249954 Using inventory management systems to enhance inventory and patient tracking

Tuesday, November 1, 2011: 11:10 AM

Kimberly Eshleman , Office of Preparedness and Response, Maryland Department of Health and Mental Hygiene, Baltimore, MD
Sherry Adams, RN, CPM , Office of Preparedness and Response, Maryland Department of Health and Mental Hygiene, Baltimore, MD
Isaac Ajit, MBChB, MPH , Office of Preparedness and Response, Maryland Department of Health and Mental Hygiene, Baltimore, MD
Jay Rezin , Office of Preparedness and Response, Maryland Department of Health and Mental Hygiene, Baltimore, MD
Michael Mannozzi , Office of Preparedness and Response, Maryland Department of Health and Mental Hygiene, Baltimore, MD
     
The Maryland Department of Health & Mental Hygiene (DHMH) Office of Preparedness & Response (OP&R) began using a comprehensive inventory management system in 2009. This robust system accurately tracks and organizes inventory that may be necessary during a public health emergency. OP&R now uses this system in its emergency warehouse operations, to monitor state caches, and track inventory purchased under federal grants. The system allows OP&R to authorize users to view aggregate inventory data within defined jurisdictions, regions, or statewide. By using infrared scanners, inventory can quickly be captured, analyzed, and organized into an electronic database. In response to the 2009-2010 H1N1 influenza pandemic, OP&R used this system to track H1N1 vaccine. To further test the system, OP&R held a mass vaccination functional exercise in February 2010. OP&R sought to improve the mass vaccination clinic, by utilizing additional capabilities of the new management system to track vaccine and participants. As participants entered the clinic, they presented a form of identification at the registration station and were tracked by the management system, using a unique identifier and barcode, as they proceeded through each station of the clinic. Vaccine inventory levels were tracked and monitored by manufacturer and lot number from a remote location within the clinic. Inventory levels of each of the dispensing stations were monitored, facilitating replenishment at each station prior to the station requesting resupply. The inventory management system thoroughly captured all relevant information regarding vaccines, and selected demographic information in an electronic database. These data are now available for analysis and can be used to determine characteristics of participants, including possible disparities. Additionally, the clinic was efficient. The average participant completed all stations and was vaccinated in four to six minutes. The increased throughput can be attributed to increased efficiencies due to the inventory management system employed.

Learning Areas:
Basic medical science applied in public health
Program planning

Learning Objectives:
Explain how the Maryland public health preparedness inventory management system is set up, and what information it can be used to track. Describe the ways that inventory management systems can be utilized to improve mass vaccination clinic operations. Identify the ways that inventory management systems can advance regional and state-wide emergency preparedness planning and response.

Presenting author's disclosure statement:

Qualified on the content I am responsible for because: I am qualified to present because I manage the Maryland Department of Health and Mental Hygiene Cities Readiness Initiative program which develops plans to respond to a large-scale bioterrorist event by dispensing antibiotics to the entire population of an identified metropolitan statistical area (MSA) with 48 hours.
Any relevant financial relationships? No

I agree to comply with the American Public Health Association Conflict of Interest and Commercial Support Guidelines, and to disclose to the participants any off-label or experimental uses of a commercial product or service discussed in my presentation.

See more of: Using HIT in Emergency Tracking
See more of: Health Informatics Information Technology