special diabetes program for indians healthy heart project: year 3 meeting 1
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SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
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
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
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
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
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
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
QUALITY ASSURANCE (QA)
“We’re only human...”
Everyone makes errorsQuality Assurance proceduresExpect “good faith effort”CC doesn’t make assumptions
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
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
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
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.
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
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.
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
SPECIAL DIABETES PROGRAM FOR INDIANS
Competitive Grant Program: Year 2 Meeting 3
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
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
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
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.
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
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)
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
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
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
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
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
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.
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
Tips for avoiding common errors on
Scannable Questionnaires
B2, B3, A2, A3, etc.
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
TIP
Have a staff member carefully bubble the NDPID # and Site # on a small number of scannable questionnaires
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
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)
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
Family Questionnaires
Support person filling out family questionnaire must be 18 or older
Participant cannot complete their own family questionnaire
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
Tips for other participant-level forms
R6, I2, I3, SAE, IRF
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
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.
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
I2 Form Tip:
Please only list Case Management Visits, not other types of appointments. Other types of appointments may be mentioned under “Provider Comments”
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
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)
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
ERROR NOTIFICATION LETTERS (ENLs)
CONFIRM – not necessary to list reasons; if not able to confirm, provide correct information
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
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
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
ENLs (Continued)
Respond to ENLs via email to sdpi.cgp.cc@uchsc.edu
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.
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
ENLs (continued)
Respond to the most recent ENL – errors will carry over
ECG always requiredCardiac clearance required only if indicated
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
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
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
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”
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
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
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
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.
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
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
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
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
SPECIAL DIABETES PROGRAM FOR INDIANS
Healthy Heart Project: Year 3 Meeting 1
UPDATE / REVIEW
Q & A
Jeanne Amos
CC HH Data Coordinator
Jeanne.Amos@UCHSC.edu
303.724.0423
Sandra Woodruff
CC HH Project Coordinator
Sandra.Woodruff@UCHSC.edu
303.724.0336
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