As a Federally Qualified Health Center (FQHC), AMH prioritizes assistance to vulnerable populations, including women with limited or restricted access to reproductive healthcare. The center’s dedication to evidence-based, patient-centered care is pivotal in empowering women in local communities to make informed choices and ensuring that services—including access to long-acting reversible contraception (LARC)—are ready and available for patients.

These sentiments are echoed not only by CMS and the American College of Obstetricians and Gynecologists (ACOG) but also by VaxCare.

The Challenge

Equitable LARC Access

Healthcare practices that offer contraceptive assistance face numerous challenges in providing comprehensive, patient-centered care, particularly when it comes to LARCs. Because they have multiple rural locations, one of the primary obstacles FQHCs like Appalachian Mountain Health face is ensuring that their patients have access to their choice of contraception—not just the options that are convenient to stock.

The Centers for Disease Control and Prevention (CDC) and the American College of Obstetricians and Gynecologists recommend LARCs as the most effective reversible method for preventing unintended pregnancy. However, chronic underinvestment in rural communities, healthcare infrastructure, and public health campaigns have created significant barriers to obtaining essential healthcare services, including family planning and reproductive health.

Translating these recommendations into practical, accessible care requires navigating logistical and financial roadblocks. Clinicians are expected to provide comprehensive counseling on all contraceptive options, prioritize patient preferences, and respect their right to make informed decisions.

This ideal scenario can be difficult to achieve when many practices are constrained by limited resources, staff availability, and reimbursement challenges. Keeping LARC devices in stock and on hand simply becomes logistically difficult.

The Solution

Improving Access to LARC with VaxCare

VaxCare enables practices to easily carry a complete range of contraceptive options, including all IUDs, the implant, and DMPA. This ensures that every patient has access to the best solution for their needs and that every practice has the support it needs to focus on care.

Reinvent your contraceptive program.

VaxCare’s contraceptive platform offers real-time eligibility and immediate access to implants, IUDs, and DMPA—without the hassle or risk.

Learn More

Same-Day Device Access

Offering LARC to all who are medically eligible, and facilitating the availability of same-day insertion for interested patients is just one way OB-GYNs and reproductive health care clinicians can improve contraceptive access—an evidence-based practice encouraged by the ACOG.

By partnering with VaxCare, Appalachian Mountain Health is better able to ensure their patients have access to LARC as a preferred method on the day of their visit—planned or otherwise. No rescheduling, no missed opportunities—the care they need, when they need it.

“This morning, I utilized our new VaxCare Hub to verify a patient’s insurance coverage for Nexplanon and provide the patient with a device the same day she sought services. I found the process to be straightforward and through our partnership with VaxCare, our stock of Nexplanon will automatically be replenished within days,” remarked Kaitlyn Breiten, WHNP-BC. “This is an incredible improvement over the standard procurement process – I’m in awe of the ease and simplicity of VaxCare’s system.”

Bringing Care to Medical Deserts

The availability of same-day LARC means that AMH Robbinsville is now able to offer on-demand Paragard insertion in addition to their existing contraceptive options. That change also makes AMH the only healthcare provider in the county to offer the most effective form of contraception available. And because VaxCare automatically monitors their stock and reorders contraceptive implants, IUDs, and DMPA as needed, locations stay prepared for every patient without needing to worry about running out of essential products.

By eliminating the inequity of limited geographical access, AMH is able to focus on the quality of care it provides and create better health opportunities for women throughout the region.

Real-Time Verification

With VaxCare’s platform, insurance eligibility is verified instantly at the point of care. This provides practices and their patients with clear, real-time information about coverage and costs and has allowed AMH to consult with patients about their health needs regardless of their location.

Kim Holloway, a Women’s Health Medical Assistant with AMH, often verifies LARC coverage through VaxCare for their Sylva and Peachtree locations. This gives their staff the confidence to schedule a LARC insertion and reassure their patients about device coverage in real time.

Appalachian Mountain Health and VaxCare

A Big Win for Contraceptive Health

Appalachian Mountain Health is a vital healthcare lifeline for Western North Carolina. As the primary Community Health Center in the region, AMH’s partnership with VaxCare reinforces its commitment to improving local health standards and providing accessible contraceptive care to women in rural areas.

VaxCare’s tool for instantly verifying insurance coverage has streamlined appointments, and same-day availability of LARCs has eliminated many of the logistical and financial barriers that typically hinder access to high-quality reproductive health services.

With no patient left waiting due to device shortages or insurance uncertainties, it’s easier than ever for residents of Western North Carolina to receive the care they need. As Kaitlyn Breiten, WHNP-BC, noted, “This is a big win for patients who depend on AMH for their contraceptive needs!”

Through innovative partnerships like this, AMH continues to enhance access to contraception and shines as an example of patient-centered care—ensuring that women, no matter where they live, can confidently access the reproductive healthcare they need and deserve.

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At the heart of APC’s success is a team of highly skilled and compassionate pediatricians and staff committed to the clinic’s vision: revolutionizing pediatric healthcare in Central Arkansas. APC’s mission is to deliver exceptional care and holistic wellness programs, ensuring every child has the foundation for a healthier future.

The Challenges

Rising Costs and Operational Inefficiencies

Like many pediatric practices, APC faced the dual challenge of managing rising healthcare costs and maintaining operational efficiency. Their vaccine program, an essential component of patient care, presented a significant financial burden. With more than $100,000 worth of vaccines in their refrigerators at any given time and an annual vaccine budget exceeding $1 million, APC had to allocate considerable capital to maintaining their inventory.

Additionally, the administrative demands of managing vaccine documentation and compliance were placing strain on APC’s staff, diverting time and attention away from patient care. The clinic needed a solution that would alleviate these financial and operational pressures while enhancing the quality of care for its patients.

The Solution

A Strategic Partnership with VaxCare

In February 2024, APC partnered with VaxCare to transform its vaccine program management. VaxCare’s innovative solution not only took over the management of APC’s vaccine inventory but also purchased its on-hand stock, freeing up $100,000 in capital that could be reinvested in other critical areas of the practice.

Immediate Economic Benefits

The financial impact of the partnership was immediate and significant. As CEO Terri Hollis explains, “Since partnering with VaxCare, we’ve seen a remarkable improvement in profitability. Expenses have decreased by 11%, and our net profit has doubled. This financial uplift has been transformative, allowing us to reinvest in areas that directly benefit both our team and our patients.”

With the newfound financial flexibility, APC increased staff salaries, becoming more competitive in the job market. This investment not only helped retain long-term employees but also boosted staff morale and satisfaction. Furthermore, APC was able to address staffing shortages, ensuring smooth operations and continued high-quality care for patients.

Reinvent your vaccine program.

VaxCare simplifies, optimizes, and elevates vaccination workflow for practices and staff—so you can get back to caring for your patients.

Learn More

Enhancing Patient Care Through Expanded Services

The partnership with VaxCare also enabled APC to expand its service offerings. One of the most notable advancements was the integration of behavioral health services into their pediatric care model. By hiring a Licensed Clinical Social Worker (LCSW), APC could now address the mental and emotional needs of their patients alongside their physical health.

This holistic approach to care has differentiated APC in the market, providing families with comprehensive support under one roof. According to Hollis, “The integration of behavioral health services has been a groundbreaking addition. It not only enhances the care we provide but makes a tangible difference in the lives of our patients and their families.”

Operational Efficiency Gains

Beyond financial and clinical benefits, VaxCare’s technology streamlined APC’s vaccine documentation processes, significantly reducing the administrative burden on staff. By automating much of the documentation, APC minimized human error and freed up time for staff to focus on patient care. This efficiency gain improved both operational workflows and the patient experience.

Arkansas Pediatric Clinic and VaxCare

A Partnership for the Future

The partnership with VaxCare has empowered APC to align its operations with its long-term vision. The clinic is now better positioned to innovate, grow, and continue its mission of delivering exceptional pediatric care.

“The decision to partner with VaxCare has been pivotal. The financial gains have allowed us to make strategic investments that prioritize our people—both patients and employees,” reflects Hollis. “The positive impact on our practice culture, staff well-being, and patient care cannot be overstated. We are excited about the opportunities ahead as we continue to grow and evolve.”

Arkansas Pediatric Clinic’s partnership with VaxCare is a compelling example of how healthcare innovation can drive both financial and clinical success. By addressing key operational challenges and unlocking new opportunities for growth, APC has strengthened its position as a leader in pediatric care, ensuring that every child in their community receives the best possible care.

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The post Arkansas Pediatric Clinic: Transforming Pediatric Care Through Partnership appeared first on VaxCare.

Comprising nearly 600 centers—including more than 300 clinics and outpatient centers and 15,000 physicians—CHRISTUS Health is renowned for its commitment to clinical excellence. Recognized nationally, the health system has received many awards, including the 2018 AMGA Acclaim Award for quality and cost of care and a Silver-level recognition from the American Medical Association’s Joy in Medicine™ Health System Recognition Program for clinician well-being.

Despite this distinguished record, CHRISTUS Health recognized opportunities to enhance economic performance and improve operational consistency within its vaccination workflow. Dr. Steven Keuer, CHRISTUS Trinity Clinic President and Chief Medical Officer, underscored the importance of workflows that enable their providers when they received the Joy in Medicine Award: “Our clinicians are the heartbeat of our healing ministry. By investing in them, we are truly able to live our values of integrity, excellence, compassion, and stewardship as we strive to improve the lives of individuals and communities.” However, the lack of a unified, standardized vaccine management system created additional burdens, often diverting associates’ time and focus from direct patient care.

MAKING AN ASSESSMENT

Identifying the Challenges

Before the partnership with VaxCare, vaccine management in CHRISTUS Health clinics presented multiple challenges:

• Economic Uncertainty: According to Justin Simon, PharmD, MBA, System Director, Pharmacy Network Operations, Division of Clinical Excellence, a lack of standardization led to potential economic losses. “Due to lack of standardization, it’s likely some of our clinics had a net margin of -10% on vaccines.”
• Visibility Issues: Clinics managed their vaccine inventory using varied, often paper-based, processes. Without a unified system, it was difficult for CHRISTUS Health to maintain real-time visibility into vaccine stocks across its network.
• Operational Inconsistency: Clinics were independently responsible for the usage, forecasting, and ordering of vaccines and supplies, leading to discrepancies in performance and occasional shortages that required intervention from the central pharmacy team. Valerie Hawkins, Practice Manager at CHRISTUS Health Internal Medicine of Longview, shared insights into the challenges her clinic faced before the VaxCare partnership. “With over 25 years in practice management, I can say that even our clinic would consistently run out of non-seasonal vaccines,” she explained. “We’d be down to the last box, and no one would know because we have 100 priorities in a day — and vaccine management wasn’t one of them.”

Reinvent your vaccine program.

VaxCare simplifies, optimizes, and elevates vaccination workflow for practices and staff—so you can get back to caring for your patients.

Learn More

This scattered, ad hoc approach made it clear that a standardized, transparent solution was essential to maintaining CHRISTUS Health’s reputation for excellence while supporting the well-being of its workforce.

Seeking a Partner

A Commitment to Transformation

CHRISTUS Health turned to VaxCare, a leader in vaccine management solutions, seeking an experienced partner capable of transforming and unifying their vaccination processes. As Jean Dib, Corporate Director, Clinical Ambulatory Pharmacy, Division of Clinical Excellence, explained, “We knew a change was important, but with competing priorities, we were looking to adopt a proven system that could standardize more than 100+ clinics.” VaxCare offered the tools to streamline clinic workflows, enhance inventory transparency, and improve economic outcomes. Jean Dib emphasized the alignment between VaxCare’s team and CHRISTUS Health’s mission, stating, “VaxCare provided not only the right tools but also a team whose commitment to excellence and integrity matched our own values.”

Implementation and Outcomes

The Benefits of Partnership

Through their partnership, CHRISTUS Health quickly saw the transformative impact VaxCare could deliver across its network.

Enhanced Economic Performance

One of the initial financial reliefs came when VaxCare purchased over $2.2 million worth of CHRISTUS Health’s existing vaccine inventory, allowing the organization to reallocate that capital. Over time, VaxCare has purchased more than $27 million worth of vaccines on behalf of CHRISTUS Health, providing a consistent cash flow benefit and freeing CHRISTUS Health from the financial responsibility of maintaining vaccine inventory.

Standardized Processes Across Clinics

VaxCare’s system unified CHRISTUS Health’s clinics under a single, automated inventory and vaccine management platform. The VaxCare solution fully integrates with Epic, CHRISTUS Health’s electronic medical record (EMR) system, allowing for seamless documentation and immediate updates across clinics. This standardization resulted in:

• Consistent vaccine availability, reducing the need for central pharmacy interventions.
• Streamlined workflows, where providers and practice managers can focus on patient care while VaxCare handles the vaccine inventory and billing needs.

This automated approach has empowered CHRISTUS Health clinics to eliminate manual inventory management, deliver consistency, and reduce the administrative burden on clinic associates. Valerie Hawkins described the impact of the new system, saying, “It’s a game changer. It tracks all our inventory needs and ensures accountability in our patient chart documentation. I can’t imagine working without it now.”

Visibility and Accountability Across the Network

With VaxCare’s platform, CHRISTUS Health gained a bird’ s-eye view of its entire vaccine inventory. The platform allows leaders to track vaccine usage, forecast demand, and optimize ordering processes across more than 100 clinics. It provides real-time data and insights, enhancing accountability and supporting proactive decision-making.

The partnership has contributed to CHRISTUS Health’s mission by enabling clinics to vaccinate over 210,000 patients in 2023 alone, providing high-quality care without the logistical headaches that previously accompanied vaccine management.

Christus Health and VaxCare

A Commitment to Excellence

The collaboration between CHRISTUS Health and VaxCare has not only improved operational efficiency and economic performance but also upheld CHRISTUS Health’s values of integrity, compassion, and stewardship. For CHRISTUS Health, this partnership represents more than just operational improvements; it embodies their dedication to supporting their clinicians and delivering exceptional care. VaxCare has enabled CHRISTUS Health to focus on what matters most: serving communities with excellence and compassion while remaining at the forefront of innovative healthcare solutions.

• Improved vaccine accountability, tracking, and inventory management
• Lowered costs and increased revenue
• 100% visibility into vaccine management across all clinics
• Rising vaccination rates
• Happier, more productive employees

The collaboration between CHRISTUS Health and VaxCare has not only improved operational efficiency and economic performance but also upheld CHRISTUS Health’s values of integrity, compassion, and stewardship. For CHRISTUS Health, this partnership represents more than just operational improvements; it embodies their dedication to supporting their clinicians and delivering exceptional care. VaxCare has enabled CHRISTUS Health to focus on what matters most: serving communities with excellence and compassion while remaining at the forefront of innovative healthcare solutions.

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The post CHRISTUS Health and the Drive for Visibility, Economic Efficiency and Standardization appeared first on VaxCare.

From a Patchwork of Programs to One Simple System

Memorial Health manages numerous primary care and internal medicine practices across the region. And with that scale comes a lot of complexity.

Before VaxCare, each practice was managing its own vaccine program, which meant there were as many systems for organizing, purchasing, and tracking vaccines as there were practice locations. The result: Memorial Medical Group’s administrative team had no visibility into which practices were having issues with their program. 

Once all its locations adopted VaxCare, the system admin had a closed-loop system that provided instant, real-time access to the data that’s important to keep its vaccine program running smoothly. And because the vaccine programs are now standardized across the practice ecosystem, the administrator has the insights needed to correct issues before they become expensive problems. 

“As a system, we’re trying to be more mindful about our processes, numbers, and partner bills across all of our locations,” says Jessica Miller, Operations Manager, Memorial Medical Group. “With VaxCare, all I have to do is go into the portal to see what’s happening. It’s allowed us to reduce errors and make sure that our wasted doses are minimal.”

Eliminating Time-Consuming Inventory Management and Supply-Chain Bottlenecks

With its practices spread out across a fairly large region, Memorial Health had a particularly hard time managing inventory before VaxCare. Each practice had to order its vaccines through the system’s central pharmacy, and then a pharmacist would spend several hours doing inventory counts and getting the orders delivered to each practice. 

But with VaxCare, all of that work went away. Because each practice is connected to VaxCare directly, if a location is running low on a vaccine, VaxCare sees it and automatically ships the right number of doses straight to the clinic without anyone having to do a thing.

“It’s so simple,” says Nichole Huffman, Vaccine Coordinator at Memorial Primary Care | Urbana. “I’m not constantly having to keep on top of everything to see if we’re running low and then making the calls to the different companies to hunt down doses. With VaxCare, I know that when I need a vaccine, it will be here.”

Less Time Managing Vaccines, More Time Delivering Patient Care

Because Memorial Health has so many practices in its system, a few minutes chasing down a dose or a few minutes checking eligibility adds up quickly. That wasn’t just bad for its processes and budget; it took away valuable time and resources from its core commitment: delivering the best possible care to patients. 

With VaxCare, Memorial saw an immediate simplification of its processes, including seamless integration with its EMR, real-time insight into vaccine eligibility, and a huge upgrade to its inventory control. This means nursing, pharmacy, and other support staff are now getting to focus on their jobs, not busy work.

 “We have a busy and patient-focused office,” says Sarah Tasman, Practice Manager at Memorial Primary Care | Urbana. “We’ve got seven providers with patients rolling through every 20 minutes. So we just don’t have any time to waste. I love that VaxCare does all the work for you.” 

And because the systems are now in alignment, it’s much faster and easier to train new staff on vaccine management protocols. 

The Results

Since partnering with VaxCare, Memorial has seen its vaccine loss-and-waste rates decline—and its control over its vaccine management ecosystem soar. This has led to:

• Improved vaccine accountability, tracking, and inventory management
• Lowered costs and increased revenue gains
• 100% visibility into vaccine management across all clinics
• Rising vaccination rates
• Happier, more productive staff

Download the Memorial Health case study PDF here. 

The post Memorial Health: A Simple, Unified, All-Practice Vaccine Solution appeared first on VaxCare.

Technology that Reduces Paperwork, Staff Time

As a VaxCare partner since 2017, the Health Department understood the benefits of our platform—most notably refrigerators stocked with no-cost vaccines, and user-friendly technology tools that dramatically reduce staff time on recording, billing, inventory management, and other paperwork.

For flu season, the Health Department was also able to replace roster billing of flu vaccines for patients with Medicaid Part B with real-time billing. Here again, it saw a reduction of workflow burdens on staff, as well as the added bonus of more revenue to support its immunization program.

Simplified Data Entry, Integration with the State IIS

When COVID-19 vaccines became available, the Health Department quickly launched a clinic at the local university with the aim of administering thousands of shots each day—a number that far exceeded the volumes of its flu clinics.

The clinic started small due to federal vaccine shortages, but by April 2021, it had added multiple locations. The goal was to fully vaccinate over 50,000 residents, equivalent to 45% of all vaccinations for the county.

We had six to eight members of our staff doing data entry all day, every day… With VaxCare, we were able to reallocate all that personnel elsewhere, which helped us to move faster and reach more people.

The adoption of VaxCare’s COVID-19 Assist—which, among other features, automates reporting to the state vaccine registry (PA-SIIS)—was key in allowing to the Health Department to rapidly scale their immunization clinics. In addition to automating reporting to the registry, VaxCare’s ease of use allowed nursing staff to onboard new nurses and move administrative staff from station to station quickly and efficiently.

No More Clipboards or Forms

At its COVID-19 clinics, the Health Department used VaxCare’s Hub and the Mobile Hub (released for flu season 2020) in tandem. The Mobile Hub was used at check-in to capture patient identification and insurance with a few clicks of the Mobile Hub’s camera. The vaccination stations were supported by the stationary Hub, confirming the correct recipient and automatically sending their information to the state immunization registry.

The Results

Chester Country’s COVID-19 vaccine clinics were an exhausting undertaking, but they also represented an exhilarating moment of hope and achievement. As of late spring 2021, Chester County ranked as the most vaccinated county in the Commonwealth, thanks in no small part to the Health Department’s contribution of fully vaccinating over 62,000 people—a feat that seemed beyond reach just a few months ago. The team at VaxCare is thrilled to have played a part in this tremendous effort.

Download the Chester County COVID-19 Case Study PDF here.

The post How Chester County Streamlined Their COVID-19 Vaccinations with VaxCare appeared first on VaxCare.

Ms. Pitts headed up Greenhouse’s seasonal flu efforts, and fridge space wasn’t her only problem—she also had to accurately predict how much flu vaccine to buy, secure doses before ordering closed, negotiate the best pricing, and more. And despite her best planning, the practice often had leftover inventory at the end of the season.

Such issues are common during flu season, as most practices struggle to protect their patients against the yearly threat of influenza while navigating the administrative, financial, and operational challenges that come with carrying flu vaccines. For some practices, the hassles and/or financial risk are simply too much. They outsource their flu shots to local pharmacies or health departments, thereby forfeiting valuable opportunities for additional care.

When Greenhouse became a VaxCare partner six years ago, flu vaccine management was one of the biggest problems it needed us to solve. But after checking in with Ms. Pitts recently, we found that her “refrigerator problem” was a distant memory. Here’s how we did it:

No More Inventory Hassles (or Ordering!)

Predicting inventory quantities, meeting pre-order dates and cutoffs, staying up to date on vaccine costs and reimbursement—flu season ordering presented Ms. Pitts with a mountain of work. And so she’s been thrilled with how VaxCare simplified the process.

“Every year, we’d have to try to figure out how many shots we needed and negotiate with the different suppliers to get there, and then order these huge amounts to make sure we had enough for our patients.” she says. “With VaxCare, all of that’s taken care of.”

Before partnering with VaxCare, Greenhouse Internists had difficulty storing the massive influx of seasonal flu doses. But with VaxCare, Ms. Pitts no longer worries about storage issues, as new inventory automatically arrives right when it’s needed.

“We never have to worry about turning someone away and sending them to their neighborhood pharmacy,” she says. “We always have exactly what we need on hand.” And at the end of the season, VaxCare’s comprehensive return policy means Greenhouse can send the rest of its stock back to us for a full reimbursement—saving doses, money, and time.

Instant Eligibility & Program Visibility

“Before VaxCare, we often didn’t know if a patient’s insurance was going to pay for a vaccine,” Ms. Pitts says. “But the doctors want them to get their shots, of course, so we’d give them anyway and ate the cost if they weren’t covered. We don’t have that issue anymore: The VaxCare Hub shows all our patients’ eligibility.

We never have to worry about turning someone away and sending them to their neighborhood pharmacy. We always have exactly what we need on hand.

—Doris Pitts
Medical Assistant Supervisor, Greenhouse Internists

And while Greenhouse’s inventory is managed by VaxCare, the Hub still provides complete visibility into its vaccine program—if a discrepancy arises, Customer Care is there to help. “The few times we’ve had an issue, technical or otherwise, I’m always able to get someone on the phone, and they’re able to solve whatever the issue is right away,” Ms. Pitts says.

Never Going Back

As Greenhouse Internists prepares for the especially unpredictable flu season ahead, Pitts is relieved to have VaxCare on her side—in fact, she wouldn’t have it any other way. When a Greenhouse physician suggested abandoning VaxCare after a minor technical glitch, Ms. Pitts put her foot down.

“I said ‘No! We can’t do that!’” she remembers. “I love that we have VaxCare to manage our inventory and take care of our billing. I can’t imagine going back to the old way.”

The post Greenhouse Internists: <br>A Cure for Flu Season appeared first on VaxCare.

Eliminating Gaps in Care

The way Dr. Shapiro sees it, each gap in vaccine inventory represents a potential gap in patient care. With VaxCare, he can count on having seamless access to every vaccine he needs at all times. Since signing on with VaxCare in 2010, inventory is replenished regularly, and spoiled doses—or doses lost due to emergency power outages or other issues—are replaced quickly with a call to Customer Care.

“I give shots,” pediatrician Dr. Shapiro says. “That’s a huge part of caring for my patients. I became a customer of VaxCare early on because I believed in their business model—that it would make sure I had the vaccines I need to protect these children and be good for us financially.”

Support for Staff

Along with fully stocking the practice’s vaccine fridges at no cost, VaxCare’s system took over Pediatric Medical Associates’ vaccine billing—usually a time-consuming, manual job for practice staff—automatically ensuring their patients’ eligibility and handling any adjudication if issues arose. VaxCare also ensured up-to-date reimbursement for every dose, as the system tracks changes in vaccine product and administration fees.

“VaxCare actually catches things our EMR doesn’t—like if the letters at the beginning of an insurance ID have changed, VaxCare sees it and updates our system to help with billing,” says Heather Cohen, receptionist and VaxCare coordinator. “On top of that, if a patient doesn’t have insurance listed, VaxCare will go out and find that family’s new insurance and make sure we’re paid.”

The Results

After 11 years as a VaxCare partner, Dr. Shapiro firmly believes in VaxCare’s ability to deliver on our promise of less work for his staff and higher profits for his vaccine program. Most importantly, VaxCare improved care for Dr. Shapiro’s pediatric patients.

“What we’re getting from VaxCare is the opportunity to never miss an opportunity,” Dr. Shapiro says. “The ability to fully vaccinate children and young adults, while also making a profit above the projected ranges is fantastic. What could be better than having no overhead, a constant supply of vaccines, and good reimbursement?”

Download Pediatric Medical Associates’ case study PDF here.

The post Pediatric Medical Associates: Increasing Vaccine Profits While Improving Care appeared first on VaxCare.

Pandemic lockdowns helped slow the spread of COVID-19, but they also kept patients out of their physicians’ offices for most routine care, including recommended vaccinations. This resulted in lowered immunization rates across all recommended vaccinations, including flu.

Health organizations and the medical community raised the alarm—this many unprotected and under-protected patients presented a serious risk to community health, including the possibility of deadly measles, whooping cough, or meningococcal outbreaks. But there was little doctors and their staff could do. Most offices were painfully understaffed, and those clinicians who remained were exhausted, lacking the time or resources for outreach.

We at VaxCare wanted to help. But we knew we’d need to find a creative and proactive way to help get patients into offices and vaccination rates up.

The Plan: Direct Outreach to Parents & Caregivers

Parents often make the appointment to get their children protected, but don’t do the same for themselves. Our Mobile Hub’s quick and easy “Add a Patient” capability meant parents could get their flu shots at the same time as their child (with the bonus of no additional paperwork for the staff). So we built a program to text parents to let them know that they—and their entire family—could get their flu shot when their child got theirs. By letting parents know just how convenient we make it for them to get their shot we hoped to drive rates among adults as well as children.

Given the high level of trust parents place in their children’s doctors, and not wanting to add extra work to already busy offices, VaxCare sent the text messages on behalf of the practice.

“Parents know and trust us as their child’s healthcare provider, so having us be the ones reaching out makes a big difference in getting them into our office,” says Amanda Ferrar, office manager for Baldwin Pediatrics in Panama City, FL, a partner who signed up for the program.

The Program: “Parents Welcome”

We kicked our Parents Welcome program off in early August 2021, inviting our pediatric and family medicine partners to enroll. This direct outreach program was offered at no charge and was managed entirely by VaxCare, with no work required by physicians or their staff. Despite a brief enrollment window, a large number of pediatric and family medicine offices signed up—across 27 states, a total of 75 practice partners enrolled, representing 81 office locations. We shipped each office custom-designed posters and stickers to promote flu shots, as well as additional flu vaccine inventory to make sure they had plenty on hand for the influx of patients.

A general text message was sent to parents on behalf of their child’s doctor, letting them know that they could get their flu shot when their children received theirs. After an appointment was scheduled, reminders were sent 72 and 24 hours prior.

We soon began hearing from our partner practices that the program was taking a huge weight off their shoulders: Parents were calling in to schedule flu shots, rather than staff having to take time out of their already busy day to call them.

It was so easy with VaxCare’s Mobile Hub to scan their driver’s license and insurance card. The added bonus was that our text outreach to parents reminded them that their kids needed their flu shots too.

Once parents started arriving at the practices with their children in tow, staff members were able to use VaxCare’s Mobile Hub to quickly capture patient information and give the shot. The Mobile Hub also provided another bonus that helped increase rates.

“Because the Mobile Hub can go anywhere, we were able to run drive-through flu vaccine clinics for kids and their parents,” says Dr. Lourdes Ceron, founder of Ceron Pediatrics & Integrated Medicine in Jacksonville, Fla. “Our clinics were so popular because they saved parents time and it kept them from having to come into the office during the Omicron surge.”

Vickery Pediatrics in Cumming, GA also had great success with the program. “The parents loved it,” says Kim Murdock, office manager for Vickery. “It was so easy with VaxCare’s Mobile Hub to scan their driver’s license and insurance card. The added bonus was that our text outreach to parents reminded them that their kids needed their flu shots too.”

The Results

Our data shows that between August and December 2021, offices that participated in Parents Welcome vaccinated 16% more parents against flu than those that did not participate (all offices were pediatric and family medicine).

While we suspected there would be an accompanying increase in children’s vaccinations from the parent-focused communications, the results among pediatric patients were even more pronounced: Enrolled partners vaccinated 315% more children against flu compared with partners that did not enroll. These numbers represent an important positive impact not only for VaxCare partners, but also on overall community vaccination rates.

The Conclusion

VaxCare’s vision is “Every patient, fully vaccinated,” and our 2021 Parents Welcome program put that vision into action. Parents Welcome showed how partnership and technology can work to drive up flu vaccination rates for one of the most under-vaccinated age groups (adults), as well as some of the most vulnerable (children), while relieving staff of the extra work of patient outreach. We are excited to build on this success as we work to support our partners in delivering the “triple aim” of better care, lower costs, and improved patient outcomes.

Download the Parents Welcome White Paper PDF here.

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Integration with the State IIS; Vaccines Always On-Hand

When the Health Department first considered VaxCare for its offices and clinics, the deciding factor was VaxCare’s connection to the local IIS registry, which would allow it to quickly and regularly update vaccination records with the state.

VaxCare’s automation cuts the steps needed for data entry in half, which allows our staff to focus on other tasks.

Signing on as a VaxCare partner in 2017, the Health Department enjoyed the benefits of the platform—most notably refrigerators stocked with no-cost vaccines, and user-friendly technology tools that dramatically reduce staff time spent on recording, billing, inventory management, and other paperwork. When it came time to run its annual flu clinics, the Health Department was optimistic that it could improve its processes and reallocate staff who were previously dedicated solely to writing to the registries.

50% Less Time Spent On Data Entry; Fewer Errors

Chester County immediately saw the benefits of using VaxCare: Time spent entering new patients and uploading their information to the registry was reduced dramatically— with steps (e.g. clicks) cut from 33 for manual entry to 15 when using VaxCare’s software. Fewer steps mean fewer possible errors—plus patient information is saved for the next encounter, so the time savings multiply over time.

Revenue to Support Its Immunization Program

With VaxCare’s solution, the Health Department was also able to replace roster billing of flu vaccines for patients with Medicaid Part B with real-time billing, once again easing the workflow burdens on staff and providing greater revenue to support its immunization program.

The Results

The Chester County Health Department has seen marked improvements across its entire vaccine program: less time on paperwork, fewer errors, and more capital to support its vaccination efforts—all of which have allowed it to immunize more of its community, deliver higher levels of patient care, and improve health outcomes. The team at VaxCare is thrilled to have played a part in this transformation.

Download the Chester County COVID-19 Case Study PDF here.

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Before the 2021–22 flu season got started, health officials were anxious. Although the previous year’s case numbers had been remarkably low—largely thanks to strict mask and social-distancing protocols—experts worried that flu might come roaring back. Much of the public had tired of the constant mask-wearing, putting them at higher risk for catching the flu and other respiratory diseases. [1]

Statistics from a recent study [2] confirmed the anxiety wasn’t misplaced: From January 2020 to July 2021, monthly vaccine claims decreased on average 32% for adults and 36% for adolescents when compared to the same months in 2019.

And while practices worked hard to get people back into the office for well visits and other critical care, they were running with fewer staff on-hand, many of whom were exhausted from the past two years of pandemic chaos. There was little bandwidth for the yearly influx of flu vaccinations—let alone a concerted patient outreach effort.

The Plan: Reach Out to Patients Directly Via Text

To overcome the obstacles of low rates and depleted staff, we built a system that sent timely text prompts to unvaccinated patients, encouraging them to get their flu shot at their upcoming primary care appointment. By focusing our efforts on patients with an upcoming appointment (an opportunity for action) and an existing need (not yet protected against flu) we felt we were giving our partner practices the best odds of getting more shots in arms.

To avoid adding additional burden to practice staff, we automated the text messages and sent them through our system. But it was important to us—and to our practice partners—that the texts felt like they were coming straight from their doctor’s office. “We’d never done anything like this before,” said Dr. Jonathan Cook, founder of Clarke-Oconee Family Practice in Athens, Georgia. “We thought it would be a great way to reach out ‘directly’ to encourage our patients to come back to the office—and to keep them protected from what might be an active flu season.”

The Program: Flu Outreach

The initial run of our pilot program Flu Outreach included adult patients (19+) and focused on two states, Georgia and Kentucky. Text messages hit patients’ phones on September 7, 2021 and the program continued until December, 2021.

Here’s what happened:

• We sent our practice partners exclusive stickers and posters to encourage patients to get their flu shots.
• We ensured each healthcare provider had a plentiful supply of flu vaccine on-hand so they were prepared for the influx of patients.
• Patients with a scheduled appointment received text messages 72 hours before their appointment and then again 24 hours before, reminding them to get their flu shot while they were at the office.
• Throughout the program period, we sent our practice partners weekly reports on their performance.

We actually had several patients who came in for their appointment and reminded us that they were supposed to get the flu shot, all because they’d received the text.

Soon after the program began, we started hearing from our partners about how much the program was helping. “We actually had several patients who came in for their appointment and reminded us that they were supposed to get the flu shot, all because they’d received the text,” says Cathy Lee, practice manager at Crossroads Family Medicine in Campbellsville, Kentucky. “That had never happened before!”

With practice staff working overtime to care for their patients day in and day out, many felt that our Flu Outreach program relieved a burden. “The outreach was great,” said Quartisha Carruth, practice manager at Clarke-Oconee. “But the other big stress-reliever was knowing that more flu vaccines were being sent to us automatically without us having to remember to order them and keep the vaccine fridge filled.”

The Results

When all was said and done, the 29 offices that participated in Flu Outreach were 77% more likely to vaccinate patients with appointments while the program was active compared to our practice partners that were not enrolled in the program.

The Conclusion

VaxCare is proud to work alongside our practice partners to help protect their patients. Together, we’re working to close immunization gaps, meet Account Care Organization (ACO) standards, and improve Healthcare Effectiveness Data Information Set (HEDIS) scores.

Our Flu Outreach program proved that it’s possible to increase flu vaccination rates without adding additional work for a practice’s staff. We’re excited to build on what we’ve learned from this pilot to create a program for the 2022–23 flu season—one that allows us to help even more clinics deliver on the “triple aim” of better care, lower costs, and improved patient outcomes.

Download our Flu Outreach White Paper on PDF here.

Citations:

[1] Kyuen Lee et al. “Estimating the Impact of Low Influenza Activity in 2020 on Population Immunity and Future Influenza Seasons in the United States,” Open Forum Infectious Diseases, Volume 9, Issue 1, January 23, 2022, https://academic.oup.com/ofid/article/9/1/ofab607/6481736.

[2] Christine Liow et al. “Declines in Routine Adult and Teen Vaccinations Continued in 2021,” January 10, 2022, https://avalere.com/insights/declines-in-routine-adult-and-teen-vaccinations-continued-in-2021.

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For physician practices, however, there was an added layer of misery. When practice teams returned after almost a week of being iced out of their offices they found their vaccine fridges had been without power. They had no idea for how long. “We have two clinics, and both lost power,” says Andrew Bravo, the clinical operations tech for Family Medical Home, a full-service primary care practice in San Antonio. “We didn’t know for how long, but when we opened the fridges, it was clear there was a problem with our vaccine inventory.”

And that problem was a big one: Bravo says there was approximately $20,000 in vaccines in each of their locations, that may no longer be usable, meaning they might have to toss $40k of product.

Over in Conroe, Texas, Amber Smith was dealing with the same situation. As office coordinator for the two locations of the Conroe Willis Family Medicine practice, Smith was the one who first saw the destruction when she was finally able to get back to the office. “You could tell the power had gone out—everything was moist in the fridge—and we feared the worst,” Smith says.

But because VaxCare manages the vaccine program for these two Texas practices, Bravo and Smith only had to reach out to our customer service department to get replacements for their now-unusable vaccines—without taking a financial hit.

Practices without VaxCare were left to fend for themselves. “Normally when something like this happens, the vaccine manufacturers consider this an ‘act of God’ situation,” says Jamie McGinn, chief financial officer at VaxCare. “But that doesn’t mean they immediately make it right.”

McGinn says that practices usually have three options:

1. Hope against hope that the manufacturer gives you an “accelerated return” option.
   This is an uncommon practice; most manufacturers make you wait until the product expires (officially).
2. If you don’t get an accelerated return, you have to wait until the vaccines expire to send them back.
   That can be up to three years away, practices could be feeling the cash-flow sting for a long time.
3. File a claim with your insurer for the lost inventory.
   In this scenario, you’re dealing with mountains of paperwork, uncertainty about whether the claim will actually be paid, and the inevitable delays.

With VaxCare, these headaches disappear. “As soon as I realized the issue with the power loss, I called VaxCare,” says Bravo. “And after I confirmed with the manufacturers that the vaccines weren’t safe to use, VaxCare generated a replacement order and we got the new vaccines within two days—at no cost to us.”

Smith had a similar experience. “VaxCare sent us labels to box up all the damaged vaccines and ship them back, and then got us replacements by the end of the week.”

While no one wants to have to endure the devastating impacts of a storm like the one that hit Texas or a hurricane, or fire or even a power outage that hits an office, it’s good to be prepared for the unexpected. And with VaxCare, you are.

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