QI Leaders Academy Kaizen Program: “There’s Got To Be a Better Way!”: Getting Vaccination Records into NextGen


Impact Statement: 
Columbus Public Health (CPH), a local health department in Ohio, was bogged down by a slow, costly process to administer vaccines to children at schools. By using PDSA and a Kaizen event approach, CPH increased the timeliness and efficiency to document the immunization services and decreased its administration costs. As a result, vaccination records will be more accurate and universally available to other providers, CPH can free up staff to help more children receive immunizations, and revenue from insurance billing will be received faster.

CPH used the Kaizen event approach to complete all steps of the improvement cycle in 5 days. The steps were as follows:

  1. Understand the gap/goal and the current state in order to identify waste in the targeted work process.
  2. Analyze the root causes of the prioritized issues to identify solutions.
  3. Develop and test solutions to learn.
  4. Continue to develop and test solutions to learn.
  5. Install improvements and create a system for ongoing improvement. 

As the event progressed, many QI and change management methods and techniques were applied.

Documentation of vaccinations administered in schools was taking too much time, producing potential errors, and costing money because contract employees are used to do the data entry. The staff wanted to remove all need for external workers and to incorporate the work so that the records would be entered in real time.

Organization that conducted the QI initiative: 

Dietsch, MPH, L. Public Health Quality Improvement Exchange. QI Leaders Academy Kaizen Program: “There’s Got To Be a Better Way!”: Getting Vaccination Records into NextGen. Thu, 11/16/2017 - 14:30. Available at https://phqix.org/content/qi-leaders-academy-kaizen-program-%E2%80%9Cthere%E2%80%99s-got-be-better-way%E2%80%9D-getting-vaccination-records. Accessed June 22, 2024.

Submission Status: 
In Progress
0 users have voted.


baberg0124's picture
Submitted by baberg0124 on

Did this process impact timeliness for immunization data entry into a state immunization registry?  Does Next Gen and State Immunization Registry 'talk' to one another?  Who enters that data into the registry, if used?  

0 users have voted.

Bethany Bjorklund RN, BSN
Immunization Nurse
Cerro Gordo County Department of Public Health

Link to the resource where this submission is also published: