PCPCH Site Visits: What to Expect

Oregon Health Authority Patient-Centered Primary Care Home Program Site Visit Team

October 7, 2014

We Want To Hear From You!

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Patient-Centered Primary Care Institute

Online Modules Webinars Website Learning Collaboratives Trainings TA Network

Presenter Introductions

Evan Saulino, MD, PhD Clinical Advisor

Patient-Centered Primary Care Home Program, Oregon Health Authority

Presenter Introductions

Meg Bowen Site Visitor

Patient-Centered Primary Care Home Program, Oregon Health Authority

Presenter Introductions

Chris Carrera, MPA Practice Enhancement Specialist

Patient-Centered Primary Care Home Program, Oregon Health Authority

Learning Objectives

1. To understand the Core Attributes and basic structure of the PCPCH Program.

2. To gain familiarity with the three phases of the site visit process (before, during, and after).

3. To learn about your role in the site visit process.

Core Attributes of the Primary Care Home

• Accessible: “Health Care team, be there when we need you” • Accountable: “Take responsibility for making sure we receive the

best possible healthcare” • Comprehensive: “Provide or help us get the health care

information and services we need” • Continuous: “Be our partner over time in caring for us” • Coordinated: “Help us navigate the health care system to get the

care we need in a safe and timely way” • Patient &family centered: “Recognize

that we are the most important part of the care team and that we are ultimately responsible for our overall health and wellness”

Your PCPCH Team

The Purpose of the PCPCH Site Visit

• Verification – To protect the integrity of the program

• Assessment – To discover innovation and share best practices

• Collaboration – To provide “at the elbow” support

Who’s Coming to our Clinic? PCPCH Site Visit Team

The PCPCH staff is divided into two site visit teams: • Site Visitor (Meg or Heather)

– Reviews and verifies that you are meeting the standards • Practice Enhancement Specialist-PES (Jill or Chris)

– Verifies the functionality of attested PCPCH standards – Assists with technical assistance and/or follow-up after

site visit • Clinical Transformation Consultant

– Provides the clinical perspective of PCPCH transformation work

– Assists with verification and functionality of clinic standards

Step 1: Congratulations, Your Site has been Selected for a Site Visit!

• The clinic will receive a letter via email explaining the visit

• Phone call with the site visit team (30 min) – Help you define the agenda and help plan the day – Describe what we’ll need prior to the visit – Describe what we’ll need on the day of the visit – Determine primary contacts at the clinic

What Will the Visit Look Like?

• Site visit team members will meet with different care providers – Short 45-50 minute interviews

• Chart review – 6-10 charts

• Patient focus group – 6-8 patients would be ideal

• Meet with clinic leadership to kick off and close out the day

• The visit typically starts at 08:15 and we are done by 3:15

Example of a Site Visit Agenda

Before the Site Visit

• Prepare your documentation – Submit to OHA 2-3 weeks in advance – Electronically is the preferred method – All documents in a binder for the day of

the visit • Complete the pre site visit survey (16

questions) – Link through survey monkey

• Recruit patients for a focus group – Average of 4-6 patients in attendance – 45 minutes typically during the lunch

hour

Need to Brush Up on the PCPCH Standards?

• Module on Foundations and each PCPCH Standard – Link to TA Guide and other

resources – May be completed at your own

pace – CME and CE available for

physicians and nurses www.pcpci.org/online-modules

Step 2: The Day of the Site Visit

• What we expect from you: – To breath and smile! – Thorough

documentation – Physical space to meet – Be honest! If you are

burned out just tell us We can’t help you if we don’t know what’s really going on!

• What we are looking for: – How you have met

the standards – How you are

innovating – Patient and staff

success stories

Step 3: So you had a Site Visit, Now What?

• Will be contacted by the PES (Jill or Chris) – Within 7-10 days from the site visit

• Site Visit Report back to clinic – Within four weeks – Implementation Plan for clinic improvement

• if applicable – Sharing of best practices

• Support from OHA – Clinical Transformation Consultant (CTC) – Practice Enhancement Specialist (PES)

Feedback from Corvallis Internal Medicine

Top 10 FAQs about the Site Visit

• Do we have to close the clinic for the day?

• Do we need to recruit patients?

• Do the clinicians REALLY need to be involved?

• Is this an audit? • Is there flexibility with

the visit agenda?

• Do I have to have a site visit?

• Why are we doing this? • If we don’t measure up,

will our tier level drop? • Will we get a report? Who

sees that?

What Questions Do You Have?

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Resources & Thanks!

• Webinar Recording and FAQ posted today • PCPCH program: primarycarehome.oregon.gov

Please complete post-webinar survey