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Running a National Program: Tips from a Recovering Program Director

Learn valuable insights and strategies from a national program director on how to effectively run a successful program, from creating a vision to managing finances and providing technical assistance.

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Running a National Program: Tips from a Recovering Program Director

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  1. (Hit the Ground) Running a National Program: A 12-step Program from a Recovering Program National Director Harold Alan Pincus, MD National Program Director Depression in Primary Care: Linking Clinical and Systems Strategies Vice Chair for Strategic Initiatives Department of Psychiatry, Columbia University Director of Quality and Outcomes Research, New York-Presbyterian Hospital Senior Scientist, RAND Corp. RWJF Foundation Program Meeting November 15-17, 2006

  2. A national program supported by The Robert Wood Johnson Foundation www.depressioninprimarycare.org National Program Office Harold Pincus, MD, Director Jeanie Knox Houtsinger, BA, Deputy Director Gail Wrobleski, Administrative Specialist Susanne Salem-Schatz, ScD, Quality Improvement Consultant Donna Keyser, PhD, Communications Consultant The Robert Wood Johnson Foundation Michael Painter, MD, JD, Senior Program Officer Clinical Model Team Bruce L. Rollman, MD, MPH Bea Herbeck Belnap, PhD Amy M. Kilbourne, PhD Herbert C. Schulberg, PhD Economic Team Richard Frank, PhD Haiden Huskamp, PhD Tom McGuire, PhD Colleen Barry, MPP Evaluation Team Daniel E. Ford, MD, MPH Lisa A. Cooper, MD, MPH Gail L. Daumit, MD, MHS Michael J. Kaminsky, MD, MBA Darrel Gaskin, PhD Laura L. Morlock, PhD Alan Langlieb, MD National Advisory Committee Frank deGruy, MD, Chair RWJF Foundation Program Meeting November 15-17, 2006

  3. (Hit the Ground) Running a National Program: A 12-step Program from a Recovering Program National Director • Creating a vision • Getting the best help • Communicating your vision (e.g., CFP, marketing, etc.) • Running a fair competition • Providing technical assistance • Staying in touch with grantees • Linking with the Foundation • Keeping track of the money • Assisting the evaluators • Managing a site visit • Holding an annual meeting • Making a difference RWJF Foundation Program Meeting November 15-17, 2006

  4. Creating a Vision • No substitute for a good idea • Execution is everything • Analysis of prior successes and barriers • Bringing together multidisciplinary, divergent, non-intuitive perspectives • Forming a team RWJF Foundation Program Meeting November 15-17, 2006

  5. Getting the Best Help • Staff • Expertise and effort • Recruitment • Internal growth • Consultants • Defining the type of expertise needed • Locating and recruiting consultants • National Advisory Committee • Diversity • Roles RWJF Foundation Program Meeting November 15-17, 2006

  6. Communicating Your Vision(e.g., CFP, marketing, etc.) • Call for Proposals • Simplify concepts and themes • Provide examples • Marketing • Segmenting / identifying the audience and the best ways to reach them • Comprehensive communication strategy • Technical Assistance • Applying technical assistance strategies to help other communities (e.g., MHS, state initiatives, business groups) RWJF Foundation Program Meeting November 15-17, 2006

  7. “6 P” Conceptual Framework • Enhance self-management/participation • Link with community resources • Evaluate preferences and change behaviors Patient/ Consumer • Improve knowledge/skills • Provide decision support • Link to specialty expertise and change behaviors Providers • Establish chronic care model and reorganize practice • Link with improved information systems • Adapt to varying organizational contexts Practice/ Delivery Systems • Enhance monitoring capacity for quality/outliers • Develop provider/system incentives • Link with improved information systems Plans • Educate regarding importance/impact of depression • Develop plan incentives/monitoring capacity • Use quality/value measures in purchasing decisions Purchasers (Public/Private) • Engage community stakeholders; adapt models to local needs • Develop community capacities • Increase demand for quality care enhance policy advocacy Populations and Policies RWJF Foundation Program Meeting November 15-17, 2006

  8. Communication Strategy Basics • Develop authorship/publication guidelines to guide collaborations with program grantees, consultants, and others. • What criteria will be used to determine authorship? • How will discrepancies regarding content be addressed? • What standard acknowledgement of support must be included for each publication? • Identify key audiences you want to target and build relationships with professional organizations, etc. with venues for getting the word out (e.g. websites, newsletters, list servs, national meetings) • Ask National Advisory Committee, grantees, and other colleagues about groups/organizations that represent key stakeholders that you want to target to raise awareness and disseminate lessons learned. • Check out websites and newsletters that may serve as good templates for products and/or venues for sharing those products. RWJF Foundation Program Meeting November 15-17, 2006

  9. Communication Strategy Basics • Identify the type of communication products that are most likely to reach key audiences (e.g. peer-reviewed articles, national meeting presentations, research to practice briefs, FAQs, newsletter pieces, etc.) • EXAMPLE: Theme – Patient Education and Self-Management • Products based on the theme: • Web-based FAQ – “News You Can Use: Frequently Asked Questions About Depression” • Annual Meeting Workshop – “Off-the-Shelf Self-Management Strategies for Depression ” • Peer-reviewed Article – “Patient Self-Management in the Primary Care Treatment of Depression” Bachman J, Swenson S, Reardon ME, Miller D. (2006) Administration Policy and Mental Health, 33(1), 2-15. RWJF Foundation Program Meeting November 15-17, 2006

  10. Communication Strategies RWJF Foundation Program Meeting November 15-17, 2006

  11. Communication Strategies RWJF Foundation Program Meeting November 15-17, 2006

  12. Communication Strategies RWJF Foundation Program Meeting November 15-17, 2006

  13. Running a Fair Competition • Pre-application technical assistance • On-line process • Conflicts of interest • Review process • Identifying and assigning reviewers (e.g., NAC, RWJF leadership, NPO staff, external reviewers) • Developing rating system (e.g., criteria, weighting, forms and instructions) • Creating and keeping to timetable • Responding to applicant inquiries regarding review RWJF Foundation Program Meeting November 15-17, 2006

  14. Providing Technical Assistance • Who provides TA? • NPO staff, consultants, NAC • Grantee to grantee • What kind of TA is needed? • Topic-specific (e.g., paying for care management) • Programmatic (e.g., grants administration and reporting) • When is TA needed? • In the Beginning (orientation) • In the Middle (problem-solving) • At the End (dissemination and spread) RWJF Foundation Program Meeting November 15-17, 2006

  15. Staying in Touch with Grantees • Why? • Help them problem solve • Foster creative collaborations with other leaders in the field (networking) • Add to our own knowledge base (learning) • How? • Periodic telephone calls and email • Conference calls (generic, topic-specific) • Site visits • Professional meetings RWJF Foundation Program Meeting November 15-17, 2006

  16. Linking with the Foundation • Building relationships with RWJF staff (e.g., program officer, communication officers, financial analyst, national program personnel) • Learning from other national programs (“Here’s how we did it”) • Fostering collaboration with other agencies and organizations with shared goals RWJF Foundation Program Meeting November 15-17, 2006

  17. Keeping Track of the Money • TAD Budgets • Anticipating needs • Making the best use of resources • Grantee Budgets • Monitoring spending and reporting • Planning accordingly for “crunch” periods (e.g., clustered grant end dates, etc.) • Technical assistance for assessing changing project needs and preparing budget revision/ no-cost extension requests RWJF Foundation Program Meeting November 15-17, 2006

  18. Assisting the Evaluators • Maintaining independent evaluation while helping evaluators communicate their needs to grantees • Providing the venue for grantees and evaluators to address evaluation issues (e.g., teleconferences, annual meetings) • Distinguishing internal from external evaluation while identifying common practices to facilitate both RWJF Foundation Program Meeting November 15-17, 2006

  19. Managing a Site Visit • Purpose • Bringing together decision makers • Problem solving • Disseminating information to key stakeholders • Coordination • Scheduling: Start early (calendars fill up fast) and don’t set an unrealistic timeframe • Agenda: Work with grantee to determine focus • Follow up • Be prompt RWJF Foundation Program Meeting November 15-17, 2006

  20. Coordinating an Annual Meeting • Scheduling: Start early • Location, location, location • Format: Plenaries, breakouts, small group meetings • What do participants want? • What do grantees (and the field!) need? • Use the convening power for synergy • Invitations and roles for key policy makers • Action items resulting from meeting RWJF Foundation Program Meeting November 15-17, 2006

  21. Making a Difference • Disseminating Lessons Learned – What worked and what didn’t • Empowering people and organizations to carry on their efforts to improve care • Using knowledge gleaned from national program/grantee activities to take the next step • Locally and nationally • Addressing multiple levels: “6 Ps” RWJF Foundation Program Meeting November 15-17, 2006

  22. “6 P” Conceptual Framework • Enhance self-management/participation • Link with community resources • Evaluate preferences and change behaviors Patient/ Consumer • Improve knowledge/skills • Provide decision support • Link to specialty expertise and change behaviors Providers • Establish chronic care model and reorganize practice • Link with improved information systems • Adapt to varying organizational contexts Practice/ Delivery Systems • Enhance monitoring capacity for quality/outliers • Develop provider/system incentives • Link with improved information systems Plans • Educate regarding importance/impact of depression • Develop plan incentives/monitoring capacity • Use quality/value measures in purchasing decisions Purchasers (Public/Private) • Engage community stakeholders; adapt models to local needs • Develop community capacities • Increase demand for quality care enhance policy advocacy Populations and Policies RWJF Foundation Program Meeting November 15-17, 2006

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