Practice Transformation PIC 5/13/16 Anne Bosco, Sherry Buglione, - PDF document

Practice Transformation PIC 5/13/16 Anne Bosco, Sherry Buglione, Christine Close, Joan Dadey, Dianne DiMeo, Deborah Donahue, Kim Dynka, Amy Ferguson Victor, Thomas Filiak, D. Anthony Gray, Denise Hummer, Daphene Johnson, Stevie Kiggins, Andrew Long, Stephen Magovney, Tracy Matt, Mary McGuirl, Maureen Attendees Mosack, Robert Pompo, Barry Ryle, Melissa Stotts, Nicole Suissa, Lynn Vaccaro, Lisa Volo, Cassie Winter CNYCC: Karen Joncas, Shana Rowan, Kelly Lane, Tammy VanEpps, Peter Nolan, Kate Weidman Introductions: Karen Joncas, Project Manager karen.joncas@cnycares.org/315-703-2981 Peter Nolan, HIT Project Manager peter.nolan@cnycares.org/315-703-2976 Slideshow Learning Objectives: Transformation Roadmap, Process and Timeline; Recap of Project Charter and Project Team; Transformation Support; PCMH Assessment and DSRIP Tracker Tool; Introduction of Practice Transformation Draft Planning Template for partner review and feedback; Hot Topic: Policies and Procedures. Slide: Transformation Process Roadmap (graphic) Slide: Transformation Roadmap Discussion Slide: Transformation Roadmap: Develop plans and strategies Slide: Transformation Roadmap: Implement strategies and prepare for NCQA submission Slide: Transformation Timeline - Project charter must include timeline - Renewal apps must be submitted by 3/31/17; corporate survey tools must be submitted by 3/31/17. All multi-site and single site practices must be submitted by 9/30/17. - Stay tuned for any updates to NCQA retirement schedule - Change must be fully implemented at least 3 months before survey submission Slide: Project Charter Components Slide: Project Team Transformation Support

Discussion - Transformation Support: CNYCC on-site assessment- Once project charter and project team is established, Karen will come on site to do baseline assessment. Call for an appointment. (continued) - Transformation Support: CNYCC - Stay Informed (become CNYCC member, attend PIC meetings) Slide: Transformation Support-NCQA PCMH Live Q&A Webinar Karen has included the NCQA Customer Training schedule in this presentation or it can be linked as shown below: http://www.ncqa.org/Portals/0/Programs/Recognition/RPtraining/Training_Calendar.pdf?ver=2016- 05-09-105219-097 Slide: Transformation Support – Additional Training Opportunity Karen shared a planned two day training by HANYS scheduled in Saratoga Springs July 13-14. The cost is $500 per participant. Topics include: creating streamlined policies and procedures; care management, care coordination, change management strategies, sustainability, submission documentation, etc. Karen has pursued offering similar training in Syracuse the following week (July 20, 21). Please let Karen know if your organization is interested and how many persons and their role in PCMH you would send. This is just to verify interest and allow for pursuit of available space. Slide: Transformation Support-CNYCC IT Team- Resources include Practice Assessment and DSRIP Tracker tool to be posted to member page on the website. Review of DSRIP Tracker Tool (extensive walkthrough).This is a tool for assessing readiness for NCQA PCMH 2014, as it mirrors the scoring for each standard. This tool has been linked to the DSRIP alignment tool for practices seeking to integrate other DSRIP projects into their strategies. Introduction of Practice Transformation Planning Template- Karen reviewed the draft of the planning template and asked for any initial comments or questions. None were noted. Partners will have time to e-mail or call with any questions, comments or concerns before the final document is rolled out. The final document will include a tab for providing specifics on the organization’s project charter and project team and workforce current and future state. It is expected that these will be due on or about June 30, 2016. Slide: Transformation Hot Topic Policy/Documented Process/Procedure - Policy, documented process, procedure - 41 elements require documented processes Questions/Discussion An attendee whose organization applied for NCQA recognition last year encouraged new applicants to take the 3 months/90 day policy seriously, as their organization did not get credit because of a

more current date. If a practice has multiple standards in one documented process, it is recommended that the practice be very specific about which section pertains to which factor in the standard. This facilitates NCQA review. Next PIC scheduled for June 24, 10am – 12pm (Hot Topic: Health Homes)

Primary Care Transformation PIC May 13, 2016

Welcome and Introductions CNYCC Team  Karen Joncas, PCMH CCE  Primary Care Transformation Project Manager  E-mail: Karen.Joncas@cnycares.org  Telephone: 315-703-2981  Peter Nolan  Health Information Technology Project Manager  E-mail: Peter.Nolan@cnycares.org  Telephone: 315-703-2976

Learning Objectives

Learning Objectives Topics  Welcome and Introductions  Review of Transformation Roadmap and Process  Transformation Timeline  Project Charter and Team Review  Transformation Support  PCMH Assessment and DSRIP Alignment Tracker  Review of Draft Planning Template  Hot Topic- Policy/Documented Process/Procedure  Q & A  Next PIC Meeting June 24, 2016  Hot Topic- Presentation on Health Homes

Transformation Process and Roadmap

Transformation Process Educate Sustain Assess Practice Transformation and NCQA PCMH 2014 Implement Plan

Transformation Roadmap  Transformation is a journey that will continue post NCQA PCMH submission.  Requires an organization-wide commitment  NCQA Submission could take 18 months  Develop project charter, team and timeline  To insure sustainability, focus on planning for the foundational principles  Use NCQA standards as a guide  Assess practice against NCQA standards  Existing policies, procedures and workflows  Baseline reports to assess opportunities

Transformation Roadmap  Develop Plans/Strategies:  Patient Access and Continuity  Practice Care Team and Training  Patient Engagement and Communication  Care Management and Self Management Support  Care Coordination  Quality Improvement- Establish team and initiatives  Population Health  Behavioral Healthcare Services

Transformation Roadmap  Implement Planned Strategies  Prepare for NCQA submission  Preparing for submission is not linear.  Considerations should be given to the length of time required to implement change.  Priorities should be set based on synergies between standards.  For example: Clinical quality measures: Link with evidence based medicine, population health strategies and care management and coordination strategies.

Transformation Roadmap  Prepare for NCQA submission  Review NCQA on-line training on the submission process.  Complete final reports- Make sure they support your documented processes.  Audit all documentation against the standards for both content, timeliness and completeness.  Complete the final Record Review Workbook.  Complete Quality Worksheet and review results with all staff.  Upload all documents to the Document Library  Submit Final Survey tool.

Transformation Timeline

Transformation Timeline  Project charter and plan should include timeline  Renewal applications must be submitted by March 31, 2017 (including corporate applications). Multi-site practice sites must submit by 9/30/17.  Final NCQA Submission Due no later than 9/30/2017 for new applications  Change must be fully implemented at least three months before survey submission. 3/17 Implement Policies and Processes, 6/16 Educate and purchase survey Assess against PCMH tools, All renewal 9/30/17 NCQA standards for Practice surveys single site Practice Level Transformation and corporate. Submissions 7/16 Develop 3/17/17 NCQA New 11/17 NCQA transformation plans Corporate Application PCMH and begin Submission Recognition implementation and received documentation updates.

Project Charter and Team

Project Charter Components  Mission and Vision- Focus on Transformation  Project Team Communication Plan- amongst team and to practice staff  Project Team Decision Making Process  Scheduled team meetings-include location and frequency and method  Consulting services to be used-if any  Process to store documentation and team meeting notes  Indicate any current NCQA recognition status  Submission plan-(i.e. Multi-site vs. single site, renewal, conversion AND timeline)

Project Team  Physician Champion-Facilitates change, manage resistance, positive tone  Project Leader-Facilitates plan development and management, communicates status throughout team and organization, communicates with CNYCC Project Manager, makes sure success is celebrated!  Clinical Leader-Manages and oversees all clinical functions of the project and facilitates change with clinical staff  Administrative Leader-Manages and oversees all administrative functions of the project and facilitates change with administrative staff  Quality Leader-Leads the QI team,  HIT Leader  Scribe

Transformation Support

Transformation Support-CNYCC On-site Assessment  Current state (assessment) required for all sites for planning  On-site assessment with Karen required for all non-recognized practices  On-site assessment optional for currently recognized practice sites  Schedule with Karen by June 30, 2016