website benefits providers and wv women · 2007-09-27 · kyla nelson, rn omcfh 350 capitol street,...

Provider Resources

Forms

Algorithms

Professional Education/Training Opportunities

Information Updates

CHRISTINA’S CORNER 2

WVBCCSP DATA UPDATE 2

GETTING TO KNOW WVBCCSP STAFF 3

NEW LAB . . . NEW CHANGES 4

WV CANCER PLAN LAUNCH 5

STATEWIDE REFERRAL PROVIDER TRAININGS 6

STATE PROGRAMS: COST EFFECTIVE? 7

CERVICAL HEALTH AWARENESS MONTH 8

OVARIAN CANCER INITIATIVE 9

PARTNERING WITH INTERCULTURALCANCER COUNCIL 9

CASE MANAGEMENT &MEDICAID TREATMENT ACT 10 & 11

P R O V I D E R P R E S SW V B C C S P

V O L U M E 5 I S S U E 1

SPRING 2007

WVBCC SP PROV IDER PRES S Pa g e 1 2

I N S I DE T H I S I S S U E :

Website Benefits Providers and WV Women

Providers and WV women may now access theWest Virginia Breast and Cervical Cancer Screen-ing Program’s (WVBCCSP) website. The site aidsproviders in accessing important Program informa-tion quickly and efficiently, without having to makephone calls or search through manuals.

Providers can access provider directories (updatedmonthly), current forms, information updates, pro-fessional education and training opportunities, andother Program resources. Publications such as thePolicies and Procedures Manual, Provider Pressnewsletters, and Annual Reports may also be down-loaded. Providers who prefer communication overthe phone or through e-mail or simply can’t findanswers they are looking for on the site may obtaincontact information for all staff on the Contact Uspage, including Tracking and Follow-up nurses, CaseManagers, and Cancer Information Specialists lo-cated throughout the state.

The site has proven to be a hit so far. Launchedon November 1, 2006, the website had almost 3,000visits in its first six months of existence. TheWVBCCSP website promises to gain more recog-nition as providers discover the value of its content.Visit www.wvdhhr.org/bccsp and see what it can dofor you!

to you and delays payment for services.

This newsletter is for providers participating in the WVBCCSP.If you would like to contribute information or article ideas forthis newsletter, please contact:

Samantha HaverlockEditor

Education [email protected]

Dee Ann PriceClinical Services Coordinator

[email protected] publication was supported by cooperative agreement un-der US/CU306741 from the Centers for Disease Control andPrevention (CDC).

You’re Worth It . . .

Here is an example of how to findprovider forms on the website.Home

About Us

Patient Information

Provider Information

Additional Information

Request a Brochure

Photo Album

Calendar

Resources

Who are the WVBCCSP Case Managers?There are four registered nurses working as WVBCCSP Case Managers. They are assigned byregions. (see map)

Region A: Cathy Chadwell, RN 304-256-6777

Region B: Kyla Nelson, RN 304-558-5388

Region C: Jody Waugh 304-558-5388

Region D: Jan Poling, RN 304-637-5560 ext. 2032

Hancock

Barbour

Berkeley

Boone

Brooke

Clay

Fayette

Gilmer

Grant

Greenbrier

HampshireHarrison

Jackson

Lincoln

Marion

Mason

Mineral

Mingo

Monongalia

Monroe

Morgan

Nicholas

Ohio

Pendleton

Pocahontas

Preston

Putnam

RandolphRoane

Taylor

Tucker

Upshur

Wayne

Webster

Wirt

Wood

Wyoming

Pleas-ants

Dodd-ridge

Cal-houn

Marshall

Sum-mers

Braxton

HardyLewis

Logan

McDowell Mercer

Raleigh

Kanawha

Ritchie

Tyler

Wetzel

Cabell

Jeff-erson

WVDHHR/BPH/OMCFH/PWH/BCCSP/January2007

WV BREAST AND CERVICAL CANCER SCREENING PROGRAMOffice of Maternal, Child and Family HealthCase Manager’s Assignments 2007Nurse Supervisor: Beth Staats, RN

Phone: (304) 558-5388Fax: (304) 558-7164Case Manager Region C

Jody Waugh, RNOMCFH350 Capitol Street, Room 427Charleston, WV 25301-3714Phone: (304) 558-5388Fax: (304) 558-7164

Case Manager Region BKyla Nelson, RNOMCFH350 Capitol Street, Room 427Charleston, WV 25301-3714Phone: (304) 558-5388Fax: (304) 558-7164

Case Manager Region A

Cathy Chadwell, RNPO Box 1967Beaver, WV 25813Phone: (304) 256-6777Fax: (304) 256-6709

Physical Address:Pinecrest Hospital Room D 402105 S Eisenhower DrBeckley, WV 25801

Case Manager Region DJanet Poling, RNRandolph Co. DHHR1027 North Randolph AvenueElkins, WV 26241Phone: (304) 637-5560, ext. 2032Fax: (304) 637-0391

WVBCC SP PROV IDER PRES S Pa g e 2

Christina MullinsWVBCCSP Program

Director

Christina’s Corner:

VOLUME 5 IS SUE 1 Pa g e 1 1

WVBCCSP Data UpdateWVBCCSP data from 1991 through December 31, 2006Number of women enrolled: ........................................................................ 105,973Number of Pap tests provided: ..................................................................... 205,533Number of mammograms provided: ............................................................ 133,292Number of clinical breast exams provided:.................................................. 191,646Number of invasive breast cancers diagnosed:.................................................... 655Number of invasive cervical cancers diagnosed: ................................................ 114

As a child, my father and Iloved to watch a televisionshow called the “A-Team.”On that show, there was agroup of former war heroeswho always made elaborateplans to save the day and cap-ture the villains. Generally,their plans did not go exactly

the way they were originally intended (which wasthe fun of the show), but the leader of this groupwould always say “I love it when a plan comestogether” when they succeeded at the end. As theleader of the West Virginia Breast and CervicalCancer Screening Program, I too love it when aplan comes together.

Last spring, the staff again reminded me of ourneed for a website. We wanted a website thatwould be used by providers, clients, staff, andpartners. We even made a list of things that wewanted to see housed on the website such asforms, manuals, resource lists, and bulletinboards. When we proceeded to the implementa-tion phase of our project, we identified the vil-lain in this story. There was no one available onour staff to actually spend time writing and de-signing the product. The nurses were all busytracking and following abnormal screening anddiagnostic results, the Cancer Information Spe-cialists were helping identify and recruit womenin the field, and the rest of us were preparing for

I would also like to take a moment to for-mally wish April Stannard, Judith Hedrick,Sissy Price, and Melissa Mealy the best in theirnew positions and welcome Cally Mervine(Region 7 CIS), Samantha Haverlock (Educa-tion Coordinator), and Carolyn Ferrell (Region3 CIS) to WVBCCSP.

our regional training events (BCCIPs) and sum-mer meeting schedules.

This situation left us stuck until an ideaemerged. We could hire an intern! This would beinexpensive, short-term, and would benefit thestudent assigned to us. We quickly contacted theGovernor’s Summer Internship Program, and se-lected Samantha Haverlock, a journalism studentfrom WVU. Our intern worked hard all summer.She completed draft after draft of futureWVBCCSP web pages, and as summer came to aclose, the website began to take shape and waslater approved for launch.

Please take a few minutes and check out ourwebsite at www.wvdhhr.org/bccsp. You will findcopies of Program forms, current provider lists,information updates, community resources andmuch more. We plan to keep this site current byupdating it each month. WVBCCSP staff hasbecome users of our website and hope you willtoo. I love it when a plan comes together.

If providers identify women who have ab-normal results and are not getting recom-mended follow-up, those providers mustsend a Case Management Referral Form to

the WVBCCSP Nurse Supervisor. A CaseManager will follow up on all of these refer-rals and encourage the women to keep theirrecommended follow-up appointments.

WVBCC SP PROV IDER PRES S Pa g e 1 0 VOLUME 5 IS SUE 1 Pa g e 3

Benefiting Women—Case Management and theMedicaid Treatment Act

Over the past few years, the WVBCCSP’sCase Management has evolved. Currently,four Program Case Managers work withwomen who have been diagnosed with breastor cervical cancer or certain pre-cancerousconditions. They guide women through theprocess of being diagnosed, applying for aMedicaid card, and receiving and complet-ing treatment.

Women must follow specific guidelines inorder to enroll into the Medicaid TreatmentAct (MTA). Any female resident of WV un-der the age of 65, who does not have cred-ible health insurance (as defined by Medic-aid) and is in need of or receiving activetreatment for an eligible breast or cervicaldiagnosis, is qualified for the West VirginiaMTA.

The Case Managers rely on the WVBCCSPscreening and referral providers to send womento their county Department of Healthand Human Resources (DHHR) office for ad-mittance into the MTA. To complete the pro-cess, the woman must have a CDC Certificateof Diagnosis. She must also complete a Medic-aid application. The provider should send a copyof the Certificate of Diagnosis and a Case Man-agement Referral Form to the WVBCCSP of-fice. The woman should be enrolled inWVBCCSP by a screening provider. On someoccasions, a woman receives her eligible diag-nosis through a provider outside of theWVBCCSP but still qualifies for a Medicaidcard. The woman does not have to meet the fi-nancial eligibility guidelines of the WVBCCSPto qualify for the MTA.

During the Medicaid application process, thewoman must supply proof of identity and resi-dency to the DHHR. Once the woman completesthe proper paperwork, the DHHR issues thewoman a Medicaid card, which covers all nec-essary services. The Case Manager assigned tothe woman’s county of residence will contactthe patient as soon as possible to complete aNeeds Assessment and assure she is receivingtreatment. The woman must keep her Case Man-ager up-to-date on her treating physician andtreatment status. She must also complete annualrenewal paperwork as required by Medicaid.

If providers have any questions about an eligiblediagnosis or the Medicaid Treatment Act, theyshould contact a Case Manager or the WVBCCSPNurse Supervisor, Beth Staats, at 304-558-5388or 1-800-642-8522 (toll free in WV).

Getting to Know the WVBCCSP Staff

Meet CarolynCarolyn Ferrell graduated from West Virginia University with de-

grees in Dental Hygiene and Nursing, and a master’s degree in HealthEducation. Carolyn joined the WVBCCSP as the CIS for Region 3 inmid-March 2007. Prior to working with WVBCCSP, she was employedby Charleston Area Medical Center, the Governor’s Cabinet for Chil-dren and Families, and the West Virginia Poison Center.Likes—Walks, laughter, volunteering for Hospice, the color blue, dai-sies and tulipsDislikes—Lots of noise, fatigue, heat with humidity, junk mail, rudepeople

Meet CallyCally Mervine joined the WVBCCSP as a Cancer Information Spe-

cialist (CIS) for Region 7 in December 2006. She has an associate’sdegree from George Washington University (in Washington, D.C.) inMedical Lab Technique and a bachelor’s degree in Liberal Studies (En-glish depth) from Excelsior College in Albany, NY. Cally is currentlypursuing a master’s degree in Humanities from American Public Uni-versity in Charles Town, WV.Likes—Coffee from all night diners, reading philosophy, cleaning whilelistening to opera, dogs, plants and flowersDislikes—Taking allergy medicine, fast drivers, getting lost with or with-out a map, gray and slushy snow, restricting coffee intake

Meet SamanthaSamantha graduated from WVU with a degree in Journalism in May

2006. After graduation, she interned with the WVBCCSP in Charlestonfor six months before happily accepting the position of Education Coor-dinator in December 2006. Samantha hopes to earn a master’s degree inPublic Administration.Likes—Traveling, severe thunderstorms, Mexican food, exercising, vol-unteering for Special OlympicsDislikes—Eating healthy, bad drivers, rude people, cleaning, spiders andsnakes

WVBCC SP PROV IDER PRES S Pa g e 4 VOLUME 5 IS SUE 1 Pa g e 9

The Ovarian Cancer InitiativeIn 2002, Dr. Gerard Oakley, a gynecologic on-

cologist with the Joan C. Edwards Marshall Uni-versity School of Medicine, presented the idea oforganizing community-driven programs across WestVirginia to reach women with information aboutovarian cancer. In 2003, this idea was funded by theWV Comprehensive Cancer Program through agrant from the Centers for Disease Control and Pre-vention. The idea has evolved into an innovativestatewide program, known as the Ovarian CancerInitiative, with strong community ties and supportfrom grassroots organizations. To date, the Initia-tive has educated 2,500 women in thirty-two WestVirginia communities on the risk factors and symp-toms of this deadly disease. On average, women at-tending these programs who completed pre and posttests increased their knowledge and understandingof ovarian cancer by approximately 62%.

The Initiative works closely with one of its stron-gest collaborators, the WVBCCSP, to plan andimplement community programs. A typical commu-nity program consists of an educational presenta-tion by an ovarian cancer expert and a social com-ponent, such as lunch or dinner, to attract women

45 years of age and older in WV communities. Ova-rian Cancer Initiative staff works closely with re-gional WVBCCSP Cancer Information Specialiststo identify areas of need and interest and to identifycommunity members to volunteer on local planningcommittees. These committees work with Initiativestaff to develop and design the programs. Womenattending the programs report an overwhelminglypositive experience with 98% stating that the pro-grams influenced their decision to schedule a gyne-cologic exam.

With continued funding, the Ovarian Cancer Ini-tiative will work to sustain and expand ovarian can-cer awareness efforts in WV. Over the next few years,the Initiative will continue collaborating with theWVBCCSP to implement the successful commu-nity-driven awareness programs and other outreachstrategies for the 45 years old and over population.The Initiative hopes to develop annual professionaleducation programs to educate women on the vari-ous aspects of ovarian cancer. They also hope to es-tablish a community-based initiatives’ grant programto fund community projects aimed at increasing ova-rian cancer awareness.

New Lab… New ChangesT h e

WVBCCSPstarted the

New Year bycontracting a new

lab, Cytology Ser-vices of Maryland

(CSM), to read allPap tests forWVBCCSP

screening pro-viders. Thischange fol-lows a stringof improve-ments over

the last fewyears tomake the

Program as ef-ficient and effec-

tive as possible. CSMcommits to supplying Pap test (both conven-tional and liquid-based) results as quickly aspossible.

In order for CSM to process specimens with-out delay, CSM provides some helpful tips:

• On the lab request form, be sure to checkoff BCCSP, FAM PLAN, or PRIVATE PTat the top of the page.

• Complete as much patient information aspossible, ensuring that all shaded areas arecomplete and accurate, as required by law.

• Label the specimen with the patient’s namethat corresponds with the lab request form.

• The bottom (yellow) copy of the lab re-quest form should be kept by the clinic forpatient records.

• For billing purposes, if the patient has in-surance, include a photocopy of the frontand back of the patient’s insurance card.

• For Thin-Prep Paps, be sure the vial isclosed tightly and placed inside the seal-able portion of the specimen biohazard bagand place the lab request form in the out-side pocket.

Also, be sure to place as many Pap specimensinto the mailer boxes and as many mailer boxesinto the UPS/FedEx shipping envelopes as pos-sible. UPS and FedEx are CSM’s shippers ofpreference because of their tracking capabilities,and shipping is provided at no cost to providers.Specimens can be sent to CSM via two dayground service. For pick up of specimens, call(800) PICK-UPS for UPS or (800) Go-Fed-Exfor FedEx.

Results for Pap tests are available 7-10 cal-endar days from the day CSM receives thespecimen. HPV results are available within 5-10 additional calendar days from the cytologycompleted date, if reflexed. Reports for histol-ogy are available within 1-2 days from the dateCSM receives the specimen. Hardcopies of re-ports are mailed once the case is complete. Inaddition, CSM offers eReporting which allowsproviders to view reports online via the web,or providers may contact the Client Servicesdepartment for verbal and/or faxed results. Ifproviders need results for multiple patients, faxthe names and dates of birth to the Client Ser-vices department at (301) 206-2595 and resultswill be faxed upon receipt. For additional sup-plies, simply complete a supply order form andfax to (301) 206-2595.

CSM thanks you for your patience during thesuccessful completion of assisting WVBCCSPwith nearly 2,000 Paps from December 2006 thatACS was unable to complete. CSM is confidentthat each provider will see results more quicklyand appreciates the opportunity to service WestVirginia and its patients. You may reach CSM’sClient Services department and Pathologists viatelephone from 6am-6pm, Monday thru Fridayat (877) 549-2642.

Partnering with the Intercultural Cancer CouncilA few years ago the Intercultural Cancer Coun-

cil (ICC) partnered with the Office of Health/HealthResources and Services Administration and createdthe Cultural Competence in Cancer Care: A HealthCare Professional’s Passport to acquaint profes-sionals with various cultures, communicationnorms, and specific behaviors that could facilitateimproved communication between health care pro-fessionals and patients.

Shortly after the release of the publication, rep-resentatives from ICC began discussing the needfor a chapter on Appalachia and approached theAppalachia Community Cancer Network (ACCN)about participating in the project. ACCN is a part-nership of five universities, including West VirginiaUniversity. Stephenie Kennedy, director of educa-

tional and outreach activities for both ACCN andthe WVBCCSP, developed sections of the newchapter. Pamela Brown, Director of Cancer Pre-vention and Control at WVU, stated, “By includ-ing a chapter focused on the people of Appalachia,the ICC is recognizing that health disparities pro-liferate in lower-income white communities.”

The second edition of the Passport was releasedat the end of 2006 and includes a chapter high-lighting the individuality and uniqueness of theAppalachian population. Members of the regionalACCN Community Advisory Committees pro-vided valuable input into this chapter as well asensuring cultural authenticity. To obtain a copy ofthis publication, contact the ICC at (713) 798-4617or visit http://iccnetwork.org.


WV Cancer Plan LaunchWorking Together to Achieve Success…Cervical Health Awareness Month

Current research demonstrates that preventionand early detection, two key components of theWVBCCSP, help promote better health.WVBCCSP Cancer Information Spe-cialists (CIS) started off the New Yeardoing just that; promoting betterhealth by conducting Free ScreeningClinics during January, February, andMarch 2007.

With the help of volunteers, part-ners, and healthcare providers,women received more than just freebreast and cervical cancer screening.Food, door prizes, educational infor-mation, and other forms of screening,such as body mass index and bonedensity screenings, influenced womento follow through with their scheduled

appointments. Approximately 304 women werescreened at twenty Free Screening Clinics duringthe first quarter of 2007. Of the women screened,201 were WVBCCSP eligible.

Partnering with others makes it possible for theWVBCCSP to offer more innovative ways to edu-cate women about the risks of breast and cervicalcancer and the benefits of early detection andscreening. According to the National CancerInstitute, partners are valuable because they canprovide:

• Access to a group of people who might notcurrently be reached;

• Credibility for the message being portrayed;

• Additional resources;

• Expertise on particular topics.

The WVBCCSP is convinced that by involvingpartners throughout the planning process, out-reach activities, such as Free Screening Clinics,can be better than ever before. Success is drivenby more than just luck. It’s about heart, commit-ment, and partnerships!

On May 22, 2007, approximately 200 state cancer survivors, advocates, governmentofficials, and the healthcare community gathered in Charleston, WV, with GovernorManchin, Linda Armstrong Kelly, and the Mountains of Hope Cancer Coalition to cel-ebrate the launch of the 2007 West Virginia Cancer Plan. The Plan is a consensus-baseddocument that serves as a statewide blueprint for cancer prevention and control activities.It outlines a comprehensive approach to prevention, early detection, and quality of life/survivorship and will assist state, regional, and local cancer prevention and control part-ners as they work to reduce the burden of cancer on all West Virginians.

The highlight of the evening came when Linda Armstrong Kelly, mother of LanceArmstrong (founder of the Lance Armstrong Foundation), discussed the importance ofworking together to conquer cancer and her personal message about overcoming life’sbarriers. Linda also conducted a book signing for her new book, titled No Mountain HighEnough, during a reception following her presentation. Leslie Given, former head of theCenters for Disease Control and Prevention’s Comprehensive Cancer Initiative and aWebster County native, congratulated Mountains of Hope on its plan and challenged allguests to help implement the plan.

The West Virginia Cancer Plan is available online at the Mountains of Hope website(www.wvmountainsofhope.org). You may receive a print copy by contacting the coali-tion at P.O. Box 6886, Morgantown, WV 26506. You may also request a copy by calling(304) 293-2370 or fax a request to (304) 599-1552.


Media, Media, Media ...

State Programs:Are They Cost-Effective?

Since its inception, the National Breast andCervical Cancer Early Detection Program(NBCCEDP) has provided more than 5 millionbreast and cervical cancer screening and diagnos-tic tests for over 2.1 million low-income women.Over the years, the annual budget for the nationalprogram averaged just over $160 million. Prior to2004, NBCCEDP completed only one economicanalysis.

In June 2004, the Centers for Disease Control andPrevention (CDC) asked the WVBCCSP to partici-pate in a comparative cost effectiveness study ofnine state programs. The study sought to developan effective tool for collecting cost information fromNBCCEDP grantees, which would then assist CDCin making optimal decisions regarding program per-formance improvement and maximizingNBCCEDP resources. Through this study, the CDCwanted to answer several important questions in-cluding, but not limited to:

• What is the cost per woman screened forbreast and cervical cancer?

• What is the cost per breast and cervical can-cer detected?

Preliminary results from this study indicated thatthe average cost per woman served by theNBCCEDP ranged from $260.80 to $769.99. The

average clinical cost (screening and case manage-ment) ranged from $146.71 to $354.67. The costper woman served by the WVBCCSP was $260.80and the clinical cost was $146.71— indicating thatWest Virginia served women more cost-effectivelythan any other NBCCEDP grantee participating inthis study. The average cost for screening and diag-nostic tests per woman ranged from $73 to $190(breast) and $29 to $111 (cervical). The averagecost of screening and diagnosis for West Virginiawas $73 (breast) and $32 (cervical). It should benoted that there appears to be a correlation betweenaverage cost and total number of women screened(programs that screen more women appear to havelower costs). Program structure also appears to playa role in the cost-effectiveness of state programs.Centralized programs, such as the WVBCCSP, ap-pear to serve women more cost-effectively thandecentralized programs. There was only a slightincrease in cost for programs whose structure in-corporates both centralized and decentralized as-pects (mixed).

During Phase II of the study, the CDC will becontacting the remaining NBCCEDP grantees tocollect data. Once all of the data has been collectedand analyzed, CDC will design a cost-effectivenessmodel/framework and perform a cost-effectivenessassessment.

Statewide Referral Provider Trainings CompletedThe WVBCCSP finishes the new Referral Provider Manual and proudly announces the completionof on-site trainings for mammographers, breast surgeons, and colposcopy providers. The CancerInformation Specialists conducted a statewide referral provider training blitz during March, April,and May 2007. Approximately 310 trainings were conducted.

Some common areas of discussion included, but were not limited to:All Referral Providers—

• Bill the WVBCCSP within 60 days of the date of service• Accept the WVBCCSP’s rate of pay for covered services as payment in full and do not

balance bill the patient• Send all insurance claim forms and reports to the WVBCCSP together for prompt

reimbursement• All exceptions to the covered CPT Codes must be made directly by the Program Director

Mammography/Ultrasound Providers—• CAD is not reimbursable through the WVBCCSP• Digital mammography is reimbursed at the screening mammogram rate• Ultrasounds will be approved for reimbursement only when used in conjunction with a

mammogram• WVBCCSP does not reimburse for a 3-month follow-up ultrasound• If a 6-month repeat ultrasound is requested, reimbursement can only be rendered if

done as an adjunct to a 6-month repeat mammogramBreast Surgeons—

• One of the following four CBE results must be documented by the screening provideron the Breast Services Referral form (Y202) in order for WVBCCSP to reimburse forthe breast surgical consultation:

o Discrete Palpable Mass (Suspicious for Cancer)o Bloody or Serous Nipple Dischargeo Nipple or Areola Scalinesso Skin Dimpling or Retraction

• WVBCCSP will reimburse for two surgical consultations each year per breast problem—initial consultation plus one follow-up consultation

• The post-operative office visit is considered part of the breast biopsy global CPT codeand cannot be billed as a separate breast consultation visit

• Preoperative procedures are not reimbursed by the WVBCCSP (e.g. chest x-ray, EKG,lab work, etc.)

Colposcopy Providers—• Gynecologic consultations are not reimbursable through the WVBCCSP• A repeat Pap test after colposcopy must be performed by the patient’s screening provider• WVBCCSP does not reimburse for a follow-up colposcopy in the absence of a repeat

Pap testIf you have any questions or need additional on-site technical assistance, please call your regionalCancer Information Specialist or the Program’s Clinical Services Coordinator.

WVBCCSP found a creative wayof educating women about breast andcervical cancer. Using communication

as a tool, Melissa Mealy,former Cancer InformationSpecialist in Region 6, pro-moted the WVBCCSP by wayof great conversation onComcast Newsmakers Chan-nel 33. This public forum pro-vides a free one-on-one inter-

view segment airing for one month (or about fifty

times) and is worth $5,000 of in-kind donations. “Thisis a great way for WVBCCSP to be promoted in thenorthern panhandle. Our program is always lookingfor innovative ways to reach women who need ourservices,” says Melissa.

The WVBCCSP staff wants to thank Comcast forits commitment to public service programming andits generous donation of air time to WVBCCSP.

80,000 households in the Ohio Valley receiveinformation about screening services.


WV Cancer Plan LaunchWorking Together to Achieve Success…Cervical Health Awareness Month

Current research demonstrates that preventionand early detection, two key components of theWVBCCSP, help promote better health.WVBCCSP Cancer Information Spe-cialists (CIS) started off the New Yeardoing just that; promoting betterhealth by conducting Free ScreeningClinics during January, February, andMarch 2007.

With the help of volunteers, part-ners, and healthcare providers,women received more than just freebreast and cervical cancer screening.Food, door prizes, educational infor-mation, and other forms of screening,such as body mass index and bonedensity screenings, influenced womento follow through with their scheduled

appointments. Approximately 304 women werescreened at twenty Free Screening Clinics duringthe first quarter of 2007. Of the women screened,201 were WVBCCSP eligible.

Partnering with others makes it possible for theWVBCCSP to offer more innovative ways to edu-cate women about the risks of breast and cervicalcancer and the benefits of early detection andscreening. According to the National CancerInstitute, partners are valuable because they canprovide:

• Access to a group of people who might notcurrently be reached;

• Credibility for the message being portrayed;

• Additional resources;

• Expertise on particular topics.

The WVBCCSP is convinced that by involvingpartners throughout the planning process, out-reach activities, such as Free Screening Clinics,can be better than ever before. Success is drivenby more than just luck. It’s about heart, commit-ment, and partnerships!

On May 22, 2007, approximately 200 state cancer survivors, advocates, governmentofficials, and the healthcare community gathered in Charleston, WV, with GovernorManchin, Linda Armstrong Kelly, and the Mountains of Hope Cancer Coalition to cel-ebrate the launch of the 2007 West Virginia Cancer Plan. The Plan is a consensus-baseddocument that serves as a statewide blueprint for cancer prevention and control activities.It outlines a comprehensive approach to prevention, early detection, and quality of life/survivorship and will assist state, regional, and local cancer prevention and control part-ners as they work to reduce the burden of cancer on all West Virginians.

The highlight of the evening came when Linda Armstrong Kelly, mother of LanceArmstrong (founder of the Lance Armstrong Foundation), discussed the importance ofworking together to conquer cancer and her personal message about overcoming life’sbarriers. Linda also conducted a book signing for her new book, titled No Mountain HighEnough, during a reception following her presentation. Leslie Given, former head of theCenters for Disease Control and Prevention’s Comprehensive Cancer Initiative and aWebster County native, congratulated Mountains of Hope on its plan and challenged allguests to help implement the plan.

The West Virginia Cancer Plan is available online at the Mountains of Hope website(www.wvmountainsofhope.org). You may receive a print copy by contacting the coali-tion at P.O. Box 6886, Morgantown, WV 26506. You may also request a copy by calling(304) 293-2370 or fax a request to (304) 599-1552.


The Ovarian Cancer InitiativeIn 2002, Dr. Gerard Oakley, a gynecologic on-

cologist with the Joan C. Edwards Marshall Uni-versity School of Medicine, presented the idea oforganizing community-driven programs across WestVirginia to reach women with information aboutovarian cancer. In 2003, this idea was funded by theWV Comprehensive Cancer Program through agrant from the Centers for Disease Control and Pre-vention. The idea has evolved into an innovativestatewide program, known as the Ovarian CancerInitiative, with strong community ties and supportfrom grassroots organizations. To date, the Initia-tive has educated 2,500 women in thirty-two WestVirginia communities on the risk factors and symp-toms of this deadly disease. On average, women at-tending these programs who completed pre and posttests increased their knowledge and understandingof ovarian cancer by approximately 62%.

The Initiative works closely with one of its stron-gest collaborators, the WVBCCSP, to plan andimplement community programs. A typical commu-nity program consists of an educational presenta-tion by an ovarian cancer expert and a social com-ponent, such as lunch or dinner, to attract women

45 years of age and older in WV communities. Ova-rian Cancer Initiative staff works closely with re-gional WVBCCSP Cancer Information Specialiststo identify areas of need and interest and to identifycommunity members to volunteer on local planningcommittees. These committees work with Initiativestaff to develop and design the programs. Womenattending the programs report an overwhelminglypositive experience with 98% stating that the pro-grams influenced their decision to schedule a gyne-cologic exam.

With continued funding, the Ovarian Cancer Ini-tiative will work to sustain and expand ovarian can-cer awareness efforts in WV. Over the next few years,the Initiative will continue collaborating with theWVBCCSP to implement the successful commu-nity-driven awareness programs and other outreachstrategies for the 45 years old and over population.The Initiative hopes to develop annual professionaleducation programs to educate women on the vari-ous aspects of ovarian cancer. They also hope to es-tablish a community-based initiatives’ grant programto fund community projects aimed at increasing ova-rian cancer awareness.

New Lab… New ChangesT h e

WVBCCSPstarted the

New Year bycontracting a new

lab, Cytology Ser-vices of Maryland

(CSM), to read allPap tests forWVBCCSP

screening pro-viders. Thischange fol-lows a stringof improve-ments over

the last fewyears tomake the

Program as ef-ficient and effec-

tive as possible. CSMcommits to supplying Pap test (both conven-tional and liquid-based) results as quickly aspossible.

In order for CSM to process specimens with-out delay, CSM provides some helpful tips:

• On the lab request form, be sure to checkoff BCCSP, FAM PLAN, or PRIVATE PTat the top of the page.

• Complete as much patient information aspossible, ensuring that all shaded areas arecomplete and accurate, as required by law.

• Label the specimen with the patient’s namethat corresponds with the lab request form.

• The bottom (yellow) copy of the lab re-quest form should be kept by the clinic forpatient records.

• For billing purposes, if the patient has in-surance, include a photocopy of the frontand back of the patient’s insurance card.

• For Thin-Prep Paps, be sure the vial isclosed tightly and placed inside the seal-able portion of the specimen biohazard bagand place the lab request form in the out-side pocket.

Also, be sure to place as many Pap specimensinto the mailer boxes and as many mailer boxesinto the UPS/FedEx shipping envelopes as pos-sible. UPS and FedEx are CSM’s shippers ofpreference because of their tracking capabilities,and shipping is provided at no cost to providers.Specimens can be sent to CSM via two dayground service. For pick up of specimens, call(800) PICK-UPS for UPS or (800) Go-Fed-Exfor FedEx.

Results for Pap tests are available 7-10 cal-endar days from the day CSM receives thespecimen. HPV results are available within 5-10 additional calendar days from the cytologycompleted date, if reflexed. Reports for histol-ogy are available within 1-2 days from the dateCSM receives the specimen. Hardcopies of re-ports are mailed once the case is complete. Inaddition, CSM offers eReporting which allowsproviders to view reports online via the web,or providers may contact the Client Servicesdepartment for verbal and/or faxed results. Ifproviders need results for multiple patients, faxthe names and dates of birth to the Client Ser-vices department at (301) 206-2595 and resultswill be faxed upon receipt. For additional sup-plies, simply complete a supply order form andfax to (301) 206-2595.

CSM thanks you for your patience during thesuccessful completion of assisting WVBCCSPwith nearly 2,000 Paps from December 2006 thatACS was unable to complete. CSM is confidentthat each provider will see results more quicklyand appreciates the opportunity to service WestVirginia and its patients. You may reach CSM’sClient Services department and Pathologists viatelephone from 6am-6pm, Monday thru Fridayat (877) 549-2642.

Partnering with the Intercultural Cancer CouncilA few years ago the Intercultural Cancer Coun-

cil (ICC) partnered with the Office of Health/HealthResources and Services Administration and createdthe Cultural Competence in Cancer Care: A HealthCare Professional’s Passport to acquaint profes-sionals with various cultures, communicationnorms, and specific behaviors that could facilitateimproved communication between health care pro-fessionals and patients.

Shortly after the release of the publication, rep-resentatives from ICC began discussing the needfor a chapter on Appalachia and approached theAppalachia Community Cancer Network (ACCN)about participating in the project. ACCN is a part-nership of five universities, including West VirginiaUniversity. Stephenie Kennedy, director of educa-

tional and outreach activities for both ACCN andthe WVBCCSP, developed sections of the newchapter. Pamela Brown, Director of Cancer Pre-vention and Control at WVU, stated, “By includ-ing a chapter focused on the people of Appalachia,the ICC is recognizing that health disparities pro-liferate in lower-income white communities.”

The second edition of the Passport was releasedat the end of 2006 and includes a chapter high-lighting the individuality and uniqueness of theAppalachian population. Members of the regionalACCN Community Advisory Committees pro-vided valuable input into this chapter as well asensuring cultural authenticity. To obtain a copy ofthis publication, contact the ICC at (713) 798-4617or visit http://iccnetwork.org.

WVBCC SP PROV IDER PRES S Pa g e 1 0 VOLUME 5 IS SUE 1 Pa g e 3

Benefiting Women—Case Management and theMedicaid Treatment Act

Over the past few years, the WVBCCSP’sCase Management has evolved. Currently,four Program Case Managers work withwomen who have been diagnosed with breastor cervical cancer or certain pre-cancerousconditions. They guide women through theprocess of being diagnosed, applying for aMedicaid card, and receiving and complet-ing treatment.

Women must follow specific guidelines inorder to enroll into the Medicaid TreatmentAct (MTA). Any female resident of WV un-der the age of 65, who does not have cred-ible health insurance (as defined by Medic-aid) and is in need of or receiving activetreatment for an eligible breast or cervicaldiagnosis, is qualified for the West VirginiaMTA.

The Case Managers rely on the WVBCCSPscreening and referral providers to send womento their county Department of Healthand Human Resources (DHHR) office for ad-mittance into the MTA. To complete the pro-cess, the woman must have a CDC Certificateof Diagnosis. She must also complete a Medic-aid application. The provider should send a copyof the Certificate of Diagnosis and a Case Man-agement Referral Form to the WVBCCSP of-fice. The woman should be enrolled inWVBCCSP by a screening provider. On someoccasions, a woman receives her eligible diag-nosis through a provider outside of theWVBCCSP but still qualifies for a Medicaidcard. The woman does not have to meet the fi-nancial eligibility guidelines of the WVBCCSPto qualify for the MTA.

During the Medicaid application process, thewoman must supply proof of identity and resi-dency to the DHHR. Once the woman completesthe proper paperwork, the DHHR issues thewoman a Medicaid card, which covers all nec-essary services. The Case Manager assigned tothe woman’s county of residence will contactthe patient as soon as possible to complete aNeeds Assessment and assure she is receivingtreatment. The woman must keep her Case Man-ager up-to-date on her treating physician andtreatment status. She must also complete annualrenewal paperwork as required by Medicaid.

If providers have any questions about an eligiblediagnosis or the Medicaid Treatment Act, theyshould contact a Case Manager or the WVBCCSPNurse Supervisor, Beth Staats, at 304-558-5388or 1-800-642-8522 (toll free in WV).

Getting to Know the WVBCCSP Staff

Meet CarolynCarolyn Ferrell graduated from West Virginia University with de-

grees in Dental Hygiene and Nursing, and a master’s degree in HealthEducation. Carolyn joined the WVBCCSP as the CIS for Region 3 inmid-March 2007. Prior to working with WVBCCSP, she was employedby Charleston Area Medical Center, the Governor’s Cabinet for Chil-dren and Families, and the West Virginia Poison Center.Likes—Walks, laughter, volunteering for Hospice, the color blue, dai-sies and tulipsDislikes—Lots of noise, fatigue, heat with humidity, junk mail, rudepeople

Meet CallyCally Mervine joined the WVBCCSP as a Cancer Information Spe-

cialist (CIS) for Region 7 in December 2006. She has an associate’sdegree from George Washington University (in Washington, D.C.) inMedical Lab Technique and a bachelor’s degree in Liberal Studies (En-glish depth) from Excelsior College in Albany, NY. Cally is currentlypursuing a master’s degree in Humanities from American Public Uni-versity in Charles Town, WV.Likes—Coffee from all night diners, reading philosophy, cleaning whilelistening to opera, dogs, plants and flowersDislikes—Taking allergy medicine, fast drivers, getting lost with or with-out a map, gray and slushy snow, restricting coffee intake

Meet SamanthaSamantha graduated from WVU with a degree in Journalism in May

2006. After graduation, she interned with the WVBCCSP in Charlestonfor six months before happily accepting the position of Education Coor-dinator in December 2006. Samantha hopes to earn a master’s degree inPublic Administration.Likes—Traveling, severe thunderstorms, Mexican food, exercising, vol-unteering for Special OlympicsDislikes—Eating healthy, bad drivers, rude people, cleaning, spiders andsnakes

Who are the WVBCCSP Case Managers?There are four registered nurses working as WVBCCSP Case Managers. They are assigned byregions. (see map)

Region A: Cathy Chadwell, RN 304-256-6777

Region B: Kyla Nelson, RN 304-558-5388

Region C: Jody Waugh 304-558-5388

Region D: Jan Poling, RN 304-637-5560 ext. 2032

Hancock

Barbour

Berkeley

Boone

Brooke

Clay

Fayette

Gilmer

Grant

Greenbrier

HampshireHarrison

Jackson

Lincoln

Marion

Mason

Mineral

Mingo

Monongalia

Monroe

Morgan

Nicholas

Ohio

Pendleton

Pocahontas

Preston

Putnam

RandolphRoane

Taylor

Tucker

Upshur

Wayne

Webster

Wirt

Wood

Wyoming

Pleas-ants

Dodd-ridge

Cal-houn

Marshall

Sum-mers

Braxton

HardyLewis

Logan

McDowell Mercer

Raleigh

Kanawha

Ritchie

Tyler

Wetzel

Cabell

Jeff-erson

WVDHHR/BPH/OMCFH/PWH/BCCSP/January2007

WV BREAST AND CERVICAL CANCER SCREENING PROGRAMOffice of Maternal, Child and Family HealthCase Manager’s Assignments 2007Nurse Supervisor: Beth Staats, RN

Phone: (304) 558-5388Fax: (304) 558-7164Case Manager Region C

Jody Waugh, RNOMCFH350 Capitol Street, Room 427Charleston, WV 25301-3714Phone: (304) 558-5388Fax: (304) 558-7164

Case Manager Region BKyla Nelson, RNOMCFH350 Capitol Street, Room 427Charleston, WV 25301-3714Phone: (304) 558-5388Fax: (304) 558-7164

Case Manager Region A

Cathy Chadwell, RNPO Box 1967Beaver, WV 25813Phone: (304) 256-6777Fax: (304) 256-6709

Physical Address:Pinecrest Hospital Room D 402105 S Eisenhower DrBeckley, WV 25801

Case Manager Region DJanet Poling, RNRandolph Co. DHHR1027 North Randolph AvenueElkins, WV 26241Phone: (304) 637-5560, ext. 2032Fax: (304) 637-0391

WVBCC SP PROV IDER PRES S Pa g e 2

Christina MullinsWVBCCSP Program

Director

Christina’s Corner:

VOLUME 5 IS SUE 1 Pa g e 1 1

WVBCCSP Data UpdateWVBCCSP data from 1991 through December 31, 2006Number of women enrolled: ........................................................................ 105,973Number of Pap tests provided: ..................................................................... 205,533Number of mammograms provided: ............................................................ 133,292Number of clinical breast exams provided:.................................................. 191,646Number of invasive breast cancers diagnosed:.................................................... 655Number of invasive cervical cancers diagnosed: ................................................ 114

As a child, my father and Iloved to watch a televisionshow called the “A-Team.”On that show, there was agroup of former war heroeswho always made elaborateplans to save the day and cap-ture the villains. Generally,their plans did not go exactly

the way they were originally intended (which wasthe fun of the show), but the leader of this groupwould always say “I love it when a plan comestogether” when they succeeded at the end. As theleader of the West Virginia Breast and CervicalCancer Screening Program, I too love it when aplan comes together.

Last spring, the staff again reminded me of ourneed for a website. We wanted a website thatwould be used by providers, clients, staff, andpartners. We even made a list of things that wewanted to see housed on the website such asforms, manuals, resource lists, and bulletinboards. When we proceeded to the implementa-tion phase of our project, we identified the vil-lain in this story. There was no one available onour staff to actually spend time writing and de-signing the product. The nurses were all busytracking and following abnormal screening anddiagnostic results, the Cancer Information Spe-cialists were helping identify and recruit womenin the field, and the rest of us were preparing for

I would also like to take a moment to for-mally wish April Stannard, Judith Hedrick,Sissy Price, and Melissa Mealy the best in theirnew positions and welcome Cally Mervine(Region 7 CIS), Samantha Haverlock (Educa-tion Coordinator), and Carolyn Ferrell (Region3 CIS) to WVBCCSP.

our regional training events (BCCIPs) and sum-mer meeting schedules.

This situation left us stuck until an ideaemerged. We could hire an intern! This would beinexpensive, short-term, and would benefit thestudent assigned to us. We quickly contacted theGovernor’s Summer Internship Program, and se-lected Samantha Haverlock, a journalism studentfrom WVU. Our intern worked hard all summer.She completed draft after draft of futureWVBCCSP web pages, and as summer came to aclose, the website began to take shape and waslater approved for launch.

Please take a few minutes and check out ourwebsite at www.wvdhhr.org/bccsp. You will findcopies of Program forms, current provider lists,information updates, community resources andmuch more. We plan to keep this site current byupdating it each month. WVBCCSP staff hasbecome users of our website and hope you willtoo. I love it when a plan comes together.

If providers identify women who have ab-normal results and are not getting recom-mended follow-up, those providers mustsend a Case Management Referral Form to

the WVBCCSP Nurse Supervisor. A CaseManager will follow up on all of these refer-rals and encourage the women to keep theirrecommended follow-up appointments.

Provider Resources

Forms

Algorithms

Professional Education/Training Opportunities

Information Updates

CHRISTINA’S CORNER 2

WVBCCSP DATA UPDATE 2

GETTING TO KNOW WVBCCSP STAFF 3

NEW LAB . . . NEW CHANGES 4

WV CANCER PLAN LAUNCH 5

STATEWIDE REFERRAL PROVIDER TRAININGS 6

STATE PROGRAMS: COST EFFECTIVE? 7

CERVICAL HEALTH AWARENESS MONTH 8

OVARIAN CANCER INITIATIVE 9

PARTNERING WITH INTERCULTURALCANCER COUNCIL 9

CASE MANAGEMENT &MEDICAID TREATMENT ACT 10 & 11

P R O V I D E R P R E S SW V B C C S P

V O L U M E 5 I S S U E 1

SPRING 2007

WVBCC SP PROV IDER PRES S Pa g e 1 2

I N S I DE T H I S I S S U E :

Website Benefits Providers and WV Women

Providers and WV women may now access theWest Virginia Breast and Cervical Cancer Screen-ing Program’s (WVBCCSP) website. The site aidsproviders in accessing important Program informa-tion quickly and efficiently, without having to makephone calls or search through manuals.

Providers can access provider directories (updatedmonthly), current forms, information updates, pro-fessional education and training opportunities, andother Program resources. Publications such as thePolicies and Procedures Manual, Provider Pressnewsletters, and Annual Reports may also be down-loaded. Providers who prefer communication overthe phone or through e-mail or simply can’t findanswers they are looking for on the site may obtaincontact information for all staff on the Contact Uspage, including Tracking and Follow-up nurses, CaseManagers, and Cancer Information Specialists lo-cated throughout the state.

The site has proven to be a hit so far. Launchedon November 1, 2006, the website had almost 3,000visits in its first six months of existence. TheWVBCCSP website promises to gain more recog-nition as providers discover the value of its content.Visit www.wvdhhr.org/bccsp and see what it can dofor you!

to you and delays payment for services.

This newsletter is for providers participating in the WVBCCSP.If you would like to contribute information or article ideas forthis newsletter, please contact:

Samantha HaverlockEditor

Education [email protected]

Dee Ann PriceClinical Services Coordinator

[email protected] publication was supported by cooperative agreement un-der US/CU306741 from the Centers for Disease Control andPrevention (CDC).

You’re Worth It . . .

Here is an example of how to findprovider forms on the website.Home

About Us

Patient Information

Provider Information

Additional Information

Request a Brochure

Photo Album

Calendar

Resources

website benefits providers and wv women · 2007-09-27 · kyla nelson, rn omcfh 350 capitol street,...

Documents