Using an Access database to increase the efficiency of a county early intervention program
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1 Using an Access database to increase the efficiency of a county early intervention program Cathy Schoffstall, Helen Hannigan, Julia Donlen, RN, DNSc, JD, Leslie Breslau, MSW, Barbara May, RN, MPH Southern New Jersey Perinatal Cooperative Pennsauken, New Jersey
2 Early Intervention Identify and address developmental delays as early as possible in infants and toddlers in order to make the most impact Developmental areas: Physical Cognition Communication Social/Emotional Adaptive Skills
3 Early Intervention of Camden County Part of New Jersey s statewide system Coordinated by NJ Department of Health and Senior Services (NJDHSS) as well as the Southern NJ Regional Early Intervention Collaborative (REIC) Operated by the Southern New Jersey Perinatal Cooperative (SNJPC)
4 Early Intervention of Camden County Serve children birth to age three Guide families through state infrastructure Support and advice
5 Need for Data Management Tool Timely services requirements Extensive paperwork Coordination between Therapy Providers, State and Regional agencies, and families
6 Database Goals Reduce user error due to repetitive paperwork and standardize program documentation Provide real-time access to client records Enhance communication between involved parties Simplify management of multiple timelines Give program administrators tools for supervision and planning
7 Database Development Observed current work flow and operating patterns Reviewed client charts and other required paperwork Considered data reporting requirements at all levels Held staff input meetings and ran usability testing sessions
8 EI Database in Practice Service Coordination
9 Service Coordination Individualized Family Service Plan (IFSP) IFSP meetings are required every 3 or 6 months. Monitor date alerts coordinator of the next upcoming date.
10 EI Database in Practice Service Coordination
11 Service Coordination Progress Notes & Encounter Logs
12 Service Coordination Progress Notes SC1 SC2 SC1 SC1 SC1 SC2 SC2 SC1 SC1 SC1 SC1 SC1 SC1
13 Service Coordination Provider Involvement Track all therapies that the client is currently receiving Request additional services
14 EI Database in Practice Administration Service Coordinator 1 Service Coordinator 2 Service Coordinator 3 Service Coordinator 4 Service Coordinator 5 Service Coordinator 6 Service Coordinator 7 Service Coordinator 8 Service Coordinator 9 Service Coordinator 10 Service Coordinator 11 Service Coordinator 12 Service Coordinator 13
15 Administration Reports
16 Why is this database successful? Valuable for all users No data for data s sake User input!
17 Statewide Implementation Benefits Improved staffing management More accurate caseload data Timely closing of cases Position management
18 Statewide Implementation Benefits Efficient use of resources Centralized information reduces redundant paperwork and data entry Standardized data collection and reporting reduces administrative tasks Better allocation of resources throughout the state
19 Statewide Implementation Benefits Data sharing/transfer Client information to follow children who move within New Jersey, ensuring uninterrupted service More complete service for children who live in border areas or areas with limited service availability Statewide maintenance of provider agency data for improved accuracy and completeness
20 Statewide Implementation Benefits Greener Less paper electronic records instead of traditional paper charts Less traditional mail access for providers and families means less paper correspondence, no need to send reports to state and regional offices
21 Statewide Implementation Benefits Policy Development Best practices for service provision and resource coordination Planning for students with special needs
22 Improvements Web-based Share data with providers and families More user-defined reports Create customized output Integration with REIC database Complete client record
23 Cathy Schoffstall Southern New Jersey Perinatal Cooperative Pennsauken, New Jersey
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