Healthy Heart Project: Year 3 Meeting 1

1. Healthy Heart Project: Year 3 Meeting 1

2. UPDATE / REVIEW Sandra Woodruff CC HH Project Coordinator Jeanne Amos CC HH Data Coordinator

3. Self Assessment Results

4. Self Assessment Highlights • The mean score for every question was higher at the time the assessment was taken than at the end of the planning year • Support of Tribal Leaders changed the least (6.35 to 6.81) • How well project staff works together changed the most (6.53 to 8.38) • Four grantees reported that their success at achieving the goals for the grant declined between the end of the planning year and now • Three grantees reported a decline in the extent to which they feel that their program is meeting the goals of the grant

5. QUALITY ASSURANCE (QA) • “We’re only human...” • Everyone makes errors • Quality Assurance procedures • Expect “good faith effort” • CC doesn’t make assumptions

6. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 3 Meeting 1 TIMELINES • Baseline (B1/B2/B3): Within 30 days PRIOR to the FIRST Case Management Visit • Annual (A1/A2/A3): Within 30 days following the 12 month anniversary of the FIRST Case Management Visit

7. The Baseline Assessment of Core Elements (BACE/B1) measurements should be obtained within 30 days PRIOR to the 1st CMV. Start with the hardest thing to schedule, i.e. physical exam and labs. Hand out questionnaires (B2/B3) to be collected at first CMV. Schedule the first CMV before the 30 days is up. Tips for Meeting your Baseline Timelines

8. The clock starts ticking from the annual date of the participant’s first Case Management Visit. 30 days AFTER Annual CMV. The Lab values and measurements are important to have done within the time frame…start here! Hand out questionnaires (A2/A3) when they come in for annual measurements and return them at their scheduled Case Management Visit. Complete the annual physical exam. We allow flexibility with this if providers are already meeting with participants quarterly, etc. Tips for Meeting your Annual Timelines

9. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 3 Meeting 1 Data “LINGO” • Participant-Level Forms associated with a particular participant (B1-B3, A1-A3, I2, I3, SAE, IRF) • Grantee-Level Forms not associated with a particular participant (R3, I1, AD1 – AD5) • Scannable and Non-scannable forms

10. TIPS TO AVOID ERRORS • Download the most current assessment form off the Web • Use correct scannable questionnaires (baseline or annual) • If incorrect form used, grantee may be asked to transcribe to correct form • Read your emails – communication with nationwide program.

11. Tips for avoiding common errors on Assessment Forms (B1, A1) • Cardiac Clearance: know the difference between No and Not indicated • List a number for minutes/week physical activity - use your best estimate • Indicate a “Status” for FBG (screening, baseline assessment, or most recent chart result)

12. Medication • A staff person should fill in the assessment form -- Do not have the participant write in the medications (Suggest that the participant bring his/her medications to the baseline visit) • Ask the participant about compliance • Write CLEARLY • Include the purpose for EVERY medication

13. Medication(continued) • Include the dose (amount, units, frequency) for most medications – exceptions listed on B1 Instructions • If the participant is not taking any medications, write “none” • If using medication print-out, be sure to remove PHI and CROSS OUT all duplicate listings and medications the participant is no longer taking

14. Please document the Participant’s medications at baseline: If the Participant is not taking any medications please write NONE.

15. Tips for avoiding common errors on Scannable Questionnaires B2, B3, A2, A3, etc.

16. TIP • Have a staff member carefully bubble the NDPID # and Site # on a small number of scannable questionnaires

17. Tips for administering the Participant Baseline Questionnaire (B2) • Talking Points • Topic Citations • Answers to Knowledge Questions • Have each staff member complete the Participant Baseline Questionnaire(download from website or copy; do not use scannable questionnaires)

18. Family Questionnaires • Support person filling out family questionnaire must be 18 or older • Participant cannot complete their own family questionnaire

19. Tips for other participant-level forms R6, I2, I3, SAE, IRF

20. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 3 Meeting 1 Changes to I2 & I3 forms I2: The first page will be modified so that it clearly states which dates needed to be recorded. No changes to other pages. I3: The third page will be modified with a check box to indicate if the participant has dropped out. No changes to other pages. For participants who have not dropped out, the Retention Efforts (page 2) and the check box (page 3) will be the only required information.

21. I2 Form Tip: Please only list Case Management Visits, not other types of appointments. Other types of appointments may be mentioned under “Provider Comments”

22. SAE Form -Need staff member signature on SAE -Review carefully for no PHI IRF Form -Very rare -Read Operations Manual before submitting IRF -Don’t check IRF on Tracking Logsheet if sending I3 (PHASE 3 Tracking Logsheet has boxes for both I3 and IRF)

23. ERROR NOTIFICATION LETTERS (ENLs) • CONFIRM – not necessary to list reasons; if not able to confirm, provide correct information

24. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 3 Meeting 1 ENLs: Missing status, result, or date

25. ENLs (Continued) • Respond to ENLs via email to sdpi.cgp.cc@uchsc.edu Direct other concerns/questions to Jeanne • If responding to an ENL in a package, make it clear! • Only new forms (forms that haven’t been submitted yet) are checked • Indicate “response to ENL” in Comments section of Tracking Logsheet • Separate new forms from “response to ENL” in the package.

26. ENLs (continued) • Respond to the most recent ENL – errors will carry over • ECG always required • Cardiac clearance required only if indicated

27. Reminder emails • Not the same as ENLs • Reminder emails list participants who are coming up on their one-year anniversary • they may also list participants for whom we’ve received a B2 form but not a B1 • If you locate a forgotten B1 because of a reminder email, send the B1 form with your next regular submission as a new form, not as a response to an ENL

28. SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 3 Meeting 1

29. Tips for Data Submission Tracking Logsheet • Update # consented • Differentiate between I3 and IRF • Only list the participant numbers when sending new forms • Separate new forms from “Response to ENL”

30. Tips for Data Submission (continued) • Place a copy of the Tracking Logsheet in the mailed package • The Tracking Logsheet in the package must match the Tracking Logsheet that was emailed • If you forgot to mention a form on the emailed Tracking Logsheet, hold off submitting that form until your next regular submission date

31. Email Certification for No PHI 2 suggestions for process • The Data Coordinator (or designated staff member) creates the email that will be sent. Using your email system, forward the email to a fellow staff member who signs the certification statement, and forwards back to Data Coordinator, who then emails it to CC. • Ask a staff member to come to your computer to review the attachments and confirm that the Excel Registry has been de-identified, type in certification statement, then email to CC. • It is preferable that the person named on the Tracking Logsheet is same person sending email and first contact for CC Data Coordinator with second person as certifier.

32. Review all forms in package for PHI • Common PHI on forms: - Participant name on form - Name on family questionnaire - Signature on B2 • Skim the Comments section of each scannable questionnaire to make sure it is not signed by participant or family member

33. Grantee-Level Forms Thank You for submitting AD forms – Actual grantee quote: “Doing all this paper work has actually been good for me because it tells me what I didn’t do and should be doing. There is going to a change for the better in my project this year.” We’ll get back to you if we have questions or concerns

34. UPDATE / REVIEWQ & A Sandra Woodruff CC HH Project Coordinator Sandra.Woodruff@UCHSC.edu 303.724.0336 Jeanne Amos CC HH Data Coordinator Jeanne.Amos@UCHSC.edu 303.724.0423