December 6, 2011 U.S. Department of Health and Human Services

1. MSCG Training for Project Officers and Consultants: Project Officer and Consultant Roles in Supporting Successful Onsite Technical Assistance Visits December 6, 2011 U.S. Department of Health and Human Services Health Resources and Services Administration Bureau of Primary Health Care

2. Primary Health Care Mission Improve the health of the Nation’s underserved communities and vulnerable populations by assuring access to comprehensive, culturally competent, quality primary health care services

3. Ensure BPHC staff and grantees have access to mission-critical educational resources to enhance capacity and performance in improving the health status of the nation’s underserved and vulnerable populations. Role of Technical Assistance in Supporting Primary Health Care Mission 3

4. Support ongoing compliance with all Health Center Program Requirements. Improve performance across all areas of Health Center operations: Needs Assessment Services & Clinical Performance Management and Financial Performance Governance Role of Technical Assistance in Supporting Primary Health Care Mission 4

5. Impending Changes to Standard Operating Procedures Additional Information Coming Soon On: • Handling media • New track changes process • Site visit grantee participant tracking chart within the site visit report format

6. PO Role and Support of Primary Health Care Mission • Serves as the first line of contact between health centers and the government. • Provides technical advice and support on program requirements. • Provides technical assistance and information on performance improvement. • Provides leadership to improve the health of underserved communities and vulnerable populations. • Works closely with Grants Management Specialist on grant-related issues including processing grant awards and post-award actions, e.g. Financial Status Reports, conditions monitoring, administrative changes. 6

7. Project Officer Role and Support of Primary Health Care Mission 7

8. Onsite Technical Assistance (TA) Visits with Consultants may be conducted by Project Officer + MSCG Consultant(s) + other HRSA staff OR by MSCG Consultants Only. Onsite Technical Assistance Visits:Overview of Project Officer Role 8

9. In either model, the Project Officer plays a KEY ROLE in: Identifying the issues, expertise and TA needs to be addressed during the visit by the Site Visit Team. Providing relevant background information and insight on the grantee’s current status. Maintaining communication with the Site Visit Team and grantee prior to, during, and after the Site Visit. Assisting grantee in implementing appropriate Site Visit recommendations and identifying any future TA needs. Facilitating overall site visit process. Onsite Technical Assistance Visits:Overview of Project Officer Role 9

10. Project Officer: Alerts grantee as to purpose of upcoming Site Visit (MSCG coordinates date/logistics with grantee). Provides all necessary background and documents (e.g. NAP application, NGAs, UDS reports, etc.), as needed. Notifies PCA about Site Visit, invites them to attend (mandatory for New Start Visits, recommended for other types), includes them in the Pre-Site Visit conference call. Participates in Pre-Site Visit Conference Call. Documents all phases of the Site Visit in the EHB Onsite Technical Assistance Module and in accordance with BPHC Onsite Technical Assistance Standard Operating Procedures. Project Officer and Consultant Roles:Pre-Site Visit Planning 10

11. Consultant: (Lead Consultant) Arranges date, time, agenda (with Project Officer input) for Pre-Site Visit Conference Call with grantee, Project Officer, PCA, etc. Requests any additional documents (not provided by Project Officer) directly from grantee as necessary for Site Visit. Maintains contact with Project Officer prior to Site Visit to address any questions, concerns or identify additional information needed. Project Officer and Consultant Roles:Pre-Site Visit Planning 11

12. Project Officer: Provides oversight and facilitation as HRSA’s direct representative while onsite. Introduces Site Visit Team. Leads Entrance and Exit Conferences. May provide brief BPHC Overview presentation, as appropriate. Project Officer and Consultant Roles:Conducting Site Visit 12

13. Project Officer: Responds to question arising onsite regarding Program Requirements, BPHC Policy, HRSA/BPHC resources. If such questions require additional clarification/input Project Officer directs these to appropriate BPHC staff (e.g. Office of Policy and Program Development, Office of Quality and Data) during or after the Site Visit. Consultants are not expected to clarify HRSA/BPHC policy. Project Officer and Consultant Roles:Conducting Site Visit 13

14. Consultant: Provides expertise, special knowledge and training to assist BPHC in appraising the grantee’s compliance and/or performance improvement status and identifying TA needs. Provides clear, well-documented and objective findings as well as recommended options for issue resolution or further TA. Keeps Project Officer up to date/copied on all significant communications with the grantee prior to, during, and after the Site Visit. Project Officer and Consultant Roles: Conducting Site Visit 14

15. Project Officer: Participates in Post-Site Visit Debrief Call. Reviews and provides input to MSCG on draft Site Visit Report and as appropriate consults with: Branch Chief on sensitive findings (e.g. allegations of fraud/abuse). CIP/FIP/CD PO as necessary on items from the Capital and Other Grant Progress Review portion of Site Visit Report. Division Clinical Advisor on any findings related to clinical areas (e.g. Required Services, QI/QA Plans, etc.). Transmits final Site Visit Report to grantee. Completes Project officer Site Visit Report in EHB Onsite TA Module (if in attendance at Site Visit). Project Officer and Consultant Roles:Post-Site Visit 15

16. Project Officer: Serves as a conduit for further communication with the grantee on any questions related to Site Visit. Provides guidance and/or facilitates access to TA necessary for grantee to address compliance and/or performance findings from Site Visit Report. Monitors grantee follow-up and implementation of Site Visit Report recommendations/corrective actions. Project Officer and Consultant Roles:Post-Site Visit 16

17. Project Officer: Promotes and/or coordinates ongoing TA as needed: Fosters Peer to Peer relationships with other health centers Promotes training/TA and coordination with State and national organizations (e.g. State PCA, Migrant Health Cooperative Agreement Partner) Organizes future Onsite TA Visits. Project Officer and Consultant Roles:Post-Site Visit 17

18. Consultant: Ensures all information contained in Site Visit Report: Is fact (not opinion) based Avoids any inflammatory or derogatory language All findings (negative or positive) are backed-up with clear details, examples or other relevant information. Confers with Project Officer on any and all questions or uncertainties related to interpretations of Health Center Program Requirements/BPHC policy. Project Officer and Consultant Roles:Post-Site Visit 18

19. Consultant: Completes and submits draft Site Visit Report to MSCG within 7 business days following Site Visit completion. Responds to questions, makes any applicable edits to report based on feedback received during/after simultaneous MSCG/BPHC Report Review. Project Officer and Consultant Roles:Post-Site Visit 19

20. Maintain contact with Project Officer (whether or not Project Officer is on visit) prior to and during Site Visit to address any questions, concerns or identify additional information needed. Consistent communication, coordination and collaboration between Project Officer, MSCG and Consultant(s) is key, particularly for site visits with short timelines. Keeps Project Officer up to date/copied on all significant communication with grantee prior to, during, and after the Site Visit. Project Officers and Consultants:Tips for Success 20