Using an Outreach Planner to Accelerate Private Provider Recruitment Jennifer West, MPH Health...

Using an Outreach PlannerUsing an Outreach Plannerto Accelerate Private Provider to Accelerate Private Provider RecruitmentRecruitment

Jennifer West, MPHHealth EducatorVaxTrack Immunization RegistryRiverside County Department of Public HealthRiverside, CA

OverviewOverview

Riverside County backgroundRiverside County background Definition of an Outreach PlannerDefinition of an Outreach Planner How an Outreach Planner worksHow an Outreach Planner works Example of Outreach PlanningExample of Outreach Planning Results of using an Outreach Planner Results of using an Outreach Planner ConclusionsConclusions Where to get more informationWhere to get more information

Riverside County BackgroundRiverside County Background

Fourth largest and one of the fastest Fourth largest and one of the fastest growing counties in Californiagrowing counties in California

7200 square miles7200 square miles 308 private health care facilities308 private health care facilities 1-2 staff responsible for all provider 1-2 staff responsible for all provider

recruitment, enrollment, and retentionrecruitment, enrollment, and retention Staff often travel 1-2 hours to reach Staff often travel 1-2 hours to reach

provider officesprovider offices

Definition of an Outreach PlannerDefinition of an Outreach Planner

A form within a comprehensive A form within a comprehensive Provider Management Database Provider Management Database (PMDB) (PMDB)

Developed by Riverside County to Developed by Riverside County to facilitate provider recruitment and facilitate provider recruitment and enrollment by increasing staff enrollment by increasing staff efficiency in the fieldefficiency in the field

The Outreach PlannerThe Outreach Planner

How an Outreach Planner WorksHow an Outreach Planner Works Form only displays contact information for Form only displays contact information for

clinics that have not yet been approached clinics that have not yet been approached about the registryabout the registry

Record filtering function allows the user to Record filtering function allows the user to identify increasingly smaller subsets of identify increasingly smaller subsets of datadata

Can limit dataset using any criteriaCan limit dataset using any criteria– Address, city, zip code, provider type,etc.Address, city, zip code, provider type,etc.

How an Outreach Planner WorksHow an Outreach Planner Works

Example of Outreach PlanningExample of Outreach Planning Start with 100 private providersStart with 100 private providers Limit to city of Palm Springs: 35 Limit to city of Palm Springs: 35

providersproviders Limit to zip code 92264: 15 Limit to zip code 92264: 15

providersproviders Limit to pediatric clinics: 8 Limit to pediatric clinics: 8

providersproviders Sort by street name for efficient travelSort by street name for efficient travel

Example of Outreach PlanningExample of Outreach Planning Through record filtering, 100 providers Through record filtering, 100 providers

have been narrowed down to 8 high-have been narrowed down to 8 high-priority providers in close geographic priority providers in close geographic proximityproximity

When there is only time to visit a few of When there is only time to visit a few of the providers, the user may wish to view the providers, the user may wish to view the entire provider file which may contain the entire provider file which may contain information that could help further information that could help further prioritize the outreachprioritize the outreach

Example of Outreach PlanningExample of Outreach Planning


Once the desired providers have been Once the desired providers have been identified, “Initial Contact Forms” identified, “Initial Contact Forms” (ICFs) are generated(ICFs) are generated

The ICF is designed to be used during The ICF is designed to be used during site visits to help the outreach staff site visits to help the outreach staff quickly record information about the quickly record information about the provider officeprovider office

The Initial Contact FormThe Initial Contact Form Clinic name, address, Clinic name, address,

phonephone Office Manager Office Manager

contact informationcontact information Eligibility Eligibility

informationinformation Practitioners on sitePractitioners on site Places to write notes Places to write notes

from the site visitfrom the site visit Contact history to Contact history to

date, if anydate, if any

Example of Outreach PlanningExample of Outreach Planning After the site visits are completed, registry After the site visits are completed, registry

staff enter the data collected into the PMDBstaff enter the data collected into the PMDB– The Open Action Item Report is used to The Open Action Item Report is used to

facilitate timely follow-upfacilitate timely follow-up

Once a clinic’s status is updated from “New Once a clinic’s status is updated from “New Clinic” to “Clinic in Active Recruitment”, Clinic” to “Clinic in Active Recruitment”, it will no longer appear in the Outreach it will no longer appear in the Outreach PlannerPlanner

Results from Riverside CountyResults from Riverside County

As of June 2002, all public providers As of June 2002, all public providers and 18 private providers were already and 18 private providers were already enrolledenrolled

One staff member was responsible for One staff member was responsible for recruiting the remaining 290 private recruiting the remaining 290 private providersproviders

Began using the Outreach Planner in Began using the Outreach Planner in July 2002 with the goal of completing July 2002 with the goal of completing all new contacts by December 2004all new contacts by December 2004


100% of new private provider contacts 100% of new private provider contacts completed by September 2003 completed by September 2003 – 290 new contacts made between July 290 new contacts made between July

2002 and September 20032002 and September 2003

– Average 20.7 new contacts per monthAverage 20.7 new contacts per month

– One staff member recruiting July 2002 –One staff member recruiting July 2002 –April 2003. Two staff members recruiting April 2003. Two staff members recruiting May – September 2003May – September 2003


Methods of initial contactMethods of initial contact– 58.8% drop-in site visits (door-to-door)58.8% drop-in site visits (door-to-door)– 15.3% phone calls15.3% phone calls– 11.4% CHDP Provider Workshop referrals11.4% CHDP Provider Workshop referrals– 4.9% special events4.9% special events– 4.2% surveys4.2% surveys– 3.2% word-of-mouth, health plan referrals3.2% word-of-mouth, health plan referrals– 2.3% other2.3% other


308 private provider facilities identified308 private provider facilities identified

69 (22.4%) did not see children < 6 yrs69 (22.4%) did not see children < 6 yrs 27 (8.8%) did not have computers27 (8.8%) did not have computers 18 (5.8%) did not have internet access18 (5.8%) did not have internet access

194 (62.9%) eligible private providers


Current status of 194 eligible private Current status of 194 eligible private providersproviders– 110 (56.7%) currently enrolled110 (56.7%) currently enrolled

– 12 (6.2%) in active recruitment12 (6.2%) in active recruitment

– 29 (14.9%) demo in process29 (14.9%) demo in process

– 33 (17.0%) requested follow-up in 3-6 mo.33 (17.0%) requested follow-up in 3-6 mo.

– 10 (5.2%) not interested at this time10 (5.2%) not interested at this time


Avg. time from initial contact to demo: Avg. time from initial contact to demo: 6.6 weeks6.6 weeks

Avg. time from demo to enrollment: Avg. time from demo to enrollment: 2.2 weeks2.2 weeks

Avg. time from enrollment to training: Avg. time from enrollment to training: 6.5 weeks6.5 weeks

Avg. time from initial contact to training: Avg. time from initial contact to training: 13.2 weeks13.2 weeks


Before the PMDB and Outreach PlannerBefore the PMDB and Outreach Planner– 18 private providers enrolled in 18 months18 private providers enrolled in 18 months

After the PMDB and Outreach PlannerAfter the PMDB and Outreach Planner– 92 private providers enrolled in 14 months92 private providers enrolled in 14 months

511% increase511% increase

ConclusionsConclusions

The Outreach Planner is an excellent The Outreach Planner is an excellent tool for maximizing use of staff time in tool for maximizing use of staff time in the field, thereby accelerating provider the field, thereby accelerating provider recruitment and enrollment efforts.recruitment and enrollment efforts.

For More InformationFor More Information

Jennifer West, MPHJennifer West, MPHHealth EducatorHealth EducatorVaxTrack Immunization RegistryVaxTrack Immunization RegistryRiverside County Health DepartmentRiverside County Health Department10370 Hemet St, Ste 30010370 Hemet St, Ste 300Riverside, CA 92503Riverside, CA [email protected]@co.riverside.ca.us

Using an Outreach Planner to Accelerate Private Provider Recruitment Jennifer West, MPH Health...

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