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Choosing a Remote Monitoring System to Safeguard Vaccine Supplies

Since their introduction in the mid-20th century, vaccines have successfully eradicated smallpox in the U.S. and practically eliminated many other serious diseases.   Unfortunately, millions of dollars worth of vaccine supplies are lost annually due to mishandling or storage in conditions that are too warm or too cold.   The Centers for Disease Control and Prevention (CDC) has issued guidelines on proper vaccine storage and handling.  Because the CDC emphasizes strict temperature control and the need to maintain temperature logs, many health care professionals have turned to remote monitoring systems to help them comply with CDC standards.  Equipped with an autodialer, remote monitoring systems have three important functions:  they accurately measure temperature and other conditions in vaccine storage refrigerators; they allow users to call in at any time for voice status reports; and they send out notifications to medical staff when there is a critical temperature fluctuation, power outage or other emergency situation.

 

There are a variety of autodialer remote monitoring systems available with a range of capabilities.  If you are an immunization provider, this article will help you select the best autodialer system for your vaccine storage facility, based on these key factors:

• The communications capabilities at your site
• The form of alarm delivery you prefer (phone call, text or email)
• Your notification contact list (how many people, phone numbers or computers to be contacted)
• The number of conditions you want to monitor
• Data logging requirements
• Your budget

Communications Methods

 

Selecting the right autodialer remote monitoring system starts with examining how your vaccine storage facility is wired for communications.  Remote monitoring systems use one or more of these communication methods:

 

1)      Landline telephone

2)      High-speed Internet

3)      Cellular telephone

 

The majority of remote monitoring systems communicate via a conventional landline phone connection.  These systems are generally the least expensive and many vaccine storage facilities find them more than adequate for their needs.

 

However, if you want a remote monitoring system that can communicate with a PC and is capable of sending out email or text message alerts, you will need a web-based device.    Note that web-based systems require a high-speed Internet connection located in the vicinity of your vaccine storage refrigerator.

 

If for some reason a landline phone or high-speed Internet connection is not available at your site, cellular communications is an option.  A fixed wireless terminal (or "cellular terminal") can be installed to provide a dial tone for a phone-enabled remote monitoring system.  Or, you can use an all-in-one remote monitoring system that has the cellular communications capability built in.  Note that for either option, you'll need to make sure that there is reliable, consistent cell phone service at your location and that the unit is compatible with the transmission bandwidth used by your cellular carrier.

 

Alarm Delivery Options

 

According to the CDC, vaccines should be stored in a controlled environment between 2 C and 8 C (35 F and 46 F).  But an unexpected event like a power failure could happen at anytime and put your entire vaccine supply at risk of spoiling.  If that were to occur, how would you want your remote monitoring system to alert you and your staff of the pending crisis?  Remote monitoring systems offer a variety of notification modes to choose from:  phone call, text message to your cell phone, alpha-numeric message to your pager, fax, or email to your computer or smart phone.   Most systems can send out a voice alert to multiple phone numbers and some systems even allow you to record your own custom voice message.  However, only Internet-based systems communicate via text messaging or email.

 

Remember that unexpected events can happen at anytime, so it's very important to consider the type of alarm alert that you and your staff are most likely to receive and respond to, 24/7, when choosing a remote monitoring system for your facility.  A phone alert works best for many offices, while other organizations might prefer email notifications.

 

Notification Contact List

Remote monitoring systems are persistent – and that's a good thing!  Equipped with an autodialer, they will send out alarm notifications to your programmed list of contacts until acknowledged and proper action is taken.  Standard remote monitoring systems can be programmed with four or eight landline or cell phone numbers.  More advanced systems will call as many as 64 phone numbers.   Web-based models send out text messages or emails to a distribution list you create.  In selecting the right model, consider how many people, phone numbers, or PCs you want your remote system monitoring system to notify when there is an emergency that could affect your vaccine supply.

 

Conditions to Monitor

Federal and state regulations require that immunization providers play a key role in ensuring the safety and efficacy of vaccines through proper vaccine storage and handling.  Providers are expected to post a temperature log and record refrigerator and freezer temperatures twice daily – a task where a remote monitoring system can be particularly useful.  Using multiple temperature sensors, remote monitoring systems can monitor four or more temperature zones in multiple refrigerators.  Temperature sensing ranges vary per and generally start with -29 C to 66 C (-20 F to 150 F) for basic models.  More advanced systems can monitor extreme temperatures between -87 C to 93 C (-125 F and 200 F).  For an overview of safe vaccine handling and storage procedures, see:  http://www.cdc.gov/vaccines/pubs/pinkbook/downloads/appendices/C/storage-handling.pdf.

Remote monitoring systems can be used to monitor multiple refrigerators as well as multiple conditions, based on the number of sensor inputs available.  For instance, a typical "starter" system that monitors up to four conditions (including temperature), can be used to check temperature in four different refrigerators or monitor temperature and three other variables in a single refrigerator.  A more sophisticated system with inputs for up to eight sensors and can be used to monitor temperature in up to eight refrigerators or up to eight conditions in one or more refrigerators.  Relative humidity, water presence, unauthorized openings, power outages and smoke in or near your vaccine storage refrigerators can all be tracked by a remote monitoring system.  The number of conditions you want to monitor will help steer you to the best system for your application.

 

Data Logging Requirements

 

If you need proof of compliance of temperature standards per a federal or state governing agency or want to maintain historical temperature records, there are full-featured autodialer remote monitoring systems that perform detailed data logging and trending.  These systems can also export data to a spreadsheet program or directly print and graph the information.  Some systems can interface with a computer to post data to a webpage for accessibility anywhere-anytime via a PC or smart phone.

Cost

The cost of an autodialer remote monitoring system relates directly to its features and capabilities, with landline telephone-enabled systems at the low end and cellular- and web-based systems at the high end.  List prices generally range from $400 to $1,500.  Sensors are purchased as individual accessories. Many systems can be installed yourself and come with the additional benefit of no monthly service charge, a big savings over using a professional security company.

Other Important Features

Battery Backup -- A good autodialer remote monitoring system is the last line of defense in protecting the viability and potency of your vaccine supply.  Look for an autodialer system that has a battery backup power supply so the system will continue to monitor conditions and send out alarm notifications in the event of a power failure.

 

Door Alarms and Motion Detectors – Protect your vaccine supply, equipment and other valuables by installing an intrusion detector switch ("door alarm") on the door to the vaccine storage room.  A motion sensor can also be used to alert staff when the door to the room is opened.  Both sensors can be hooked up to your remote monitoring system.

Weatherproof Temperature Sensor – Temperatures in a refrigerator will fluctuate when the door is opened and closed.  To help prevent nuisance alarms that may result, use a specially-designed temperature sensor that mimics the interior temperature of the vaccine containers, making monitoring more precise.

Summary

With the wide range of autodialer remote monitoring systems available today, you can find a system that meets your criteria and fits your budget.  Use this article to guide your decision making process, beginning with looking at the communications options at your vaccine storage site.  Next, consider the number of storage conditions that you want to monitor and the number of people, phone numbers, or PCs on your notification contact list.  These assessments will help you to narrow down your choices.

For additional technical and purchasing information on autodialer remote monitoring systems, go to:  www.diycontrols.com.

About the Author

Cathy MacDowell is a communications specialist with expertise in business-to-business marketing.  A freelance writer, she has written about range of topics, including security and remote monitoring systems, home improvement, portable power solutions, real estate, and the construction industry.

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