[Self-Management_OR] please read: changes to books-for-data system

[Chisholm Laura F]

Dear Oregon Self-Management Network partners,

Changes are coming to the Oregon books-for-data system. If you are a Living Well/CDSMP or Tomando Control program coordinator or master trainer, the following Q&A will be particularly important. Please read carefully.


Q. Why are changes happening to "books for data"?
A. For many years, the Oregon Health Authority (OHA) has supported local Living Well/CDSMP and Tomando Control programs by providing books in return for complete packages of program data. However, the grant that supported OHA's book purchases ended in August.


Q. What is going to change?
A. The "books for data" system will end in early 2016. OHA staff will continue to distribute books in exchange for data packets for 2015 data submitted in accordance with the "books for data" policy<http://public.health.oregon.gov/DiseasesConditions/ChronicDisease/LivingWell/Pages/reportprograminfo.aspx>. To receive books, 2015 program data packets must be received by January 31, 2016.

All "books for data" will be distributed by February 28, 2016. OHA will distribute any remaining books to Oregon's Living Well/CDSMP and Tomando Control program delivery organizations. At that time, Oregon's "books for data" system will come to an end.
In the meantime, the end of the grant that funded our books also ended our Administrative Specialist position.  Given reduced state staffing, please allow four weeks for delivery of your books and bear with us...we're doing the very best we can.

Q. How will OHA decide who gets leftover books?
A. OHA staff are open to suggestions about how to distribute any leftover books in a way that minimizes the impact of the end of "books for data". Please send suggestions to living.well at state.or.us<mailto:living.well at state.or.us> by November 15. OHA staff will work with the Oregon Self-Management Network Steering Committee to make a final decision about distribution of any remaining books. We will communicate the outcome of this decision by December 1.


Q. How can I prepare for the change?
A. Fortunately, we have time to plan ahead to minimize the impact of this change. On the October 15 Network call, master trainer Libby Kennard led a brainstorming session on the question: What can Living Well and Tomando Control program coordinators do to prepare and ease the transition to the OHA program running out of books? Here are the things your fellow Network members suggested:

-          Approach local partners (including CCOs) for help

-          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. Create a "Library of books." According to the Stanford Programs master trainer listserv, programs in many states use a lending library system.

-          Institute a participant book fee with a sliding scale

-          Offer books to those that are successful completers. This should be told to participants in advance. Logistically, this works best where all the books are loaners - marked "property of" the licensed organization and returned at the end. Most people are very considerate about returning the books back because 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.

-          Approach Bull Publishing about discounts

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

-          Find sponsors to pay for books

o   Ask host sites if they would purchase books.
Some organizations 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.

Q. How will data reporting change with the new Oregon Compass tool coming online for 2016?
A. Starting in 2016, organizations providing Stanford self-management programs, the Diabetes Prevention Program, and self-directed Walk With Ease will have free access to the online Compass data system. Compass users will be able to enter and retrieve program and participant data electronically using the Compass web tool and/or data entry app. The OHA team is also working with the Compass vendor to implement electronic referrals, insurance eligibility checking, and billing through the new system. OHA staff will regularly share information about Compass roll-out and training on this listserv.

Q. I've been submitting my data, but I haven't gotten books. What's going on?
A. The end of the grant that funded our books also ended our Administrative Specialist position. The state self-management team is short staffed and has only a few hours a week to respond to Network partner requests and coordinate the books-for-data system. Please allow four weeks for delivery of your books and bear with us...we're doing the very best we can.
Please also be aware that OHA can only provide books in return for data from Living Well/CDSMP and Tomando Control workshops. However, we appreciate getting your data from all programs, because it helps us track our program growth and advocate for future funding.

Q. What if I have more questions?
A. 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 communicate about the book transition clearly and regularly via the listserv and scheduled calls. Please provide your ideas for how to minimize impact of the transition via the state email address.

Thank you!



Laura F. Chisholm, MPH, MCHES, RYT
Self-Management Technical Lead
Oregon Public Health Division

Living.well at state.or.us
Desk:    971-673-0987
Mobile: 503-841-4842

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