Outcomes: How Do I Collect Data? PRESENTED BY: DAVID WAWRZYNEK, MS, MBA ASHLEY FUSS, LMSW APRIL 5, 2017

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1 Outcomes: How Do I Collect Data? PRESENTED BY: DAVID WAWRZYNEK, MS, MBA ASHLEY FUSS, LMSW APRIL 5, 2017

2 Introduction & Housekeeping Housekeeping: Slides are posted at MCTAC.org Questions not addressed today will be: Reviewed and incorporated into future trainings and presentations Added to Q&A resources when possible Feedback forms Reminder: Information and timelines are current as of the date of the presentation

3 What is MCTAC? MCTAC is a training, consultation, and educational resource center that offers resources to all mental health and substance use disorder providers in New York State. MCTAC s Goal Provide training and intensive support on quality improvement strategies, including business, organizational and clinical practices to achieve the overall goal of preparing and assisting providers with the transition to Medicaid Managed Care.

4 CTAC & MCTAC Partners

5 Small Business Initiative Partners

6 About Our Presenters David Wawrzynek MS, MBA Senior Consultant Center for Collaboration in Community Health Coordinated Care Services Inc. Ashley Fuss, LMSW Research Scientist Managed Care Technical Assistance Center

7 Webinar Series Outcomes: From Ideas to Action Webinar 1: Webinar 2: Webinar 3: Webinar 4: Deciding What to Measure Wednesday March 22 nd, 12:00 1:00 PM How to Collect Data Wednesday April 5 th, 1:00 2:00 PM Making Sense of Data and Communicating the Findings Wednesday April 19 th, 12:00 1:00 PM How to Use Your Data Wednesday May 3 rd, 12:00 1:00 PM

8 Today s Agenda Where to start Look to your existing data The Anatomy of an Outcome Measure Overview of components of an outcome measure Building your Outcome Collecting data and the process of measuring an outcome

9 Where to start Once you have determined your outcome measures the first step is to review the reports and data you can already get out of your EHR and billing systems Look to reports that help you better understand the consumers you serve, the types and scope of services you provide, and the payers you will be accountable to

10 An example of Reporting with Existing Data MCTAC/CTAC in partnership with McSilver developed a pair of standardized reports that are now integrated within organizations EHRs using existing data Collaboration with 7 NYS agencies and 4 EHR vendors: (Netsmart, Foothold, Accumedic, IMA) The reports focus on Payer Mix and Service Delivery Each report is available at the agency, program type, and individual program level Can be drilled down by diagnostic category and service type Reports are available free of charge and available to ALL current and future NYS clients of the 4 EHRs

11 What Can These Reports Tell Me? Get a sense of who they re serving The types of services they are delivering The types of services individuals with specific diagnoses are receiving Breakdown of clients by Insurance Type Key feature: standardization of definitions and terms across organizations and vendors You may already have some of the data you need!

12 Poll Question

13 Anatomy of an Outcome Measure

14 The Anatomy of an Outcome Measure - Types Process measures Measures of specific steps in a process when meet it is anticipated that it will have a positive impact on a consumers status or condition Clinical Outcome measures Measurement of the change in a consumers status or condition based upon an intervention

15 The Anatomy of an Outcome Measure - Components Description Numerator Data Source Denominator Measurement Period Definition Reporting classifications

16 The Anatomy of an Outcome Measure - Components Description Example Narrative Description of the outcome measure The percentage of new consumers with an initial evaluation provided within 10 business days of first contact

17 The Anatomy of an Outcome Measure - Components Data Source Example The agency specific source or sources of the information necessary to report out on the data Intake call log Electronic scheduling system Billing system

18 The Anatomy of an Outcome Measure - Components Measurement Period Example Time period requirements of the measure frequency of reporting Monthly Quarterly Yearly

19 The Anatomy of an Outcome Measure - Components Definition Example Description or definition of the eligible population - all individuals that must be measured New consumers not seen in your program during the last six months with and initial evaluation completed

20 The Anatomy of an Outcome Measure - Components Numerator A subset of the eligible population that met the condition of the measure Example The number of consumers in the eligible population who received an initial evaluation within 10 business days of the first contact during the measurement year

21 The Anatomy of an Outcome Measure - Components Denominator The total number of consumers in the measurement population Example The number of consumers in the eligible population who received an initial evaluation during the measurement year

22 The Anatomy of an Outcome Measure - Components Reporting classification Reporting rules that requires the metric for subsets of your eligible population Example Example 1: The percentage of new consumers with initial evaluation provided within 10 business days of first contact that are between 12 and 17 years old

23 The Anatomy of an Outcome Measure - Components Reporting classification Reporting rules that requires the metric for subsets of your eligible population Example Example 2: The percentage of new consumers with initial evaluation provided within 10 business days of first contact that are 18 years or older

24 Poll Question

25 Putting the Pieces Together: Building your Outcome Measure

26 Four Steps Using our Example Example: The percentage of new consumers with initial evaluation provided within 10 business days of first contact Step One: Figuring out your denominator Step Two: Figuring out your numerator Step Three: Marrying your data for reporting and analysis Step Four: Process Changes

27 Step One Denominator Collecting data on your eligible population Who do I need to identify? All consumers who contact the agency requesting an initial evaluation who have not been seen in the agency in the last six months How am I going to identify them? Determine what method is going to be used to record on what day a consumer contacts the agency for an initial evaluation and how you are going to know they have not been seen in the last 6 months

28 Step One Denominator Evaluate What do you currently record when a consumer calls for an initial appointment? Determine if the information you need already recorded and available for reporting? If not, what changes to your process will need to be put in place to assure that you can capture the data elements you need? Date of call Initial evaluation requested (how is this defined and applied consistently?)

29 Step One Denominator Determine what tools you are going to use to capture the information in a manner that can easily be translated into numbers. Electronic scheduling systems Call logs in an excel document Notes in an EHR Define the workflows that will assure that the information will be recorded accurately and in a timely fashion. Who is responsible for recording the data?

30 Step Two Numerator Collecting data on the subset of the eligible population that met the measurement requirement Who? All consumers who contact the agency requesting an initial evaluation who have not been seen in the agency in the last six months who had the initial evaluation within 10 days of initial contact How? What method is going to be used to record if a consumer received their initial evaluation within 10 days of first contact

31 Step Two Numerator Evaluate Where and how are the data elements you require recorded? Initial evaluation performed Date of the initial evaluation If the consumer was a member of the eligible population Age of the consumer Determine what tools you are going to use to capture the information in a manner that can easily be translated into numbers Electronic billing system Notes in an EHR Define the workflows that will assure that the information will be recorded accurately and in a timely fashion. Who is responsible for recording the data?

32 Step Three Create your data source Bringing your data into a single source for reporting and analysis It is possible that the data necessary for the numerator and for the denominator come from different sources You will need to have enough information about each consumer in your eligible population to match that with that individual s change in status or condition across your different data sources In this case the challenge is in matching the date of the evaluation with the date of the initial call to determine if the 10 day requirement was met and knowing the age of each member of the eligible population

33 Step Four Process Changes Determine if your current policy, procedures and processes are sufficient to meet your outcome target goal Decide what outcome target goal is: 100%, 98% etc. Based upon your goal determine if your current processes will assure that you will meet your goals If not, make necessary changes to expectations, staffing, and processes Monitor your results and make additional changes when necessary

34 Next in the Series April 19 th from 12-1pm Making Sense of Data and Communicating Findings Demonstration of some of the basic data management tools in Excel Demonstration of some of the basic data visualization tools in Excel

35 Questions and Discussion Please additional questions to and register for future events at under Upcoming Events.