OCAN Education

1. OCAN Education Training for OCAN Users Day 2

2. Objectives Learn how to: • Complete staff assessment • Interpret and make use of information from OCAN in a number of ways • Introduce Shared Assessment model in your health service provider (HSP) organization • Introduce assessment, re-assessment guidelines • Introduce OCAN into business process

3. OCAN Training Agenda - Day 2 • Welcome & Introductions • Objectives • Unit 2 • Application of OCAN cont’d • Staff Assessment – Scoring Activity • Unit 3 • Outputs-Actions, Referrals, Reports • Unit 4 • Timelines and Reassessment • Unit 5 • Business Process • Unit 6 • Shared Assessment • Next Steps • Evaluations

4. Unit 2 Continued Staff Assessment

5. OCAN Part II: Staff Assessment Score Need Score Help 5

6. OCAN Part II: Staff AssessmentKey Points • In each of the 24 domains the staff is determining scores for need and help and recording these • For every met or unmet need, the help score must be completed • If there is no identified need, a help rating is not required, but the extra questions in the domain should be completed • Action and comments fields should be completed as robustly as possible when indicated • Information gathered is important to inform the ongoing work with the consumer and is reflected in reports 6

7. OCAN Part II: Staff AssessmentKey Points cont’d Many reasons can cause an increase in consumer-identified unmet needs from assessment to reassessment including: • consumer’s perceived decline in these areas • consumer’s journey of recovery allows them to identify different or new unmet needs as their horizons expand 7

8. OCAN Part II: Staff AssessmentKey Points cont’d Need in Relation to Help • No Problem / No Need • Help is not provided • No/Moderate Problem due to help given / Met need • Help is provided • Serious Problem / Unmet need • Help is or is not provided 8

9. Pop Quiz! • What does OCAN stand for? • What are the 4 steps of OCAN? • Who can help complete the Self-Assessment? • What if a Consumer does not wish to complete a Self-Assessment? • If informal or formal help is scored as 3, what does that mean? • If a score of 1 is given for need, what could that mean? 9

10. Practice: Scoring OCAN Practice Module includes: • Self assessment • Dialogue • OCAN Part 2-staff assessment with collateral information 10

11. Practice: Scoring OCAN Debrief How can you use a recovery focus to talk about variances (differences) between the consumer self-assessment and the worker assessment? How do you dialogue about successes when the consumer has indicated that there is “No Need”? How can you use a recovery focus to talk about unmet needs that both you and the consumer identify? 11

12. LUNCH

13. Unit 3 Outputs

14. At the end of the assessment, actions will be summarized in a table that looks like the following: Summary of Actions 14

15. Summary of Referrals • At the end of the assessment referrals and status of the referral can be documented in this chart • This working tool is helpful to track referrals on an ongoing basis • An outcome of the Summary of Referrals is the identification of gaps in service 15

16. Individual Assessment Reports • Individual Need Rating Over Time • Needs Over Time • Summary of Actions and Comments • Staff Workload 16

17. Unit 4 Timelines and Reassessment

18. What is reassessment? a structured, documented review using OCAN an opportunity for consumers and providers to regularly review needs, identify accomplishments and inform next steps consists of the consumers self assessment, the staff assessment and information from other sources e.g. providers and family members Reassessment 18

19. Assessment 1May 1 2008 Reassessment 1at 6 months November 1 2008 Reassessment 2at 12 months May 1 2009 Reassessment 3at 18 months November 1 2009 Start Date Assessment 1 May 1 End DateAssessment 1 May 30 Start Date Assessment 2 November 1 End DateAssessment 2 November 30 Other Assessment 1Significant Change Other Assessment 2Client Request 30 Days Max 30 Days Max 6 M O N T H S Assessment on a ‘Heartbeat’ Initiating the “Heartbeat” Once the start date is chosen, the end date is 30 days from the start date. The next assessment happens 6 months from the start date of the previous assessment. Sustaining the “Heartbeat” Regardless of any “Other” assessment completed between the “heartbeats”, the assessments continue every 6 months. 19

20. BREAK

21. 15 DAY GAP 6 M O N T H S 6 M O N T H S 6 M O N T H S Assessment on a ‘Heartbeat’ Resetting the “Heartbeat” Assessment 1Core Ax or Core + Self Ax May 1 2008 Reassessment 1at 6 months November 1 2008 Other Assessment 1 November 15, 2008 Referral to Housing or agency that completes a Full OCAN Heartbeat is Reset Reassessment 1May 15, 2009 6 month heartbeat continues to accommodate Full OCAN schedule Reassessment 2 November 15, 2009 6 month heartbeat continues to accommodate Full OCAN schedule The heartbeat is reset when service begins with a Health Service Provider that completes a Full OCAN – also known as the fullest dataset.

22. Types of Assessment • Assessment types are chosen in OCAN and include: • Initial OCAN • Reassessment • (Prior to) Discharge • Significant Change • Review • Re-key • Other 22

23. Initial OCAN • An “Initial OCAN” is only completed by the OCAN Lead when the person participating is new to the Community Mental Health system or is re-entering the Community Mental Health system more than 90 days after a previous discharge. 23

24. Reassessment • OCAN is completed every 6 months. • This is referred to as the “heartbeat” • The “Reassessment” is chosen for clients who have completed a prior OCAN or they are existing clients for whom this will be their first OCAN • Completed by the OCAN lead 24

25. (Prior to) Discharge • Discharge for the purposes of OCAN is planned discharge from the mental health system. This assessment type is completed by the OCAN Lead. For details, please refer to the guidelines below: • (Prior to) discharge – REQUIRED • Client is leaving the Community Mental Health System (planned discharge) • (Prior to) discharge – NOT REQUIRED • Client “drops out” of Community Mental Health Services (unplanned) • Transfer of a client from one Community Mental Health program / HSP organization to another* 25

26. Significant Change • A Significant Change OCAN does not change the “heartbeat” • It is completed by the OCAN Lead • OCAN can also be completed when there is a significant change in the person’s life that may require closer assessment to ensure that the most current needs are identified 26

27. Review • A Review OCAN does not change the “heartbeat” • When information from one HSP organization’s assessment is updated or changed as part of a review process before entering it into another HSP organization’s automated solution, the staff will choose “Review” as the reason for assessment 27

28. Re-key • A Re-key OCAN may or may not becompleted by the OCAN Lead and it does not change the “heartbeat” • Re-key OCAN is conducted when an HSP organization receives an OCAN from another HSP organization and does not update any of the fields when they enter it into their own system • HSP organizations may choose to re-key when a paper copy is not needed 28

29. Other • An “Other” OCAN is completed by the OCAN Lead but it does not change the ‘heartbeat’ • One examples of an other reason for assessment could be ‘consumer request’ • For any “Other” reason for assessment, the staff person records the reason 29

30. Unit 6 Shared Assessment

31. Vision Current Situation Multiple assessments for same consumer Vision One assessment and one submission of CDS per consumer 31

32. Goals of Shared Assessment • A single OCAN submitted across the mental health system for any one consumer • Collective contribution by all providers working with the client into one OCAN 32

33. Benefits of Shared Assessment Collaborative approach focuses on needs of the consumer Integration and co-ordination of services provides better consumer support and clear roles for staff All health service providers are given credit for the support they are providing to same consumer Access to reports by all orgs involved in services to same consumer 33

34. Business Process 34

35. Roles Consumer: – consents to share OCAN - involved in choosing who completes OCAN OCAN Lead: –completes and submits one OCAN in agency with input from other staff (contributing providers) involved in providing services to consumer Contributing Provider: • Participates in assessment process 35

36. OCAN Lead Activity: Determine OCAN Lead in your agency Discuss and develop some guidelines for choosing who would be OCAN lead when two of your programs are involved with the same consumer. What would be their responsibilities in completing an OCAN? 36

37. OCAN and Sharing OCAN and Sharing OCAN and Sharing Three Types of Reporting Structures Organizations that have consumers who see multiple providers Results in multiple instances of OCAN and CDS OCAN and No Sharing Results in multiple instances of CDS (highest aggregate level) No OCAN Non-HICs 37

38. Unit 5 Business Process

39. Business Process What is an HSP organization Business Process? • A series of connected steps / actions / tasks to achieve an outcome • It is what you do in your agency from the time a consumer enters your agency up to planning services for him\her • Business Process Mapping is a diagram showing how work flows through your agency 39

40. OCAN Business Process ORIENTATION TO HSP ORG ACCEPTANCE TO SERVICE SERVICE PLANNING INTAKE • Where does OCAN fit? • What can it replace? 40

41. Business Process Think about how your agency will use OCAN in your current business process. Questions:? Will OCAN replace part of current assessment? Will OCAN replace current assessment? Will OCAN be added to current assessment? 41

42. Available Resources & Supports Resources • Your Change Team • Kick-off binder • OCAN 2-day training user binder • Co-ordinator training binder • Quick reference guides • Consumer support materials Supports • Portal(s) • Project Support Centre (CMH CAP) • OCAN Knowledge café • IT services 42

43. Next Steps • Supported training • Sign-up sheets • Evaluations 43

45. Thank You!