shared assessment education

GTA Shared Assessment Education

Shared Assessment Education

GTA Shared Assessment Education22

Training Objectives

By the end of this session, participants will have the materials and processes necessary to:

- Carry out the vision of a single OCAN per person every six months within the Community Mental Health System

- Adjust to a new way of completing assessments in a collaborative way involving consumers and mental health workers in other services.


Agenda• Background, Anticipated Benefits & Challenges• Overview of Roles, Materials and Processes• Determining the OCAN Lead• Privacy and Security Responsibilities• Communications

– To Consumers– To Staff

• Collecting Information– MH Functional Centre Use – Other Information

• Managing Challenging Scenarios


Background

• Your role in this Shared Assessment implementation

• What is Shared Assessment?• Shared Assessment vision• Shared Assessment requirements• Shared Assessment blueprint• Anticipated Benefits and Challenges


Your role in this Shared Assessment Implementation

• Using the materials provided, implement the Shared Assessment process

• Participate fully by keeping track of your successes, challenges, issues

• Be prepared to evaluate your participation and offer suggestions for improvement


Shared Assessment Requirements

AssessmentsIncreased

sharing

Technology

How to Share

Common Consent

Processes

IAR

Shared Assessment

Model / Business Process Mapping

Common Privacy

Framework

Outcome and approach going

forward: Joint

Assessment and IAR

Implementation

Technology

How to Share

Common Consent

Processes


What is Shared Assessment?

• A process that reduces the number of times consumers have to repeat the same information.

• Health Service Providers (HSPs) working together on OCAN assessments to ensure that consumers are not unnecessarily assessed across multiple Community Mental Health (CMH) services.

• The guidelines and processes that support the goal of a single OCAN assessment every six months for each consumer, regardless of how many CMH services they access.


Shared Assessment Vision


Shared Assessment Vision

Single Framework (CDS – OCAN)

Consumer Self Assessment

Staff Assessment

Consumer Information Summary

Mental Health Functional Centre Use

VisionOne assessment and one submission of CDS per consumer

Current SituationMultiple assessments for same consumer


Shared Assessment Blueprint


Benefits of Shared Assessment

• Reduces the number of assessments• Assessment process is consumer-focused• Supports coordination of services between organizations• Improves information sharing through common practices• Increased collaboration resulting in a better working

relationship between organizations• Workers have a common understanding of the

consumers’ needs and goals.


Challenges of Shared Assessment

• Collaborating on a single assessment takes some additional time and energy

• Explaining the process of shared assessment to consumers may take some practice

• Using a new technology like IAR can be challenging at first

• Developing effective methods of communication between HSPs takes effort and may evolve over time


Roles, Materials and Processes


Shared Assessment Roles – OCAN Lead

• Individual responsible for receiving assessment information from other CMH functional centres that provide service to a consumer. The OCAN Lead is also responsible for completing and submitting the OCAN assessment.

• The OCAN Lead is an individual within an organization


Shared Assessment Roles – Contributing Provider

• A Health service provider who provides assessment information of a consumer to the OCAN Lead, but is not responsible for completing and submitting OCAN.


Overview of Materials and Processes

• Materials• Processes

– Determining the OCAN Lead– Communication

• To consumers• To staff

– Privacy and Security – Collecting Information– Sharing information– Addressing Challenging Scenarios


Determining OCAN Lead


Steps to determine OCAN Lead

1. Determine if other service providers are involved

2. Review Lead Criteria with other service providers

3. Propose an OCAN Lead to the consumer


1. Determine if other service providers are involvedSteps:

1. ask the consumer if other services are involved

2. check IAR

If no other service is involved: You are the OCAN lead

If other services are involved: Review OCAN Lead criteria with other service providers


For new and existing consumers

Sequential criteria for workers to determine OCAN Lead:

1. Organization(s) with the fullest OCAN collection (i.e., who completes the type of OCAN with the most information)

2. Services without planned regular contact will not be the OCAN lead where individuals are receiving other services (unless sole service provider)

3. Service provider choosing to be responsible for assessing on the broadest range of needs

2. Review OCAN Lead Criteria with other service providers


3. Propose an OCAN Lead to the Consumer

1. Propose OCAN Lead to consumer• If consumer agrees, proceed to collaborate on a

single OCAN• If consumer does not agree, ask for consumer’s

preference between multiple service providers completing the same type of OCAN, who are able/willing to assume the OCAN Lead role

• Communicate consumer preference to participating service providers


OCAN Lead Checklist

Service 1 Service 2 Service 3

1. Fullest Level of OCAN Full Core+Self Core

Full Core+Self Core

Full Core+Self Core

2. Service has planned regular contact. Yes Yes Yes

3. Service choosing to assess on the broadest range of needs.

Yes Yes Yes

Proposed OCAN Lead. Yes Yes Yes


ClubhousePeer Self-Help

N/A


Full

Core+Self Core

Full Core+Self Core



Yes Yes Yes


OCAN Lead Checklist – more than one service



Support within Housing

Dual Diagnosis

Vocational Employment

1. Fullest Level of OCAN Full

Core+Self Core

Full Core+Self Core

Full Core+Self Core



Yes Yes Yes

Proposed OCAN Lead. Yes? Yes? Yes

Support within Housing and Dual Diagnosis both assess on a broad range of needs and complete Full OCAN. Support within Housing and Dual Diagnosis will decide together who will be OCAN Lead.



Community Mental Health Clinic

ACTTSocial Rehab/Rec

1. Fullest Level of OCAN Full Core+Self

Core

Full Core+Self Core

Full Core+Self Core



Yes Yes Yes




Case management and C&T both assess on a broad range of needs and complete Full OCAN. Case Management and C&T will decide together who will be OCAN Lead.

Case Management

Concurrent Disorder

Counseling & Treatment


Full Core+Self Core

Full Core+Self Core



Yes Yes Yes

Proposed OCAN Lead. Yes? Yes Yes?


How do you propose a Lead?

• It’s all about the conversation!– Between the service providers involved– Between the consumer and service providers

• Together let’s work through some scenarios.

– Who becomes the OCAN Lead?– Who becomes the Contributing Providers?


How do you transfer a Lead?

• It’s all about the conversation!– Between the service providers involved– Between the consumer and service providers

• Together let’s work through a scenario.

– Who becomes the OCAN Lead?– Who become the Contributing Providers?


The Lead and Contributing Providers are determined … now what?

• Privacy and Security• Communications

– To Consumers– To Staff

• Collecting and Sharing Information– MH Functional Centre Use – Other Information

• Managing Challenging Scenarios


I’m the Lead – now what?

• Processes I am responsible for:

– Privacy and Security

– Communicating to Consumers

– Collaborating with other service providers• What? Content: MH Functional Centre Use, etc.• How? Communication Methods

– Inputting and uploading the single OCAN


I’m the Contributing Provider – now what?• Processes I am responsible for:

– Privacy and Security

– Communicating to Consumers

– Collaborating with other service providers• What? Content: MH Functional Centre Use, etc.• How? Communication Methods


Privacy and Security Responsibilities

OCAN Lead Contributing Provider

•Manage Consent as per your privacy policies

•Report Privacy & security incidents and complaints to your Privacy Officer

•Provide consumers with access to assessments upon request as per your privacy policy

•Respond to requests for corrections to assessment(s)

•Responsible for custody and control of the information in the OCAN

•Manage Consent as per your privacy policies

•Responsible for determining and implementing practice for transferring information to OCAN Lead in accordance with your security policies

•Report Privacy & security incidents and complaints to your Privacy Officer

•Refer consumer to OCAN Lead in response to request for access to assessment

•Refer consumer to OCAN Lead in response to request for correction to assessment(s)


Communicating to Consumers• Develop Key Messages for Consumers that

describe:– Purpose of having a single OCAN– Benefits and concerns of sharing– The Process of shared assessment– consent according to your local consent processes

and policies

Brainstorm activity

* Should there be any challenges in developing messaging, flag these as a group.


Collaborating with other Service Providers on an

OCAN?


Topics

• Timeline• Considerations for OCAN Lead• Considerations for Contributing Provider• What is shared? Functional Centre Use and

additional information• How do we share? Communication methods• Brainstorm activity


OCAN Shared Assessment 30-day Timeline

OCAN Lead contacts all contributing

providers (Note: Specify dates)

All input received by contributing

providers

71 3025

OCAN Lead Complete and submit OCAN


OCAN Shared Assessment 30-day Timeline

Considerations for OCAN Lead: – It is the expectation as an OCAN lead that they will contact all

contributing providers in the time prescribed– OCAN lead should specify dates at the time of initial contact

– There is only a 30 day window to complete an OCAN

Considerations for Contributing Provider:

– The expectation is that the Contributing Providers must provide the information to the OCAN Lead in the time prescribed

– Absence of information from contributing providers will not be included in submitted assessment

– Assessment contribution will not be attributed to your HSP


What is shared? Functional Centre Use information

If a consumer already has an OCAN lead in place:

• Contact the lead to identify yourself as a Contributing Provider

– Provide your Functional Centre Use information to lead

– Contribute to single OCAN

If a consumer does not have an OCAN lead in place:

– Complete an OCAN as the OCAN lead

– Include your Functional Centre Use information (as you do now)


**Have the individual who reports MIS develop your cheat sheet!

Core OCAN Elements Cheat Sheet

My Cheat Sheet My Organization LHIN : My LHINMy Organization Name: Sunny Community

CentreMy Organization Number: 1234My Program Name: Sunny Days My Program Number: 6789My Functional Centre Name: Social RecreationMy Functional Centre Number: 715 10 76 81


What is Shared?Additional Information

• What additional information do you share?• Why do you think this information should be

included in the OCAN?• How is it Helpful to the Consumer?


How is Information Shared?Communication Methods

• How do you share the information?• What methods of communication would you use

to exchange information with other services providers?


Brainstorm: What and How

• Think about the questions from the previous slides as you brainstorm:

1. What additional information do you share?

2. How do you share the information?


As a contributing provider, how can I make use of OCAN information?

• I can use it …– In the conversation with the consumer– To inform the service plan– In conversations with other workers (with appropriate

consent)


As a contributing provider, what information do I need to keep locally?

When I review a completed single OCAN, how can I make use of this information?

– Step 1: Review OCAN with consumer– Step 2: Record using one of the following options

• Option 1: Record any changes to case notes or use your HSP specific template for documentation

• Option 2: Enter changed assessment as a ‘review’ OCAN• Option 3: Enter identical assessment as a ‘re-key’ OCAN

Assumptions: • We want to reduce duplication where possible.• There is now no need for contributing provider to have a copy of the assessment for

reporting or viewing purposes.

Recommendation: Follow organizational policy regarding use of existing OCAN in service provision


Review or Rekey? The Contributing Provider’s OCAN

Review • You receive a copy of a

consumer’s OCAN

• You are entering information from OCAN and are making updates to the consumer’s current situation

• The reassessment cycle remains the same

Rekey

• You receive a copy of a consumer’s OCAN

• You are entering information exactly as it appears on the OCAN

• You are rekeying to have an electronic copy of the assessment in your local system

• The reassessment cycle remains the same


Managing Challenging Scenarios


Activity: Managing Challenges

In small groups, brainstorm about how you would manage the following challenging scenarios:

1. You and others disagree on selection of the Lead.

2. A participant is not meeting timeframes for information sharing (Lead and/or Contributor)

3. OCAN Lead not completing OCAN within the 6-month timeframe

4. What if person wants to do self assessment with one agency and they are not the lead?

5. Disagreement on domains (e.g.: no need vs. met need)


Managing Challenges

In Implementing the Shared Assessment model, some challenges may arise:

Steps:1. Attempt to resolve at the worker level.2. In the event of a discrepancy, the Lead is responsible for the

information. E.g. If there is a variation in the need rating, the Lead’s determination appears in the OCAN with the discrepancy documented in comments

3. Follow agency policy/processes around escalation if required

What do you need to do?• Review your organization’s policy• If necessary, who do you escalate to?• What is the procedure for resolution of conflict/ issues with other

organizations?


Shared Assessment Model

Results in multiple

instances of OCAN and CDS

Results in one

instance of OCAN and

CDS

Results in multiple

instances of CDS (highest

aggregate level)

No OCAN Non-HICs

OCAN and Sharing

OCAN and SharingOCAN and

No Sharing

OCAN and Sharing

OCAN andNo Sharing

OCAN and Sharing


Who is involved in Shared Assessment?

• Functional Centres in HSPs that have agreed to participate (Shared Assessment go-live dates to be determined)

• Anyone using IAR with whom you have clients in common and wants to collaborate on assessment (you may have to teach them about it!)

• HSPs that are not using IAR may not participate in this implementation of shared assessment (DSA)


Next Steps

• Train internal staff• Commit to go-live dates for:

– OCAN– IAR– Shared Assessment


Supports

Website: www.ccim.on.ca

Email: [email protected]

Telephone: 1-866-909-5600, Option 4

shared assessment education

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