April 30th Implementation Meeting Slides

Implementation Team MeetingMedical Neighborhood Project

Coordinated by:

April 30, 20158:30 – 11:30 AM

Nationwide & Ohio Farm Bureau 4-H Center

PurposeImprove referral infrastructure across the medical neighborhood in Greater Columbus

Today’s Objectives1. Review purpose and history of the project2. Clarity on scope and approach3. Awareness on functionality of CliniSync referral tool

Important Note

Parking passes are required


Coordinated by:


Coordinated by:

April 30, 20158:30 – 11:30 AM

Nationwide & Ohio Farm Bureau 4-H Center

PurposeImprove referral infrastructure across the medical neighborhood in Greater Columbus

Today’s Objectives1. Review purpose and history of the project2. Clarity on scope and approach3. Awareness on functionality of CliniSync referral tool

8:30 – 8:35 Welcome

8:35 – 8:40 Framing

8:40 – 9:10 Review project purpose, history, clarity, and scope

9:10 – 10:20 Awareness on functionality of CliniSync referral tool

11:20 – 11:30 Closing

Today’s Agenda


Coordinated by:

Our Strategic Areas of Focus

www.hcgc.org

…exploring and catalyzing best practices to strengthen engagement between consumers, providers, and purchasers

PATIENT-CENTERED MEDICAL NEIGHBORHOOD

COLLABORATIVE LEARNING

QUALITY TRANSPARENCY

…improve care coordination between providers & social services

…improve the use of quality data

…improve the application of learning in Greater Columbus

PATIENT ENGAGEMENT

…improve engagement between patients and providers

Patient-Centered Medical Home

Patient-Centered Medical Neighborhood

WHY?


www.hcgc.org

Medical Neighborhood ModelMedical Neighborhood Project

www.hcgc.org

Referral Process Between Community Organizations and Healthcare Providers

Organization A

Client Data

Client Data

Client Data

Client Data

Client Data

Referral Type

Fax

Email

Phone

Mail

Current ViewMedical Neighborhood Project

Organization B

Organization C

Organization E Organization

D

CPC Milestone VI: Care Coordination Across the Medical Neighborhood

Demonstrate active engagement and care coordination across the medical neighborhood by creating and reporting a measurement to assess impact and guide improvement.

Medical Neighborhood Project

www.hcgc.org

Alignment with Other Initiatives


www.hcgc.org



www.hcgc.org


Review purpose and history of the project


www.hcgc.org

Why are we doing this work?

• In January 2014, UWCO and HCGC convened funded member agencies to determine the challenges organizations face when sending and receiving referrals, and identify the healthcare providers they most frequently exchange referrals with.

Challenges Identified• Lack of standardization among types of referrals• Lack of shared-infrastructure for making referrals• Lack of clarity about services provided by other

agencies

Common Healthcare Providers• Hospitals • FQHCs• Free Clinics


www.hcgc.org


Organization A

Client Data

Client Data

Client Data

Client Data

Client Data

Referral Type

Fax

Email

Phone

Mail


Organization B

Organization C


D


Organization A

Client Data

Client Data

Client Data

Client Data

Client Data

Future ViewMedical Neighborhood Project

Organization B

Organization C

Organization E

Organization D

Shared Referral Infrastructure

Project Design TeamMedical Neighborhood Project

• AIDS Resource Center Ohio• The Breathing Association• Central Ohio Diabetes

Association• Charitable Pharmacy of

Central Ohio• Clintonville-Beechwold

Community Resource Center• Columbus Neighborhood

Health Center• Heart of Ohio Family Health

Centers• LifeCare Alliance• Lower Lights Christian Health

Center

• Maryhaven• The Medical Group of Ohio• Mount Carmel Health System• OhioHealth• The Ohio State University

Wexner Medical Center• Physicians CareConnection• United Way of Central Ohio• US Together, Inc.

www.hcgc.org

2015 Project OverviewMedical Neighborhood Project

WHAT: Spread best practices to improve coordination of care between providers and social services in Greater Columbus.

HOW: Implement cloud-based, shared referral infrastructure among local healthcare providers, social service agencies, and other healthcare stakeholders.

2015 Objectives• Convene interested social service agencies and healthcare providers to plan

for implementation of initial phase of project.

• At least ten social service agencies and five local healthcare providers participating in project implementing CliniSync to send and receive referrals.

• Collect project measures, document lessons learned, and share learning with public-private partners

www.hcgc.org

Project Implementation TeamMedical Neighborhood Project

• Aetna• AIDS Resource Center Ohio• American Cancer Society• The Breathing Association• Central Ohio Area Agency on Aging• Central Ohio Diabetes Association• Central Ohio Primary Care• Charitable Pharmacy of Central Ohio• Clintonville-Beechwold Community Resource

Center• Columbus Neighborhood Health Center• Columbus Public Health• Community Refugee & Immigration Services• CompDrug, Inc.• Concord Counseling Services• Ethiopian Tewahedo Social Services• Faith Mission• Gladden Community House• Godman Guild Association• HandsOn Central Ohio• Helping Hands Health and Wellness Center• Horn of Africa Voluntary Youth Committee• LifeCare Alliance

• Lower Lights Christian Health Center• The Medical Group of Ohio• Mid-Ohio Foodbank• Mount Carmel Health Partners• Mount Carmel Health System• Mount Carmel Medical Group• National Church Residences• Nationwide Children’s Hospital Primary Care

Network• Ohio Asian America Health Coalition• Ohio Association of Community Health Centers• Ohio Department of Health• Ohio Office of Human Services Innovations• The Ohio State University Wexner Medical

Center• OhioHealth Group• Physicians CareConnection• Prevent Blindness Ohio• Southeast, Inc.• Syntero• UHCAN Ohio• United Way of Central Ohio• YMCA of Central Ohio

www.hcgc.org


Review project scope and approach

www.hcgc.org

Project MilestonesMedical Neighborhood Project

Wave 1

Wave 2

Q2 2015 Q3 2015 Q4 2015 Q1 2016 and Beyond

• 15 – 25 Participation Commitments

• CliniSync Referral Tool Implementation and Training

• Organizations Using Referral Tool

• Begin Reporting Monthly Project Measures

• Identify Orgs to Participate in Next Wave

• Report Project Value Measures

• Participants Share Learning with Community

• Ongoing Project Participation, Reporting, and Shared Learning

Wave 3

As needed

www.hcgc.org


Organization A

Client Data

Client Data

Client Data

Client Data

Client Data

Referral Type

Fax

Email

Phone

Mail


Organization B

Organization C


D

Project MeasuresMedical Neighborhood Project

www.hcgc.org

• Learning from other regions• Michigan• Maine, New Hampshire,

Connecticut, New York, Virginia, Georgia

• Participation, System Use, Value

• A good place to start!

Project MeasuresMedical Neighborhood Project

www.hcgc.org

• Participation Measures (Collected Monthly)• # of organizations in CliniSync network• # of services available on CliniSync network• # of patients in CliniSync network

• System Use Measures (Collected Monthly)• # of referrals sent within CliniSync• Total # of referrals made by an organization inside

and outside of CliniSync

• Value Measures (Collected Quarterly)• Value of CliniSync to the organization• Estimated time saved by CliniSync• Estimated # of new organizational relationships

from the Medical Neighborhood Project


www.hcgc.org

What questions of clarity are you sitting with regarding the Medical Neighborhood Project?

Implementation Team Meeting

Awareness on Functionality of CliniSyncReferral Tool


www.hcgc.org

26

CliniSync UpdateDan PaolettiCEO, Ohio Health Information Partnership

27

Module 1Project Participation

• Sign CliniSync Participation Agreement

• Attend Kick-Off (web-based)

• Participate in Training (onsite)

• Participate in Touch Point calls

Requirements for Participation

• Includes Business Associate Agreement (BAA)

• Same BAA signed by all CliniSync participants

• Pricing

•No cost to use the Community Health Record

• Patient Referrals

CliniSync Participation Agreement

• Sample Agenda

• Purpose and scope

• Consent policy & guidance

• Security

• Demonstration

• Support

• Training overview

Duration: 60 minutes (web-based)

Kick-Off for Group

• Sample Agenda

• Review workflow

• Demonstration

• Maintenance of questions and preferences

• Working sent and received referrals

• Review training materials

• Assist staff with login

• Support

Duration: 60 – 90 minutes (on-site)

Site Specific Training

• Who should be involved?

• Think about who manages referrals today

• Referral coordinators

• Intake staff

• Think about who trains staff today

• Train-the-trainer approach

Site Specific Training, continued

• Discuss experiences

• Communicate workflow strategies

• Share lessons learned

Duration: 15 - 30 minutes weekly

Touch Point Calls for Group

34

Q & A

35

Module 2Organization’s Profile

Community Health Record

36


Continuity of Care Record

Clinical Results Inbox

Patient Referrals

Web Direct

Results Delivery

Integrated EHRDelivery of results and reports

Locally Hosted PDF Delivery

ProviderDIRECTory

Use yours or our Direct-enabled secure email to exchange with other providers

Join our statewide list of >13,000 providers

Notify

Automated delivery of event notifications as they happen throughout the network

HIE DataPublishing

Registration Data

Discrete Notes

CCDAs

Public Health

Consulting

CliniSyncPLUS

Practice Transformation

• Community Health Record

• Expressed consent role

• Patient referrals module

• Ability to search for and add patients

•Continuity of care record (addition to provider-

based practices)

Provisioned Access/Roles

• Inbound Preferences

• Questionnaire Management

• Options

Your Organization Customized

39

Preview

40

Q & A

• Referral Documents and Instructions

Inbound Preferences

Example: Map or

New Patient Packet

• Duplicating paper form and mandating answers

Questionnaire Management

• Favorites, staff permissions and email notifications

Options

44

Module 3Sending a Referral

• Search for patient

• Select patient

• Click create referral

• Choose referring provider

• Choose referral destination

• Enter reason

• Answer questions

• Attach record/result if necessary

• Review

• Click refer

Sending A Referral

• Search for patient

• No patient found

• Click add patient (consent gathered)

• Enter patient demographics

• Submit

• Patient has been added to the Community Health Record patient index

• Create referral as normal from added patient

Adding A Patient

• Click Referrals at top right of screen

• Sent Referrals tab opens

• View list of referrals

• Click on referral from Sent list to see detail

• Communicate with referring practice within sent referral

Monitoring Sent Referrals

48

Preview

49

Q & A

53

Module 4Received Referrals

• Click Referrals at top right of screen

• Click Received Referrals tab

• Use filters as needed

• Click on referral to see detail

• Adjust status as needed

• Sending practice/facility will see status change and any scheduling detail entered

• Check for new messages

• Acknowledge and reply to sending practice/facility about the referral

Working Received Referrals

55

Preview

56

Q & A

59

Closing

60

CliniSyncCommunity Health RecordServices

What is the Community

Health Record?

61


Continuity of Care Record

Clinical Results Inbox

Patient Referrals

Web Direct

Results Delivery

Integrated EHRDelivery of results and reports

Locally Hosted PDF Delivery

ProviderDIRECTory

Use yours or our Direct-enabled secure email to exchange with other providers

Join our statewide list of >13,000 providers

Notify

Automated delivery of event notifications as they happen throughout the network

HIE DataPublishing

Registration Data

Discrete Notes

CCDAs

Public Health

Consulting

CliniSyncPLUS

Practice Transformation

62

What can I do in the

Community Health Record?

CONTINUITY OF CARE

•Access a patient’s treatment history, hospital encounters, problem list, allergies, lab results, radiology and other transcribed reports exchanged through CliniSync.

•Check patient demographic and insurance information captured by other providers.

•View, print or download encounter-specific or full continuity of care summaries for your records.

•Coming soon: Query Ohio’s Automated Rx Reporting System (OARRS) as required by law.

RESULTS INBOX

•Receive and manage your patients’ results and reports via your own inbox.

PATIENT REFERRALS

•Initiate and coordinate patients’ referrals with other CliniSync providers using customizable templates.

WEB DIRECT

•Send and receive secure emails with attachments to more than 13,000 providers in our statewide DIRECTory.

Next StepsMedical Neighborhood Project

www.hcgc.org

• Reflections and learning will be included in meeting record

• Individual organizations invited to participate over the next few weeks• Starting with healthcare providers

• Medical Neighborhood Learning Group

Thank you for your participation!