special diabetes program for indians healthy heart project: year 3 meeting 1

SPECIAL DIABETES PROGRAM FOR INDIANS

Healthy Heart Project: Year 3 Meeting 1




Sandra Woodruff

CC HH Project Coordinator

Jeanne Amos

CC HH Data Coordinator

UPDATE / REVIEW



Self Assessment Results

0.001.002.003.004.005.006.007.008.009.00

10.00N

ot at all

. . . . . . . . . . . . . . . . E

xtr

em

ely

End of Planning Year

Now



Self Assessment Highlights The mean score for every question was higher at the time the

assessment was taken than at the end of the planning year

Support of Tribal Leaders changed the least (6.35 to 6.81)

How well project staff works together changed the most (6.53 to 8.38)

Four grantees reported that their success at achieving the goals for the grant declined between the end of the planning year and now

Three grantees reported a decline in the extent to which they feel that their program is meeting the goals of the grant



QUALITY ASSURANCE (QA)

“We’re only human...”

Everyone makes errorsQuality Assurance proceduresExpect “good faith effort”CC doesn’t make assumptions




Competitive Grant Program: Year 2 Meeting 3





TIMELINES

Baseline (B1/B2/B3): Within 30 days PRIOR to the FIRST Case Management Visit

Annual (A1/A2/A3): Within 30 days following the 12 month anniversary of the FIRST Case Management Visit



Tips for Meeting your Baseline Timelines The Baseline Assessment of The Baseline Assessment of

Core Elements (BACE/B1) Core Elements (BACE/B1) measurements should be measurements should be obtained within 30 days obtained within 30 days PRIOR to the 1PRIOR to the 1stst CMV. CMV.– Start with the hardest thing to

schedule, i.e. physical exam and labs.

– Hand out questionnaires (B2/B3) to be collected at first CMV.

– Schedule the first CMV before the 30 days is up.



Tips for Meeting your Annual Timelines The clock starts ticking from the The clock starts ticking from the annual annual

datedate of the participant’s first Case of the participant’s first Case Management Visit. 30 days AFTER Management Visit. 30 days AFTER Annual CMV.Annual CMV.– The Lab values and measurements are

important to have done within the time frame…start here!

– Hand out questionnaires (A2/A3) when they come in for annual measurements and return them at their scheduled Case Management Visit.

– Complete the annual physical exam. We allow flexibility with this if providers are already meeting with participants quarterly, etc.









Data “LINGO”

Participant-Level

Forms associated with a particular participant

(B1-B3, A1-A3, I2, I3, SAE, IRF)

Grantee-Level

Forms not associated with a particular participant (R3, I1, AD1 – AD5)

Scannable and Non-scannable forms



TIPS TO AVOID ERRORS

Download the most current assessment form off the Web

Use correct scannable questionnaires (baseline or annual)

If incorrect form used, grantee may be asked to transcribe to correct form

Read your emails – communication with nationwide program.



Tips for avoiding common errors on Assessment Forms (B1, A1)

Cardiac Clearance: know the difference between No and Not indicated

List a number for minutes/week physical activity - use your best estimate

Indicate a “Status” for FBG (screening, baseline assessment, or most recent chart result)



Medication

A staff person should fill in the assessment form -- Do not have the participant write in the medications (Suggest that the participant bring his/her medications to the baseline visit)

Ask the participant about compliance

Write CLEARLY

Include the purpose for EVERY medication



Medication (continued)

Include the dose (amount, units, frequency) for most medications – exceptions listed on B1 Instructions

If the participant is not taking any medications, write “none”

If using medication print-out, be sure to remove PHI and CROSS OUT all duplicate listings and medications the participant is no longer taking



Medication Name Dose and Frequency

Purpose/Prescribed for:

Comments(e.g.,: compliance with prescription)

Atorvastatin 40 mg 2x day

Cholesterol lowering

Atenolol 20 mg BID

Please document the Participant’s medications at baseline: If the Participant is not taking any medications please write NONE.



Tips for avoiding common errors on

Scannable Questionnaires

B2, B3, A2, A3, etc.



TIP

Have a staff member carefully bubble the NDPID # and Site # on a small number of scannable questionnaires



Tips for administering the Participant Baseline Questionnaire (B2)

Talking PointsTopic CitationsAnswers to Knowledge QuestionsHave each staff member complete the

Participant Baseline Questionnaire (download from website or copy; do not use scannable questionnaires)



Family Questionnaires

Support person filling out family questionnaire must be 18 or older

Participant cannot complete their own family questionnaire



Tips for other participant-level forms

R6, I2, I3, SAE, IRF



Changes to I2 & I3 forms

I2: The first page will be modified so that it clearly states which dates needed to be recorded. No changes to other pages.

I3: The third page will be modified with a check box to indicate if the participant has dropped out. No changes to other pages. For participants who have not dropped out, the Retention Efforts (page 2) and the check box (page 3) will be the only required information.





I2 Form Tip:

Please only list Case Management Visits, not other types of appointments. Other types of appointments may be mentioned under “Provider Comments”



SAE Form

-Need staff member signature on SAE-Review carefully for no PHI

IRF Form-Very rare-Read Operations Manual before submitting IRF-Don’t check IRF on Tracking Logsheet if sending

I3 (PHASE 3 Tracking Logsheet has boxes for both I3 and IRF)



ERROR NOTIFICATION LETTERS (ENLs)

CONFIRM – not necessary to list reasons; if not able to confirm, provide correct information





Topic/Measure Status Result Date

Fasting Blood Glucose (FBG) Result

○ done during screening

○ result from test during

baseline assessment

○ most recent chart

results (within 1 month)

____132____

_

mg/dl

08/02/2006Mo Day Year

ENLs: Missing status, result, or date



ENLs (Continued)

Respond to ENLs via email to [email protected]

Direct other concerns/questions to Jeanne

If responding to an ENL in a package, make it clear! – Only new forms (forms that haven’t been submitted yet) are

checked

– Indicate “response to ENL” in Comments section of Tracking Logsheet

– Separate new forms from “response to ENL” in the package.



ENLs (continued)

Respond to the most recent ENL – errors will carry over

ECG always requiredCardiac clearance required only if indicated



Reminder emails Not the same as ENLs

– Reminder emails list participants who are coming up on their one-year anniversary

– they may also list participants for whom we’ve received a B2 form but not a B1

– If you locate a forgotten B1 because of a reminder email, send the B1 form with your next regular submission as a new form, not as a response to an ENL



Tips for Data Submission

Tracking Logsheet Update # consented Differentiate between I3 and IRF Only list the participant numbers when

sending new forms Separate new forms from “Response to ENL”



Tips for Data Submission (continued)

Place a copy of the Tracking Logsheet in the mailed package

The Tracking Logsheet in the package must match the Tracking Logsheet that was emailed

If you forgot to mention a form on the emailed Tracking Logsheet, hold off submitting that form until your next regular submission date



Email Certification for No PHI2 suggestions for process

1. The Data Coordinator (or designated staff member) creates the email that will be sent. Using your email system, forward the email to a fellow staff member who signs the certification statement, and forwards back to Data Coordinator, who then emails it to CC.

2. Ask a staff member to come to your computer to review the attachments and confirm that the Excel Registry has been de-identified, type in certification statement, then email to CC.

It is preferable that the person named on the Tracking Logsheet is same person sending email and first contact for CC Data Coordinator with second person as certifier.



Review all forms in package for PHI

Common PHI on forms:- Participant name on form- Name on family questionnaire- Signature on B2

Skim the Comments section of each scannable questionnaire to make sure it is not signed by participant or family member



Grantee-Level Forms

Thank You for submitting AD forms –

Actual grantee quote:

“Doing all this paper work has actually been good for me because it tells me what I didn’t do and should be doing. There is going to a change for the better in my project this year.”

We’ll get back to you if we have questions or concerns



UPDATE / REVIEW

Q & A

Jeanne Amos

CC HH Data Coordinator

[email protected]

303.724.0423

Sandra Woodruff

CC HH Project Coordinator

[email protected]

303.724.0336

special diabetes program for indians healthy heart project: year 3 meeting 1

Documents