In care campaign webinar february 23 2012
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In care campaign webinar february 23 2012

in+care CampaignWebinar

February 23, 2012


Ground rules for webinar participation
Ground Rules for Webinar Participation

Actively participate and write your questions into the chat area during the presentation(s)

Do not put us on hold

Mute your line if you are not speaking (press *6, to unmute your line press #6)

Slides and other resources are available on our website at incareCampaign.org

All webinars are being recorded


Agenda
Agenda

  • Welcome & Introductions, 5min

  • Peer Story from New Jersey, 10min

  • December Campaign Data and Improvement Updates Review, 15min

  • Case Management and the Campaign, 25min

  • Q & A Session, 5min


The medical case manager role in the national in care campaign

The Medical Case Manager RoleIn the National in+care Campaign


On site case management
On-Site Case Management

A common Medical Chart, EMR and data storage system

Plus

With

Builds

Medical Provider

Case Manager

Data Manager

Existing collaboration and access to same patient information facilitates effective communication and strategizing. MCMs and Medical providers attend multidisciplinary team meetings. The MCM, CM and medical provider data are all entered into the same database, only one report to the In+care Campaign is needed.


Off-Site Case Management

  • I am a Case Management only program

  • I am excited about this national campaign project

  • Do I have a role in this effort?

  • How do I participate, how do I contribute?

  • Unsure if I have sufficient medical information to respond to the retention indicators

  • Unsure if I have the skill, expertise, or data to measure


Off site case management

Northern New Jersey

Off Site Case Management

Urban, densely populated, Higher HIV incidence, more HIV services available

Case Study Model

  • Stand-alone case management program provides services for patients from 4 RW clinics

  • Medical providers refer for case management

  • Full medical records reside with medical providers

  • All 4 medical providers already participate in the campaign and submit bimonthly data

100% of patients served at CM unit receive care at 1 of 4 HIV clinics

Southern New Jersey

More rural, poor public transportation, smaller HIV programs


Off site case management1
Off-Site Case Management

  • Campaign role for this CM program is critical, but different.

  • Emphasis on strategy development

    • Potential to design more individualized strategies

    • CMs play a critical role…..Patients often disclose information to the CM that they do NOT share with the provider. CMs in a unique position to think about strategies.

  • De-emphasize data and reporting

  • Providers who provide the medical care to these patients will be measuring the change, they will see the impact of the CM interventions in their reports from their databases.


Moving forward how can we make this happen
Moving ForwardHow can we make this happen?

Add in the in+Care Campaign Champion!

  • Can help to establish more collaborative relationships

  • Can help to establish better 2-way communication

    • Some communication between medical and case management clinics occurs, but not sufficient to provide each with the info they really need

  • Can provide guidance, encouragement, support….Get it started!

Case Management Program

In+Care Campaign Champion

RW Medical Provider

RW Medical Provider

RW Medical Provider

RW Medical Provider

In+Care Campaign Coach

National Database


Thank you for listening
Thank you for listening!

The contents of these slides are currently just a vision of the NJ in+care Campaign Coach and not necessarily endorsed by the National Quality Center.

My name is Jane Caruso and I approved this message!

[email protected]




97%

(as of February 21, 2012)


100%

100%

(as of February 21, 2012)



In care campaign national data snapshot
in+care Campaign National Data Snapshot


Improvement update submission review
Improvement Update Submission Review

  • New Interventions (not previously mentioned)

    • Weekly retention mtgs. in multidisciplinary team

    • Survey hospital records for new admissions / ER visits

    • Certified discharge letters to pts. who don’t ans. calls and chronically no-show

    • CAB input on retention strategies and reminder call freq./timing

    • Creation of an ‘almost’ lost to care report for intensive outreach

    • Use of pharmacy pick up lists to see who is not picking up ARVs

    • Public transportation tokens/cards distributed based on need

    • Improved data integrity maintenance for use in performance measurement review

    • Maintain case mgr. relationship through transition from pediatric to adult care

    • Join CAB for agencies operating in same community

    • Standardized welcome program for newly diagnosed adolescents (Show & Tell)

    • Training consumers to provide Rapid-Rapid Testing


Improvement update submission review1
Improvement Update Submission Review

(not previously mentioned)

B) Barriers

  • Charity care documentation

  • Long ADAP wait list

  • Transitional housing makes patient outreach difficult

  • Eligibility (re)determination – lack of necessary paperwork

  • HIPAA concerns

  • EMR customization for retention

  • De-siloization of services

  • Huge case mgmt. case loads

  • Transitioning from peds to adult care, lack of training for adult providers

  • Low health-seeking behavior by youngsters

  • Stigma

  • Medication side-effects

  • Clients “shopping” for care

  • Client misunderstanding funding for treatment vs housing


Improvement update submission review2
Improvement Update Submission Review

(not previously mentioned)

C) Lessons Learned

  • Navigating through changing managed care landscape

  • Calling day before appt. is high touch and increases retention

  • Medical provider outreach is often more successful than case mgr. outreach

  • Newly diagnosed people have fears that need to be managed before they can interact productively with the care team

  • Proactive review of patient appt-keeping behavior to keep ahead of the game

  • Patient orientation to clinic alleviates fears

  • Open access scheduling

  • Peer to peer counseling at diagnosis helps link people to care immediately

  • Patients trust their case managers and med providers – trust in that trust

  • Less red tape when senior leadership is involved in retention dialogue

  • Exit interviews with patients after appt. ends to make sure they understood


Improvement update submission review3
Improvement Update Submission Review

D) Training/Assistance Needs

  • Comparison analysis of managed care impact by state

  • CAREWare training

  • Staff QI training, including tools for creation of work plan

  • Staff satisfaction assessment tools and training

  • Information on how to analyze appt reminder system efficacy

(not previously mentioned)


Faces children s hospital ryan white part d program

Claudia Medina, MD, MHA, MPH

Assisting Director/Quality Manager

FACES – CHILDREN’S HOSPITALRyan White Part D Program


Nurse Medical Case Manager

Social Medical Case Manager

Community Based Medical Case Management ModelRyan White Part D Children’s Hospital – FACES ProgramNew Orleans,


Intent of medical case management

  • Coordinate ALL medically – related care and services.

  • Diminish barriers to care

  • Facilitate receipt of medical, social and supportive services to maintain optimal health.

    DEFINITION

    MCM is a range of client-centered services that link clients with health care, psychosocial, and other services. The coordination and follow-up of medical treatments are KEY components.

    MCM include the provision of treatment adherence counseling to ensure readiness for, and adherence to, complex HIV/AIDS treatments.

Intent of Medical Case Management


Key activities of mcm

  • Initial Assessment (Medical, Psychosocial, Literacy, etc)

  • Development of Comprehensive, individualized care plan.

  • Coordination of service with a multidisciplinary medical team and community partners.

  • Patient (client) monitoring

  • Interdisciplinary conferencing to assess the efficacy of the plan.

  • Periodic re-evaluation and adaptation of the plan.

  • Client advocacy.

  • Client education on disease management.

  • Follow-up on medication adherence.

  • Review of utilization of services.

Key Activities of MCM


Rationale behind the model
Rationale Behind the Model

Interpretation of labs, pill box re-fill, adherence education, disease management, linkage, etc.


Tracking retention under mcm

Tracking retention under MCM


Since billing is done on a monthly basis, when we find out about the medical appointment a month after, and we can’t add as a service, therefore we add it under screening.


Already tracked now what
Already tracked now what? about the medical appointment a month after, and we can’t add as a service, therefore we add it under screening.


Denominator about the medical appointment a month after, and we can’t add as a service, therefore we add it under screening.

Numerator

Numerator

Custom Service Field

Service Category


Activities to assure In-Care about the medical appointment a month after, and we can’t add as a service, therefore we add it under screening.

  • Intake Process:

  • Each client that is referred to the FACES program has to complete an “Intake Process” to be able to be assigned a MCM to become enrolled in the program.

  • This process is performed by a multidisciplinary group of professionals:

    • An Intake Specialist:

      • who is in charge of assuring “client’s” eligibility through confirmation of income, diagnoses, and residency. (Clients need to live in the EMA) in order to be eligible.

      • Also they evaluate the housing situation and any psychosocial immediate needs.

    • A Mental Health Specialist:

      • The MH specialist performs the MH assessment and the substance abuse assessment.

    • A Nurse Case Manager:

      • The nurse conducts the medical assessment.

  • Once the assessment (INTAKE) process is completed an Acuity Scale is filled out by each of the specialists.


Activities to assure In-Care about the medical appointment a month after, and we can’t add as a service, therefore we add it under screening.

  • Intake / Partnership Agreement:

  • All “clients” that are enrolled into the program have to sign a “Partnership Agreement”. This agreement is a document that explains the partnership relation between the MCM and the client, including rights and responsibilities.

  • MDI Assignment

  • The cases are presented weekly at the Multidisciplinary Intake Meeting, where each interviewer presents the client and through a discussion and analysis the case is assigned to the MCM or the Non-Medical Case Manager based on the client’s needs and Acuity Scale.

  • Primary Care Tracking

  • Regardless of the level of case management (MCM/nMCM) FACES tracks medical HIV appointments for ALL of the clients.


Activities to assure In-Care about the medical appointment a month after, and we can’t add as a service, therefore we add it under screening.

  • Service Plans:

  • The Service Plan includes Goals, Objectives, Client’s action steps, MCM’s action steps.

  • It is reviewed every three months to assure achievements.

  • Treatment Adherence Rate

  • Any client taking medication will be assessed for medication adherence rate. If needed the MCM will work with clients filling pill boxes, creating schedule charts, assuring that environment is suitable for medication intake, discussing with providers barriers and secondary effects.

  • Assisting Client during Medical Appointment:

  • The MCM will attend at least once and when needed to the medical appointment with the client. This helps not only create a relationship with the medical provider, but also helps form the MCM to become advocates for their “clients”.

  • After this relation has been established many times the medical provider will directly call the MCM to help them intervene with the patients.


Activities to assure In-Care about the medical appointment a month after, and we can’t add as a service, therefore we add it under screening.

  • Performance Data Management

  • Each MCM is responsible for tracking the performance measures for each of their clients.

  • CAREWare allows case managers to track performance measures by individual and as a case load.

  • Once the MCM identifies that a client has fallen out of the PM they will immediately react proactively and work with the client and address, barriers to assure retention.

  • FACES has a bi-monthly QM meeting where PM measures are analyzed and compared with previous months. During this meeting a list of clients that are falling out is given to each responsible MCM for follow-up.

  • The Performance Measurement activity is also described in each MCM job description and it’s part of their performance evaluation.


Supporting the in care campaign

  • Tracking Retention from the MCM perspective: about the medical appointment a month after, and we can’t add as a service, therefore we add it under screening.

    • Each MCM knows exactly how many of their patients are in care and which ones are following out of care.

    • When a MCM does not hear or have contact with a “client” during the past 30 days and can’t be reach, the case is referred to Case Finding.

    • A outreach specialist receives the referral and initiates the search through:

      • Phone calls

      • Home Visits

      • Clinic Visits

    • The case finding outreach worker has 30 days to respond to the referral.

    • The outcomes could be:

      • Lost to follow-up

      • Not interested in Service

      • Linked back

Supporting the In Care Campaign


Other activities include
Other Activities Include about the medical appointment a month after, and we can’t add as a service, therefore we add it under screening.

  • Informing clients about resources such as “Med Action Plan” .

  • medication and medical appointments through phone messages.

  • Involving “clients” in their own care.

  • Support and Peer groups.

  • Transportation Assistance.

  • Educational conference, lunch and meeting with clients.

  • Employees participation in quality activities.


Mcm incare campaign

  • We decided that if we reported our numbers to the campaign, we will be duplicating the data of our local providers.

  • Decided not to report.

  • We track the Retention in Care of patients enrolled in MCM

  • We participate in the in+care Campaign Local Retention Group

  • As grantee we encourage our Primary Care Providers to participate and we help them to track their patients.

  • Locally, it will be ideal to track NOT only patients that are in-care; but also of those patients in-care, how many are working with MCM.

  • REMEMBER the MCM’s primary PURPOSE is the LINKAGE to and RETENTION in CARE.

MCM & InCare Campaign


Medical case management
MEDICAL CASE MANAGEMENT we will be duplicating the data of our local providers.

There is only ONE target! QUALITY OF CARE

There are MANY ways to go but ………..

Just be SMART with your GOALS:

S: Specific

M: Measurable

A: Attainable

R: Realistic

T: Timely


Time for Questions and Answers we will be duplicating the data of our local providers.


Announcements
Announcements we will be duplicating the data of our local providers.

  • New CAREWare build is available for all 4 Campaign Measures – go to www.incarecampaign.org

  • Visit www.nationalqualitycenter.org to learn more about NQC Awards Program or to apply

    • Award for Performance Measurement

    • Award for Quality Improvement Activities

    • Award for Quality Management Infrastructure Development

    • Award for Leadership in Quality

    • Award for Consumer Involvement in Quality


Next Steps we will be duplicating the data of our local providers.

  • Office Hours: Every Monday and Wednesday, 4-5pm ET

  • Improvement Update Submission Deadline: March 15, 2012

  • Data Submission Deadline: April 2, 2012

  • Meet the Author, Dr. Michael Mugavero: March 15, 2012 at 12:00pm ET

  • Webinar on Incarceration: Dr. Brian MontagueMarch 14, 2012 at 3:00pm ET


Campaign Headquarters: we will be duplicating the data of our local providers. National Quality Center (NQC)90 Church Street, 13th floor

New York, NY 10007Phone 212-417-4730

[email protected]

youtube.com/incareCampaign


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