The Philadelphia Department of Public Health’s (PDPH) Immunization Program Outreach initiative is designated to help bring immunization-delayed infants and young children up-to-date (UTD) on their vaccination schedule. There are two components to Outreach: Provider Based Outreach (PBO) and Community Based Outreach (CBO).
Using the web-based KIDS Plus Immunization Information System (IIS), lists of immunization-delayed infants and young children are generated on a monthly basis, by provider for PBO and by zip code for CBO.
PBO is operated out and conducted through of the KIDS Plus IIS unit, as a data quality assurance measure and the precursor to CBO. PBO’s main objective is to ensure that only truly not-up-to-date (NUTD) children are referred to CBO. CBO is designed to return NUTD children to a medical home and UTD with their missing age-appropriate vaccinations whenever possible. The Immunization Program partners with the Council of Spanish Speaking Organizations (CONCILIO), a community based social service agency, to provide immunization education and outreach services to families of these children.
Inaccuracies or delays in reporting of immunizations to KIDS Plus IIS can affect outreach activities, and subsequently children who are actually UTD can be mistakenly referred to CBO.
The efforts of both CBO and PBO serve 3 main benefits:
- They help keep KIDS Plus IIS immunization histories as complete and accurate as possible.
- Updating provider charts helps determine a more accurate coverage rate for the provider in KIDS Plus IIS.
- Families with truly NUTD children receive assistance via CBO.
In relation to CBO, in-house, Immunization Chart Review Specialists (ICRS) are dedicated to PBO; every month, each ICRS staff receive separate lists of children (under 35 months old) who are missing immunizations by targeted provider sites.
Each month PBO staff are responsible for:
- Scheduling sites, pulling charts, reviewing immunization histories of immunization-delayed as generated by KIDS Plus IIS
- Updating any incorrect patient information
- Entering immunizations that have been administered to children but are missing from KIDS Plus IIS following the chart review
- Gathering and reporting data quality issues to KIDS Plus IIS
The overall goal of PBO is to ensure that only those children truly NUTD are referred to CBO.
CBO staff are responsible for:
- Contacting providers, parents, and guardians through phone, fax, and home visits to determine the child’s immunization status.
- Providing immunization education and outreach services to receptive families.
- Updating patient information and directly enters of any immunizations that have been administered to children but are missing from KIDS Plus.
- Working each case for up-to 5 months from its assigned date – until the child is brought UTD or meets other case closure criteria.
The ultimate goal of CBO is to return children to a medical home to receive their missing age-appropriate immunizations.
The Council of Spanish Speaking Organizations (CONCILIO) has been with the Outreach initiative since its inception. As the needs of Outreach grew so did CONCILIO’s role. Currently, a CBO team is comprised the CBO staff employed through CONCILIO. These staff are dedicated 100% of the time to conduct outreach to families of NUTD children. Each month PDPH sends CBO staff a list approximately 720 cases that is comprised of children who are under 2 years of age and who live within 32 targeted zip codes and are missing their age-appropriate vaccinations.
Outreach is for both providers and families with immunization delayed infants and young children under 2 years old. Provider Based Outreach (PBO) identifies immunization-delayed children less than 2 years of age attending the largest pediatric immunization providers within the City of Philadelphia. Community Based Outreach (CBO) works with immunization-delayed children under 2 years of age living within selected Philadelphia zip codes, regardless of provider.
I am a provider. How often will I be outreached?
PBO providers are outreached based on – rotation cycles. Each rotation cycle is based on the size of the population served by the practice. The largest pediatric immunization providers are visited every month. The frequency of visits for all other providers may range from quarterly to semi-annually. Since, CBO are assigned immunization-delayed children based upon the zip code in which they live, CBO requests for vaccination data may occur more frequently than a scheduled PBO visit.
What is the difference between PBO and an AFIX visit?
Typically, a PBO scheduled visit occurs two months prior to an AFIX visit. The PBO visits focuses only on reconciling chart information with that in KIDS Plus IIS, whereas an AFIX visit is a comprehensive office assessment conducted by a nurse.
Why do I get calls for PBO visit and a request from CBO?
Since, CBO are assigned immunization-delayed children based upon the zip code in which they live and not upon their pediatric health care provider(s), CBO requests for vaccination data may occur more frequently – and for different children – than a scheduled PBO visit.
Why does the number of charts requested for review vary so often?
Each month the number of cases generated for both PBO and CBO is determined by the information in KIDS Plus IIS. Ideally, the KIDS Plus IIS record for each child correlates exactly with the provider record. However, inaccuracies or delays in getting data into KIDS Plus IIS increase the likelihood that fully immunized children will be selected for PBO and/or CBO.
Since 2008, PBO has reviewed over 74,302 pediatric and adolescent charts. During the same period CBO has conducted outreach on 37,555 infants and young children. CBO efforts have helped return over 7,771 (25%) infants and young children to a medical home and bring them up-to-date with age appropriate vaccines.
Last Updated: March 2013