1. Utilization of Optical Character Recognition (OCR) System for entering Doses Administered Report (DAR) Data into VACMAN from Private VFC Providers
Terry E. Adams, MPH
Indiana Vaccines For Children Supervisor
Adam Younce, VFC Administrative Assistant

2. Indiana VFC Structure
Delaware County Health Dept. Contract (DCHD-ISDH)
Administers: VFC Supervisor
627 Private Providers and 108 PCOTHLHD
Vaccine Administration (3 FTE, Admin. Asst., Order Clerk, Data Entry/Customer Service )
VFC and AFIX (6 FTE)
Immunization Epidemiologist

3. Indiana VFC Structure Indiana State Dept of Health (ISDH)
ISDH Immunization Program Manager
Grants Coordinator
Registry Coordinator
Operations Manager of LHD, PCOTHLHD
Publics Clinics Other Than LHD and LHD, 6FTE PCOTLHD, 95 LHD - VFC/AFIX
Inventory and Shipping - Contract with Third Party

4. Problem with Doses Administered Report Data (DAR)
Previous VFC Contractor established a manual data entry protocol for DAR
Form required manual subtotal calculations prior to manual entry into VACMAN
Required hardcopy of DAR
Only 1 FTE to perform task and had ancillary duties – phone, customer service
No Provider or Program Accountability Possible

5. Manual DAR

6. Doses Administered actually recorded in VACMAN
In ,239 doses entered (4% of doses distributed) - 1,175,305 doses distributed = 1,128,066 doses unaccounted
In ,349 doses entered (4.6% of doses distributed) - 1,077,851 doses distributed = 1,027,502 doses unaccounted
In ,204 doses entered (3.2% of doses distributed) - 1,134,630 doses distributed = 1,097,426 doses unaccounted

7. Solution to DAR Problem
Automation of task
Only about 10% of VFC Providers use Internet for office logistics
100% Use FAX as part of office logistics
Led to decision to utilize Optical Character Recognition (OCR) System to enter DAR Data
System Cost would be <.01% $value of Vaccine Distributed
RFP Published late 2002 and Awarded mid 2003

8. System Design and Process
OCR DAR Form developed – to be completed and FAXED by Provider monthly
System would calculate and total DAR Data from each provider and place into network database file for import into VACMAN –
Verification Function and Duplication Elimination
DAR would be saved as electronic image
Never existing as hard copy at VFC offices

9. OCR Doses Administered Report

10. System Requirements Inclusive Cost less than $30,000.00 Software
In 2003 our inclusive cost was $23,000.00
Software
Cardiff Teleform v8.2 Elite
Microsoft Access 2003
Microsoft Excel 2003
Hardware
Castelle FaxPress (2-line)
Intel-based 2.53 GHz & 512 MB RAM

11. INDIANA IMMUNIZATION PROGRAM
SUMMARY OF ANTIGENS BY ELIGIBILITY
PIN
01/01/ /31/04
VACCINE
VFC
G317
SCHIP
TOTAL
DTAP 21
DTAP-HIB 2 DT TD 5
HIB 33
MMR 16 6 4 26
PNU 7 55 57
HEPB-HIB
HEP B-PF
EIPV 12
VAR 13 10 23
FLU
DTAPHBIP 18 36
HEP A
166 45
223