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Home Visiting Data System Update

Home Visiting Data System Update. Kathryn Broderick & Shawn Messick, Home Visiting Data System Technical Team . Agenda. Purpose Governance - Your role Time Line Questions. Purpose. Guiding Principles. Collaborative Accessible Timely Best practices. Outcome driven Efficient

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Home Visiting Data System Update

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  1. Home Visiting Data System Update Kathryn Broderick & Shawn Messick, Home Visiting Data System Technical Team

  2. Agenda Purpose Governance - Your role Time Line Questions

  3. Purpose

  4. Guiding Principles Collaborative Accessible Timely Best practices Outcome driven Efficient Culturally specific Family driven

  5. Objective Deploy a data system that meets the needs of governmental and nongovernmental public health, social service, and education organizations engaged in delivering, managing, coordinating and assessing home visiting services

  6. Multiple systems in use

  7. Why do we use paper charts? No acceptable replacement for : Primary means of documentation, complete record Case coordination notes and recording of efforts taken Care plan/goals management and progress monitoring Place to keep information not allowed to be entered in applications. Legal record where applications contain only summary/derived data Primary source for answering questions about care, methods, and outcomes – manual chart audits. Many organizations would like to retire paper charts

  8. Functions of existing HV programs • 3 of 5 programs had these functions in common • Identification & demographics • Screening • Query & report • Enrollment • Eligibility • Referral • Research • Manage access permissions • Revenue & payments • Services delivery documentation/charting • Service care plan coordination • Users consistently identifying need to communicate and exchange data • Create, manage, track shared care plans • Existing apps not able to send or receive data with other programs or clinical systems • Reduce local manual look up and redundant data re-entry between applications and data sources. • Need to manage family constellation

  9. Changing technology environment • You have not been here before • Health Information Exchange • Why build one when you can use theirs? • CareAccord - OHIT Master provider directory (live): can non-clinical partners use this? • OHIT Direct messaging (live): can we uses this as module for secure messaging? • OHIT Master patient index (future, advocate higher priority) • EHR Adoption expanding • Meaningful use is data driven • Clinical EHR users resistant to manual exchange of info • CCO’s dependent on efficient communications. If you can’t communicate you do not exist. • DMAP data demand increasing • How to remove barriers • 40% requests from public health • Consent management • care coordination and improved outcomes vs. local interpretations of privacy and risk. Needs collaborative solution • Interoperability based on value of data retrieval, reuse, and sharing • Digital object identifiers, structured data recording, common standards?

  10. Impact • Electronic exchange requires tools/applications that can connect/send/receive • Too costly to retrofit older applications • Marginalize non-connected entities • $$$$$Everyone on their own or shared effort • Groundswell demand for gooddata • CCO’s, providers, counties, education, non profits, community partners, legislators, [efficiency, effectiveness].

  11. GovernanceYour role

  12. Decision making • Governance process • Address policy needs, resources, consensus and prioritization, reconcile practice and technology issues • Home Visiting Data System Workgroup (HVSC) • Early Learning Data System Workgroup (ELC) • Focus groups • Local • Programmatic

  13. Timeline Timeline

  14. Progress to date • Outcomes measures analysis and refinement • Informal look at commercial off the shelf software (COTS): • 36 vendors/products identified • Data dictionary of currently used applications • Many programs don’t know all the elements that they collect • Lack documentation • Data systems not representative of the big picture • Functions of majority of HV programs: • 6 visited so far, 11 common areas emerging • Data formats of existing HV programs • Most programs using multiple systems for multiple purposes. • Great desire to simplify the work flow • Many have plans to procure new, or modify existing applications

  15. Convergence • Parallel projects addressing the same data about the same population • Early Learning Council data system • Hood River/NG CMS Innovation Grant on referral management • MIECHV data systems • HIE common services • Oregon Department of Education - Student Longitudinal Data System (SLDS)

  16. How does this all fit together?

  17. Next steps • Requirements process • Address key policy and standards questions • Politically unencumbered unique ID, HIPAA/FERPA waiver, consent management… • Complete program assessments and analysis • Map common data set • Complete data dictionary analysis • Define measures and methods – benchmarks, outcomes, minimum data set • Contracting process: RFI and RFP • Develop shared case management documentation system and practices • Acceptable across public health, education and social service programs

  18. Planning: MIECHV • Phase 1 – Performance Reporting System • Define 35 cross-program Benchmarks. Paper reporting • Design simple database to hold and report data pending HVDS. State provides data entry services • MIECHV Grantees only, small number index children each, annually. • Phase 2 – HVDS • 11 core functionalities and specialized federal program performance indicators • Phased roll-out for programs • Sequential • Do everything • System retirement

  19. Planning: ELC • Increased coordination and collaboration between Home Visiting Data System Working Group and Early Learning Data System Working Group. • ELC endorses HVDS as ELDS pilot • Early learning data system: • limited phase 1 to solve key policy issues and demonstrate short term utility of cross departmental data collection • Policy issues: • Master identity management • HIPAA/FERPA sharing and consent management • Define expanded ODE/ALDER linkages • Merge with HVDS

  20. Sustainability • MIECHV funding through 2013. Possible extension. • ELC funding • Race to the Top – Early Learning Challenge Grant • Reduced local costs through: • system retirement • avoiding redundant procurement • Private foundations

  21. Timeline • UO ECDS contract 6/12 • RFI 7/12 • HIPAA/FERPA legal advice 7/12 • Systems survey • MIECHV May/June 2012 • All Others June/July 2012 • Site visits & focus groups: June-August 2012 • MIECHV start-up/benchmarks data collection 7/12 • RFP 9/12 • Jan 2013 • RFP Awarded

  22. Questions?

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