shared assessment education
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Shared Assessment Education. Training Objectives. By the end of this session, participants will have the materials and processes necessary to: Carry out the vision of a single OCAN per person every six months within the Community Mental Health System - PowerPoint PPT PresentationTRANSCRIPT
GTA Shared Assessment Education
Shared Assessment Education
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Training Objectives
By the end of this session, participants will have the materials and processes necessary to:
- Carry out the vision of a single OCAN per person every six months within the Community Mental Health System
- Adjust to a new way of completing assessments in a collaborative way involving consumers and mental health workers in other services.
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Agenda• Background, Anticipated Benefits & Challenges• Overview of Roles, Materials and Processes• Determining the OCAN Lead• Privacy and Security Responsibilities• Communications
– To Consumers– To Staff
• Collecting Information– MH Functional Centre Use – Other Information
• Managing Challenging Scenarios
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Background
• Your role in this Shared Assessment implementation
• What is Shared Assessment?• Shared Assessment vision• Shared Assessment requirements• Shared Assessment blueprint• Anticipated Benefits and Challenges
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Your role in this Shared Assessment Implementation
• Using the materials provided, implement the Shared Assessment process
• Participate fully by keeping track of your successes, challenges, issues
• Be prepared to evaluate your participation and offer suggestions for improvement
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Shared Assessment Requirements
AssessmentsIncreased
sharing
Technology
How to Share
Common Consent
Processes
IAR
Shared Assessment
Model / Business Process Mapping
Common Privacy
Framework
Outcome and approach going
forward: Joint
Assessment and IAR
Implementation
Technology
How to Share
Common Consent
Processes
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What is Shared Assessment?
• A process that reduces the number of times consumers have to repeat the same information.
• Health Service Providers (HSPs) working together on OCAN assessments to ensure that consumers are not unnecessarily assessed across multiple Community Mental Health (CMH) services.
• The guidelines and processes that support the goal of a single OCAN assessment every six months for each consumer, regardless of how many CMH services they access.
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Shared Assessment Vision
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Shared Assessment Vision
Single Framework (CDS – OCAN)
Consumer Self Assessment
Staff Assessment
Consumer Information Summary
Mental Health Functional Centre Use
VisionOne assessment and one submission of CDS per consumer
Current SituationMultiple assessments for same consumer
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Shared Assessment Blueprint
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Benefits of Shared Assessment
• Reduces the number of assessments• Assessment process is consumer-focused• Supports coordination of services between organizations• Improves information sharing through common practices• Increased collaboration resulting in a better working
relationship between organizations• Workers have a common understanding of the
consumers’ needs and goals.
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Challenges of Shared Assessment
• Collaborating on a single assessment takes some additional time and energy
• Explaining the process of shared assessment to consumers may take some practice
• Using a new technology like IAR can be challenging at first
• Developing effective methods of communication between HSPs takes effort and may evolve over time
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Roles, Materials and Processes
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Shared Assessment Roles – OCAN Lead
• Individual responsible for receiving assessment information from other CMH functional centres that provide service to a consumer. The OCAN Lead is also responsible for completing and submitting the OCAN assessment.
• The OCAN Lead is an individual within an organization
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Shared Assessment Roles – Contributing Provider
• A Health service provider who provides assessment information of a consumer to the OCAN Lead, but is not responsible for completing and submitting OCAN.
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Overview of Materials and Processes
• Materials• Processes
– Determining the OCAN Lead– Communication
• To consumers• To staff
– Privacy and Security – Collecting Information– Sharing information– Addressing Challenging Scenarios
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Determining OCAN Lead
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Steps to determine OCAN Lead
1. Determine if other service providers are involved
2. Review Lead Criteria with other service providers
3. Propose an OCAN Lead to the consumer
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1. Determine if other service providers are involvedSteps:
1. ask the consumer if other services are involved
2. check IAR
If no other service is involved: You are the OCAN lead
If other services are involved: Review OCAN Lead criteria with other service providers
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For new and existing consumers
Sequential criteria for workers to determine OCAN Lead:
1. Organization(s) with the fullest OCAN collection (i.e., who completes the type of OCAN with the most information)
2. Services without planned regular contact will not be the OCAN lead where individuals are receiving other services (unless sole service provider)
3. Service provider choosing to be responsible for assessing on the broadest range of needs
2. Review OCAN Lead Criteria with other service providers
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3. Propose an OCAN Lead to the Consumer
1. Propose OCAN Lead to consumer• If consumer agrees, proceed to collaborate on a
single OCAN• If consumer does not agree, ask for consumer’s
preference between multiple service providers completing the same type of OCAN, who are able/willing to assume the OCAN Lead role
• Communicate consumer preference to participating service providers
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OCAN Lead Checklist
Service 1 Service 2 Service 3
1. Fullest Level of OCAN Full Core+Self Core
Full Core+Self Core
Full Core+Self Core
2. Service has planned regular contact. Yes Yes Yes
3. Service choosing to assess on the broadest range of needs.
Yes Yes Yes
Proposed OCAN Lead. Yes Yes Yes
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ClubhousePeer Self-Help
N/A
1. Fullest Level of OCAN Full Core+Self Core
Full
Core+Self Core
Full Core+Self Core
2. Service has planned regular contact. Yes Yes Yes
3. Service choosing to assess on the broadest range of needs.
Yes Yes Yes
Proposed OCAN Lead. Yes Yes Yes
OCAN Lead Checklist – more than one service
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OCAN Lead Checklist – more than one service
Support within Housing
Dual Diagnosis
Vocational Employment
1. Fullest Level of OCAN Full
Core+Self Core
Full Core+Self Core
Full Core+Self Core
2. Service has planned regular contact. Yes Yes Yes
3. Service choosing to assess on the broadest range of needs.
Yes Yes Yes
Proposed OCAN Lead. Yes? Yes? Yes
Support within Housing and Dual Diagnosis both assess on a broad range of needs and complete Full OCAN. Support within Housing and Dual Diagnosis will decide together who will be OCAN Lead.
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OCAN Lead Checklist – more than one service
Community Mental Health Clinic
ACTTSocial Rehab/Rec
1. Fullest Level of OCAN Full Core+Self
Core
Full Core+Self Core
Full Core+Self Core
2. Service has planned regular contact. Yes Yes Yes
3. Service choosing to assess on the broadest range of needs.
Yes Yes Yes
Proposed OCAN Lead. Yes Yes Yes
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OCAN Lead Checklist – more than one service
Case management and C&T both assess on a broad range of needs and complete Full OCAN. Case Management and C&T will decide together who will be OCAN Lead.
Case Management
Concurrent Disorder
Counseling & Treatment
1. Fullest Level of OCAN Full Core+Self Core
Full Core+Self Core
Full Core+Self Core
2. Service has planned regular contact. Yes Yes Yes
3. Service choosing to assess on the broadest range of needs.
Yes Yes Yes
Proposed OCAN Lead. Yes? Yes Yes?
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How do you propose a Lead?
• It’s all about the conversation!– Between the service providers involved– Between the consumer and service providers
• Together let’s work through some scenarios.
– Who becomes the OCAN Lead?– Who becomes the Contributing Providers?
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How do you transfer a Lead?
• It’s all about the conversation!– Between the service providers involved– Between the consumer and service providers
• Together let’s work through a scenario.
– Who becomes the OCAN Lead?– Who become the Contributing Providers?
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The Lead and Contributing Providers are determined … now what?
• Privacy and Security• Communications
– To Consumers– To Staff
• Collecting and Sharing Information– MH Functional Centre Use – Other Information
• Managing Challenging Scenarios
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I’m the Lead – now what?
• Processes I am responsible for:
– Privacy and Security
– Communicating to Consumers
– Collaborating with other service providers• What? Content: MH Functional Centre Use, etc.• How? Communication Methods
– Inputting and uploading the single OCAN
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I’m the Contributing Provider – now what?• Processes I am responsible for:
– Privacy and Security
– Communicating to Consumers
– Collaborating with other service providers• What? Content: MH Functional Centre Use, etc.• How? Communication Methods
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Privacy and Security Responsibilities
OCAN Lead Contributing Provider
•Manage Consent as per your privacy policies
•Report Privacy & security incidents and complaints to your Privacy Officer
•Provide consumers with access to assessments upon request as per your privacy policy
•Respond to requests for corrections to assessment(s)
•Responsible for custody and control of the information in the OCAN
•Manage Consent as per your privacy policies
•Responsible for determining and implementing practice for transferring information to OCAN Lead in accordance with your security policies
•Report Privacy & security incidents and complaints to your Privacy Officer
•Refer consumer to OCAN Lead in response to request for access to assessment
•Refer consumer to OCAN Lead in response to request for correction to assessment(s)
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Communicating to Consumers• Develop Key Messages for Consumers that
describe:– Purpose of having a single OCAN– Benefits and concerns of sharing– The Process of shared assessment– consent according to your local consent processes
and policies
Brainstorm activity
* Should there be any challenges in developing messaging, flag these as a group.
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Collaborating with other Service Providers on an
OCAN?
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Topics
• Timeline• Considerations for OCAN Lead• Considerations for Contributing Provider• What is shared? Functional Centre Use and
additional information• How do we share? Communication methods• Brainstorm activity
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OCAN Shared Assessment 30-day Timeline
OCAN Lead contacts all contributing
providers (Note: Specify dates)
All input received by contributing
providers
71 3025
OCAN Lead Complete and submit OCAN
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OCAN Shared Assessment 30-day Timeline
Considerations for OCAN Lead: – It is the expectation as an OCAN lead that they will contact all
contributing providers in the time prescribed– OCAN lead should specify dates at the time of initial contact
– There is only a 30 day window to complete an OCAN
Considerations for Contributing Provider:
– The expectation is that the Contributing Providers must provide the information to the OCAN Lead in the time prescribed
– Absence of information from contributing providers will not be included in submitted assessment
– Assessment contribution will not be attributed to your HSP
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What is shared? Functional Centre Use information
If a consumer already has an OCAN lead in place:
• Contact the lead to identify yourself as a Contributing Provider
– Provide your Functional Centre Use information to lead
– Contribute to single OCAN
If a consumer does not have an OCAN lead in place:
– Complete an OCAN as the OCAN lead
– Include your Functional Centre Use information (as you do now)
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**Have the individual who reports MIS develop your cheat sheet!
Core OCAN Elements Cheat Sheet
My Cheat Sheet My Organization LHIN : My LHINMy Organization Name: Sunny Community
CentreMy Organization Number: 1234My Program Name: Sunny Days My Program Number: 6789My Functional Centre Name: Social RecreationMy Functional Centre Number: 715 10 76 81
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What is Shared?Additional Information
• What additional information do you share?• Why do you think this information should be
included in the OCAN?• How is it Helpful to the Consumer?
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How is Information Shared?Communication Methods
• How do you share the information?• What methods of communication would you use
to exchange information with other services providers?
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Brainstorm: What and How
• Think about the questions from the previous slides as you brainstorm:
1. What additional information do you share?
2. How do you share the information?
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As a contributing provider, how can I make use of OCAN information?
• I can use it …– In the conversation with the consumer– To inform the service plan– In conversations with other workers (with appropriate
consent)
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As a contributing provider, what information do I need to keep locally?
When I review a completed single OCAN, how can I make use of this information?
– Step 1: Review OCAN with consumer– Step 2: Record using one of the following options
• Option 1: Record any changes to case notes or use your HSP specific template for documentation
• Option 2: Enter changed assessment as a ‘review’ OCAN• Option 3: Enter identical assessment as a ‘re-key’ OCAN
Assumptions: • We want to reduce duplication where possible.• There is now no need for contributing provider to have a copy of the assessment for
reporting or viewing purposes.
Recommendation: Follow organizational policy regarding use of existing OCAN in service provision
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Review or Rekey? The Contributing Provider’s OCAN
Review • You receive a copy of a
consumer’s OCAN
• You are entering information from OCAN and are making updates to the consumer’s current situation
• The reassessment cycle remains the same
Rekey
• You receive a copy of a consumer’s OCAN
• You are entering information exactly as it appears on the OCAN
• You are rekeying to have an electronic copy of the assessment in your local system
• The reassessment cycle remains the same
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Managing Challenging Scenarios
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Activity: Managing Challenges
In small groups, brainstorm about how you would manage the following challenging scenarios:
1. You and others disagree on selection of the Lead.
2. A participant is not meeting timeframes for information sharing (Lead and/or Contributor)
3. OCAN Lead not completing OCAN within the 6-month timeframe
4. What if person wants to do self assessment with one agency and they are not the lead?
5. Disagreement on domains (e.g.: no need vs. met need)
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Managing Challenges
In Implementing the Shared Assessment model, some challenges may arise:
Steps:1. Attempt to resolve at the worker level.2. In the event of a discrepancy, the Lead is responsible for the
information. E.g. If there is a variation in the need rating, the Lead’s determination appears in the OCAN with the discrepancy documented in comments
3. Follow agency policy/processes around escalation if required
What do you need to do?• Review your organization’s policy• If necessary, who do you escalate to?• What is the procedure for resolution of conflict/ issues with other
organizations?
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Shared Assessment Model
Results in multiple
instances of OCAN and CDS
Results in one
instance of OCAN and
CDS
Results in multiple
instances of CDS (highest
aggregate level)
No OCAN Non-HICs
OCAN and Sharing
OCAN and SharingOCAN and
No Sharing
OCAN and Sharing
OCAN andNo Sharing
OCAN and Sharing
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Who is involved in Shared Assessment?
• Functional Centres in HSPs that have agreed to participate (Shared Assessment go-live dates to be determined)
• Anyone using IAR with whom you have clients in common and wants to collaborate on assessment (you may have to teach them about it!)
• HSPs that are not using IAR may not participate in this implementation of shared assessment (DSA)
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Next Steps
• Train internal staff• Commit to go-live dates for:
– OCAN– IAR– Shared Assessment
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Supports
Website: www.ccim.on.ca
Email: [email protected]
Telephone: 1-866-909-5600, Option 4
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