Avatar Bulletin. Introduction. Steering Committees Drive the Project ~ 1 ~

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Dortha Higgins
8 years ago
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1 Introduction We would like to keep you informed of the many initiatives that are coming to the Division this year. This is the first edition of the Avatar Bulletin, to bring you first-hand what it means to transition from managing paper charts and processing claims through Sharecare to a comprehensive electronic health record system called Avatar. And, to address ongoing questions of how an electronic health record system (EHR) will impact workflows. In general, an EHR system will make workflows and procedures more efficient; staff will be able to rely on timely reports and accurate data; and the coordination of services to consumers will improve. We also will have a supporting structure to utilize standard clinical measures like the ASI and the ASAM, and the CANS and ANSA tools. There may still be a need for a chart room but no longer will new paper charts be created or required. ~ 1 ~ On December 8, 2014, MHSAS had its Avatar Kick-off event with the Netsmart architects. The County and contractors in the fiscal, administrative, IT and clinical teams were present to learn about Avatar. And for the past 8 weeks, the teams focus has been to drive and implement the system design. Steering Committees Drive the Project In early January 2015, two steering committee teams were formed to implement the system; the Clinical Steering Committee and the Committee. The clinical team represents leadership within the Division; Adriana Bare, Bill Manov, Carmen Alicia Robles, Dane Cervine, Karolin Schwartz, Lynn Harrison, Meg Yarnell, Nancy Mast, Pam Rogers Wyman, Rachael Garner and Vanessa de la Cruz. And, most recently Bree Bode joined the committee. All teams in MHSAS

2 are presented, the Adult and Child Services, Contractors, Clinical, Case Management and the Psychiatry teams. The Committee s mission is to create, review and/or approve forms and workflows that are in conjunction with evidence best practices and learning from other customer implementations also known as the Golden Thread that will help shape our service delivery systems and the EHR implementation. During the past month, the Committee has been assigned to compare the forms and tools that have been integrated and are currently used in Monterey County s Avatar system. This review will facilitate decisions for Santa Cruz to create our version of the CANS and ANSA assessment tool, the ASAM, progress and crisis notes, psychosocial assessment and the mental status exam in Avatar. The Committee is made up of staff in claims and billing and in Administration; Adriana Bare, Carmen Robles, Chris Duarte, Maria Warnke, Michelle Sapena, Patty King, Sergio Lopez, and Tony Ainsworth. The Committee s focus is to organize the various funding categories and program organization in Avatar, and to decide on how to collect data in the most efficient way to minimize administrative overhead to the Division s clinical programs and yet still be in compliance with funders requirements and state regulations. A subset of County staff, Adriana Bare, Carmen Robles, Sergio Lopez, and other staff as required depending on the tasks to complete, make up the Project Management Team. All scheduled weekly conference calls with the Netsmart architects are to ensure that timelines for the various deliverables are met, and that the Committee s remain on track with project timelines. A project status report is presented to at the Core management meetings. ~ 2 ~

Golden Thread that will help shape our service delivery systems and the EHR implementation.

3 Coming Soon - The Solution Review From March 10-13, 2015, the Netsmart architects return to Santa Cruz for the Solution Review event. At this demonstration event, (this event is not a training), the Netsmart architects will demonstrate the recommended system workflow based on the feedback the Committee s have provided and the choices that have been made so far. The Solution Review event also represents the culmination of data collection and design decisions leading to the building of a complete and functional system gathered from the weekly meetings and conference calls with the Clinical Steering Committee, the Committee, and the Project Management Team. During this week, MHSAS staff will have an opportunity to change, add or delete, and compile data on what needs improvement. These changes will be incorporated and demonstrated at the Final Review & Validation event which is scheduled in June The vision of a paperless health record system will be clearer to staff when they see for instance: the efficiency of having an electronic health record system; how clinicians will have patient information within seconds; how providers will be able to communicate about a consumer quicker and move them seamlessly through multiple services thus improving client level of care; and, how to submit reports to the State. ~ 3 ~

4 Who should attend the Solution Review? DAY I March 10, 2015 Time Session Participants Location 9:00-10:15 AM Solution Review Kickoff Review of Solution Review Event Goals/Responsibilities (Slide Presentation/Event Guide) 10:30 AM-Noon Santa Cruz System Overview Demonstration Clinical and Steering Committees, and any staff who is interested in the status of the project and wants an overall view of the system Emeline, Downstairs in the Large Auditorium ~ 4 ~

Review Event Goals/Responsibilities (Slide Presentation/Event Guide) 10:30 AM-Noon Santa Cruz System Overview

5 DAY 2 March 11, 2015 Session Participants Location Time 8:30 AM-Noon Financial & Administrative Solution Review ADT Design Decisions ADT Form Review and Design Decisions Financial Information Design Decisions Financial Form Review and Design Decisions Authorizations Review and Design Decisions Intake Assessments/ Screenings/Other Client Information from Review and Design Decisions Wrap-Up Administrative and QI staff, & Committee. The ADP staff will find the morning more applicable than the afternoon. The Access Team and other staff who want to learn more about these items are also welcome Emeline, Conference Rooms 206 & 207 1:00-4:30 PM Service Collection Review and Design Decisions Claims Design Decisions Claims Review & Design Decisions Medicare Payor Commercial Payor CalPM Report Review & Design Decisions Wrap-Up Committee, Data Entry & QI Staff. ~ 5 ~

Administrative and QI staff, & Committee. The ADP staff will find the morning more applicable than the afternoon.

6 DAY 3 March 12, 2015 Time Session Focus is on the clinical review of the tools we have so far. 8:30 AM-4:30 PM Diagnosis Review and Design Decisions Treatment Plans Current Treatment Plan process Treatment Plan Default Setup Print Treatment Plan Libraries (If Applicable) Progress Notes Assessments Current Reports process Current Workflow process Other Clinical Modules(Doc Mgmt/Incident Tracking Wrap Up Participants The Clinical Steering Committee, program managers, clinical supervisors at the County & at contracting agencies, MH/ADP, and any clinical staff that can evaluate current practices and identify what might be missing from the system are welcome. Location 1080 Emeline Avenue, Large Auditorium ~ 6 ~

Progress Notes Assessments Current Reports process Current Workflow process Other Clinical Modules(Doc Mgmt/Incident Tracking Wrap Up Participants The Clinical Steering

7 Day 4 March 13, 2015 Time 9:00 12:00 PM This session is reserved for any special needs & follow-up sessions Session Participants Location Other staff may be scheduled to come, more information about this will be known as the session unfolds Emeline Avenue, Conference Room 206 & 206 ADP Funder and Slot Management Wrap Up Adriana, Bill, Patty, Lynn, Michelle, and Sergio to discuss ADP administrative needs; includes managing multiple funders, authorizations and service reports. ~ 7 ~

8 What does an EHR system mean for clinicians? In Avatar, staff will be able to electronically file a consumer s demographic, psychosocial, mental status exam, either the CANS or the ANSA tool, if applicable the ASAM/ASI, and progress notes. All of these will be electronically available without having to copy, transfer, or duplicate the same information multiple times into one paper chart. Clinicians will no longer have to complete more than one treatment plan for a patient for each program that the patient is registered in, and only one Client Centered Treatment Plan will exist in Avatar. How can I participate? Look through your workload and make sure current forms have been turned in to the Clinical Steering Committee for review in the master list of forms. A representative of your team will be attending the Solution Review to look at what has been developed so far and to provide some feedback to the Committees, either in writing after the event or during the demonstration of the system workflow. If you have any additional questions please contact your supervisor. The next Avatar Bulletin will be published after the Solution Review. ~ 8 ~

All of these will be electronically available without having to copy, transfer, or duplicate the same information multiple times into one paper chart.

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