[Self-Management_OR] notes from 10/15 Network quarterly call

[Chisholm Laura F]

Dear Network partners,

Notes from last week's Network quarterly call are pasted in below, and attached for those who can receive attachments. Please note that there are some important announcements, including information related to the "books for data" process (see agenda item #3 below). Please watch the listserv for updates.


AGENDA AND NOTES

Oregon Self-Management Network Quarterly Call



October 15, 2015

1:00 PM to 2:30 PM


1.       OHA Welcome and Introductions - 1:00 - 1:10
Laura Chisholm, OHA
Alissa Dorman, Columbia Memorial Hospital
Rose Sherwood, WA County Public Health
Phil McCallion, Ellen Foley, Ronda Rosenberg - NY QTAC
Susan Kerosky, Coraggio Group
Kim Nguyen, Tuality Health Care
Sarah Worthington, Deschutes County Public Health
Melissa Dilley, Providence Health
Don Kain, OHSU
Mitch Heath, Samaritan Health services
Libby Kennard, Master trainer
Katrina Seipp, Acumentra Health
Bethany Chamberlain, Multnomah Couty
Jennifer Lund WVP
Leslie Gilbert, Senior & Disability Services in Eugene
Ron Swanson, NW Senior and Disability Services
Brenda Johnson, Deschutes County
Alina Gavani, Polk County
Rochelle Hamilton, CCNO
Amy Esquer, Benton County
Dannita, Coquille Indian Tribe
Bethany Chamberlain, Multnomah County


2.       Self-Management Portal Implementation Discussion - 1:10 - 1:40
Shira Pope, OHA / Phil McCallion, Ellen Foley, Rhonda Rosenberg, NY QTAC

The online Compass tool, created by the NY Quality and Technical Assistance Center (QTAC), will meet our needs for self-management data management. Will allow coordinators to manage their own data locally, and store data electronically. Once the new system is in place in 2016, organizations will be able to enter their data directly into Compass and will not need to send paper forms to OHA.
QTAC staff from NY provided an overview of the Compass tool and how it will enhance our work in Oregon:
QTAC originally managed data on paper. Needed to understand the workforce available to provide programs and manage data for reporting to funders.
QTAC needed to develop a tool to better manage the project and better manage recruitment of participants. Where is the potential for reimbursement? Support interaction between program providers and health care.
Wanted this designed in a way that partners could get information from the system, and how the information would benefit them.
The more users that you have for a system, the more training needs to be provided. QTAC developed online resources to orient people and serve as reminders, e.g. videos and print materials.
QTAC is watching utilization over time shows them opportunities to make system more user friendly and reduce the need for any duplication of information.
QTAC built the Compass portal as core system that could be adapted to any state interested in using it, with the ability to make refinements.
Compass has mechanisms to set up your workshops, enter participant information, print forms, and enter data. Find a workshop feature allows people to put in their zip code and find programs within specified distances away, and then to register themselves or behalf of someone for a program. For example, staff in doctor's office can facilitate enrollment for someone to take a class.
People will be designated to have specific levels of access to the portal, depending on their role. OHA will be in touch with coordinators to identify access levels.
QTAC is about to launch a mobile app to allow leaders to enter attendance and other information.
Live support will be available for resolving any issues with use of the system. There are also online resources with frequently asked questions and other information.
Reports can be printed off locally and at state level. There can be upload of data into other reporting systems, e.g. reporting National Diabetes Prevention Program data to CDC.
Piloting in NY a physician referral system that will allow providers to refer patients to self-management programs and register them in programs, and to provide feedback to providers on participation, completion, and measures related to program goals. Benefits of this include helping patient centered medical homes meet quality measures.
Oregon Public Health Division will be working with QTAC to develop a billing component of the portal. Starting with PEBB/OEBB carriers to make sure the billing component will work for those systems. Anticipate having this finished by June 2016. Basic technology in the portal will be ready by January so 2016 data can start to be entered. There will be training opportunities in the fall.
Shira Pope is the project lead for Oregon Compass implementation. She will send an invitation to program coordinators in the self-management network to be beta users of the portal, to work out the kinks before fully launching the portal. Shira will also be sending out permission forms to indicate what staff should be able to access different parts of the portal and at what level. We also hope to send out preliminary data from 2015 to coordinators at licensed Stanford program delivery organizations by the end of October, to check the quality of the data. If we don't hear back from programs with corrections, 2015 data will assumed to be accurate and will be entered into Compass. In December and January, beta testing and training will be conducted. 2016 data will be entered into Compass.
Q&A:
What will be the cost to organizations to participate in the Portal?

*         OHA has purchased access to this program for the next five years, at no cost to the organizations who will be using it. Organizations will need to sign a Memorandum of Understanding with OHA/QTAC to clarify roles and responsibilities.
Does this apply to more than just the Stanford programs? How will rollout be sequenced?

*         Yes! Programs immediately available through Compass include Stanford self-management programs, self-directed Walk With Ease, and National Diabetes Prevention Program. All of these programs will be immediately available when Compass goes live. Programs that are not currently on the Compass portal platform will take longer to become available.

*         QTAC will work with Oregon to organize trainings. There will be live training events and other self-study opportunities through QTAC training resources.
What were the key lessons learned in previous implementation of the portal system?

*         In New York, this was developed from scratch. It took time to develop and figure out training issues. QTAC learned about packaging this for other states when Utah became the first state to purchase access. Were able to test training materials with a new group. QTAC developed a combination of online materials and live trainings, in addition to people to contact for support - QTAC has ability to provide all of those things. There are similarities across all states - need to understand organization structure to help with launch of the product.
Are there materials that will become available for rolling this out to the public, e.g. for doctor referrals or the public at large to find classes?

*         QTAC is launching the physician referral system now, and does not have large resources for public rollout. We anticipate fliers for events, newspaper ad templates, possibility to link some promotional youtube videos on websites, and collaboration with county health departments to share information. Consider who has the credibility to share information. QTAC is doing a project with NY Academy of Family Physicians focused on developing physician champions, academic detailing, and working with hospital systems. They are also presenting to medical conferences in NY. Finding the champion who provides opportunity to get the message out within a system will be a key part of the rollout. Understanding context to communicate messages that are likely to get people's attention.

*         We will be learning from Sustainable Relationships for Community Health grantees about how to make connections with community clinics that are part of Medicaid delivery systems and how to do closed loop referral systems. We will continue to support partners around those type of projects.

*         We will be using the living well email for coordination around this. There will be more opportunities to learn and be trained on use of the portal.

3.       OHA Update and Brainstorming - 1:40 - 2:20
Laura Chisholm / Libby Kennard
Update on OHA administrative support and processes
Brainstorming session - ensuring sustainability within a changing environment
Since the Chronic Disease Self-management Education (CDSME) grant from the Administration for Community Living to the Oregon Health Authority ended in August 2015, there has been less staff to support coordinators with data and books. OHA staff are working as quickly as they can, but our response time will be much slower than in the past. Please continue to send data until Compass is up and running. We are continuing to get remaining books sent out, but there is a very limited amount of staff time for administrative functions.
We need lots of lead time to send out materials for leader training since we do not have staff to support those efforts.
Listserv: OHA and the Network will continue to use this as our main mechanism for communication. All coordinators or SM Network members should send information that they would like to go out to listserv, directly to listserv. This will ensure better communication and coordinate responses. Information about upcoming webinars, meetings, and leader trainings are all examples of things to send to listserv.
Program List: OHA will not be continuing to update the specific program list on self-management website. County level contacts - if you would like to be listed on website, let OHA know. Laura will send email about this process and change. Any programs that are happening in 2016 or beyond will be available through the Compass portal.
Books: For many years, OHA has had funding to send out books in return for completed data forms. OHA's source for funding to purchase books on coordinators' behalf ended in August. We have enough English-language version books to last us through 2015, and even more Tomando Control books. It is possible for coordinators to buy books in bulk directly from Bull Publishing.

-          Libby Kennard shared her experience with a similar process in Colorado - a roll out of new grants where they had an abundant number of master trainers and leaders put into place in many counties throughout the state. The state wasn't able to provide books anymore. We need clear communication with everyone about the situation and should share ideas about what the opportunities are and what will be the process moving forward.

-          Brainstorm: how will books be available to people in the future for their programs? What can Living Well and Tomando Control program coordinators do to prepare and ease the transition to the OHA program running out of books?

o   Approach local CCOs for help

o   Provide books on a loaner basis for each class, and participants are given the option to purchase their own at the end of the class. "Library of books"

o   Institute a book fee to participants

o   Convert books to electronic media

o   Approach Bull Publishing about discounts

?  Combine efforts with other licensed organizations to get a bulk buying discount.

o   Getting sponsors to pay for books

?  Ask host site if they would purchase books.
OHA will send this brainstorming list out to listserv to generate ideas.


Q&A:
How are we going to communicate this to those that aren't on the call?

*         Information will be sent out on the state self-management listserv.
Are there any ways to stretch out the supply?

*         OHA staff is open to getting input on how to do this. However we have very limited administrative support for sending books out.

*         Some partners may be willing to give books back that are not currently being used, or may have significant stores of books. If this is the case for your organization, please let OHA know.
Who is the main point of contact for this?

*         Please communicate with state staff via the living.well at state.or.us<mailto:living.well at state.or.us> email address. Staff will do their best to be transparent and regularly communicate about the book transition.

*         If there are ideas for how to minimize the impact, please provide them to state staff via the state email address.
In Colorado, here's what worked well:

-          The state did the best that they could to portion the books out.

-          Requested extra books from those organizations that were stockpiling books.

-          Groups did book buying to get max discount through Bull Publishing.

-          Found from Stanford Programs listserv, many states use loaning library system. Also, another option is to only offer books to those that are successful completers. This will be told to participants in advance.

o   Logistically, this works where all the books are loaners - "property of" and books will be returned at the end. In general, most people are very considerate about returning the books back. Participants understand that there is a limited budget. It is a benefit to receive a new book when they complete the course and show success.

4.       Self-Management Bright Spots - 2:20 - 2:25
Ron Swanson
Sharing of successes and progress in our work
Leslie - started a new session of Living Well and had 17 people show up.
Katrina - Klamath and Lake Counties have started their new programs and CDSMP programs - have had a great turnout.
Laura - map that shows programs by county. Columbia County just had their first class. 35 of 36 Oregon's counties have hosted Stanford programs.
Ron - leading DPP class in Monmouth which has 14 participants. Over 5 weeks, 68 pounds collectively has been lost among participants.

5.      Next Steps - 2:25 - 2:30
Laura Chisholm
Review of action items and owners
Laura C. -
Coordinators will hear from OHA about data to review from 2015 for the Compass SM portal by the end of the month. Also, coordinators will hear about training opportunities and beta testing opportunities. Communication will be coordinated to entire network about roll- out of the Compass portal.
OHA will follow-up about books and administrative changes. Please send along brainstorms about books.
Quality Assurance and Fidelity Workgroup - will be convening once Compass is in place to coordinate how to use data effectively.
CCO Finance Workgroup - OHA staff hope to set a meeting before the end of the year.
Participant Access and Leader Support Workgroup - information will coming out on the listserv about this meeting. This will be taking place on Tuesday October 20 at 2:30pm. If you are interested in joining, send information to OHA.






Laura F. Chisholm, MPH, MCHES, RYT
Self-Management Technical Lead

Health Promotion & Chronic Disease Prevention
Oregon Public Health Division
800 NE Oregon Street | Portland, OR 97232

Desk: 971-673-0987
Mobile: 503-841-4842

www.healthoregon.org/takecontrol

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