Performing Provider System (PPS) Workforce Survey

Presented by: Robert Martiniano, DrPH, MPA, Senior Program Manager Center for Health Workforce Studies Karen Meador, MD, MBA Managing Director and Senior Physician Executive BDO Center for Healthcare Excellence & Innovation

February 3, 2016

Why Your Organization Has Been Asked to Complete a Survey

• Your organization has been identified as being affiliated with one or more of the Performing Provider System (PPS) networks indicated below:

2

Overview and Importance of PPS Workforce Survey

• NY DSRIP is a reinvestment of Medicaid funds into programs designed to restructure health care delivery to provide higher quality, more efficient care, and to compensate providers for value rather than volume of care.

• All organizations providing or supporting care in affiliation with NY

DSRIP are required by the NY Department of Health to complete the workforce survey.

• Survey information is essential to completing workforce related

DSRIP deliverables that are directly tied to achievement values and program funding.

• Further, completion of the Workforce Survey by individual organizations will work to ensure that the PPS’s DSRIP goals align with the workforce needs of the organizations.

3

• Anti-trust provisions will be followed. All record-level compensation and benefits data are confidential. Any compensation and benefits data provided will be reported only in the aggregate and will not identify a specific organization.

• Compensation and benefits data will not be reported when there

are less than five respondents in a category or when one organization represents more than 25% of the aggregated number. All compensation and benefits data reported will be at least 90 days old.

• Survey completion deadline: February 19, 2016.

4

Key Points Regarding the PPS Workforce Survey

• Based at the School of Public Health at the University at Albany, SUNY.

• Not-for-profit research organization. • Committed to collecting and analyzing data to understand

workforce dynamics and trends. • Mission: To provide timely, accurate data and conduct policy-

relevant research about the health workforce.

• CHWS staff are heavily engaged in the NY DSRIP program, supporting multiple PPSs on various workforce data collection and on workforce transformation.

5

The Center for Health Workforce Studies

6

• BDO unites recognized industry thought leaders to provide sustainable solutions across the full spectrum of healthcare challenges.

• Leveraging deep healthcare experience in clinical, financial, data analytics and regulatory disciplines, BDO delivers research-based insights, innovative approaches and value-driven services to help guide efficient healthcare transformation to improve the quality and lower the cost of care.

• BDO staff are heavily engaged in the NY DSRIP program, supporting multiple PPSs on various initiatives aimed at healthcare transformation. For more information please visit www.bdo.com/healthcare.

BDO Center for Healthcare Excellence & Innovation

7

• CHWS is administering the PPS Workforce Survey

• Components of the survey include:

o Current staffing

– Used in completing gap analysis.

o Compensation and benefits

– A requirement of the DSRIP program that will be collected through this survey and in future years (DY3 and DY5).

– This information is required to help ascertain the impact of DSRIP implementation on the workforce related to actual numbers and salary.

DSRIP Performing Provider System (PPS) Workforce Survey

8

CHWS • Provide general technical

assistance for survey

• Maintain website that includes resources for survey completion

• Collect current workforce and

compensation and benefits data

• Develop standardized

reporting for data

BDO • Serve as direct point of contact

to PPS Leads

• Assist PPS Leads with DSRIP Workforce strategy and the completion of deliverables

• Collaborate with CHWS to design and distribute survey

• Analyze survey results to develop an understanding of the PPS’s current workforce state

DSRIP Team Roles

• Primary contacts have been identified by the PPSs and have received an email requesting completion of the DSRIP PPS Workforce Survey.

• The email provides a hyperlink to CHWS’s website which hosts

the following documents: o PPS Workforce Survey in the form of a fillable PDF

– File that can be downloaded onto a computer and completed using Adobe Acrobat Reader DC

o Survey completion instructions o Job title descriptions o Frequently asked questions (FAQs) o Link to website page on DSRIP o CHWS’s contact information

9

Initial Email: Contents

• The data provided should be as of December 31st, 2015. • Purpose: To assess each PPS’s current workforce state which will

assist with; o Performing a detailed gap analysis between the current

workforce state and projected future state. o Creating a workforce transition roadmap for achieving

defined target workforce state. o Performing compensation and benefits analysis covering

impacts for both retrained and redeployed staff as well as new hires.

10

Data Collection

Saving Survey File

• Save the survey PDF to a hard drive and rename the file.

• The name of the file should include:

o Organization Name

o Location

– Address, that is used to complete Section I of the survey.

o Facility Type

• Examples:

o NYFoundlingHospital_180LivingstonSt_Article31

o CommunityAccess_551WarrenSt_Article32

o BethAbrahamHealthServices_612AllertonAve_HomeCareAgency

o CalvaryHospital_1740EastchesterRd_HospitalInpatient

11

Location, Facility Type & Boroughs What is the difference?

• Location o A location is considered the site of services. Multiple sites of

the same facility type within a borough can be aggregated into one survey.

• Facility Type o What title your organizations falls under. o Example: Article 16 Clinics (OPWDD)

• Borough

o The area in which your organization provides services or resides.

o Example: Queens

12

Different Facility Types/Boroughs

• Complete one survey for each facility type and each borough. • If your organization provides services across multiple NYC

boroughs or outside of the five boroughs, with the exception of Staten Island, then your organization will need to complete a separate survey for each borough.

13

Same Facility Type/Borough

• If a provider organization has multiple sites/locations with multiple NPI numbers across ONE borough, but they are the same FACILITY TYPE, they can fill out one survey for all locations within the borough and all employees will be assigned to the PPSs operating within that borough.

• Organizations may also fill out a survey for each site and

BDO/CHWS will aggregate the data.

14

Section I: Facility/Agent/Practice

• Facility Type: Select the type most appropriate to your site. • Organizational NPI: If you do not have an organizational NPI

number, leave the cell blank.

15

Section I: Survey Fields

• PPS Networks: Select all PPSs that your organization/facility is affiliated with.

• Full-Time Hours: If hours are the same for all employees, check ‘Yes’ in Section I, then type in the number of hours in the freeform box. If hours vary by title, check ‘No’ in Section I, then indicate the average hours worked per title in the appropriate rows in Section II.

• Fringe Benefit Rate (%): If rate is the same for all employees, check ‘Yes’ in Section

I, then type in the rate in the freeform box. If rate varies by title, check ‘No’ in Section I, then indicate the average rate per title in the appropriate rows in Section II.

16

• Job descriptions have been provided in the initial survey email and posted on the CHWS DSRIP webpage for reference.

• “Other” fields should be used

for titles held by current employees that are not included in the job titles listed.

17

Section II: Job Titles

Section II: Job Titles

http://chws.albany.edu

18

• Check the boxes next to each job title that applies to your organization/facility.

• After checking the box(es), complete the fields in their entirety.

Section II: Physician Allocation Issues

• Acute care facilities/hospitals and/or skilled nursing facilities (SNFs) providing data for physicians should only include employed physicians (physicians on payroll) and contracted physicians.

• Please exclude voluntary or attending physicians (medical staff physicians who have privileges to provide care but do not receive direct compensation from the hospital or other facility should not be included as they would be included by the organization that provides their compensation).

• If you need assistance in documented contracted physicians, please contact CHWS at chws.dsrip@albany.edu.

19

Section II: Requested Information

• Number(b)( Individuals Employed, #): The number of staff in each title, excluding positions filled by agency or temporary staff; headcount.

• FTEs(C) (Full Placement (> = 95% comp.), #):The number of full-time

equivalents (FTEs) in each title, excluding positions filled with agency or temporary staff.

• Number of Vacancies(d) (Vacancies/Intend to Fill,#):The number of

budgeted positions that are both vacant and that are actively being recruiting for. Please indicate the number in terms of FTEs.

20

Section II: Requested Information

• Full-Time Hours(e): Please indicate what is considered full-time hours for the individual titles, if different than the organization/facility hours.

• Average Hourly Salary(f) (Average cash compensation rate, $): The

average hourly wage for each title. If wages are not recorded by hour or year, please convert them into an hourly wage rate. Wages should include base rate, cost-of-living allowance, and longevity pay. Please exclude bonuses, reimbursements, allowances, shift differential, overtime pay, uniform allowance, or on-call pay.

21

Section II: Requested Information

• Fringe Benefit Rate(g) (%) (Benefits, as a percentage of compensation): The average fringe benefit rate for the individual titles, if different than the facility rate.

• CBA(h) (CBA Status): Indicate, ‘Yes’ or ‘No’, if this title in this location is covered by a collective bargaining agreement (CBA). If all or part of your staff is covered by a CBA, please indicate “Yes”.

• The last three columns cover temp and agency staff that are filling jobs for an extended period of time which is explained further on the next slide.

22

Section II: Requested Information

• Columns ‘i’, ‘j’ and ‘k’ are to be completed for organizations that have agency or temporary staff that are filling positions for an extended period of time.

• For the purposes of data collection, “an extended period of time”

is defined as being part of your organization’s workforce for the past 6 months of 2015 (July 2015 – December 2015).

23

Section II: Requested Information

• Experience o Select the minimum years of experience required for an

employee holding this title or a related role.

• Degree o Select the minimum degree required for an employee holding

this title.

24

Section III: Requested Information

25

• Section III is intended for PPS organizations that choose to complete one survey for multiple facility locations to include the addresses for those locations in the survey.

Survey Submission

• Survey due date

o No later than February 19, 2016

• Submitting the survey

o Via email: chws.dsrip@albany.edu, or

o Via submission button included on the last page of the survey

• Do not send the completed survey to your PPS

26

Contact Information

The Center for Health Workforce Studies

http://chws.albany.edu chws.dsrip@albany.edu

http://chws.albany.edu/dsrip-workforce-survey/. (518) 402-0250

27

28

Live Q&A Session