THE SMALL ORGANIZATION DOING IT ALL

1. THE SMALL ORGANIZATION DOING IT ALL Jennifer Eckert MSW, LCSW, LCADC Program Coordinator CPC Behavioral Healthcare, Red Bank, NJ 732-842-2000 x4238 Jeckert@cpcbhc.org

2. CPC – Project START • CPC Behavioral Healthcare is a non-profit, community mental health agency that provides mental healthcare, addiction recovery, special education and residential services • Project START employs 3 full-time clinical staff & 1 part-time support staff

3. Project START Staff • Jennifer Eckert – Program Director, Evaluator/Data Manager, Clinical Supervisor • Oversees all aspects of SAMHSA grant • Controls data collection & management • Submits all reports • Develops program budget • Schedules all initial assessments & coordinates follow-up’s • Monitor GPRA compliance rates • Certifies GAIN trainer • Provides clinical supervision of all clients

4. Project START Staff cont… • Melissa Edwards - Asst. Data Manager/Clinician • Data collection & tracking • GAIN administrator, initial & follow-up’s • Facilitates MET/CBT 5 counseling sessions • Tricia Colbert - Clinician • Facilitates MET/CBT 5 counseling sessions

5. Referral Process • Where do referrals come from? • School – SAC, Guidance, Athletic Directors • Probation/Juvenile Justice Commission • Physician/Emergency Room • Mental Health Agencies • Inter-agency • Insurance Company • Phone book

6. Referral Process cont… • Formal referrals • Complete “Referral Form” with referral source (appendix 1 & 2) • Contact client and/or guardian to explain program and collect initial contact data • Schedule initial GAIN assessment • Self/Parent initiated referrals • Describe Project START treatment and complete initial screening to determine eligibility • Collect initial contact data • Schedule initial GAIN assessment

7. Beginning Data Collection • During 1st appointment: • Client/Guardian completes – • Client information sheet • Release of information (i.e. parent, referral source, etc.) • Initial GAIN assessment • Client given “Welcome” sheet, “Project START Timeline” & appointment card with first session (appendix 3 & 4)

8. Beginning Data Collection cont… • GAIN administrator: • Reviews completed paperwork & GAIN • GRRS & PFR • Complete weekly billing log • Develops client chart • Therapist Check Sheet (appendix 5)

9. Beginning Data Collection cont… • Data Manager: • Assigns client ID number (700001-700249) • Checks GAIN for validity & accuracy • Inputs data into GPRA & GRL (FUL & TTL) • Completes logs – (appendix 6, 7 & 8) • Client ID # log • Initial paperwork checklist • Follow-up log

10. Continued Data Collection • Locator Form (appendix 9) • Completed during first session with therapist • Reviewed upon discharge & during each follow-up assessment • Birthday cards • Holiday cards • Aftercare group

11. Tracking & Follow-up • Large dry-erase boards in central location • Client first name, last initial & location • Check boxes for GAIN; GPRA; Sessions1-5; additional session; 3, 6 & 12 mo GAIN M-90 • Weekly review – • GRL • Follow-up log

12. Tracking & Follow-up cont… • How to assure good follow-up rates: • Mail a reminder card 7-10 days before next appt • Phone calls – • Reminder call 2 days before appt • Contact referral source one week before client’s next appt asking them to encourage attendance or facilitate meeting • Develop a connection with the client during previous assessments, use humor • Remind them they get paid!

13. How to be included in the “Good Data” updates • Review the GRL weekly to check for completeness & accuracy (those pesky colored boxes are your friend) • Input data daily – don’t let it pile-up • Check validity & “next missing”on every GAIN • Complete GAINEdits within 2 weeks (if you frequently have many edits, ask Chestnut for suggestions) • Stay organized & ask questions!!!!