollment Rates
Jennifer West, MPH
Health Educator
VaxTrack Immunization Registry Program
Riverside County Department of Public Health
Riverside, CA

2. Overview Rationale for brief in-office registry demonstrations
Structure of a brief demo
Making the decision to enroll an easy one
Results of using brief demo strategy
Conclusions

3. Rationale for Brief Demos
Provider offices are extremely busy and usually short-staffed
The hassle of assembling staff and finding even 30 minutes when all are able to attend a demo can lead to
Delays in demo appointment scheduling
A first impression that participating in the registry will be a burden

4. Rationale for Brief Demos
To create a more favorable first impression and avoid disrupting the clinic flow, Riverside County offers 15-minute in-office registry demonstrations

5. Structure of a Brief Demo
Who
Office Manager or lead Medical Assistant and any other staff who may be available
What
May be formal presentation to a group or informal 1-on-1 conversation
Use laptop to demonstrate software
No food or beverages provided

6. Structure of a Brief Demo
When
At the clinic’s earliest convenience
Typically during lunch or when the provider is not in the office
Where
Usually determined upon arrival. May be at front desk, RN station, lunch room, waiting room, etc.

7. Structure of a Brief Demo
Demo Outline (10 minutes)
Introduce yourself
Overview of registry system in US, state, region, including current participation levels and future plans
Demonstration of software with an emphasis on simplicity and user-friendliness

8. Structure of a Brief Demo
Demo Outline (10 minutes)
Practical benefits of participation
Obligations of participation
Enrollment procedure
Q&A (5 minutes)
Address patient privacy issues
Ask for signed Provider Agreement and schedule training

9. Making Registry an Easy Decision
Registry participation solves a problem or annoyance for the clinic
Having to call other providers to obtain vaccine records
Having to reschedule patient appointments
Having to re-vaccinate children
Missing an opportunity to immunize
Having to do reminder/recall activities

10. Making Registry an Easy Decision
Registry participation requires minimal investment of time and money
Free or very low cost
Easy to learn
Easy to use
Not excessively time-consuming
Registry staff provide startup and ongoing user support

11. Making Registry an Easy Decision
The Registry is not “more work they have to do for the government”
It is a tool designed to make verification of vaccine history easier for clinics, which has benefits for providers, patients, and parents
Public health supports the program because we want to help clinics make sure kids get the right shots at the right time

12. Results of Using Brief Demos in Riverside County
Of all eligible* private providers contacted, 75.8% requested a registry demonstration
Of eligible* private providers receiving a demonstration, 73.5% enrolled in the registry
* Eligible = Provider office has computers with internet access and gives vaccines to children age 5 years and under

13. Conclusions
A 15-minute in-office registry demonstration is sufficient to communicate the information necessary to enroll new providers
To overcome attitudinal barriers to enrollment, avoid taking too much of providers’ time, focus on what’s in it for them, and leave them amazed at how little they must invest to obtain it