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
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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
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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.