Obtaining Medical Home Recognition: A How-to-manual To Facilitate The Process

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NACHC 2009 Community Health Institute & EXPO

Obtaining Medical Home Recognition: A How-To Manual to Facilitate IL – August 25, 2009 theChicago, Process Regina M. Neal Director of Performance Improvement

Cari Reiner Program Manager, Performance Improvement

Session Objectives At the end of this session, you will be able to…  2. Describe the NCQA Physician Practice  Connections Patient­Centered Medical Home  (PPC­PCMH) framework 3. Use a process and framework to begin or continue  attainment of NCQA PPC­PCMH recognition 4. Apply best practices to ensure the most successful  process for completing your NCQA PPC­PCMH  application process

k has been supported through a grant provided by the New York Community Trust.

About the Primary Care Development  Corporation (PCDC) • Non­profit formed in 1993 • Mission: to ensure excellent health care in every  neighborhood  • Work in NYS and throughout US • Work with organizations through programs in five areas:  – – – – –

Capital Access Performance Improvement  Health Information Technology (HIT)    Emergency Preparedness    Policy Leadership 

• Learn more and contact us at: www.pcdcny.org

k has been supported through a grant provided by the New York Community Trust.

Medical Home – What is it? • Ideal model of care delivery ­ in other  words… you get what you need, when you need  it, in a manner you want patients and providers work as partners  in managing their health care is coordinated and the right people  are talking to each other

k has been supported through a grant provided by the New York Community Trust.

Joint Principles Adopted by AAFP, ACP, AAP, AOA: • Personal Physician • Physician Directed Medical Practice • Whole Person Orientation • Care is Coordinated and Integrated • Quality and Safety are Hallmarks • Enhanced Access • Payment Reform

k has been supported through a grant provided by the New York Community Trust.

Medical Home – Why is it Needed? • Current US health care system is fraught  with inefficiencies and subpar outcomes – Cost continues to rise – Health outcomes are not improving 

• We can and ought to do better • We all, as patients, deserve better

k has been supported through a grant provided by the New York Community Trust.

Discussion Questions • Are you familiar with the  Medical Home concept? • Have you begun to think  about how you can apply the  principles of a Medical Home  at your organization?

k has been supported through a grant provided by the New York Community Trust.

PCDC’s Goal • Through generous support provided by the New York  Community Trust, PCDC sought to reduce barriers  for community health centers seeking PCMH  recognition through the development of a tool – Based on the NCQA PPC­PCMH program, with a  primary focus of aiding in the attainment of at least  Level 1 recognition – Practical, user­friendly, and flexible – Builds on and leverages existing best practices, tools,  and resources

k has been supported through a grant provided by the New York Community Trust.

Needs Assessment: Key Questions  • What are health centers greatest needs in &  barriers preventing them from becoming medical  homes, specifically around the “must pass”  elements? • What tools already exist to help health centers  become medical homes? Are they accessible to  health centers?   • What gaps exist in terms of resources (tools,  technical assistance, etc.) to help health centers  become medical homes?

k has been supported through a grant provided by the New York Community Trust.

Needs Assessment: Methodology • Conducted extensive literature review • Interviewed a small, diverse group of NYC  CHCs at varying levels of engaging in  NCQA PPC­PCMH recognition process

k has been supported through a grant provided by the New York Community Trust.

Key Findings: Needs & Barriers • Time and dedicated resources • Better understanding of what was required  to “pass”  • Clarification of terms in application • Insight into a process/framework to  efficiently and effectively manage the  project

k has been supported through a grant provided by the New York Community Trust.

Key Findings: Existing Resources • Plethora of tools and resources out there  around medical homes but… – – – –

Often were more academic vs. practical Not specifically designed for the CHC community Can be arduous to mine value Focused on implementation of PPC­PCMH  elements but not on how to manage the process or  the nuts and bolts of completing the application

k has been supported through a grant provided by the New York Community Trust.

Key Findings: Resource Gaps • Project management resources • Additional information on the NCQA  application itself – Clarification of terms – What is sufficient for “passing”? – What is insufficient for “passing”?

k has been supported through a grant provided by the New York Community Trust.

PCDC’s Conclusion Develop a “tool” which focuses on: • Assisting with project management of the initiative (i.e.,  setting goals, forming a project team, developing  realistic work plans) • Providing practical tips and information on successfully  completing the NCQA PPC­PCMH application

k has been supported through a grant provided by the New York Community Trust.

How­To Manual: An Overview • Purpose: Provide a user­friendly tool to walk   through the project planning and management  related to the nuts and bolts of completing the  NCQA PPC­PCMH application and obtaining  medical home recognition 

• Scope: Focuses on NCQA PPC­PCMH  recognition program but helps CHCs begin  journey toward transforming to a PCMH

k has been supported through a grant provided by the New York Community Trust.

How­To Manual: An Overview • Audience: CHCs and other primary care  providers serving the safety net, PCAs,  other organizations providing assistance to  these providers • Medium: multimedia manual available in  paper­ and electronic­versions

k has been supported through a grant provided by the New York Community Trust.

An Inside Look at the How-To Manual:

A Process for Obtaining NCQA PPCPCMH Recognition

k has been supported through a grant provided by the New York Community Trust.

Overview of Process • • • • •

Step 1: Learn the Lay of the Land Step 2: Identify goals Step 3: Identify a Project Team Step 4: Assess Your Internal Resources Step 5: Develop a Plan

k has been supported through a grant provided by the New York Community Trust.

Step 1: Learn the Lay of the Land

STEP 1: Learn the Lay of the Land • Familiarize yourself and staff with PCMH framework  & NCQA recognition process – General principles and tenets; NCQA PPC­PCMH  standards and scoring process – Things you’re already doing that align with PCMH  principles – Benefits in obtaining NCQA recognition – Resources and time commitment required to obtain  NCQA recognition

• Resource: ACP’s The PCMH: 3­Part Series of  Presentations (www.acponline.org)

k has been supported through a grant provided by the New York Community Trust.

Overview of NCQA Content • 9 standards, 7 of which contain must­pass  elements • 30 elements, 10 of which are must­pass • Each element contains a series of factors  which your score is based upon • Example: PPC1A: Access &  Communication Processes

k has been supported through a grant provided by the New York Community Trust.

Overview of Scoring Methodology • The NCQA scoring guidelines for the  PCMH has 3 levels of achievement • There are 10 Must­Pass elements, of which  a practice must pass at a 50% or greater  score. – A practice must pass 5 of the 10 must pass  elements for Level 1 recognition, and 10 of the  10 elements for Level 2 or 3 recognition

k has been supported through a grant provided by the New York Community Trust.

NCQA Score Requirements Level

Points 

Level 1

25­49

Level 2

50­74

Level 3

75­100

Must­Pass Elements

5 of 10, with a performance  level of at least 50%  10 of 10, with a performance  level of at least 50%  10 of 10, with a performance  level of at least 50% 

k has been supported through a grant provided by the New York Community Trust.

Before going too far in the process,  make sure to… 1. Confirm practice/site eligibility for NCQA PPC­ PCMH recognition •

If a network, decide if want to use multi­site  process



Purchase PPC­PCMH application from NCQA  and obtain free copy of standards & guidelines 

(available at http://www.ncqa.org/tabid/631/Default.aspx) 



Review, complete and submit key non­application  documents to NCQA

k has been supported through a grant provided by the New York Community Trust.

Discussion Questions • How familiar is your health  center with…

– the PCMH concept? – NCQA PPC­PCMH program?

• Have you taken any steps to  begin the recognition process? – Where did you start? – Did you face any challenges?

k has been supported through a grant provided by the New York Community Trust.

Step 2: Identify Goals

STEP 2: Identify Goals Answer the following questions: • Why is our organization seeking PCMH  recognition? • What level of NCQA PPC­PCMH  recognition do we want to obtain? • When do we want to obtain recognition by?

k has been supported through a grant provided by the New York Community Trust.

SMART Framework Goals should be:

• • • • •

Specific Measurable Attainable Relevant Timely

k has been supported through a grant provided by the New York Community Trust.

Tips for Setting Goals • Best to do as a group and likely to be an iterative  process • Key questions to consider: – What are your longer­term strategic goals (i.e.,  where do you see your organization in 5 yrs?) – Do you have any major competing priorities? – What HIT capabilities do you currently have (or  are planning to implement in the near future)?    – What are the benefits of attaining the various  levels of PCMH recognition?  

k has been supported through a grant provided by the New York Community Trust.

Discussion Questions • Have you set your  goals? – What are they?

• What process did you  use to set them? – Who was involved?

k has been supported through a grant provided by the New York Community Trust.

Step 3: Identify a Project Team

STEP 3: Identify Project Team A team is a: “small number of people with complementary  skills who are committed to a common  purpose, set of performance goals, and  approach for which they hold themselves  mutually accountable”                                                             Katzenbach & Smith,                                                            “The Wisdom of Teams”         

k has been supported through a grant provided by the New York Community Trust.

Team Composition • Organizational factors to consider: – – – – –

Size  Number of sites Culture Management style  Project goals

k has been supported through a grant provided by the New York Community Trust.

Team Composition • Teams typically consists of 4­6 people (5­member  teams are ideal) • Include representation from clinical,  administrative/operational, and IT areas/  departments • Ensure at least one member is computer proficient  (2 members with computer proficiency is ideal) • Team should have a complementary set of skills

k has been supported through a grant provided by the New York Community Trust.

Team Selection & Recruitment • The highest ranking member of the site (e.g., CEO,  Executive Director) should select and recruit team  members  • Each team member should have enough protected  time dedicated to the project • Tips for recruitment

– Best when done face­to­face – Discuss goals for PCMH recognition initiative – be as  specific as possible – Discuss expectations to ensure individual is committed  to AND interested in the initiative and it’s goals

k has been supported through a grant provided by the New York Community Trust.

Team Charter Elements • Team members with clearly defined roles and  responsibilities • Team purpose and project goal • Project timeline and key assumptions • Frequency, date, and time of project meetings • Project team expectations – meeting deadlines,  attending meetings, time commitment,  accountability for deliverables • Method for resolving team conflicts • Communication with key stakeholders, including  senior leaders

k has been supported through a grant provided by the New York Community Trust.

Discussion Questions • Have you established a  project team? – Who is on it? – How are you organized?

k has been supported through a grant provided by the New York Community Trust.

Step 4: Assess Your Internal Resources

STEP 4: Assess Internal Resources • Assess your internal resources

– Entire project team reviews application and  assesses baseline score 

• Resource: NCQA PPC­PCMH Self­Assessment Tool

– Conduct technology gap analysis: compare what  HIT you have in place against what is required to  complete the elements  – Based on your baseline and HIT capabilities,  reconsider your organizational goals for seeking  recognition and modify accordingly

k has been supported through a grant provided by the New York Community Trust.

Step 5: Develop a Plan

STEP 5: Develop a Plan • Conduct gap analysis between your  baseline and organizational goals – this will  serve as the basis for your workplan • Define timeframe for submitting  application • Develop an action plan describing what  needs to be done, who will do what and by  when

k has been supported through a grant provided by the New York Community Trust.

Gap Analysis – Key Questions • How does your current level of recognition  (based on self­assessment) compare with  your goal? • How many additional points do you need to  reach your goal?  How many additional must  pass elements do you need to pass at the 50%  level? • How easily (or difficult) will it be to  document the elements you currently have in  place?  

k has been supported through a grant provided by the New York Community Trust.

Defining a Timeframe Your timeline should include… • Regular and PCMH project team meetings –  frequency will depend on organizational  goals  • Deadlines for completion of: – Project management tasks – PCMH application elements

• Communication to key stakeholders,  including all staff updates

k has been supported through a grant provided by the New York Community Trust.

A Good Workplan… • Identifies key deliverables and completion  dates that are ambitious yet attainable • Is action­oriented (use the active verb  tense) • Assigns tasks/activities to specific  individuals  • Identifies required resources • Is used throughout the project and keeps  you on track

k has been supported through a grant provided by the New York Community Trust.

Action Plan Activities Make plans to: • Identify documentation needs by  element • Identify additional HIT needs 

– What modifications are needed? – Who is responsible for making the  modification? – How much will it cost? – How long will it take?

k has been supported through a grant provided by the New York Community Trust.

Action Plan Activities • Identify additional elements to  implement

– Impact on patient population? – Ease of implementation? – Alignment with organizational culture? – Alignment with organizational mission,  vision, and strategic goals?

• Complete and submit the PPC­PCMH  application 

k has been supported through a grant provided by the New York Community Trust.

Transforming to a PCMH:  Best Practices • Learn to be a learning organization • Develop leadership and communication  skills • Monitor change fatigue • Take a step back • Keep your eye on the prize: stay focused on  key deadlines and deliverables but don’t let  small issues derail your entire workplan

k has been supported through a grant provided by the New York Community Trust.

Discussion Questions What are 2­3 things you can  do when you get back to  your organization to move  forward? 

k has been supported through a grant provided by the New York Community Trust.

Q&A Group Discussion

k has been supported through a grant provided by the New York Community Trust.

For more information contact: Regina M. Neal (212) 437­3934 [email protected]

Cari Reiner

(212) 437­3912 [email protected]

www.pcdcny.org  NCQA Customer Support (888) 275­7585 ppc­[email protected] www.ncqa.org/medicalhome.aspx

k has been supported through a grant provided by the New York Community Trust.

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