Using data for planning and funding Hutt Valley DHB

NGO Information development workshop

Michelle van der RaaijService Analyst

Planning & FundingMay 2012

We got into this

to help people

Our purpose

Are we really helping people?

How do we know we are doing a good job?

The big questions

The big questionsHow do we know we

are doing a good job?

Are we really helping people?

Planning: have we got the right services to meet people’s needs?

Funding:

Have we got the best

out of o

ur

resources? Management:

Is all

our effort

making a

difference?

The data helps us answer the big questions

Planning FundingContract monitoringService managementService quality

Using data – a journey with our providers Started collecting client NHI level data in 2008 Excel spreadsheet templates Tailoring the data to the kind of service e.g. day

service, work rehab, community support, residential Feeding back the data:

regular contract meetings with Providers Discussion about the story behind the numbers Supporting service improvement and

development

What data do we collect?

Excel spreadsheet templates NHI (or unique identifier) Contacts Contact hours Beddays used Work hours Attendances at group sessions “Drop-ins” Outcomes

What data do we collect?Day service template

MHCS16C

ATTENDANCES at house programme and drop-in centreTotal YTD Jul-09 Aug-09 Sep-09 Oct-09 Nov-09 Dec-09

Total unique individuals 107 126 129 132 110 104 132Total General attendances at

facility 4378 709 720 873 628 705 743Total Attendances at

programmes 1417 232 200 278 183 219 305

Total days facility was

open

Total programme

sessions provided

21 37

Client NHI Ethnicity Date of birthAge as at 1/07/09

General attendance at

facilityAttendances at programmes

General attendance at

facilityAttendances at programmes

NHI UNKNOWN o 2 5AAA1234 o 6/11/1965 43 2 0

BBB5678 o 18/08/1954 54 24 4 5

Activity-Based Rehabilitation Service/Day Activity & Living Skills

Jul-09

Total Attendances YTDClient Information Jul-09

What data do we collect?Tailoring report for use of management

Automatically calculated - please check cell references

Day activity centre

volunteeringCommunity

volunteeringContracts/T

emping Paid part-time work

Paid full-time work Grand Total 0

number of clients 21 15 10 9 2 43 0Staff activity (Multiple Items)Excludes hours with staff activity of coordination and promotionMonth of service 6 Select the number of the month (e.g. 7 = July) ALL = YTD

Sum of Activity time (hours & mins)Work placement

NHI

Day activity centre

volunteeringCommunity volunteering

Contracts/Temping

Paid part-time work

Paid full-time work

Grand Total

AAA1234 12.50 12.50

Current progress of clients

Using the data for Planning

Mapping services How many people are using

services? Where are the gaps?

Hutt Valley DHB Mental Health Basic Service MapPr

imar

ySe

cond

ary-

Loca

lSe

cond

ary-

SubR

egio

nal

Tert

iary

-Reg

iona

l Spe

cial

ist

Infant/ Child Youth Adult Older People

(NGO)

Parent Education

(eg Incredible

Years)

(DHB)

Primary MH (PHO, NGO)

Youth One Stop Shop (eg Vibe NGO)

Opioid Substitution (PHO)

Infant, Adolescent and Youth Community Services (including Maori & Pacific) (DHB)

Adult Community (including Maori/ Pacific) (DHB) Older Persons Community (DHB in AT&R)

Dementia/ Psychogeriatrics

(NGO/ DHBHealth of Older People services)

Crisis Assessment & Treatment (DHB)Phone Line (triage and support, peer support) (NGO)Inpatient (Acute/ ICU & Acute Day Service ) (DHB)

Respite (Planned and Crisis) (DHB & NGO)Day Service (NGO)

Employment Support (NGO)Peer Support/ Advocacy (NGO)

Residential (NGO)

Community Support (including flexible support- NGO)

Rangatahi Youth Services (DHB)

Intensive Clinical Support (DHB)

Early Intervention Service (DHB)

Rangatahi – Inpatient (DHB)

Refugee and Migrant (NGO)

Eating Disorders Service (DHB)

Regional Speciality Services:Maternal MH

Specialist Psychotherapy/Personality Disorder

Dual Diagnosis Addictions/ MHDual Diagnosis MH/ Intellectual Disability

(DHB)

Regional Rehabilitation (DHB)

Opioid Substitution (DHB)

Medical Detoxification (DHB)

Forensic – Community (Courts/ Prisons)Forensic residential (DHB)

Forensic Step-Down Residential (NGO)

MH Longterm care for older persons

Manor Park(NGO)

Refugee and Migrant (NGO)

Add

iction

s Co

mm

unity,

Day

Pro

gram

mes

and

Res

iden

tial

Reh

ab (D

HB &

NGO

)

Inpatient (Acute/ ICU & Acute Day Service ) (DHB)

Regional Management

based in HVDHB

Managed by CCDHB

Managed and provided by

HVDHB

Managed and

provided by CCDHB

Key

AO

D A

ddic

tion

s Co

mm

unity,

Day

Pro

gram

mes

and

Res

iden

tial

Reh

ab (N

GO)

Produced November 2011HVDHB P&F MH

Michelle Van Der Raaij, Simon Phillips, Anne Bateman

Multisystemic therapy (NGO)

Child & Youth Maori Child & Youth Pacific Child & Youth Youth Adult Maori Adult Pacific Adult Older Adult

Local communityDay service

Peer support & Advocacy

Work rehab

Community support

Planned respite

Residential

subregional communityCommunity support

Planned respite

Residential

AOD

AOD residential

Regional communityAOD

AOD residential

Local SpecialistAOD

Community MH

consult/ liaison

day service

crisis

inpatient

Regional Specialist Eating disorder service

9

Q-nique

192 Care NZQ-nique

55 60 MH SolutionsRichmondNZ

126200 Te Paepae Arahi

Te Paepae Arahi

28Vakaola

Te Waireka

394 Take 5, MASH,Friends who care

25 Vakaola

210 Oasis

827 Q-niqueRichmondNZ

28Te Paepae Arahi

134 Valley TransitionzEarthlink

18 Q-nique

Q-nique

53

43Nova, Odyssey,The Salvation Army

265The Salvation Army

27RichmondNZ

20 278

240

1734

1443

193

120

776

319

3 Manor Park

HVDHB

HVDHB

HVDHB

HVDHB

HVDHB

HVDHB

HVDHB

HVDHB

333 266 200HVDHB

HVDHB

3

49

Q-nique

HVDHB

HVDHB beds

data to be obtained

HVDHB

59 HVDHB community

using local NGO services ONLY = 989

people

Using HVDHB Provider Arm ONLY = 2,871 people

HV people using local NGO services = 1,560 people

HV people using HVDHB MH&A services = 3,456 people

using Provider Arm and local

NGO services = 569 people

Hutt Valley people using specialist Mental Health services in 2009/10 contracted by Hutt Valley DHB:

5,116 people (4% of total population)

HV people using CCDHB Provider

Arm services ONLY = 452

HV people using regional NGO

addiction services ONLY = 217

Using the data for Funding Are the resources being used fully? Are we getting value for money? Could more people be seen? Are all the hours/beds available

being used? Are people getting a good service?

Using the data: setting targets

What have we contracted for? What is the service model? FTE = 30 contact hours for 52 weeks or

adjust to service model Available beds – what is the target

occupancy? Length of stay in service - beds

Using the data:Data quality improvement +

Service management =more people receive service

Youth Community Support work: Clients seen and contact hours vs target

0

50

100

150

200

250

300

Jul-08

Oct-

08

Jan-0

9

Apr-

09

Jul-09

Oct-

09

Jan-1

0

Apr-

10

Jul-10

Oct-

10

Jan-1

1

Apr-

11

Jul-11

Oct-

11

Jan-1

2

co

nta

ct

ho

urs

0

5

10

15

20

25

30

35

un

iqu

e c

lien

ts s

een

Actual contact hours Total Avail hrs (30h/52w) Clients seen

Using the data: Adjusting funding to match what is being

deliveredAdult Community Support work: Total contact hours (Direct & indirect)

0

100

200

300

400

500

600

700

800

900

Jul-08

Sep-0

8

Nov-0

8

Jan-0

9

Mar-

09

May-0

9

Jul-09

Sep-0

9

Nov-0

9

Jan-1

0

Mar-

10

May-1

0

Jul-10

Sep-1

0

Nov-1

0

Jan-1

1

Mar-

11

May-1

1

Jul-11

Sep-1

1

Nov-1

1

Jan-1

2

Mar-

12

CCDHB CCDHB Available hours (30hx52w) HVDHB HVDHB Available hours (30hx52w)

Using the data: benchmarking outcomes

Outcomes for AOD Youth FY 2011/12 YTD

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Percent of cases

completing treatment

Percent of youth living at

home

Percent of youth in

school/ working

Percent of youth with no

new arrests

Outcomes measures

% o

f to

tal people

who c

om

ple

ted

treat

ment

in p

eri

od

Target Team South Team East Team North

Using the data: For regional planning

ProviderNo. beds

used % occupancyNo.

clientsALOS (mths)

Provider A 10.4 91% 28 4.8

Provider B 3.9 49% 7 12.3Provider S 17.8 74% 132 1.8Provider T 5.1 40% 25 1.2Provider H 6.2 52% 42 1.2Total 43.5 64% 234

2011/12 YTD Jul 11 - Mar 12 AOD residential

Using the data: meeting population need

Ethnicity of Central Region AOD Residential Service Users vs Target population with 12 month prevalence of substance use disorder

(TRH 2006) 2011/12 YTD

0%

10%

20%

30%

40%

50%

60%

70%

Maori Pacific Other

Target Service users

Future plans – using the data Move to PRIMHD as the main data source Continue to support providers to use the data Continue to use data to inform planning &

funding Use data to recognise better service

performance Support development of outcome measures

to inform service quality improvement