welcome to VAEIMS

Vaccine Adverse Event Information Management System

Introduction

Since 2009, WHO paid increasing attention to AEFI reporting. On the advice of the Global Advisory Committee on Vaccine Safety (GACVS), a set of 25 minimum core variables1 for AEFI reporting was developed for AEFI data collection, collation and transmission. These core variables help identify the minimum information to be gathered and also standardize meaningful AEFI data analysis. WHO has developed a standard WHO AEFI reporting form2 incorporating the core variables. Several countries have incorporated the core variables into their own AEFI reporting forms and AEFI data processing systems.

What we do?

WHO encourages countries to develop and pursue electronic solutions of their AEFI data reporting using electronic tools and health management information systems (HMIS) platforms that are adapted to their local requirements. Vaccine Adverse Events Information Management Systems (VAEIMS) are being developed for pilot countries with WHO support illustrate the potential of information technologies (IT)-based systems to enhance the monitoring of vaccine safety concerns..

A recent VAEIMS version has been developed on a DHIS2 based platform. The DHIS2-based, VAEIMS version is also open source. This implies that countries will be able to access the “back end” of the software and make changes as per their local requirements without the need for a license. On specific country request, this DHIS2-based VAEIMS can be offered at nominal overheads for in-country use either as a stand-alone or as an integrated platform within the HMIS of a country.

VAEIMS information for action (VAEIMS – IFA) is an AEFI data processing and analysis training module that is built-in to this DHIS2 VAEIMS version. It is based on the 25 core variables and the WHO standard reporting form. It will help AEFI surveillance staff build capacity and skills in conducting online AEFI data analysis and training sessions. Using practical exercises, VAEIMS – IFA offers the learner practical step-by-step guidance in obtaining the correct data, knowing what to do with data obtained, assist in formulating a working hypothesis to facilitate and prioritize action.

Objectives of VAEIMS

The objective of VAEIMS is to facilitate the collection, collation, transmission, analysis and feedback of vaccine safety related data (AEFI data) from the periphery of the health care system, efficiently and effectively into a district, province and national database so as to provide information for action.

Objectives of VAEIMS -IFA

The objective of VAEIMS - IFA is to build capacity and skills among stakeholders in analyzing vaccine safety data and assist end users in

  • Understanding basic data components on vaccine safety
  • Determining data quality
  • Verifying if data is actionable
  • Converting raw data to line lists
  • Data cleaning
  • Converting line-lists to meaningful information
  • Using information obtained to generate hypothesis
  • Linking the hypothesis generated to a valid question for AEFI Causality Assessment

VAEIMS Architecture

VAEIMS is installed in a central secure server or work station located at the ministry of health (MoH). For web-based versions, access to VAEIMS is granted only to authorized staff at national, province and district levels approved by the MoH. Access is granted through data base administrators at each level after specific approval process by the MoH.

At the grassroots level, the current prototype does not include a solution for the field level health worker, their supervisors and related field staff should be able to communicate minimum data (critical variables) to the district using mobile IT technology locally available. This will be developed only when the systems are in place for the higher levels and it is stable and running without any problems.

vaeims-arcitecture

The profiles and privileges of the end users of web-based VAEIMS

The end users of VAEIMS include (but are not restricted to)

District Level

Immunization Data Managers and Officers
  • Central server access
  • Upload and edit data
  • Sub-district specific analysis

State Level

EPI Data Managers and Officers/ AEFI Committee
  • Central server access
  • Upload and edit data
  • District specific analysis
  • Causality assessment
  • Signal generation

National Level

Data and EPI Managers/ AEFI Committee/ NRA / PV center
  • Central server access
  • Upload and edit data
  • State and sub-state specific analysis
  • Assisting causality assessment
  • Signal generation
  • Uploading data to global database

VAEIMS Levels and privileges assigned to each level (proposed)

vaeims-level-table

Reporting an Adverse Event

VAEIMS offers countries both online and offline options to report AEFI. It accepts all reports, including reports of vaccination errors.

Online AEFI reporting

Online AEFI reporting can be done by any person authorised by the ministry of health (MoH) to report an AEFI case. For online reporting, the user has to access the VAEIMS website and complete and submit the AEFI reporting form.

Offline AEFI reporting

Offline AEFI reporting can be done by

  • By any person authorised by the ministry of health (MoH) to report an AEFI case by transmitting a case report form to central level (through usual national reporting channels).
  • By a layperson by contacing an authorised person at the MoH.

Requirements for reporting

Offline AEFI reporting can be done by

  • Patient information (age, date of birth, sex)
  • Vaccine information (brand name, dosage)
  • Date, time, and location administered
  • Date and time when adverse event(s) started
  • Symptoms and outcome of the adverse event(s)
  • Medical tests and laboratory results (if applicable)
  • Health care provider’s contact information (if applicable)

Data privacy

Personal identification data are not disclosed to the non-authorized VAEIMS users. Information identifying the person who received the vaccine and the person who filed the report is not made available to the public. Access to personal identification is only available to approved officials familiar with principles of privacy protection.